; qh-pol-237
Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out
Your Federal Quarterly Tax Payments are due April 15th Get Help Now >>

qh-pol-237

VIEWS: 8 PAGES: 17

  • pg 1
									                                                                                                                                                            B36
                                                                    Surplus Employees

                                                                   Human Resources Policy
                                                                                                                                  Effective Date: October 2011


TABLE OF CONTENTS

1         PURPOSE.................................................................................................................... 3
2         APPLICATION.............................................................................................................. 3
3         GUIDELINES................................................................................................................ 3
4         DELEGATION .............................................................................................................. 3
5         REFERENCES............................................................................................................. 3
6         SUPERSEDES............................................................................................................. 4
7         POLICY FRAMEWORK ............................................................................................... 4
          7.1      Identification of and notification to surplus employees ....................................................................4
                   7.1.1 Surplus employees ................................................................................................................4
          7.2      Registration and matching of surplus employees ............................................................................4
          7.3      Case management...........................................................................................................................5
          7.4      Vacancy advertising .........................................................................................................................5
          7.5      Retrenchment...................................................................................................................................5
          7.6      Voluntary early retirement (VER) .....................................................................................................5
          7.7      Transfer within and between classification levels and systems.......................................................5
          7.8      Decision review ................................................................................................................................5
8         IDENTIFICATION OF AND NOTIFICATION TO SURPLUS EMPLOYEES ................. 6
          8.1      Assess local placement options .......................................................................................................6
9         REGISTRATION AND MATCHING OF SURPLUS EMPLOYEES ............................................................6
          9.1      Queensland Health registration .......................................................................................................6
          9.2      Matching process .............................................................................................................................7
10        CASE MANAGEMENT ................................................................................................. 7
          10.1 Role of the case manager ................................................................................................................7
          10.2 Role of the surplus employee ..........................................................................................................8
11        VACANCY ADVERTISING........................................................................................... 8
          11.1 Surplus check – internal matching process for Queensland Health surplus employees only .........8
          11.2 General vacancy advertising – advertising of vacancies for merit selection ...................................9
          11.3 Senior officer (SO) and senior executive service (SES) vacancies (under the Public Service Act
          2008) 9
          11.4 Health executive service (HES) and district senior officer (DSO) vacancies (under the Health
          Services Act 1991) .....................................................................................................................................9
12        SUITABILITY ASSESSMENT .................................................................................... 10
          12.1 Suitability assessment selection panel ......................................................................................... 10
    Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                      refer frequently to the Queensland Health Internet site for updates.
                                                                                                                                HR Policy B36
                                                                                                                                           October 2011


       12.2 Suitability assessment process ..................................................................................................... 10
                12.2.1 Surplus employee is deemed suitable ................................................................................ 11
                12.2.2 Surplus employee is deemed unsuitable ............................................................................ 11
       12.3 Exceptions to undertaking a suitability assessment...................................................................... 12
       12.4 Reasonable induction, retraining and adjustment......................................................................... 12
       12.5 Relocation to another position....................................................................................................... 12
       12.6 Temporary appointment of a surplus employee............................................................................ 12
                12.6.1 Temporary appointment of up to 12 months....................................................................... 13
                12.6.2 Temporary appointment in excess of 12 months................................................................ 13
       12.7 Extended leave ............................................................................................................................. 13
       12.8 Conditions of employment............................................................................................................. 13
13     SALARY PACKAGING AND INCOME MAINTENANCE ............................................ 13
       13.1 Salary packaging arrangements ................................................................................................... 13
       13.2 Income maintenance..................................................................................................................... 13
                13.2.1 Income maintenance within Queensland Health ................................................................ 14
                13.2.2 Income maintenance across agencies ............................................................................... 14
14     DECISION REVIEW PROCEDURES......................................................................... 14
       14.1 Informal review and resolution processes..................................................................................... 15
       14.2 Formal internal resolution processes ............................................................................................ 15
       14.3 Formal external resolution processes ........................................................................................... 15
15     DEFINITIONS............................................................................................................. 15
16     HISTORY ................................................................................................................... 16




Surplus Employees                                                                                                                      Page 2 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

1      PURPOSE

       To outline the principles and processes for managing surplus employees whose
       substantive role becomes surplus through organisational change.

