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Queen's University
 

Redeployment

Policy

The redeployment policy outlines the procedures to assist general staff, who have at least 12 months of continuous Queen's employment and who are displaced from their positions due to technological change, organizational change, operational change or lack of funds. Employees with less than 12 months of continuous employment will be provided with at least as much notice as required by the Employment Standards Act.

The redeployment policy reflects both the different employment relationships for general staff as well as the ability of the University to respond to various organizational pressures (i.e., changes which are either internally or externally driven).

This policy is applied only after departments can demonstrate they have explored all other options. Human Resources is available to provide advice on a range of options which may be suitable in a given situation. While reasonable efforts will be made by the University to find alternate employment for eligible individuals displaced due to either externally or internally imposed factors, there is no guarantee of continued employment.

Human Resources

For each eligible employee requiring redeployment to another position, the Human Resources Department will facilitate discussion between the heads of the department in which the employee is currently working and the department with a vacant position. The two departments will review the suitability of each displaced employee and will negotiate an agreement outlining the steps to transfer the selected employee from one department to the other, including: transfer dates, training requirements, and other related issues. If no agreement can be reached between the two departments, the Associate Vice-Principal (Human Services) in consultation with the impacted dean or vice-principal will have the authority to appoint a displaced individual to a vacant position if deemed appropriate. The employee will be notified of developments, asked for input on options and be expected to assist in an appropriate manner.

In order to maximize the opportunities for individuals affected by the redeployment policy, "blue sheets" or "Employment Requisition - Non-Academic Staff" forms must be completed by the department and approved by Human Resources for all continuing and term position vacancies of at least 6 months duration. The department should also notify Human Resources regarding any vacant contract positions. This will assist the University in placing current employees with term and contract appointments who require redeployment. Human Resources will bring to the appropriate dean's or vice-principal's attention for review requests to create new positions from departments which have eliminated positions and displaced employees through the redeployment policy.

Career Adjustment Assistance

A career adjustment fund has been established by the University to assist with the associated costs of job-related training to facilitate transferring affected employees into alternate positions. Other employee support mechanisms will also be provided, such as career counselling. Human Resources will administer the fund. For more details, see 'Providing Career Adjustment Assistance' as described in the Procedures Section.

Procedures

Identifying Redeployment Needs

Acting within and with the guidance of University policies, deans, department heads, directors, and vice-principals are responsible for all human resources management issues within their respective areas, including all redeployment requirements. This will require commitment and mutual cooperation on the part of all deans, department heads, directors, principal investigators, and vice-principals to preserve employment whenever possible. As stated above, consideration must have been given to less extreme measures.

A decision that a continuing position is no longer required which will displace an employee must involve the appropriate dean or vice-principal, with assistance being provided by Human Resources Department. Discussions regarding contract or term positions should take place between the principal investigator or supervisor and the department head/director. Again, assistance may be provided by Human Resources.

Discussions with Human Resources will include the intentions of the department, such as closing the position entirely, re-organizing, or re-distributing duties to other staff. Any changes with the duties and qualifications of positions within the department due to redeployment will require review by Human Resources to ensure the salary grades of all affected positions are appropriate.

Providing Required Notice to Affected Employees

The department head will provide employees who are to be displaced with appropriate notice in writing to facilitate locating suitable alternate employment within Queen's. The department should prepare the letter of notice in cooperation with Human Resources. The responsibility for the provision of notice may be delegated by the department head to the supervisor or principal investigator. In summary, the following notice is required:

Position Category Timeline
Eligible Coninuing (mandatory)
  • 18 weeks plus required Employment Standards
Eligible Term/Contract (mandatory)
  • 8 weeks plus required Employment Standards (recommended)
  • Employment Standards (mandatory)
Other Staff
  • Employment Standards (mandatory)

For eligible employees in continuing positions, the department will provide 18 weeks "notice of surplus" to the employee and if a successful redeployment has not occurred during this period, then notice of termination as specified in the Employment Standards Act. (maximum of 8 weeks) will be served. If the department advises Human Resources that a temporary layoff is required for a specific period of time, then the notice period will be 18 weeks inclusive of Employment Standards Act.

