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 Signposts Department/Faculty/College. However the College 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 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.  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.

Tabs

Minor Change to Job Description

flowchart for 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.

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 HR representative if you would like 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 local HR representative.

Who can I talk to?

You can make use of a range of support available to you. 

What are the stages of the process?

It is an informal process so there are not any 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 period of 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 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 go ahead with the proposed changes, implement an amended proposal or to not go ahead with any changes.

You will be told the outcome both verbally and in writing.

Is this going on my file?

An updated version of your job description will be placed on your file.

 


 

Major change to job description

Flowchart of major change to job description

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.

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 HR representative if you would like further information on what constitutes more than 20% of the total role).

A consultation period of 30 days allows for you to meet with your line manager as often as needed to discuss the changes and come to 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. You can invite an employee or Trades Union representative to this meeting if you 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, you can request as many follow up meetings with your line manager as you need, 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 HR representative.

Who can I talk to?

The College 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.

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.

HR 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 not happy with the changes you should discuss this with your line manager or a member of your HR team.

What are the possible outcomes?

After the consultation process, your line manager will decide whether to go ahead with the proposed changes, implement an amended proposal or to not go ahead with any changes.

You will be told the outcome both verbally and in writing.

Is this going on my file?

An updated version of your job description will be placed on your file and Human Resources will keep a record of all documents and correspondence from the consultation process and write to you to confirm the change.

Restructure with no redundancies

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 College. If it is identified that the current structure does not meet the needs of the College.

Flowchart of resturcure steps with no redundancies

Frequently asked quesetions

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

What is going to happen?

If a manager thinks it’s 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 which 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.

At the end of the consultation period, the Head of Department will consider the feedback they have 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 HR team.

 Who can I talk to?

The College 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 HR representative. 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, the outcome will be communicated to you 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 then this 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.

HR 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 making the decision of whether to go ahead 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 that has been provided.  

What are the possible outcomes?

After the consultation process, the Head of Department/Division will decide whether to go ahead with the proposed changes, implement an amended proposal or not to go ahead 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 on my file?

An updated version of your job description will be placed on your file and Human Resources will keep a record of all documents and correspondence from the consultation process.  


 

Restructure maybe redundancies

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 College. If it is identified that the current structure or way of working does not meet the needs of the College, they may propose a restructure which could include removing one or more posts from the team. However the College is committed to minimising or avoiding redundancies whenever possible.

Flowchart of restructure with redundancies

Frequently asked questions

 

What is going to happen?

If a manager thinks it is 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 which 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 prior 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 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 Human Resources

  • Redeployment to an alternative post in the College that is broadly the same as your current role
  • Applying for a vacancy in the College 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 HR representative.

Who can I talk to?

The College 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 an HR representative. During the consultation period, you will have the opportunity to give feedback and provide a counter proposal. 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 effected then this 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.

HR may attend meetings to provide support and advice on policy and procedure.

Who will make the decisions?

Head of Department/Division is responsible for making the decision of whether to go ahead 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 that has been provided.  

What are the possible outcomes?

After the consultation process, the Head of Department/Division will decide whether to go ahead with the proposed changes, implement an amended proposal or to not go ahead 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 HR and you have the right to appeal the redundancy to a College panel consisting of three senior members of staff not previously involved in the case.

Is this going on my file?

Human Resources will keep a record of all documents and correspondence from the consultation process.