Organisational change FAQs
Will organisational change be conducted in line with the University's Enterprise Agreement?
Yes. The University is aware of its obligations under the Enterprise Agreement and will continue to work within this industrial framework.
Will unions be consulted?
Yes. Relevant union representatives will be consulted and continue to be kept up to date on project progress. In addition Staff Consultative Committee (on which there are Union representatives) meetings are scheduled regularly to discuss organisational change related issues.
What's going to happen to my position?
Any decisions made in relation to individual positions will be made in accordance with the Enterprise Agreement and will be subject to further consultation with employees. There are a number of possibilities for individual positions outlined below, after a final decision has been made. However, not all of these options will be applicable for all employees:
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positions in the new/revised structure remain substantially unchanged (eg. the majority of the responsibilities of an existing position are reflected in a position within the new structure and is functionally of the same nature and requires equivalent/comparable skills to an existing position). In essence the position is transitioned from the old organisational structure into the new organisational structure with no significant changes.
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positions in the new/revised structure are new (eg. the majority of the responsibilities of a position in the new structure are not reflected in a position/s in the old structure). Where positions are new (ie. not substantially the same) discussions and consultation will occur with affected employees and HR regarding their options, including but not limited to, flexible work options, relocation or retraining, or other vacant equivalent/comparable positions across the University. After discussions with employees, an Expression of Interest or internal recruitment process and/or, subject to the operational requirements of the University, a voluntary severance process may occur. An Expression of Interest or internal recruitment process may be conducted internally in the first instance within the Faculty/Section or across USQ. Normally, only continuing employees or fixed-term employees of more than 12 months are eligible to apply for internal expressions of interest or internally advertised positions in the first instance. The voluntary severance process will be confined to a finite pool of employees.
Where an employee is not transitioned into the new structure, after exhausting the options above, discussions will occur with the affected employees and their nominated representative, in relation to their situation. These discussions will consider ways of avoiding detrimental outcomes to employees and may involve an agreement relating to relocation and/or retraining. Where change is likely to lead to postions being redundant, the provisions of the Enterprise Agreement apply.
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positions that are no longer required (eg. the responsibilities of an existing position are not reflected in a position in the new/revised structure). Where it is determined that positions are no longer required, the University must notify the employee in accordance with the redundancy provisions of the USQ Enterprise Agreement 2010 – 2013. Redeployment is only an option after a position has been declared surplus, and where the affected employee has elected redeployment rather than early separation with appropriate redundancy payment.
These options are guides only and no decision can be made until detailed analysis of affected positions occurs and an appropriate consideration of the operational requirements of the University and consultation with the affected employee(s) takes place. Transitioning employees to a new/revised structure may be managed on a case by case basis with the affected employee. In accordance with the USQ Enterprise Agreement 2010 – 2013 where an employee's position is affected then consultation must occur with that employee about the implementation as it relates to work, conditions and career prospects. The consultation will consider appropriate means of avoiding detrimental outcomes to employees and may involve an agreement relating to relocation and/or training. This consultation will occur with the employee and their nominated representative and Human Resources.
Will I be consulted about changes to my position?
In accordance with the USQ Enterprise Agreement 2010 – 2013 where an employee's position is affected by an organisational change initiative, then consultation must occur with that employee about the implementation as it relates to work, conditions and career prospects. The consultation will consider appropriate means of avoiding detrimental outcomes to employees and may involve an agreement relating to relocation and/or training. Where the change is likely to lead to positions becoming redundant, the redundancy provisions of the Enterprise Agreement will apply. This consultation will occur with the employee and their nominated representative, and Human Resources.
When will staff know if they are to be given an involuntary redundancy?