For eligible employees with term or contract appointments, the department should ideally provide 8 weeks "notice of surplus" to the employee. If a successful redeployment has not occurred during this period, then notice as required under the Employment Standards Act must be made. It is recognized that external funding decisions may prevent provision of notice other than as required by Employment Standards Act.

During the notice period, the employee will remain in his/her current position, unless suitable alternative employment is found as described in "Matching Employees to Vacant Positions."

Employees with at least 12 months of continuous employment who have received notice will be given priority status. Two levels of priority will be established: Priority 1 will consist of employees currently in continuing positions, including individuals returning to work from LTD or WSIB; and Priority 2 will consist of term and contract employees. Employees with priority will be considered for continuing and term position vacancies prior to other internal candidates, depending on the level of their priority status, except in the case of internal promotion/transfer.

The employee will be interviewed by Human Resources to discuss available options. The employee will maintain priority status during the entire notice period, unless the employee requests his/her name be removed. During a temporary layoff, the employee will maintain priority status until the he/she returns to his/her position, until alternate employment is found, or until the employee requests his/her name be removed whichever comes first. In the event of a permanent layoff, the employee will maintain priority status for 6 months after the last day of work unless the employee requests his/her name be removed.

During the notice period, the employee may be provided with a variety of support mechanisms as outlined in, "Providing Career Adjustment Assistance." Appropriate support will be tailored to meet the specific circumstances in each case.

Identifying Vacant Positions

When a department has a vacant position, the department head, in consultation with the appropriate dean or vice-principal, should evaluate the current and future needs of the department. In addition to normal turnover, departments may wish to investigate options for creating additional departmental vacancies such as: early retirement, reduced periods of responsibility (including job sharing), and self-funded leave.

The department must notify Human Resources of any vacant position (either continuing or term) of at least 6 months duration which the department expects to fill by using the "Employment Requisition - Non-Academic Staff (Blue Sheet)." Human Resources and Financial Services will approve the vacancy for filling. Careful review will be made of requests to create a new position from a department which has previously eliminated positions and displaced employees through the redeployment policy.

Discussions with Human Resources about the vacancy will include the intentions of the department, such as closing the position entirely, re-organizing, or re-distributing duties to other staff. Any change in the duties and responsibilities of the vacant position will require review by Human Resources to ensure the salary grade is appropriate. Human Resources should also be informed of any intentions to fill the position on a temporary basis (i.e., hiring a casual worker).

While the University recognizes that many contract positions require highly specialized skills, the department should notify Human Resources regarding any vacant contract positions. This will assist the University in placing current employees who have priority status.

Filling Vacant Continuing and Term Positions

Prior to filling vacant continuing or term positions, the department must first consider any employee with priority for the vacancy.

Departments will maintain the ability to internally transfer or promote staff within the department, if it can be demonstrated to Human Resources that such a transfer or promotion is the most effective method for filling the vacancy.

When there is a vacancy for which there is no departmental candidate, before considering any other internal candidates, the department must first consider any employees who have priority status. For continuing positions, employees with Priority 1 status must be given first consideration with all other internal candidates being equally considered afterwards. For term positions, employees with Priority 1 status must be given first consideration, employees with Priority 2 status must be given second consideration, and all other internal candidates will be equally considered afterwards.

If there are no qualified employees with priority status, then the department will follow the currently existing policies for the recruitment and selection of general staff. Human Resources will assist departments as deemed appropriate.

Filling Contract Positions

The staffing policies for contract employees are decentralized, with responsibility lying with the department. Redeployment procedures for them must reflect the decentralized structure.

In order to assist the University in maintaining employment for staff, principal investigators should seriously consider employees with priority status prior to conducting any other job search activities. This can be accomplished by reviewing the qualifications of any employees with priority status. Human Resources will be available to assist principal investigators with this endeavour.

If the University discovers that new contract employees are being hired with similar skill sets as those with priority status, further investigation will be undertaken by the department head and Human Resources to ensure current staff are not unnecessarily being overlooked.

Matching Employees to Vacant Positions

Human Resources will assist with matching displaced employees and departments with vacant positions. Human Resources will facilitate between the heads of the department in which the employee is currently working and the department with the vacant position. The two departments will review the suitability of each displaced employee and will negotiate an agreement outlining the steps to transfer the employee from one department to the other, including: transfer date, training requirements, and other related issues.

