Secondment Policy
Human Resources
August 2014
HR/Secondment Policy
Secondment August 2014
1
1.0
AIMS
1.1 The University as an institution of learning and development is committed to
ensuring the careers of our staff are also developed as fully as possible. As part
of our approach to managing talent and succession planning, secondment
opportunities (i.e. undertaking work in another area of the University, or outside
the University, for a specified time period, sometimes in a post at a higher grade,
with increased or new areas of responsibility) are encouraged.
1.2 Internal secondments are arranged when a University employee is being
temporarily located in another part of the University with a view to returning to
their substantive post at the end of the secondment period.
1.3 External secondments may be arranged with a member of University staff being
seconded to work in an external organisation for a specific period of time. Another
option is for an individual from another organisation to be seconded from their
existing employer to work in the University.
1.4
The University recognises secondment opportunities as;




developmental for the individual;
an additional means of advancing career paths;
adding to the skills base of the organisation;
an opportunity to build or develop relationships with other organisations or
internal departments;
1.5
This policy is not intended to be prescriptive but to facilitate the development
of our staff to the benefit of both the individual and the University.
2.0
APPLICATION
2.1
This policy applies when the University identifies an opportunity which may be
offered as a secondment. Alternatively it can be applied when an employee
identifies a role for which they would like to be considered on a secondment
basis. It is recognised that each secondment opportunity differs dependent
upon the individual secondment arrangements, and therefore the full terms of
this policy may not apply in all circumstances. The exact details of the
individual secondment arrangements will therefore be specified in the
secondment contract.
3.0
PRINCIPLES
3.1
One of the University’s values is the development of staff in order to produce
the highest standards of performance and career development opportunities;
secondments are seen as one of a number of tools available to achieve these
aims.
3.2
Managers therefore will use their professional judgement in line with the
strategy and values of the University when considering secondment
opportunities.
Secondment August 2014
2
3.3
If a secondment is not within their own department, managers of the potential
secondee should consider whether it is possible to release the individual from
their current role for the requested time period, considering the needs of the
department, the development needs of the employee, the department’s ability
to ensure that the employee can return to the substantive role, and the
requirements of the University.
3.4
If an individual’s request for a secondment opportunity is refused, a review of
the decision may be sought from the next management level up from the
original decision maker. This is likely to be the Head of Department in most
cases. This decision is final and should be based on the areas listed under
3.3.
3.5
The normal maximum period for a secondment will be two years. This period
may be increased subject to the agreement of all parties associated with the
secondment.
4.0
INTERNAL SECONDMENTS
4.1
The University reserves the right to identify secondment opportunities for
individuals in line with the University or departmental needs and/or
developmental needs of the individual. Such opportunities may not be
advertised.
4.2
The filling of a vacant post via a secondment allows the secondee to broaden
and develop their experience, while retaining the offer of a return to their
substantive post at the end of the secondment.
4.3
The Head of Department of the seconding department must agree in advance
that the substantive role (or an equivalent role) will be retained for the
employee.
4.4
For situations where the individual is approached by the University to
undertake a specific task or work for a specified period (i.e. for succession
planning or career development purposes) the secondment might extend
beyond two years. In such cases the University may agree to protect the
substantive post for an extended period and the terms of the secondment will
be no less favourable than specified in this policy. The details of these
arrangements will be specified in writing for the individual.
4.5
If the secondee covers a post at the same grade level, no change is made to
the existing pay and terms and conditions.
4.6
If the secondee covers a post at a higher grade as part of a development
plan, the secondee would normally be offered a ‘development rate’ equivalent
to 50% of the difference between their current rate of pay and the first point
on the scale of the secondment grade.
4.7
If the secondee,as part of a development plan, wishes to undertake a
secondment in a role at a lower grade, the employee would be paid at the top
of the scale for the lower graded post for the duration of the secondment.
Secondment August 2014
3
4.8
In circumstances where the secondee, based on previous skills and
experience or experience gained within the secondment is able to carry out
the full remit of the higher graded secondment role the employee will be paid
at the first spinal point on the scale for the secondment appointment (pro rata
for a part time secondment).
4.9
For employees currently employed in posts graded FA1- FA4 and in the UPS
pension scheme who are seconded to a post graded FA5 or above, a
secondment allowance representing the difference between the secondee's
substantive post and the first point on the secondment post’s grade (where
this is higher than the substantive post) will normally be paid., This additional
payment would be non-pensionable and may be appropriate where
undertaking the secondment would result in an individual having to change
pension schemes (from UPS to USS).
4.10
Guidance should be sought from the link HR Adviser on the most appropriate
pay arrangements to be adopted, which must be agreed with the secondee
prior to the commencement of the secondment.
4.11
In order to arrange the secondment, the Head of Department will first need to
have approval to fill the secondment post, and then to complete a Request to
Appoint Form indicating that the appointment is to be a secondment. HR will
issue a secondment letter varying the contract of the individual and confirming
that the individual will return to their substantive post or a suitable alternative
post at the end of the secondment.
5.0
INDIVIDUALS SEEKING A SECONDMENT
5.1
Individuals must approach their line manager to discuss the possibility of a
secondment application being supported by their department. It is strongly
recommended that this approach be made prior to an application being
submitted as the department’s agreement to any secondment will be required.
