JOB SWAP “SWITCH” PROCEDURE

INTRODUCTION

The ability to deploy Human Resources within partner organisations is of great importance, it facilitates cross-functional working across our partners and the sharing and joint development of best practice and ideas, essential in aiding the successful achievement of organisational and shared objectives and goals.

Switch is a temporary loan of an employee to our partners. It gives employees the opportunity to experience new concepts, values, cultures and test their ability to succeed in a different environment within a specified time period. Switch also gives the individual the opportunity to develop new skills with the added security of being able to return to their substantive post after the allocated time.

Switch isnot designed to replace anyexisting secondment and career development opportunities in place for employees, but, merely to complement such processes. It provides a formal mechanism that is not currently available.

EMPLOYEE DEVELOPMENT

Switch will operate in conjunction with the Learning and Development Strategiesof the various Partners to enhance the competencies of our employees and reinforce our commitment to continuous development.

WHO IS ELIGIBLE?

Switch is open to all employees. Placements can run for a minimum of eight weeks but normally no longer than one year.

EXTERNAL PLACEMENTS

The organisation where the employee is originally employed is called the Donor employer.

The organisation where the placement is offered is called the Host employer.

The Host employer is required to provide information on the purpose, location and duration of the switch.

Placements will not be arranged where a possible conflict of interest could arise between the organisations.

PAY, TERMS AND CONDITIONS OF SERVICE

The employee will as a minimum retain his/her existing Terms and Conditions of Service during the switch. The salary part during the placement period will not be lower than the employees existing salary and be subject to any agreed increases during the period of the switch.

Employees who undertake roles, graded at salary levels above their existing conditions of service, will be entitled to be paid at the salary level assigned to the position in question.

The switch employee will be kept fully informed and consulted upon any changes which may affect their substantive post by the Donor employer.

PROCESS FOR RECRUITMENT AND SELECTION OF SUITABLE EMPLOYEES FOR SWITCH OPPORTUNITIES

In the majority of circumstances requests receivedfor applicants for potential switch opportunities will be dealt with through the Human Resources Team. The Donor employer will formally identify and recommend suitable candidates to the Host employer.

The following criteria will be applied consistently by the Donor employer to identify all such suitable applicants for placement opportunities:

-Employees who have the prerequisite skills, knowledge and experience prescribed by the Host employer.

-Employees who will derive benefit from the arrangements in terms of personal development.

-Employees who can be released from their current role, for the entire period of the placement, without impacting significantly on the efficiency and effectiveness of the existing department and/or where alternative cover arrangements can be readily made.

-Employees who express an interest in taking up the placement in question, following informal discussions with their Line Manager/ appropriate Head of Service or through the appraisal process.

Following the identification of anysuitable applicantsfor the placement in question, they will be required to complete and submit a formal Application Form to the Host employer for the position on offer. A selection assessment will then take place accordingly.

CONTRACT, TERMS AND CONDITIONS OF SERVICE

Asthe employee will be on loan to the Host employer, the Contract of Employment and associatedTerms and Conditions of Employmentwill remain with the Donor employer. Sickness and annual leave entitlements will also remain unchanged, but Public and Statutory Holidays will be taken in accordance with the working practices of the Host employer. The switch employee will continue to receive his/her salary and other allowances from the Donor employer.

During the period of the switch there will be no break in the switch employee’s continuity of service with the Donor employer. The switch employee’s pension provision/contributions will also be unaffected during the period of the switch.

NOTICE PERIOD

A minimum notice period of four weeks’ in writing will be required from any party wishingto terminate any switch placement. This includes the employee the Donor employer and the Host employer

CONFIRMATION OF THE SWITCH

The Host employer will be responsible for providing written confirmation of the switch to the employee and will be required to advise the employee of the following: -

  • The date the transfer will commence.
  • The length of the transfer, with a maximum period of 12 months.
  • The terms under which early termination or extension of the transfer might be agreed and the period of notice to be given for termination.
  • The increase in salary if applicable.
  • Arrangements for continuation of any ongoing training commitments, where applicable.

This will constitute a formal variation to the transferee’s Contract of Employment for the period of the transfer.

REIMBURSEMENT OF COSTS

The Host employer will reimburse the Donor employer the full salary and employers costs including National Insurance and Superannuation.

Travelling and subsistence expenses incurred during the course of the switch period will be met by the Host employer. Where necessary relocation costs will also be determined and funded by the Host employer.

PERFORMANCE AND CONDUCT

During the switch placement the employee will adopt the Policies and Procedures pertaining to the Host employer. The Host employer will be responsible for monitoring their performance, attendance, conduct and undertaking appraisal.

Assessment will be based on objectives agreed between the Host employer and the employee at the out-set of the switch placement, and these should be reviewed regularly depending on the length of the placement.

TRAINING AND EQUIPMENT

The Host employer shall supply the training and equipment necessary for the employee to perform his/her duties and responsibilities effectively and efficiently.

COMPLETION OF SWITCH PERIOD

Uponcompletion of the switch, the employee will return to their substantive post

under their original Terms and Conditions of Employment. The Donor employer

willconfirm this in writing to the transfereefour weeks prior to the end of their

transferperiod.

The return of the transferee will be planned well in advance by all parties to

ensure a smooth transition.

Employees should be made aware that they have no automatic right to any substantive posts which may arise out of, or be in the same service area as the switch.

The employee, however, is not excluded from applying for other positions either during or after their switch period.

For and on behalf of UNISON

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Chair, Branch CommitteeDate

For and on behalf of South Yorkshire Passenger Transport Executive

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Passenger Services DirectorDate

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Agreement Reference: P36 (April 08)