We recognise that employees are our most important asset and that on occasion we may need to redeploy them. This is a positive measure to enable us to retain skills, experience and knowledge within the workforce.
Redeployment does not guarantee alternative employment. It provides a support mechanism for employees within the redeployment pool to have the opportunity to be considered for other suitable posts within the Council.
Redeployment is available to existing employees who have at least 2 years' service with the Council. The exception to the requirement for 2 years' service is for those referred for redeployment due to health reasons. Modern Apprentices have a separate redeployment process which is co-ordinated by the Employment Training Unit.
This policy applies to all Falkirk Council employees.
Identifying the need for redeployment
Redeployment can happen for a number of reasons, including:
Health related capability
Where a recommendation from Occupational Health (OH) advises that redeployment should be considered on health grounds. This covers both long and short term absences and may also relate to situations where OH recommend that an employee be temporarily redeployed to help them return to work. In situations such as this, the Manager should determine if this can be accommodated by alternative duties or reasonable adjustment within the workplace or whether formal redeployment is more suitable.
Performance related capability
Where an employee has been unable to achieve the required standards, in line with the formal stages of the Capability Policy
The changing needs of the Council may affect staffing requirements and where appropriate, redeployment should be considered.
End of temporary posts
In certain circumstances it may be appropriate for redeployment to be considered, in line with the Temporary Employment Policy. Employees should however have accrued 2 years' service prior to any redeployment starting.
Discipline, Grievance or Dignity at Work
Redeployment can be considered where this is a recommendation as a result of a hearing or appeal or where an employee is unable to remain in their substantive (current) post.
All potential redeployment cases must be discussed with the relevant HR Business Partner before a referral is made.
Where a manager needs to refer an employee for redeployment, they should follow the guidance in How to start redeployment.
Redeployment searches last for a maximum of 12 weeks. If a temporary contract is being ended, managers should ensure, where appropriate, that a referral is made as soon as possible to ensure the 12 weeks redeployment period is available to the employee.
In a potential redundancy situation, the process will last until the end of any statutory notice period.
How to do a redeployment search contains more information.
Services must consider all redeployment requests.
Where a Manager refuses a work trial, the justification for this must be submitted in writing and must be clear as to which essential criteria the redeployee does not meet.
It is important to note that this information may be required, for example, if a case were to progress to Appeals Committee or an Employment Tribunal. Where possible, justifications should contain detailed and constructive feedback as this will be shared with the redeployee to assist with future applications.
A work trial period is a 2 way process which gives the redeployee and the recruiting manager time to decide whether the new job is suitable and to explore how any concerns/issues could be resolved.
A redeployment work trial will last 4 weeks, although this may be extended where the recruiting manager feels that this will not allow for a reasonable period of assessment. How to implement and support work trials has more information.
There are 2 possible outcomes at the end of the redeployment search:
Support will be available from the HR Helpdesk or Rewards team in relation to either of these processes.
If the employee is offered an alternative post, the substantive (current) line manager should complete the necessary changes through HR Forms Plus for an employee leaving post. The new manager will then process the new start paperwork for adding the employee to their team.
In situations where the employee is redeployed into a temporary post, they will be eligible for a further period of redeployment prior to the end of the temporary contract. The new temp/hiring manager will be responsible for ensuring they are referred for redeployment at the relevant time.
Where no suitable alternative post is identified, the redeployee will be referred back to their substantive (original) manager who will consider their situation. If appropriate, this may be at a formal Hearing. In cases where a permanent employee has undertaken a temporary post and no further work is available, it will be the responsibility of the new Service to progress the management of the case.
In the case of temporary employees with over 2 years' service who have been redeployed to a further temporary post and who may be in a redundancy situation, they will be offered a redeployment search for up to 12 weeks before the end of the second temporary contract. Where no suitable alternative post is identified the redeployee will be given notice in line with their contract and the redeployment search will continue until the end of the notice period.
Towards the end of a health capability or performance capability redeployment period, if the redeployment search is failing to secure an alternative post, the substantive (current) manager will be advised and should then liaise with the HR Business Partner to ensure there is proactive management of the capability process.
Employees should not be referred back for a further period of redeployment except in exceptional circumstances and any decision relating to this should be clearly documented. Any extension to the redeployment search would normally be for a maximum of 6 weeks.
Posts in Falkirk Community Trust
If an employee is successfully redeployed to a post within Falkirk Community Trust the following principles will apply:
The redeployee's Falkirk Council manager will confirm to the redeployee in writing that they are leaving the employment of Falkirk Council and that they have no right of return.
If the redeployment is to a temporary post, the responsibility for any further redeployment at the end of the temporary contract, and any resulting termination process/costs rests with Falkirk Community Trust.
Roles and responsibilities
For redeployment to be successful, it is important that you fully engage and co-operate with the process. You are expected to:
Complete and submit the Skills Audit Form.
Attend meetings/be available for calls as requested to discuss the redeployment process.
Be realistic in terms of whether redeployment is a viable option for you.
Regularly check Falkirk Council vacancies on www.myjobscotland.gov.uk and identify posts you consider as possible suitable redeployment options.
Be committed to looking for suitable alternative employment both within and outwith Falkirk Council.
Be flexible in your redeployment search and consider temporary posts and those graded at a lower salary.
Consider short term temporary assignments eg temporary cover arrangements as a mechanism to increase your skills and experience.
Undertake relevant online training available on OLLE.
You are expected to meet with the employee as soon as redeployment is identified as appropriate to explain the process and agree whether redeployment is a realistic option for them.
Objectively complete the supporting statement for submission. Where applicable also include the outcome letter following OH appointment/hearing and any other relevant medical correspondence.
Continue to engage with the employee regularly throughout the redeployment process to ensure you are involving yourself in the process and continue to manage the employee in line with relevant procedures, where applicable eg Managing Sickness Absence, Capability Policy etc.
Maintain regular contact with the employee during the redeployment search to provide support. This should take place no less than every 2 weeks.
Liaise with relevant HR support throughout the process to seek advice and guidance as required and act promptly in line with relevant procedures where a redeployment opportunity is not identified.
You must consider any suitable employee in the redeployment process who meets the essential criteria for vacancies within your team, including temporary posts.
Provide support to employees using agreed action plans for training.
Review any work trials being undertaken within your team.
Carry out pre-employment checks prior to confirming appointments.
Maintain the Council's Redeployment Register.
Forward on redeployees skills audit in respect of any posts that they have noted an interest in and, where relevant, provide guidance to hiring managers for setting up informal chats.
Support the redeployee and recruiting manager in arranging informal chats and work trials.
Assist managers throughout the process to ensure that all procedural and legislative requirements are met.
Liaise with OH to ensure the suitability of posts, restrictions or reasonable adjustments required.
Provide summary reports for managers at the end of the redeployment period which will facilitate the capability process.
This policy is effective from March 2021.