Secondment Policy

INTRODUCTION

1. Secondment provides a process for the University or external organisation to meet a short term specialised human resource requirement, where those needs cannot be effectively met through the appointment process, or to address the career development of employees for future human resource requirements within the employing organisation.

2. There are two types of secondment:

• Secondment out of the University: the temporary assignment of a University employee to a vacant position in an external organisation.
• Secondment into the University: the temporary assignment of an individual with a position in an outside organisation, to a vacant position within the University.

APPLICATION

3. These guidelines and procedures apply to all departments and positions within the University.

4. Please note that this policy does not apply to internal movements within the University.

DEFINITIONS

5. Secondment is the temporary assignment of a University employee to a position in an external organisation, or an individual with a position in an external organisation being assigned to a temporary position within the University.

6. Secondee is an employee who is on temporary assignment under the terms of a formal secondment arrangement.

7. Employing organisation is the employer of the secondee before the secondment.

8. Host organisation is the employer of the secondee following the secondment.

GUIDELINES

9. The secondment arrangement must specify the exact duration of the secondment and that the seconded staff member will return to the employing organisation at the end of the fixed term.

10. Secondments must be based on mutual agreement between the staff member, employing organisation and the host organisation.

11. Employees within the University are eligible for secondment to external organisations when they are employed on a permanent basis and have successfully completed their probationary periods.

12. Secondment agreements must specify the manner in which employee payments are to be treated.

13. In normal circumstances, the host organisation pays the full costs associated with the secondment including all salary, benefits, travel, administrative, relocation and any additional related expenses.

14. The employing organisation may, in certain circumstances, continue to pay the secondee. The employing organisation invoices the host organisation for the salary, benefits and all other costs as agreed.

15. For all other purposes, a secondee working on a temporary basis in an external organisation will be treated as an employee of the University and a secondee working on a temporary basis in the University will be treated as an employee of the employing organisation.

16. A secondment can be initiated in two distinct ways: o by the staff member who applies for a secondment in an external organisation of the University, or o by the host organisation inviting the staff member of the employing organisation to second to a specific vacant position

17. All secondment requests must be authorised by the Head of Department in conjunction with the Director of Human Resources.

18. The Director of Human Resources can refuse to release an employee of the University to a seconded position should it prove impractical and cause the University operational difficulties.

19. Secondments into the University are dependent upon the employee who is seeking secondment having the necessary qualifications and experience required for the position to which they wish to second.

20. Once agreed, secondments out of the University will normally take place within twelve weeks, unless exceptional circumstances prevail which prevent this taking place.

21. The position vacated by the transfer will be filled on a temporary, fixed-term basis for the duration of the secondment.

22. Should the seconded position be longer than one (1) year in duration, the University reserves the right to advise the staff member that they will not return to their previous position, but to another position of equivalent grade and salary. The vacated position may then be filled on a permanent basis.

23. On return to the University, the secondee's salary will normally include any increases or increments he/she would have received had he/she remained in the original position.

24. An extension to the agreed term of a secondment requires mutual consent of all parties to the agreement. The University requires twelve (12) weeks advance notification.

25. A secondment agreement may be terminated before the expiry of the agreed term at the request of either party, where practical. A minimum of thirty (30) days notice is required.

26. The Finance Office should be consulted on and agree to arrangements concerning payments.

PROCEDURES

27. The following information concerning the secondment arrangement must be forwarded to the Department of Human Resources: For a Secondment into the University

• A rationale to the Director of Human Resources as to the reason for seeking a secondee as opposed to initiating the University's Appointment Procedures
• The position within the University which the proposed secondee will be taking up
• The duration of the secondment Ø The manner in which employee payments are to be treated
• The name and address of the employing organisation Ø The name and contact number of the employing organisation's Human Resources Department For a Secondment out of the University
• The position within the University which the secondee will be leaving
• The duration of the secondment
• The manner in which employee payments are to be treated
• The name and address of the host organisation
• The name and contact number of the secondee?s immediate line manager within the host organisation.
• The arrangements which are proposed to cover the secondee?s position in his/her absence.

• 28. Once an agreement is reached between the employing and host organisations and the secondee, a formal agreement is drawn up and signed by the three (3) parties.

29. The employing organisation is responsible for advising the host organisation of any changes to the secondment arrangement.

CONTACT: hrqueries@ucc.ie /  021 490 3603

Secondment Agreement