cogs These guidelines relate to the four most common change management situations and what you can expect in each situation.

The College treats equality of opportunity seriously and has an equality framework to ensure equality of opportunity.  Implementation of the Change Management policy must be clear and transparent and not subject to any unfair discriminatory practices by line managers.

This guidance has been designed to act as a point of reference.  For further details please refer to the full policy which can be downloaded from this page's sidebar.

These guidelines relate to the four most common change management situations and what you can expect in each situation.

Minor change to job description

Flowhart of minor change

Frequently asked questions

Please see below answers to frequently asked questions about a proposed change to a job description. If your question is not answered below, please contact your HR representative for further information.

How do I know if it is a minor change to the job description?

A minor change is defined as anything that is less than 20% of the role. If you are unsure how much of the role is affected, you should estimate how much of the person's time is spent on each duty/responsibility as a percentage of their working week. If the changes affects less than 20% of their time, then it may be considered a minor change. Please contact your HR representative if you would like further information on what may constitute 20% of the total role.

What should I do before starting the process?

Before consulting with the member of staff, you should read Section A of the Change management policy [pdf].

You should also have copies of the current job description and draft the proposed job description with track changes to highlight the differences.

If you have any questions about making a change to someone’s job description, you should contact your HR team. 

 What are the stages of the process?

It is an informal process so there aren’t any formal stages. You should arrange a meeting with the member of staff to discuss the changes and ask for their views. The purpose of the meeting is to explain the proposed changes and to receive input and feedback from the member of staff. 

After each meeting, you should email the member of staff outlining what was discussed and any agreed actions.

Once discussions have been exhausted and all the member of staff questions have been answered, you should prepare an updated job description and give a copy to them.

How long will it take?

There is no set period of time for minor changes but generally it shouldn’t take more than 30 days.

Who should be involved? 

Consultation is between you and the member of staff. They may also want to involve an employee or Trades Union representative which they have the right to do.

 

 


 

Major change to job description

Flowchart of major changes

Frequently asked questions

Please see below for answers to frequently asked questions about a proposed change to a job description. If your question is not answered below, please contact your HR representative for further information.

How do I know if it is a major change to the job description?

A major change is defined as anything that is more than 20% of the role. If you are unsure how much of the role is effected, you should estimate how much of the person's time is spent on each duty/responsibility as a percentage of their working week. If the changes affect more than 20% of their time, then it may be considered a major change. Please contact your HR representative if you would like further information on what may constitute more than 20% of the total role.

What should I do before starting the process?

Before consulting with the member of staff, you should read Section B of the Change management policy [pdf].

You should also have copies of the current job description and the proposed job description before starting consultation with tracked changes to highlight the differences. You will also need to gather information in support of the need for change and to prepare a business case, with input from HR.

If you have any questions about making a change to someone’s job description, you should contact your HR representative

What are the stages of the process?

Major changes require formal consultation. This process involves formally inviting the member of staff to a meeting, giving them at least five working days' notice. They can invite an employee or Trades Union representative to this meeting if they wish. 

If the proposed changes affect more than one person, it may be necessary to have a group meeting before having individual meetings.

After the initial meeting, they can request as many follow up meetings with you as they need, during the consultation period.

You should arrange a meeting at the end of the consultation period to confirm what changes will be made to the job description.

How long will it take?

The formal consultation period is 30 days unless more than 100 people are effected then this will be extended to a minimum of 45 days.

Who should be involved?

Consultation is between you and the member of staff. They may also want to involve an employee or Trades Union representative, which they have the right to do.

Before starting the consultation process, you should contact your HR representative for advice and support on policy and procedure. A member of HR will also be available to attend any formal meetings.


 

Restructure with no redundancies

Flowchart

 

Frequently asked questions

Please see below for answers to frequently asked questions about a proposed restructure. If your question is not answered below, please contact your HR representative for further information.

What should I do before starting the process?

Before consulting with the member of staff, you should read Section B of the Change management policy [pdf] and speak with your HR representative.

You will need to prepare a business case with input from Human Resources which outlines your proposal and includes any new or updated job descriptions.

What is a business case?

A business case is a document that outlines the current and proposed structures, rationale for change and implications of the change. Full details of what to include in a business case are available in the Change Management Policy and Procedure.

What are the stages of the process?

Restructuring a team requires formal consultation. This process involves arranging a group meeting with the team to start the consultation process. They can invite an employee or Trades Union representative to this meeting if they wish. 

