ASSIMILATION PROCESS

Integration of Departmental Structures

1. Process

The process for assimilating staff to posts as part of the integration of Departments
will be as follows:

1.1 Heads of Department will formulate a proposed staff integration/assimilation report

either for the Department as a whole or tier by tier, together with a consultation
framework/timetable and timetable for implementation, identifying the rationale for
any changes within the context of integration for each of the areas of work activity.

1.2 All proposals must be approved by the relevant Executive Group member and the
Director of Human Resources, prior to consultation with staff and staff
representatives.

1.3 In order to manage the process effectively and to ensure that each
Department/functional area makes progress towards integration between April and
September 2003, the integration process will be carried out in stages, i.e.
sequentially, defining tiers of staff that fit into a particular ring-fence. The criteria for
inclusion within a ring-fence will be existing grading level and existing reporting line.
The process will commence with the most senior graded tiers of posts. The tier
approach is set out below:

• 1st Tier: Associate Heads, Directors of Research Institutes, Academic Leaders,

Principal Lecturer +, Professors (LGU)
• 2nd Tier Principal Lecturers, Principal Research Officers
• 3rd Tier Senior Lecturers, Lecturers, Research Fellows (UNL), Researcher B
(LGU), Senior Research Officers (UNL)
• 4th Tier Research Assistants (UNL), Researcher A (LGU), Academic Related

• 1st Tier ‘Senior Manager/Senior staff’ posts heading up a Unit/campus site

operation within a Department
• 2nd Tier All MG6 / LGU 10 & LGU 10 (Prot.) posts
• 3rd Tier All MG7 / LGU pt 8 of Grade 8 - pt 45 of Grade 9 posts
th
• 4 Tier All MG8 / LGU pt 32 of Grade 7 - pt 39 of Grade 8 posts

1.4 Consultation regarding the proposals, including the staff in each ring-fence, will then
take place, with Trades Unions representatives and with Departmental staff.

1.5 Following consultation, the composition of each ring-fence will be confirmed. Staff in
the ring-fence will be sent a copy of their existing job description and asked to verify,
in writing, that it is an accurate reflection of their duties/role. If the duties/role have
changed since the job description was issued, the staff member may set out the
changes in writing, provided that their immediate line manager certifies, in writing,
that the changes have taken place prior to the assimilation / integration procedure.

1.6 Staff will be asked to provide a list of their academic and professional qualifications
and asked if they are agreeable to their last two years appraisal outcomes being
used. If no appraisal has taken place in the immediate two years prior to

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 assimilation, a mini appraisal interview will be arranged and conducted by the
relevant line manager. Staff who feel that confidentiality would be breached by
referring to appraisal documentation may opt to have a mini-appraisal interview
instead. Any mini-appraisal paperwork will be used as part of the assimilation
process. The mini-appraisal interview will involve a face-to-face discussion between
the member of staff and the relevant line Manager. Staff will also be asked to
indicate whether they have any current formal disciplinary warnings, which will be
verified by the relevant Line Manager/Head of Department. Human Resources will
verify qualifications and any current formal disciplinary warnings against those held
on file and in liaison with the relevant Manager.

1.7 Following the verification processes detailed on 1.5 and 1.6 above, the SMG/HOD
and a representative from Human Resources (together forming the assimilation
panel) will meet to conduct the preliminary allocation of staff to slots and pools. The
panel will undertake this exercise by comparing current job descriptions with the job
profiles produced. At this stage, decisions will be taken on:

Proposed Slotting where:

• there is a degree of overlap between a current job description and (a) job
profile(s) for the new Departmental/Area staffing structure such that two (or more)
posts are the same or broadly similar, or
• there is a substantial degree of overlap between a current job description and a
job profile in the new staffing structure. The degree of overlap to be determined
by reference to the proportion of the new job functions carried out by the post
holder in the current post.
• AND where there is no requirement for a reduction in the number of staff
undertaking these job functions.

Proposed Pooling where:

• there is a degree of overlap between a current job description and a job profile,
such that two or more posts are the same or broadly similar; or
• there is a substantial degree of overlap between a current job description and a
job profile in the proposed structure. The degree of overlap to be determined by
reference to the proportion of the new job functions carried out by the post holder
in the current posts;
• AND more than one post in the current structures fulfils the conditions above and
there is a requirement for a reduction in the number of employees undertaking
these job functions.