2      APPLICATION

       This policy applies to all permanent Queensland Health employees (employed under
       the Public Service Act 2008 or the Health Services Act 1991) when applying for a
       vacancy in Queensland Health.

       This policy does not apply to the following categories:

              temporary employees
              casual employees
              employees engaged on a contract
              employees whose termination is as a result of disciplinary action
              employees whose termination is as a result of retirement on the grounds of
               physical or mental incapacity
              employees still in their probationary period.

3      GUIDELINES

       Guidelines may be developed to facilitate implementation of this policy. The guidelines
       must be consistent with this policy.

4      DELEGATION

       The ‘delegate’ is as listed in the Queensland Health Human Resource Delegations
       Manual as amended from time to time.

5      REFERENCES

              Public Service Act 2008
              Health Services Act 1991
              Public Service Regulation 2008
              Industrial Relations Act 1999
              Fringe Benefits Tax Assessment Act 1986
              Directive 7/10 – Transfer within and between Classification Levels and Systems
              Directive 17/09 – Voluntary Early Retirement, Redundancy and Retrenchment
              Directive 15/09 – Appeals
              Directive 12/09 – Employment Arrangements following Workplace Change
              Directive 11/09 – Transfer and Appointment Expenses
              Directive 11/07 – Grievance Resolution
              Recruitment and Selection HR Policy B1 (QH-POL-212)
              Transfers in Queensland Health HR Policy B41 (QH-POL-246)
              Secondment HR Policy B42 (QH-POL-224)
              Relinquishment of Role HR Policy B43 (QH-POL-216)
              Transfer and Appointment Expenses HR Policy D4 (QH-POL-245)
              Reasonable Adjustment HR Policy G3 (QH-POL-210)
Surplus Employees                                                                                                         Page 3 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

              Separation of Employment HR Policy H1 (QH-POL-227)
              Suitability Assessment Guidelines (23 October 2009)
              Queensland Government Employment Security Policy
              Salary Packaging – Providing options on how to use your money – Queensland
               Health
              Queensland Health Director-General determination under section 28 Health
               Services Act 1991

6      SUPERSEDES

              IRM 1.15-1 – Management of Surplus Employees: Policy Framework
              IRM 1.15-2 – Management of Surplus Employees: Identification and Notification
               to Surplus Employees
              IRM 1.15-3 – Management of Surplus Employees: Internal Registration and
               Active Matching
              IRM 1.15-4 – Management of Surplus Employees: Office of the Public Service
               Commissioner Registration
              IRM 1.15-5 – Management of Surplus Employees: Case Management
              IRM 1.15-6 – Management of Surplus Employees: Decision Review Procedures

7      POLICY FRAMEWORK
       7.1 Identification of and notification to surplus employees
       As part of its organisational change and workforce management processes,
       Queensland Health is to identify and formally notify surplus employees of their status,
       options, obligations and rights.

       7.1.1 Surplus employees

       Employees are declared as surplus when their substantive role becomes surplus
       through organisational change (i.e. workplace arrangements that range from
       strategies at the individual level such as job redesign, job reclassification and
       management-initiated employee transfer, to restructure at the local or organisational
       level, and who are registered as surplus in Queensland Health).

       7.2 Registration and matching of surplus employees
       Queensland Health is to internally register surplus employees with Statewide
       Recruitment Services (SRS). SRS is part of Queensland Health Shared Service
       Partner (QHSSP).

       When registering for vacancy matches, Queensland Health surplus employees are to
       complete a surplus registration form and express their preferences for location (refer
       section 12.5) and classification. Employees are provided with the opportunity for
       deployment (at level) or redeployment (at an agreed lower level) into suitable vacant
       positions (including cross stream where eligible) within Queensland Health through a
       structured active matching process and assessment under suitability guidelines (refer
       section 11.1).



Surplus Employees                                                                                                         Page 4 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       7.3 Case management
       Queensland Health is to actively case manage surplus employees. A suitably
       experienced case manager (refer section 10) is to be individually assigned to each
       surplus employee.

       7.4 Vacancy advertising

       Surplus employees are able to apply for permanent and temporary vacancies of six
       months or longer at their existing substantive level, or if agreed, at a lower
       classification level. Surplus employees are to be considered via a suitability
       assessment prior to the consideration of any other potential candidates (refer section
       12).