If there is a position vacancy within the faculty or vice-principal's portfolio in which there is also an employee who has priority status as mentioned above, then the department must give first consideration to that employee. The employee will be assessed by the department through interviewing, reference checking, and employment testing where applicable. Where the department has determined that the employee is qualified or reasonably qualified (able to do the job with short-term training), the department will hire the employee. If the department does not offer the position to the employee, the case will be reviewed by the Manager, Employee Relations in conjunction with the dean or vice-principal who will decide if the department will accept the employee or can extend its search to employees with priority status throughout the University.

  • If there is no vacant position within the faculty or portfolio then the same procedure will be applied to vacancies throughout the University.

  • Two vacancies occur simultaneously, one within the faculty or portfolio and one outside, then the employee will be given priority for both positions, with first priority given to the position within the faculty or portfolio.

  • Two or more employees with equal priority status possess similar qualifications suitable for a vacant position, the department in conjunction with Human Resources will select the successful candidate.

  • If the employee accepts a position at a lower grade level, then the individual's existing salary will be adjusted according to Queen's compensation policy for general staff.

  • If the employee is offered a continuing position and refuses, the employee will not retain priority status list during the remainder of the notice period, unless it can be clearly demonstrated to the Human Resources Department that there are legitimate reasons for refusal. If alternate employment has not been found before the conclusion of the notice period, then the individual's employment will be terminated at that date.

  • In the event that only term/contract positions are available for which an employee who is currently in a continuing position is qualified, the employee may accept employment in a term position with assurance that continued efforts will be made to locate a continuing position during the notice period or term position, whichever is longer in duration. If alternate employment has not been found before the conclusion of the term appointment or contract, then the individual's employment will be terminated at that date.

  • When there is uncertainty by the hiring department regarding the skills or capabilities of the employee to perform the job duties, a temporary work assignment may be arranged by mutual consent between the department and the employee. During the temporary work assignment, the employee's salary and benefits will be maintained at the level of his/her original position. If the employee's performance during the temporary work assignment is considered satisfactory, the department will hire the employee on a regular basis and salary adjustments made if necessary. However, if the individual's performance is considered unsatisfactory, then the employee's employment with Queen's will be terminated with additional notice being provided as stipulated under the Employment Standards Act. (maximum 8 weeks). The employee will be placed on the appropriate priority list during this additional notice period.

  • If no vacant position is found within the notice period, for which the employee is qualified or reasonably qualified, the individual's employment will be terminated. Severance pay, vacation pay, and other outstanding payments, if owing, will be paid as per legislation and policy, respectively. The individual will maintain Priority Status for six months and internal status for one year from the effective date of termination in order to apply for any advertised positions.

Providing Career Adjustment Assistance

A career adjustment assistance fund has been established by the University to assist with covering the associated costs redeployment. This fund can be accessed by request of the dean or vice-principal. Other employee support mechanisms will also be provided, such as career counselling. Human Resources will administer the fund.

Career adjustment assistance will be provided to meet the specific requirement of each case including: the factors contributing to the redeployment requirements, the individual's employment relationship, the employee's priority status, the requirements of the department to which the individual may be transferred, and the employee's individual needs. The determination of appropriate career adjustment assistance is the joint responsibility of the departments involved, the employee, and the Human Resources Department.

When an employee does not possess all of the needed job requirements but has the potential to perform the job with limited on the job or short-term training, Human Resources will assist the department in which the individual currently works and the department with the position vacancy to negotiate the employee's training requirements as well as other conditions of the employee's transfer.

Once the training requirements are established, Human Resources will determine if in-housing training is available. If external resources are required and determined to be cost effective, Human Resources will arrange for the training to take place and may cover all or part of the associated costs from the designated fund at the request of the dean or vice-principal.

Employees will be provided with other support mechanisms to assist them make the transition into alternate employment. Examples of such mechanisms include: Employee Assistance Program, career counselling, and special out placement counselling. Human Resources will cover the associated costs from the designated fund at the request of the dean or vice-principal.

Queen's Human Resources
Fleming Hall, Stewart-Pollock Wing
Kingston, Ontario, Canada. K7L 3N6.
T: 613.533.2070 | F: 613.533.6196
hradmin@queensu.ca