After the group meeting, you should arrange individual meetings with all those affected. They can also request as many follow up meetings with you as they need, during the consultation period and/or provide counter proposals.

You should arrange a meeting at the end of the consultation period to confirm if the proposal is going ahead, an amended restructure is being implemented or the current structure will remain unchanged.

How long will it take?

The formal consultation period is 30 days unless more than 100 people are effected then this will be extended to a minimum of 45 days.

Who should be involved?

Consultation is between you and the members of staff affected by the change. They may also want to involve employee or Trades Union representatives which they have the right to do.

Before starting the consultation process, you should contact your HR Team for advice and support on policy and procedure. A member of HR will also be available to attend any formal meetings.


 

Restructure maybe redundancies

From time to time, it may be necessary for you to review the structure of your team and consider whether it still meets the needs of the Department/Faculty/College. However the College is committed to minimising or avoiding redundancies whenever possible and any relevant redundancy avoidance measures should be explored. If you have identified that the current structure does not meet the needs of the College, you may want to propose a new structure which could include removing one or more posts from the team. Removing a post may result in a member of your team being placed “at risk” of redundancy.

Flowchart

  •    Change Management chart - restructuring - Word version of flowchart

     

    Frequently asked questions

    What should I do before starting the process?

    Before consulting with the members of staff, you should read Section B of the Change management policy [pdf] and speak with your HR representative.

    You will need to consider the measures to avoid redundancy and prepare a business case with input from Human Resources which outlines your proposal and includes any new or updated job descriptions.

    What are the measure to avoid redundancy?

    The measures to be taken to avoid potential redundancies that should be explored both prior to and during a change exercise may include:

    • Natural turnover
    • Voluntary accelerated turnover payments, where it will meet operational needs
    • Transfer of cost of appointments wholly or in part to external funds
    • Redeployment and training including to other parts of Imperial College
    • Consideration of freezing external recruitment
    • Voluntary job sharing
    • Voluntary part-time work
    • Voluntary purchase of additional annual leave entitlement
    • Voluntary unpaid sabbatical leave for personal refreshment
    • Voluntary early retirement or voluntary redundancy where it will meet operational needs
    • Savings in non-staff budget
    • Other measures to make savings if the reason for the restructure is purely financial rather than changing needs of the organisation
    • Explore alternative funding.

     

    What is a business case?

    A business case is a document that outlines the current and proposed structures, rationale for change and implications of the change. Full details of what to include in a business case are available in the Change management policy [pdf].

    What are the stages of the process?

    Restructuring a team requires formal consultation. This process involves arranging a group meeting with the team to start the consultation process. They can invite employee or Trades Union representatives to this meeting if they wish. 

    After the group meeting, you should arrange individual meetings with all those affected. They can also request as many follow up meetings with you as they need, during the consultation period and/or submit a counter proposal.

    You should arrange a meeting at the end of the consultation period to confirm the proposal is going ahead.

    How long will it take?

    The formal consultation period is 30 days unless more than 100 people are effected then this will be extended to a minimum of 45 days.

    Who should be involved?

    Consultation is between you and the members of staff affected by the change. They may also want to involve employee or TU representatives which they have the right to do.

    Before starting the consultation process, you should contact your HR Team for advice and support on policy and procedure. A member of HR will also be available to attend any formal meetings.

    What can I do to avoid redundancies?

    If someone in the team may be at risk of redundancy if the proposal is implemented, you may want to discuss the following options with them

    • Any possible redeployment  opportunities, i.e. transferring to an alternative post in the College that is broadly the same as their current role
    • Applying for a vacancy in the College that is not broadly the same as their current role but they may have the relevant skills and experience  for

    Discussions regarding possible alternative roles in the College are not instead of consulting with the member of staff about the proposed restructure but can be discussed whilst consultation is ongoing and feedback is being sought.

    What happens if redundancies can’t be avoided?

    After the consultation period has ended and if no alternative post is found, the member of staff will be considered at risk of redundancy. Staff will then receive their notice in writing with details of any redundancy payment. They will then have the right to appeal their redundancy.

    You should offer assistance to any member of staff who is at risk of redundancy in finding a new role, including making career counselling available to them and time off to seek other employment and undertake any training.

    What can I do if someone has the potential ability but not the immediate experience to undertake a particular position in the new structure?

    In this situation, you should consider whether a trial period during which training is provided is reasonable.  If the member of staff is able and willing to undertake a trial period, a timeframe should be agreed (usually four weeks).

    Redundancy entitlements are not affected by the trial period in the event that it is not successful and they are not confirmed in post.