       Selection panels for advertised senior executive service (SES), health executive
       service (HES) and district senior officer (DSO) roles are to consider surplus
       employees and are to be suitability assessed for SES, HES and DSO vacancies.

       Specific advertising requirements are covered in section 11 of this policy.

       7.5 Retrenchment

       Retrenchment of a surplus employee is only to be considered if all other avenues
       including retraining, transfer or redeployment are no longer viable options, or when a
       surplus employee is not actively participating in the deployment process. The
       application of retrenchment provisions is to be in accordance with Directive 17/09 –
       Early Retirement, Redundancy and Retrenchment.

       7.6 Voluntary early retirement (VER)

       Queensland Health’s policy is that a voluntary early retirement (VER) package is not
       offered in the first instance to an employee whose substantive role has been declared
       surplus.
       In cases when the offering of a VER to selected employees becomes necessary, this
       is to occur in full consultation with the relevant union/s. If a VER is to be offered, it is to
       be offered in accordance with Directive 17/09 – Early Retirement, Redundancy and
       Retrenchment, and as outlined in Separation of Employment HR Policy H1.

       7.7 Transfer within and between classification levels and systems

       Transfer of surplus employees at the AO8 or equivalent level and below is to occur in
       line with Directive 7/10 – Transfer Within and Between Classification Levels and
       Systems, and Transfers in Queensland Health HR Policy B41.
       Surplus employees who are permanently transferred to a new location are entitled to
       transfer expenses in line with Transfer and Appointment Expenses HR Policy D4.

       7.8 Decision review

       Queensland Health is to ensure that the deployment and redeployment process is
       equitable and appropriate documentation and records are maintained for monitoring
       and evaluation purposes.
Surplus Employees                                                                                                         Page 5 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011



       Surplus employees are to have access to review procedures.

8      IDENTIFICATION OF AND NOTIFICATION TO SURPLUS EMPLOYEES

       In conjunction with the relevant people and culture unit, the work unit is responsible for
       ensuring that equitable processes are undertaken to identify surplus employees.

       In cases of major structural reform, a project team may be established, or HR
       Coordination may be requested to manage the process.

       Identified surplus employees are to be formally advised of their status at the earliest
       practicable time (refer section 8.1).

       8.1 Assess local placement options

       Once the work unit and the relevant people and culture unit have identified and
       notified a surplus employee, local permanent and temporary placement options are to
       be assessed.
       In cases of major structural reform, a Queensland Health project team (when
       established) is to assess local permanent and temporary placement options with the
       assistance of work units and people and culture units.
       If local placement options are identified, surplus employees are to be assessed under
       suitability provisions for appointment. In this case, registration with SRS is not
       required.
       If there are no local permanent placements, the relevant people and culture unit is to
       formally advise the surplus employee indicating:
              they have been declared a surplus employee as of the date of the letter, and the
               reasons why
              there are no suitable local permanent placement options
              they are to be registered with SRS
              the recruitment hub is to commence the matching process for relevant vacancies
               for their consideration
              the name and contact details of their case manager (refer section 10)
              that meaningful duties are to continue to be assigned
              their salary is to be maintained, as defined, during the deployment process
              that confidential employee assistance is available
              options for grievance resolution/decision review mechanisms.

9      REGISTRATION AND MATCHING OF SURPLUS EMPLOYEES

       9.1 Queensland Health registration

       A surplus placement form, résumé and a copy of the formal letter advising of surplus
       status is to be forwarded to SRS, who are to confirm receipt of the registration with the
       employee and their case manager.



Surplus Employees                                                                                                         Page 6 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       9.2 Matching process

       When QHSSP receives a Request to Fill a Vacancy form for a permanent or
       temporary vacancy of six months or longer, QHSSP undertakes a matching process of
       all surplus employees.

       If there are no matches, advertising is to proceed. Vacancy advertising processes are
       covered in detail in section 11.

       If there are surplus employee matches, the recruitment hub:

              notifies the contact officer for the vacancy
              forwards the role description to matched employees and their case managers.

