Sometimes it is necessary to make changes to an individual’s role or a team structure in order to meet the changing needs of the Department/Faculty/University. However the University recognises that going through a period of change can be difficult for a member of staff and therefore the change management guidance sets out what you can expect in your situation.
The University 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.
When undertaking restructuring exercises per Imperial's Change Management Policy and Procedure, it is especially important to consider the potential equality impact of changes or decisions. Managers should refer to the guidance on undertaking Equality Impact Assessment in the context of organisational restructure.
These guidelines relate to the four most common change management situations and what you can expect in each situation:
- Minor change to Job Description. A minor change is less than 20% of your role.
- Major Change to Job Description. A major change is 20% or more of your role.
- Restructure with no possibility of redundancy. A proposed change but redundancy isn’t a possibility.
- Restructure with the possibility of redundancy. A proposed change where there may be redundancy.
Staff Guidance
- Minor Change to Job Description
- Major Change to Job Description
- Restructure with no redundancies
- Restructure with possible redundancies
- Change Management chart - minor change - Word version
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 People Partner for further information.
What is going to happen?
If your manager thinks it is necessary to update/change your job description and the change(s) are 20% or less of the total role, they will discuss the proposed changes with you. (Please contact your People Function representative for further information on what constitutes 20% of the total role). Once discussions are concluded, your manager will confirm a date that you will start working to your new job description.
What are my options?
Any minor changes will be discussed with you, and you will be given the opportunity to provide feedback on the proposed changes.
If you are not happy with the proposed changes, you should discuss this with your line manager or your People Partner.
What are the stages of the process?
It is an informal process, so there are no formal stages. Your line manager will arrange a meeting with you to discuss the changes and ask for your views.
How long will it take?
There is no set time for minor changes, but generally, it should not take more than 30 days.
Who will be involved/know about this?
Only you and your manager will be involved in the informal discussions unless you want to speak to an employee or a Trades Union representative. Once discussions are concluded, it may be necessary to let your colleagues know about the change to your Job description.
Who will make the decision?
Your line manager is responsible for drafting the amended job description with the agreed changes. Before they make any decision about possible changes, they should discuss it with you and seek your opinion.
What are the possible outcomes?
After the consultation process, your line manager will decide whether to implement the proposed changes, implement an amended proposal, or not implement any changes.
You will be told the outcome both verbally and in writing.
Is this going in my file?
An updated version of your job description will be placed in your file.
- Change Management chart - major change - Word version
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 People Partner for further information.
What is going to happen?
If your manager thinks it is necessary to update/change your job description and the change(s) are more than 20% of the total role, they will consult with you about the proposed changes. (Please contact your People Function representative for further information on what constitutes more than 20% of the total role).
A 30-day consultation period allows you to meet with your line manager as often as needed to discuss the changes and reach an agreement.
At the end of the consultation period, you will receive confirmation of the changes to your job description and agree a date for you to start working to the new job description.
What are the stages of the process?
Major changes require formal consultation. This process involves a meeting with your line manager and you. If you wish, you can invite an employee or a Trades Union representative to this meeting.
If the proposed changes affect more than one person, a group meeting may be necessary before individual meetings.
After the initial meeting, you can request as many follow-up meetings with your line manager as needed during the consultation period.
You should meet with your line manager at the end of the consultation period to confirm what changes will be made to your job description.
How long will it take?
The formal consultation period is 30 days unless more than 100 people are affected, in which case this will be extended to a minimum of 45 days.
What are my options?
Any major changes are discussed formally with you, and you are given the opportunity to provide feedback on the proposed changes during your consultation period.
If you are not happy with the proposed changes, you should discuss this with your line manager or your People Partner.
Who can I talk to?
The University understands that this may be a difficult time for you, and you are encouraged to take advantage of support available to you.
Who will be involved/know about this?
Consultation is between you and your line manager, unless you also want to speak to an employee or Trades Union representative. If you are not the only person affected by the proposal, there may be a group consultation.
The People Function will attend formal meetings to provide support and advice on policy and procedure.