5.2
Individuals should identify the benefits for their development from the
secondment opportunity and how any new knowledge or experience gained
will be of benefit to their substantive department. This should be discussed
with the relevant line manager prior to an application.
6.0
DURING THE SECONDMENT
6.1
Secondees will maintain their continuous service and annual leave record at
the time of the secondment. Where an increase to the annual leave
entitlement is appropriate this will be applied pro-rata for the period of the
secondment.
6.2
Any increments and pay awards due will be recorded as normal, so that the
employee returns to the same salary that they would have received had the
secondment not occurred.
6.3
The line manager is required to consult with the substantive post holder prior
to making any changes to their role during the secondment period.
Secondment August 2014
4
7.0
END OF THE SECONDMENT
7.1
Before a secondment is due to finish and the individual returns to his/her
substantive post or alternative post in the University, a meeting should be
arranged between the individual and his/her line manager at least one month
prior to the secondment end date. The purpose of the meeting is to ensure
that both the line manager and the individual are up to date with any
developments and issues, including any potential changes to the secondee’s
substantive role or alternative role.
8.0
EXTENSION BEYOND TWO YEARS
8.1
The obligation of the ‘home’ department will normally cease after two years.
Any extension beyond two years could be offered as a fixed term contract on
the basis that the individual is aware that their right to return to their
substantive post will be relinquished. For secondments beyond two years
employees will have the choice to either return to their substantive post, or
accept a fixed term contract appointment for the secondment period beyond
two years duration.
8.2
Where an individual has transferred to a fixed term contract, prior to the end
of any extended secondment, the University will work with the individual to try
and find a suitable alternative post, in line with the Fixed Term Contract
Guidelines and the Redeployment Guidelines. In the event this is not
possible, and the individual’s employment ceases at the expiry of the fixed
term contract, the continuous service of the individual will be the basis for any
statutory redundancy payment.
8.3
Where the employee has been employed in the secondment post for 12
months or more and had applied through the normal recruitment and
selection process, the employee may be able to be confirmed in the role at
the discretion of the Head of Department, and in consultation with the link HR
Adviser. Any decision will be taken on a case by case basis depending on the
requirements of the Department.
8.4
If the employee’s substantive role is identified as being at risk of redundancy
whilst he/she is on secondment, the employee will be involved in all
discussions and the consultation process as if he/she had remained within
their substantive role and department.
8.5
Where the employee’s substantive role is confirmed as redundant and no
alternative roles are identified, the employee can choose to remain in the
seconded role on a fixed term basis until the end of the secondment. A
revised secondment agreement will be issued which confirms the fixed term
basis for their employment, and the arrangements that will apply at the end of
the fixed term (see 8.2).
Secondment August 2014
5
9.0
NOTICE PERIODS
9.1
During the secondment, the notice periods as specified in the individual’s
secondment contract will usually apply unless agreed otherwise.
10.0
10.1
EXTERNAL SECONDMENTS
External (outgoing) secondments are used when a University employee
remains under contract with the University but works for another organisation
for a defined period of time.
10.1.1 The relevant manager or Head of Department should discuss all external
secondments with the department’s link HR Adviser prior to making any
commitment to a secondment.
10.1.2 Whilst on external (outgoing) secondment secondees will usually maintain the
same terms and conditions relating to their employment at the University of
Warwick, unless there is an agreement to the contrary. Any increments and
pay awards due will be made as normal and the host organisation will be
invoiced for the salary costs. Continuous service will be maintained.
10.1.3 Secondments will usually be for a maximum period of two years, although a
longer period can be agreed. Unless the substantive post has been identified
as redundant it is a requirement that the substantive or a suitable alternative
post is available in the University for the secondee to return to, unless any
agreement is reached with the individual and the organisation the individual is
seconded to, regarding an indefinite role offer.
10.1.4 Where the secondee’s substantive role is confirmed as redundant and no
alternative roles are identified following consultation, the secondee’s
employment with the University would cease by reason of redundancy. Upon
agreement with the individual discussions would be undertaken with the
organisation to which the individual is seconded to ascertain the opportunities
for new employment on an indefinite or fixed term basis.
10.2
External (incoming) secondments are used when an individual comes to
work for the University while maintaining their employment contract with
another employer for a defined period of time.
10.2.1 If considering offering a secondment to a named individual (other than one
named in a research grant), the Head of Department should set out the
business case via their HR Adviser to the Director of Human Resources and
the Registrar or Provost (or their representatives) for restricting the
employment opportunity to the proposed secondee. It should be noted that
there may be issues relating to eligibility to work if the named individual is a
non-EEA national. Such considerations should be fully explored before any
discussions are entered into with the named individual to avoid committing
the University to a verbal contract of employment.
10.2.2 The usual process would be for the substantive employer to continue to pay
the secondee’s salary and to invoice the University.
Secondment August 2014
6
10.3
In the case of either outgoing or incoming external secondments, agreements
are available from HR. All external secondments to or from the University
must be notified and discussed with the department’s link HR Adviser prior to
any commitments being made to a secondment
10.4
All external secondments require the authorisation of the Director of Human
Resources and the Director of Finance (or their nominated representatives).
11.0
REVIEW
11.1
This policy will be monitored and reviewed on an annual basis by Human
Resources.
Secondment August 2014
7