       The matched surplus employees have a maximum of three working days to consider
       the requirements of the role and then:

              advise the recruitment hub, their case manager and the contact officer for the
               vacancy that they are seeking an assessment under the suitability provisions of
               this policy. Only a résumé or curriculum vitae is required for suitability
               assessment consideration
               or
              advise the recruitment hub that they are not seeking a suitability assessment for
               the role.

       Suitability assessments of those matched surplus employees who have expressed
       interest in the vacancy is to occur prior to the vacancy being advertised by any other
       means (refer section 12).

       SRS is not to proceed to advertise the vacancy until the selection panel has
       completed the suitability assessments and advised the recruitment hub whether to
       proceed. This is to ensure that unnecessary advertising costs are not incurred and
       applicants are not lodging applications for potentially filled vacancies.

10     CASE MANAGEMENT

       Queensland Health is to actively case manage surplus employees by appointing a
       suitable case manager. The work unit in consultation with the local people and culture
       unit and the surplus employee are to determine an appropriate case manager.

       10.1 Role of the case manager

       The surplus employee is informed of their case manager with the letter advising them
       of their surplus status (refer section 8.1).

       The role of the case manager is to actively support the surplus employee in all matters
       relating to the deployment process. They are to:

              meet with the surplus employee as soon as practicable
              identify alternative roles that offer the greatest prospect to alternative placement
              identify impediments to the employee being considered suitable for vacancies
Surplus Employees                                                                                                         Page 7 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

              develop and coordinate the implementation strategies and activities to overcome
               any identified impediments, and optimise the employee’s marketability. The
               employee may need skill building, coaching, feedback or assistance with some
               or all of the following:
               o      sourcing and identifying appropriate vacancies
               o      identifying the underlying requirements of vacancies and communicating
                      their knowledge, skill, experience and potential through their résumé/job
                      application/face-to-face communication with a selection panel
               o      identifying knowledge and skill gaps between current competencies and
                      those required for potential positions
               o      sourcing appropriate temporary placements in order to demonstrate the
                      transferability of their skills
              participate in suitability assessments when requested by a selection panel
              maintain regular contact with the employee to provide support and guidance
               during the deployment period.

       The role of case manager is in addition to the duties of their substantive role.

       10.2 Role of the surplus employee

       Surplus employees are required to actively participate in the deployment process.
       They are to:

              meet regularly with their case manager
              participate in the development and implementation of an action plan
              provide a current résumé
              consider matched vacancies
              ensure they are available to meet with selection panels
              accept reasonable deployment and retraining opportunities
              search for jobs proactively
              complete appropriate application procedures as requested.

       When it is determined that a surplus employee is not participating actively in the
       process, the Director-General (or delegate) may commence action under the
       provisions of the retrenchment directive. The surplus employee is to be provided with
       an opportunity to state reasons why this is not to occur. The Director-General (or
       delegate) is to consider any statement made by the surplus employee before
       proceeding.

11     VACANCY ADVERTISING

       The Request to Fill a Vacancy form is forwarded to QHSSP, SRS. Advertising
       requirements for classifications up to and including senior executive services (SES)
       and equivalent are as below.

       11.1 Surplus check – internal matching process for Queensland Health surplus
            employees only

       This phase is for all permanent vacancies, and temporary vacancies of six months or
       longer. QHSSP is to undertake a matching process of all Queensland Health surplus
       employees based on their classification level and location preferences (refer section
Surplus Employees                                                                                                         Page 8 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       7.2). QHSSP is to advise the surplus employees, their case managers and the
       vacancy contact of the matches.

       Queensland Health surplus employees need only provide a current résumé or
       curriculum vitae for the selection panel to undertake a suitability assessment, for
       vacancies against which they have been matched.

       If after suitability assessments or when there are no matches the role remains vacant,
       proceed to general vacancy advertising.

       An internal matching process is not conducted for vacancies under a graduate
       recruitment program. Graduate vacancies are to proceed to general vacancy
       advertising.

       11.2 General vacancy advertising – advertising of vacancies for merit selection

       This phase is for the advertising of all vacancies. RSST is to advertise vacancies on
       the Queensland Health website on the WorkForUs page and an external GovNet
       page referred to as Smart Jobs and Careers. These vacancies are accessible through
       an external website and through GovNet and therefore any potential applicant has
       access to view the site.

