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The University will endeavour to promote secondment opportunities as set out in the sections below, taking into consideration the operational needs of their Institution. Please see also the Procedure section.

Types of work that might be considered for secondment include:

  • a project
  • the introduction of a new initiative
  • policy development
  • a specific task of limited duration or with an uncertain future
  • a short-term appointment to cover a new area of work prior to making a permanent appointment
  • maternity or sickness absence cover
  • the filling of a permanent role through a limited period secondment, to meet the individual's development need.

Duration

The duration of a secondment will vary depending on the circumstances and can be on a short-term or long term basis. It is expected the duration will normally be up to 12 months and for a maximum of 2 years. It can also be filled on a part-time or a full time basis.

A secondment can be renewed; however, if it has already been extended once then the terms of the secondment should be reviewed by the Institution in conjunction with the relevant HR Business Manager/Adviser due to potential legal implications. This review would include an assessment of the future need for the role and a review of the terms and conditions of the secondment.

Change to hours and working pattern

Any changes to working hours or working pattern required during the secondment will be agreed with the employee prior to commencement.

For Departmental Administrators arranging a secondment for established officers only: when completing the details in Web Recruitment, if it is stated that the Officer will be working fewer hours on the secondment than they currently work in their established office, it will be assumed, unless stated otherwise in the comments, that the officer is being given partial leave from their office and that their total contractual hours will be unchanged, i.e because they are working the same total hours but part time in their established office and part time as a secondee.

Officers will continue to hold their substantive established office while on secondment.

Advertising

A secondment may be advertised as part of an internal recruitment process, where the opportunity is limited to university employees as it is a career development opportunity. Advice should be sought from the relevant HR Business Manager/Adviser if, exceptionally, it is proposed to advertise the opportunity externally. The University's recruitment procedure should be followed.

Alternatively, secondments may be set up to meet the particular development needs of an individual.The University has a secondment development initiative which encourages the use of secondment as a valuable development route.

Insurance Requirements

All secondments from and to countries outside the UK should be referred through the relevant HR Business Manager/Adviser to the Legal Services Office for consideration of insurance requirements.

In circumstances where academic staff would be seconded to perform duties outside their academic capacity, (i.e. where they are providing professional services), the proposed arrangements should also be referred to the Legal Services Office for consideration of insurance requirements.

Evidence of insurance should be obtained from the Host Institution or company and held on file.

Immigration Issues

Secondments to countries outside the UK need to be referred through the relevant HR Business Manager/Adviser to the Legal Services Office for consideration of insurance requirements.  The Global Mobility Coordinator and/or Legal Services Office will also need to give advice on the local right to work provisions for the country or countries involved.

There are special considerations for individuals sponsored under the points-based system. Therefore, the HR Business Manager/Adviser will consult the Compliance Team at an early stage to seek advice if the sponsored individual's duties, remuneration or hours would change for the duration of the secondment, to ensure the implications of these changes are clear both for the sponsored individual and in terms of legal reporting requirements and appropriate action taken.

Pre-employment Check Requirements

For incoming or internal secondments, any pre-employment checks (including Disclosure and Barring Service checks, Security checks and health screening) which are required for the post must be identified at an early stage and appropriate action taken, in accordance with the guidance in the Recruitment Guidance.

Payment and expenses

It is expected that internal secondments on the same grade will be at the same rate of pay/spine point. Secondment to a higher graded post may result in a change in salary (in line with current promotions guidance of moving to step one of the higher grade or by two increments, whichever is the greater), but the individual will revert to their original salary at the end of the secondment (subject to any service increments which may have been acquired in the period).

Whether the University employee is on secondment internally or seconded externally, the University will continue to pay the employee's salary and benefits as normal during the secondment period. However, in both cases, costs will be met by the Host Institution. Advice should be sought from Payroll/Finance and arrangements will be put in place in advance of the secondment.

Expenses incurred during the secondment should be agreed with the Head of the Host Institution in advance and the claims procedure followed in accordance with that of the Host Institution.