Once implementation plans have been developed and employee consultation has occurred, the Univeristy will have a better understanding of any new/revised structures and the impacts on individual positions. In transitioning employees into the new structure positions may remain the same, there may be limited change or some positions may no longer be required. The University's priority and preference is to retain existing employees and avoid any detrimental outcomes for employees, where possible. It may be, however, that some job losses will occur. In these circumstances, the USQ Enterprise Agreement 2010 – 2013 requires that the Vice-Chancellor notify an employee, in a continuing position or a fixed-term position (of more than one year) and their nominated representative, that their employment will terminate.
Further information on the Redundancy process is available in the Redundancy and Redeployment policy and procedure
Can I be paid a redundancy?
The University's preference is to retain existing employees and avoid detrimental outcomes for employees, where possible. However, it may be that as a last resort redundancy procedures have to be utilised. If all other voluntary options have been exhausted (eg. relocation to a similar position within another area/section) then the procedures outlined in Clause 30 of the USQ Enterprise Agreement 2010 – 2013 will apply. Once an employee has been notified in writing that their employment will terminate, the employee then has three options to consider. These are:
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Request early separation (Clause 30.6) and, receive the benefits as set out in that clause.
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Request a review of the decision (Clause 30.7); or
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Request redeployment (Clause 30.8)
An employee then has two weeks from the date of notification to advise the University of which option they choose.
Discussions in relation to redundancy will occur with individuals when a final implementation decision is made. Further information on the Redundancy process is available in the Redundancy and Redeployment policy and procedure.
Will staff have any input as to where they will/will not be redeployed?
Redeployment is an option that an employee can request once they have been notified that their employment with the University will terminate. This occurs on final implementation. Where an employee elects redeployment there will be discussions with the employee about possible opportunities for redeployment to a suitable vacant position across the University. A suitable vacant position will be comparable with the employees skills and capabilities and where possible will be at the same classification level. An employee will also be given a reasonable amount of time to update skills and experience to undertake the duties of the position (not normally exceeding six months). A suitable vacant position may also be at a lower classification level for which the employee has the skills and abilities to undertake. Where a position is located at a lower classification level the University will advise an employee that they will receive salary maintenance at the higher level for a period of six weeks, after which time they will revert to the classification level of the position occupied.
In endeavouring to locate a suitable vacant position, consideration will be given to the like nature of the work, salary, hours of work, career prospects, work allocation, location being not unreasonably distant, job security, continuity of service and accrual of entitlements.
The University has a period of eight weeks after notifying the employee to redeploy the employee to a suitable vacant position. Where an employee fails to be redeployed after this time period then they will either:
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commence working out the period equivalent to the number of weeks of the redundancy benefit where it has been agreed that the employee will work out the benefit period; or
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cease employment and receive the redundancy payment and any pro-rata long-service leave.
Further information on the redundancy and redeployment process is available in the Redundancy and Redeployment policy and procedure.
If a staff member is not happy with their redeployment, what are their options?
Where an employee is not happy with their redeployment options then the employee would either a) commence working out the period equivalent to the number of weeks of the redundancy benefit where it has been agreed that the employee will work out the benefit period, or b) cease employment and receive the redundancy payment and any pro-rata long-service leave. Whilst the University will make a genuine effort to redeploy employees to a suitable vacant position, employees also have responsibilities during this process eg a willingness to discuss suitable redeployment opportunities with University representatives and be willing to participate in retraining, alternative employment or relocation.
Further information on the redundancy and redeployment process is available in the Redundancy and Redeployment policy and procedure.
What will be the length of time from being advised of your involuntary redundancy to the redundancy taking effect?
Upon written notification from the Vice-Chancellor the employee is advised that employment will terminate, and an eight week ‘transition period' begins immediately. By the end of two weeks from the beginning of the ‘transition period', employees must advise the University which of the separation options they have chosen. These are:
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Request early separation (Clause 30.6) and, receive the benefits as set out in that clause.