Posts in the current structures will be identified as redundant where:

• in relation to a post in the current structure, there is not a substantial degree of

overlap with any job profile for the proposed staffing structure.
• there are jobs with similar titles/job focus in the current structures and in the
proposed staffing structures, which are not comparable, due to differences in the
size or level of responsibility between them.

Posts in the proposed staffing structure, without equivalent posts in the current
structures, may be identified. These posts will be vacancies, which may be suitable
alternative employment for individuals not allocated a role under the job allocation
exercise, depending on their suitability for the post. Vacancies will therefore initially

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 be considered for redeployment purposes and, as appropriate, subsequently
advertised, normally internally to the University in the first instance.

1.8 Following the deadline for the verification of job descriptions, qualifications etc, the
ring-fenced staff will be notified of the date of the slotting and pooling panel meeting
and of the outcome of the initial allocation of posts to slots and pools process. Ring-
fenced staff will be provided with Job Profiles, where these have been drawn up, for
posts for which they will be considered. Ring-fenced staff will be invited to comment
on the outcome of the identification of posts for slotting and pooling process, citing
reasons for any alternative views, as appropriate.

Ring-fenced staff who are potentially being considered for more than one post will be
invited to express a preference for particular post(s) in the ring-fence. Such
expressions of preference must demonstrate suitability and relevance.

The assimilation panel will then meet again, to determine the outcome of the slotting
and pooling allocations, using the agreed criteria (appraisal records, disciplinary
record and minimum (threshold) qualifications). Individual preferences will be taken
into account as far as reasonably possible.

1.9 Where the job allocation process results in a situation where it is not reasonably
possible or fair to select one individual over another, it shall be necessary to
undertake interviews. In such situations, the SMG/HOD will convene a panel of three
managers, which will include a representative from Human Resources and may also
include an external adviser. This panel will conduct selection interviews to gauge
the level of fit between the individuals and the skills and experience required for the
post. Following the interview the panel shall make an appointment.

1.10 In the case of those ring-fenced staff not assimilated as a result of pooling, they will
be advised individually, and offered a meeting to discuss possible redeployment
opportunities. The SMG/HOD will be accompanied by a member of staff from
Human Resources at all redeployment meetings.

2. Redundancy Selection Criteria

2.1 The University intends that all staff shall be provided with a suitable post. However, in
order to comply with legal requirements, the term ‘redundancy selection criteria’ must
be used, because, legally, the University is required to select for redundancy and not
appointment/assimilation.

2.2 The following criteria for redundancy are to be used:

• Performance in Current Role

Performance appraisal documentation and bonus scheme documentation, where

they exist, will be considered for each individual. If an individual is too new to the
post to have appraisal documentation and/or bonus scheme documentation, a
‘mini’/interim review will need to have been conducted prior to consideration in
the pooling process. If an individual does not have appraisal documentation
and/or bonus scheme documentation this will be noted. Whilst performance
appraisal documentation and/or scheme bonus documentation will be used as
part of this process, no information of a personal or sensitive nature will be
included.

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 • Experience

Using performance appraisal documentation, considering the individual’s skills

profile against the skills requirements of the new role.

• Qualifications

Focus will be on minimum (threshold) qualifications required to perform the role.

• Conduct

Taking into account any current formal disciplinary warning

3. Assimilation Timetable

Month Academic Ring fence Professional Service Staff Ring

fence

April - mid May Associate Heads UNL Senior Mgr grades 1-6
Directors of Research Institutes LGU grades LGM 1-4
Academic Senior Manager grades
Academic Leaders
PL+s
Professors (LGU)

Mid - end May Principal Lecturers, UNL MG 6 and 7

Principal Research Officers LGU grades 9, 10 & LGU10 (PROT)

June - July Senior Lecturers UNL MG8s, 9s & 10s, SC10s

Lecturers LGU grades 8, 7, 6, spine points 23,
22 & 21 of grade 5
Research Fellows (UNL)
Researcher B (LGU)
Senior Research Officers (UNL)

August - September Academic Related
Research Assistants (UNL)
grade 5, grade 4, 3, 2 and 1.
Researchers A (LGU)
UNL MG11s, 12s & 13s, SC11s,
SC12s & Sc13s
LGU spine points 21, 20 & 19 of
Manual grades 1-8 (UNL), grades 1-
6 (LGU)