Redeployment Policy - September 2026

2. Scope of the Redeployment Policy

This procedure covers all employees including centrally employed teachers but excluding staff on the complement of locally managed schools for which local arrangements exist.

All Council vacancies that form part of its establishment will be made available to employees on the redeployment register to apply for regardless of the funding stream. However, posts funded jointly with partner organisations and/or the Welsh Government may be subject to an agreed redeployment protocol.

3. Why Offer Redeployment Opportunities?

Employers have a legal obligation to consider employees for suitable alternative employment (SAE). By offering redeployment opportunities, we aim to support employees at a difficult time in their careers and lives and to enable some to continue working when they may not otherwise have been able to. Legislation governing this includes the Employment Rights Act 1996, Employment Act 2002, Employee Relations Act 1999, Maternity and Parental Leave Regulations 1999, Fixed Term Employees (Prevention of Less Favourable Treatment) Regulations 2002 and the Equality Act 2010.

4. What is Redeployment?

Redeployment within Carmarthenshire County Council is a formal process which sets out the stages and timescales allowed for employees to be fairly considered for SAE. It does not guarantee SAE to all those who are considered under this process. The process and timescales are outlined in detail.

5. Redeployment Procedure

Responsibilities

The Line Manager is responsible for ensuring that the procedure is followed, for keeping written records and for keeping employees informed and supported throughout. Advice can be sought from a HR Business Partner.

The employee is equally responsible for keeping in touch with their line manager and appropriate HR Business Partner and being pro-active in identifying and applying for SAE.

The People Services Team are responsible for monitoring the policy and procedure.

Stages of the Procedure

This process should be followed in all cases where an employee is unable to continue in their current job for one of the reasons outlined in “1. Introduction” and has not opted to leave the Council voluntarily.

Employees will be entered onto the redeployment register for at least the minimum period of their contractual notice. If however, an employee or group of employees are identified as ‘at risk’ earlier in the formal consultation process the line manager, with advice from a nominated HR Business Partner, may offer ‘at risk’ employees’ access to the redeployment register for a period of up to four weeks before the period of contractual notice commences.

In exceptional circumstances the Assistant Chief Executive (People, Digital and Policy) has the discretion to extend the period on the Redeployment Register.

Details of all employees on the Redeployment Register will include the employee’s name, current grade, the preferred work location, current post details, the name of their line manager, etc. This list will only be accessed by HR Business Partners to ensure confidentiality of data held. At the same time, details of all vacancies will be advertised on the corporate website for line managers and employees to view.

The Council has an obligation to assist staff with redeployment, so if an employee refuses to consider redeployment or does not apply for vacancies, they will be advised in writing that they will still be included on the redeployment register but that a continuing refusal to provide information may mean that they cannot be properly considered for SAE and that this may impact on their continued employment with the Council.

The Council is obliged to offer SAE where available to an employee whose position becomes redundant whilst they are on ordinary and/or additional maternity leave. This means that an employee under notice of redundancy will be offered SAE before any other employee whose job is also redundant, but who is not absent on maternity leave. This applies even where the vacancy arises before the employee on maternity leave has notified the Council of their intended date of return.

If an employee is disabled as defined by the Equality Act 2010, and their employment is ‘at risk’ the Council is obliged to make reasonable adjustments to support the employee to continue in their existing post in the first instance. Where it is unreasonable to make the necessary adjustments to the employee’s existing post the Council has a duty to consider SAE in line with the procedures set out below. Line Managers are advised to seek advice from the appropriate HR Business Partner and Occupational Health Advisor in such circumstances. This adjustment may fall within the definition of exceptional circumstances as agreed by the Assistant Chief Executive or their representative.

Employees who are absent on maternity leave or due to long term illness must be kept informed at all stages of this procedure and given the same information and opportunities as other affected employees.

Line managers must review the employee’s details against all vacancies, focusing on possible SAE for the employee within the employing Department. Line managers should consider all possibilities including placing redeployees into posts where staff are absent on long-term sick leave, part-time and temporary jobs or work which is usually covered by Agency staff.

It is equally the responsibility of the employee to actively search for SAE on the Council jobs and careers webpages and if they identify a suitable post to apply for the post via the Oleeo recruitment platform.

At the start of the Oleeo application process the employee MUST indicate that they are applying as a ‘redeployee’ by checking the appropriate box when prompted. The employee’s application will automatically be submitted to the recruiting manager for each vacancy applied for. The recruiting manager is responsible for assessing any candidates from the redeployment register no later than 14 calendar days of receipt of an application to avoid delays in the recruitment process for all parties.

Where an employee’s skills, experience and qualifications have been assessed and match the essential criteria of the person specification of a post advertised the recruiting manager will be obliged to offer a trial period of at least four weeks to the employee (which can be extended up to twelve weeks in certain circumstances, e.g., the manager and employee agree that appropriate training and induction would take longer than four weeks). During a trial period the employee’s detail will be removed from the redeployment register.

Where there is more than one ‘at risk’ employee expressing an interest in the vacancy suitability will be determined using agreed selection techniques, usually interviews and additional selection tests where applicable, in accordance with the Council’s Recruitment and Selection Procedure or Redundancy Policy, as appropriate, normally within 14 calendar days of receipt of the application. The appropriate HR Business Partner will monitor this process including actively participating on interview selection panels at periodic intervals.