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Request a review of the decision (Clause 30.7); or
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Request redeployment (Clause 30.8)
Where an employee elects to review the decision, a Redundancy Review Panel must meet within seven days to investigate the process leading to the decision to terminate the employment. Where an employee requests redeployment there is an eight week period in which to find a suitable position. Where a review application is unsuccessful or where an employee fails to be redeployed then at the completion of the transition period the employee will either:
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commence working out the period equivalent to the number of weeks of the redundancy benefit where it has been agreed that the employee will work out the benefit period; or
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cease employment and receive the redundancy payment and any pro-rata long-service leave.
Further information on the Redundancy process is available in the Redundancy and Redeployment policy and procedure.
What will be the length of time from being advised of your redeployment to taking up your new position?
Redeployment is an option that an employee can request once they have been notified that their employment with the University will terminate. There is an eight week period in which to redeploy the employee into a suitable vacant position. Further information on the redundancy and redeployment process is available in the Redundancy and Redeployment policy and procedure.
Will fractional employees be more likely to lose their jobs?
In terms of the USQ Enterprise Agreement 2010 – 2013 there are specific criteria on which the University can terminate employment. These decisions are based on work and associated requirements and are not based on an employee's mode of employment.
Who is writing the position descriptions?
Project Leaders, in conjunction with the Faculty/Section and Human Resources, will normally determine what positions are required in the new/revised structure and will prepare the position descriptions. Whether or not a Project Leader or Faculty/Section has targeted a specific level for a position, the position descriptions are assessed utilising formal evaluation methods to determine appropriate position classifications. The evaluation is completed by employees who are trained evaluators and submitted to the Executive Director, Human Resources for approval.
What sort of support and development will be available to employees?
Employees have access to a variety of support and development assistance measures including training and individual counselling during the implementation phase. The Employee Assistance Program is able to provide individual personal or professional counselling to USQ employees and their immediate family. The University also engages the services of a specialist outplacement agency to provide individual support to those employees who have been notified that their employment will terminate.
There are also normally workshops for senior executives, managers/supervisors and employees in relation to change management, how to individually cope with change and manage transition processes.
Will my classification level remain the same?
Wherever possible the University will endeavour to maintain an employee's classification level. Where positions remain substantially unchanged (eg. the majority of the responsibilities of an existing position are reflected in a position within the new structure) then the employee's classification level will normally remain the same.
Where a position in the new structure has been evaluated at a lower level, the employee's current salary level (ie. for their substantive position) will be maintained where they are moved directly into the new structure. The employee will continue to increment through the full range of steps to the top step of their maintained USQ level, as a personal salary horizon. Employees will continue to receive Enterprise Agreement salary increases. Where an employee vacates this position, the Faculty/Section must recruit to the position at the lower level.
Where an employee has been notified that their position has been made redundant and they have elected redeployment, wherever possible, a suitable vacant position will be sourced at the same classification level. However, a position may be located at a lower classification level, for which the employee has the skills and qualifications to undertake. Where a position is located and the employee accepts that position they will receive formal notification that their salary will be maintained at the higher level for a period of six weeks, after which it will revert to the classification level of the position occupied.
Can I access alternate fractional employment?
Yes. Employees are able to access fractional employment along with other flexible work options to suit operational requirements of the work area.
What happens to my salary if the job into which I am redeployed is at a lower classification level?
Where an employee has been notified that their position is no longer required and they have elected redeployment, a position may be located at a lower classification level. Where the employee accepts that position they will receive formal notification that their salary will be maintained at the higher level for a period of six weeks, after which it will revert to the classification level of the position occupied.
Will I have to apply for my own position?
It is not the University's intention to make employees apply for their own positions where the positions remain substantially unchanged and there are the same number of people and positions in the new structure. However, where there are more people than postiions, if other options have been exhausted, then an Expression of Interest process may occur.
Will I have the opportunity to apply for positions at the same or higher classification level?
Yes. There may be opportunities to apply for some positions at the same or higher classification level.
Who can I talk to if I have a question?
In the first instance if employees have questions they should discuss these with their manager/supervisor. Employees can also speak with the Manager, Workplace Relations if they have any questions regarding transition processes or the redundancy / redeployment process.