Increments and pay awards

 

During the secondment, incremental progression will take place as normal, if the employee is eligible. On completion of the secondment, the employee will return to their substantive position, grade and scale point subject to any incremental progression that took place during the secondment.

The employee cannot apply for contribution increments or single contribution payments in respect of their substantive position whilst on secondment. They may however be eligible in respect of their seconded position if they meet the relevant eligibility criteria, but will return to the grade and scale point of their substantive position on completion of the secondment.

 

Pensions

In advance of the secondment, individuals are advised to contact the Pensions Section to discuss any impact on their pension arrangements.

Secondment to a different staff category

If the secondment position is in a different staff category from the substantive position, different terms and conditions, including annual leave entitlement, hours of work and pension scheme membership may apply. In these circumstances the Host Institution should refer the employee being offered the secondment to the relevant HR Business Manager/Adviser to discuss the terms and conditions of the role, which would apply during the secondment period. If an individual wishes to remain in their current pension scheme on taking up a secondment in a different staff category where a different pension scheme applies, they should contact the Pensions Section directly to discuss the options available to them.

Management and Communication

Internal

On a day to day basis, the secondee will report to and be managed by the Head of the Host Institution or an appointed deputy. Any management issues concerning the secondment will be dealt with in consultation with the Home Institution. The secondee will be expected to comply with the internal policies and procedures of the Host Institution in addition to those of the University.

Where internal secondments are on a full time basis, the employee would be expected to fully relinquish the responsibilities of their substantive position in order to focus on their new role. Before the start of the secondment, the individual should agree with their line manager how to keep in touch during the secondment period.

External

On a day to day basis, the secondee will report to and be managed by the Head of the Host employer or an appointed deputy. Any management issues concerning the secondee will be dealt with in consultation with the University. The secondee will be expected to comply with the policies and procedures of the Host organisation including health and safety, dignity at work and other policies, in addition to those of the University.

The secondee will not be expected to keep abreast of developments at the University unless this has otherwise been agreed and communication arrangements have been put in place.

Appraisal

For internal secondments, the University's Staff Review and Development Scheme (for appraisals) will apply.

For external secondments SRD reviews will be carried out in conjunction with the Host employer.

Family-related leave

For secondments of University employees the University maternity policy and procedure will apply.

Depending on the need, cover for the duration of the maternity leave period may be required. Please contact the relevant HR Business Manager/Adviser to discuss options for arranging this cover.

For all other types of family-related leave the provisions of the relevant policy will apply.

Sickness absence

For secondments of University employees the University sickness absence policy and procedure will apply.

For details of sickness reporting arrangements please refer to the terms of the secondment agreement. Depending on the need, cover for the duration of the sickness absence period may be required. Please contact the relevant HR Business Manager/Adviser to discuss options for arranging this cover.

Annual Leave

Internal Secondments

Annual leave requests and approval should be obtained from the Head of the Host Institution or nominated deputy. At the end of the secondment period, the Home Institution should be notified of the annual leave taken.

External secondments

For secondments of University employees the University's annual leave policy and procedure will apply. The secondee will continue to be eligible for paid holiday leave in accordance with their employment contract and will remain subject to the University's approval and notification procedures. The secondee will seek approval from the Host Institution for leave and provide details of leave taken on return to the Home Institution.

Returning to substantive post

In the last three months of the secondment, the line manager in the Home Institution should contact the secondee to arrange a full briefing and make arrangements for the secondee's return. At the meeting, it will be important to manage expectations and be clear with the secondee what will be expected on returning to their original role. This could include clarifying details of the role and responsibilities, setting objectives and discussing how any new skills can be used.

Arrangements should be made to ensure delivery and return of all property, documents and data owned by the Host Institution.

In the event that a substantive role is to be made redundant, the employee will be involved in the consultation process as normal and available redeployment opportunities should be explored. Please refer to the Redundancy Pay: notes of guidance. Under these circumstances clarity should be sought regarding funding and whether the secondment can continue until its completion. Guidance should be sought from the School HR Business Manager/Adviser and the Host Institution should be notified of the situation.