Who will make the decisions?
Your line manager is responsible for drafting the amended job description with your input.
If you are unhappy with the changes, you should discuss this with your line manager or a member of your People team.
What are the possible outcomes?
After the consultation process, your line manager will decide whether to implement the proposed changes, implement an amended proposal, or not implement any changes.
You will be told the outcome both verbally and in writing.
Is this going in my file?
An updated version of your job description will be placed in your file, and the People Function will keep a record of all documents and correspondence from the consultation process and write to you to confirm the change.
From time to time, it may be necessary for a manager to review the structure of a team and consider whether it still meets the needs of the University. If it is identified that the current structure does not meet the needs of the University.
- Change Management chart - restructuring - Word version
Frequently asked questions
Please see below answers to frequently asked questions about a proposed restructure. If your question is not answered below, please contact your People Partner for further information.
What is going to happen?
If a manager thinks it necessary to change the structure of a team, they will consult with everyone affected about the proposed changes and provide you with a business case that outlines the proposed changes and rationale for change. The consultation period will be 30 days, during which you will meet with the manager both as a group and individually as often as needed to discuss the proposal.
At the end of the consultation period, the Head of Department will consider the feedback received and decide the outcome of the consultation.
What are my options?
Any proposed restructure is discussed formally with everyone affected, and they are given the opportunity to provide feedback on the proposed restructure during a consultation period.
If you are not happy with the proposed restructure, you should discuss this with the manager or a member of your People team.
Who can I talk to?
The University understands that this may be a difficult time for you, and you are encouraged to take advantage of support available to you.
What are the stages of the process?
Restructures require formal consultation. This process involves a group meeting with all members of staff followed by individual meetings with the manager and a People Partner. You will have the opportunity to submit a counter proposal and request further meetings during the consultation period.
At the end of the consultation period, you will be informed of the outcome, and if necessary, a meeting will be arranged with you to discuss any next steps.
How long will it take?
The formal consultation period is 30 days, unless more than 100 people are affected, in which case it will be extended to a minimum of 45 days.
Who will be involved/know about this?
Consultation is between you and your line manager, unless you also want to speak to an employee or Trades Union representative. If you are not the only person affected by the proposal, there may be a group consultation.
People Function will attend meetings to provide support and advice on policy and procedure.
Who will make the decision?
The Head of Department/Division is responsible for deciding whether to proceed with the proposed restructure, implement an amended restructure, or keep the current structure. This will be done once the consultation period has finished and they have considered all feedback.
What are the possible outcomes?
After the consultation process, the Head of Department/Division will decide whether to proceed with the proposed changes, implement an amended proposal, or not proceed with any changes.
If the proposed changes are implemented, the manager will discuss with you either amending your job description or transferring you to a new role.
Is this going in my file?
An updated version of your job description will be placed in your file, and the People Function will keep a record of all documents and correspondence from the consultation process.
From time to time, it may be necessary for a manager to review the structure of their team and consider whether it still meets the needs of the University. If it is identified that the current structure or way of working does not meet the needs of the University, they may propose a restructure which could include removing one or more posts from the team. However the University is committed to minimising or avoiding redundancies whenever possible.
- Change Management chart - restructuring with possible redundancies - Word version
Frequently asked questions
What is going to happen?
If a manager thinks it necessary to change the structure of a team, they will consult with everyone affected, explore any relevant redundancy avoidance measures that can be taken, and provide you with a business case that outlines the proposed changes and rationale for change.
The consultation period will be 30 days, which is set aside for you to meet with the manager both as a group and individually as often as needed to discuss the proposal.
What are the redundancy avoidance measures?
The measures to be taken to avoid potential redundancies that should be explored both before 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 to other parts of the University
- 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 the changing needs of the organisation
- Explore alternative funding.
What are my options?
Any proposed restructure is discussed formally with everyone affected, and they are given the opportunity to provide feedback on the proposed restructure during a consultation period.
If you may be at risk of redundancy should the proposal be implemented, you may want to discuss the following options with the manager or the People Function.