       To access the external smart jobs and careers page, go to the smart jobs and careers
       homepage at www.jobs.qld.gov.au. These vacancies are advertised for 14 calendar
       days.

       Queensland Health surplus employees who apply during this phase are to be
       assessed the same way as other job applicants, i.e. on merit. Queensland Health
       surplus employees are to already have been considered via the surplus checking
       phase.

       For vacancies under a graduate recruitment program, Queensland Health surplus
       employees are to be considered via suitability assessment prior to the consideration of
       any other graduate applicants.

       11.3 Senior officer (SO) and senior executive service (SES) vacancies (under the
            Public Service Act 2008)

       Request to Fill forms for SO vacancies are forwarded to Recruitment Services
       Corporate and Statewide, and Request to Fill forms for SES vacancies are forwarded
       to Executive Workforce Services, SSP for potential suitable matches.

       11.4 Health executive service (HES) and district senior officer (DSO) vacancies
            (under the Health Services Act 1991)

       Request to Fill forms for DSO vacancies are forwarded to the local recruitment hub
       and HES vacancies are forwarded to Executive Workforce Services, SSP for potential
       suitable matches.

       If suitability assessments do not identify a suitable match, Executive Workforce
       Services advise what further recruitment action can be undertaken to fill these
       vacancies.
Surplus Employees                                                                                                         Page 9 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

12     SUITABILITY ASSESSMENT

       A suitability assessment is to be undertaken to determine whether the surplus
       employee has the minimum skills to perform the requirements of the role to a
       satisfactory level if provided with reasonable retraining, induction and if necessary,
       reasonable adjustment. All selection panels are responsible for ensuring that equitable
       processes are undertaken to assess surplus employees and to assist in the placement
       of those employees (see section 12.4).

       12.1 Suitability assessment selection panel

       The chair of a selection panel is to liaise with the surplus employee to arrange for the
       employee’s case manager or where possible, an appropriate person from the
       employee’s work unit to become a selection panel member for the suitability
       assessment. This selection panel member would only participate in the suitability
       assessment of the relevant surplus employee, i.e. their participation on the selection
       panel does not extend to assessing other surplus employees, or to remaining a
       member of the panel if the selection process goes to open merit.

       When there is more than one surplus employee to be assessed via a suitability
       assessment, the chair of a selection panel is to liaise with the local people and culture
       unit for panel composition advice.

       When the surplus employee is not a Queensland Health employee, the chair of the
       selection panel is to liaise with the employee to arrange for one of the selection panel
       members to be an appropriate home agency representative. This selection panel
       member would only participate in the suitability assessment of the relevant surplus
       employee. The surplus employee is to provide evidence of their registration status with
       their home agency in order to be considered via a suitability assessment.

       12.2 Suitability assessment process

       As surplus employees are already appointed at the classification level of the vacancy,
       the suitability assessment process is to determine their suitability for the particular
       vacancy against the key attributes of the role. This can be achieved through
       processes such as:

              asking the surplus employee to prepare responses to questions prior to the
               suitability assessment being undertaken. The responses can be verified in
               person or via the referee checking process
              conducting the assessment as a conversation rather than as an interview.

       Example
       Use the information that the surplus employee has already provided in their résumé to
       determine what additional information the panel needs to satisfy itself that the
       applicant either is or is not suitable. In many cases a conversation with the surplus
       employee is sufficient to explore gaps in the panel’s understanding of their suitability.
       The discussion might be supplemented, for example, with samples of the surplus
       employee’s work or by asking them to undertake a task which enables them to
       demonstrate their skills in practice.

Surplus Employees                                                                                                        Page 10 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       In determining the suitability of the surplus employee, the selection panel is to confirm
       whether:

              the surplus employee currently meets all requirements of the position as outlined
               in the role description
               or
              induction, retraining and reasonable adjustment would enable the surplus
               employee to meet the requirements of the position.

       When more than one surplus employee is determined potentially suitable for
       appointment to a single vacancy, selection is to occur between those employees only
       and is to be based on merit.

       If any surplus employee (suitable or unsuitable) requests feedback, the chair or a
       member of the selection panel is to provide factual, constructive and sensitive
       feedback within seven calendar days of the request.