When considering suitability, the employing department must consider not only whether the employee is immediately able to do the job but also whether they may be able to do so after reasonable training and support. If this is the case, no decision shall be taken without the advice of the nominated HR Business Partner and in such circumstances serious consideration should be given to offering the post on a trial basis of at least four weeks (which can be extended up to twelve weeks in certain circumstances e.g. if the department and employee agree that appropriate training and induction would take longer than four weeks), after which time, suitability will be reassessed in light of any training and support provided.

The employee remains the responsibility of the original employing department during the trial period until SAE is confirmed. Where SAE is confirmed and this is temporary/fixed term (i.e., less than 12 months) the original employing department maintains responsibility for redundancy pay, if applicable, at the end of the temporary period. The new employing department is responsible for discussing the nonrenewal/renewal of the temporary/fixed term contract with the employee following advice from the HR Business Partner.

Examples of “reasonable support and training” may include:

• Making reasonable adjustments to work equipment or programmes, to enable a disabled person to carry out the job.

• Providing IT training to an individual who has limited IT skills.

Further advice on what may be considered as “reasonable support and training” is available from the HR Business Partner. If the employee is seeking redeployment on health or disability grounds, they may be eligible for support via Work Choice or Access to Work (Line managers should contact the Occupational Health Unit for advice).

In medical redeployment cases, the Occupational Health Unit must be included in any discussions relating to an individual’s ability or fitness to do the job, prior to a decision being made.

If an employee is unsuccessful in securing the potential SAE at any stage of the process, i.e., application, interview or work trial, then the recruiting manager will confirm the reasons for rejecting the applicant in writing within seven calendar days of the decision (following advice from the nominated HR Business Partner) and the employee will return to the redeployment register. A copy of the letter must be sent to the employee’s line manager and nominated HR Business Partner.

If the employee turns down the offer of support or SAE at any stage in the procedure, i.e., application, interview or work trial, then the employee must do this in writing outlining the reasons for the refusal. If it is considered that an employee has unreasonably turned down support or an offer of SAE, they should be advised that their continued employment and redundancy payment (if eligible) with the Council may be at risk.

6. Protection of “Pay”

The pay of employees who accept SAE is not protected. The rate of pay for the “new” job applies even if it is lower. The terms and conditions of the new job also apply. Employees must be made aware of this prior to accepting a job. The new pay and conditions apply from the day after the agreed trial period ends. Any differential which exists during a trial period (e.g., an employee who is moving from a higher to lower paid job), will be borne by the original employing department. Any employee redeployed to a post which is likely to result in a reduction in pay will need to discuss the implications with the nominated HR Business Partner.

7. Consideration for Redeployment – Time Limits

The length of time for which employees will be retained on the Redeployment Register and considered for potential SAE will be in line with “5. Redeployment Procedure” of this procedure.

In medical redeployment cases where SAE has not been secured the nominated HR Business Partner will ensure that all medical information is available from the Council’s Occupational Health Unit prior to considering dismissal and issuing contractual notice.

Employment is terminated subject to relevant policies and legislation e.g. Sickness Absence, Redundancy, etc.

8. Maintaining Records

It is important that confidential written records are maintained for every employee who is seeking redeployment, containing:

• Copies of correspondence sent to the employee.

• Copies of correspondence received from the employee.

• Dates of referral to the Redeployment Register.

• Details of jobs offered to the employee.

• Details of reasons for refusal of SAE.

This will usually be the responsibility of the HR Team, who will ensure that Data Protection Act requirements are applied.

9. Review of Decision Regarding SAE

If an employee’s application for SAE has been rejected at application, interview or at the end of the work trial they can ask for the decision to be reviewed by the Director of the recruiting Department or nominated representative with advice from the Assistant Chief Executive (People, Digital and Policy) or nominated representative.

A review of decision can be requested on one of two grounds:

Unsubstantiated Comment

• This is where the candidate perceives that the assessment for SAE is based on assumptions or comments regarding their suitability and/or performance, which cannot be supported by evidence.

Failure to follow procedures

• This is where it can be evidenced that the correct procedures and principles of the Redeployment Process have not been followed.

The request for a review of decision must be made in writing to the Assistant Chief Executive (People, Digital and Policy) within 7 calendar days of the SAE Assessment outcome or failure to follow procedure and must set out the reasons for the request for a review.

The Director or nominated representative will review the decision with advice from the Assistant Chief Executive (People, Digital and Policy) and confirm the outcome to the candidate without undue delay.

10. Ensuring Equality of Treatment

This policy must be applied consistently to all employees irrespective of race, colour, ethnic or national origins (including citizenship), language, disability, religion, belief or non-belief, age, sex, gender reassignment, gender identity or expression, sexual orientation, parental or marital/civil partnership status, pregnancy or maternity.

If you have any equality and diversity concerns in relation to the application of this policy and procedure, please contact a member of the HR Team who will, if necessary, ensure the policy/procedure is reviewed accordingly

If you require this publication in an alternative format, please contact People Services email CHR@carmarthenshire.gov.uk