- Redeployment to an alternative post in the University that is broadly the same as your current role.
- Applying for a vacancy in the University that is not broadly the same as your current role, but you believe you have the relevant skills and experience for.
If you are not happy with the proposed restructure you should discuss this with the manager or your People Partner.
Who can I talk to?
The University understands that this may be a difficult time for you and you are encouraged to make use of the range of support available to you.
What are the stages of the process?
Restructures require formal consultation. This process involves a group meeting with all members of staff, followed by individual meetings with the manager and a People Function representative. During the consultation period, you will have the opportunity to give feedback and provide a counterproposal. If you are “at risk” of redundancy as a result of the restructure, you will also have the opportunity to appeal the decision.
How long will it take?
The formal consultation period is 30 days, unless more than 100 people are affected, in which case it will be extended to a minimum of 45 days.
Who will be involved/know about this?
Consultation is between you and the manager. If you are not the only person affected by the proposal, there may be a group consultation. You can also arrange for an employee or TU representative to attend meetings with you.
People Function may attend meetings to provide support and advice on policy and procedure.
Who will make the decisions?
The head of Department/Division is responsible for deciding whether to proceed with the proposed restructure, implement an amended restructure, or keep the current structure. This will be done once the consultation period has finished and they have considered all feedback.
What are the possible outcomes?
After the consultation process, the Head of Department/Division will decide whether to proceed with the proposed changes, implement an amended proposal, or not proceed with any changes.
If the proposed changes are implemented, you will receive a written notice of the end of your contract. You can raise any questions you have with the manager or the People Function, and you have the right to appeal the redundancy to a University panel consisting of three senior members of staff not previously involved in the case.
Is this going in my file?
The People Function will keep a record of all documents and correspondence from the consultation process.
Managers Guidance
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/University.
However the University 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 University, 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.
- Change Management chart - restructuring with possible redundancies - Word version of flowchart
Managers' Guidance-Frequently asked questions
- What should I do before starting the process?
- What are the measures to avoid redundancy?
- What is a business case?
- What are the stages of the process?
- How long will it take?
- Who should be involved?
- What can I do to avoid redundancies?
- What happens if redundancies can’t be avoided?
- What can I do if someone has the potential ability but not the immediate experience to undertake a particular position in the new structure?
Before consulting with the members of staff, you should read Section B of the Change management policy [pdf] and speak with your People Function representative.
You will need to consider the measures to avoid redundancy and prepare a business case with input from the People Function, which outlines your proposal and includes any new or updated job descriptions.
For guidance on undertaking Equality Impact Assessment in a restructuring scenario, managers should refer to Equality Impact Assessment when Restructuring.
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 the University
- 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 the needs of the organisation
- Explore alternative funding.
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]
Equality Impact Assessment forms an integral part of the restructing process and for further guidance, managers should refer to Equality Impact Assessment when Restructuring .
Restructuring a team requires formal consultation. To start the consultation process, a group meeting with the team is arranged. If desired, employees or Trade Union representatives can be invited to this meeting.
After the group meeting, you should arrange individual meetings with all those affected. During the consultation period, they can also request as many follow-up meetings with you as they need and/or submit a counter proposal.
You should arrange a meeting at the end of the consultation period to confirm that the proposal is going ahead.
How long will it take?
The formal consultation period is 30 days, unless more than 100 people are affected, in which case it will be extended to a minimum of 45 days.
Who should be involved?
Consultation is between you and the staff members 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 People Function Team for advice and support on policy and procedure. A member of the People Function 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 University that is broadly the same as their current role
- Applying for a vacancy in the University 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 University 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.
The formal consultation period is 30 days, unless more than 100 people are affected, in which case it will be extended to a minimum of 45 days.
Consultation is between you and the members of staff affected by the change. They may also want to involve employee or Trade Union representatives which they have the right to do.
Before starting the consultation process, you should contact your People Function Team for advice and support on policy and procedure. A member of the People Function will also be available to attend any formal meetings.
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 University that is broadly the same as their current role.
- Applying for a vacancy in the University 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 University 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.
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.
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.