       12.2.1 Surplus employee is deemed suitable

       If a surplus employee is suitable for the vacancy, the delegate is to appoint the
       employee to the vacancy. Advice of the appointment is to be provided to the
       recruitment hub as soon as practicable to generate an appointment letter, to reflect the
       movement of the employee and to ensure further advertising does not proceed.

       The process used to determine the suitability of the surplus employee is to be
       documented within the selection report and submitted to the delegate for approval
       (refer Recruitment and Selection HR Policy B1).

       The statement of suitability is to contain:

              the suite of minimum skills required to undertake the role to a satisfactory level
              the process used to assess suitability of the surplus employee
              the skills that the applicant has been assessed as meeting
              the skills that the applicant is assessed as not being able to meet and identify
               any reasonable induction, training or adjustment that will enable the applicant to
               meet those requirements
              the reasons for concluding that the applicant meets the minimum attributes.

       12.2.2 Surplus employee is deemed unsuitable

       If a surplus employee is not suitable for the vacancy, the employee is to be advised of
       the outcome as soon as possible. Advice of the suitability assessment outcome is to
       be provided to the recruitment hub as soon as practicable to ensure further advertising
       is able to proceed.

       The process used to determine the unsuitability of the surplus employee is to be
       documented within the selection report and submitted to the delegate for approval
       (refer Recruitment and Selection HR Policy B1).



Surplus Employees                                                                                                        Page 11 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       The statement of unsuitability is to contain:

              the suite of minimum skills required to undertake the role to a satisfactory level
              the process used to assess suitability of the surplus employee
              the skills that the applicant has been assessed as meeting
              the skills that the applicant is assessed as not being able to meet even with
               reasonable retraining, induction and reasonable adjustment
              the reasons for concluding that the applicant cannot meet the minimum key
               attributes (refer section 12.4).

       12.3 Exceptions to undertaking a suitability assessment

       Vacancies may be filled via a direct appointment when appropriate (refer section 13 of
       Recruitment and Selection HR Policy B1), otherwise the vacancy is to be filled in
       accordance with advertising requirements outlined in section 11 of this policy.

       12.4 Reasonable induction, retraining and adjustment

       A surplus employee is not to be assessed as unsuitable for placement if reasonable
       induction, retraining and/or reasonable adjustment would enable the employee to
       effectively perform the duties of the vacancy.

       Reasonable induction and training is the period of on-the-job training and orientation
       to the work systems and operating environment that would need to be provided to any
       external appointee who was new to the position and Queensland Health.

       Reasonable adjustment means that when it is necessary and reasonable to do so, the
       employer is to make modifications and adjustments to the workplace to meet the
       individual needs of people with a disability or impairment (refer Reasonable
       Adjustment HR Policy G3).

       12.5 Relocation to another position

       In addition to the selection process, appointment for surplus employees is to occur
       having reasonable regard to the employee’s commuting arrangements and family
       commitments.

       Surplus employees are only obliged to consider deployment to a position within one
       hour’s travelling time of their residence, unless mutually agreed otherwise.

       For information on the entitlements for transfer and appointment expenses refer to
       Transfer and Appointment Expenses HR Policy D4.

       12.6 Temporary appointment of a surplus employee

       If a surplus employee is deployed to a temporary vacancy internal to Queensland
       Health or within another agency, the employee retains their permanent status as a
       Queensland Health employee.




Surplus Employees                                                                                                        Page 12 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       12.6.1 Temporary appointment of up to 12 months

       If a surplus employee is deployed to a temporary vacancy of up to 12 months in
       another agency, the employee is to be on secondment unless otherwise agreed by the
       relevant chief executives (refer Secondment HR Policy B42). If the temporary vacancy
       is within Queensland Health, the employee is to be temporarily appointed to the
       vacancy.

       The surplus employee is to remain registered with Queensland Health and may apply
       for matched substantive level vacancies during the secondment period.

       12.6.2 Temporary appointment in excess of 12 months

       If a surplus employee is deployed to a temporary vacancy in excess of 12 months in
       Queensland Health or another agency, the employee may choose to be temporarily
       suspended from active matching until two months prior to the completion of the
       temporary deployment.

       12.7 Extended leave

       If a surplus employee takes approved leave in excess of 12 months, the employee
       may choose to be temporarily suspended from active matching until two months prior
       to the completion of the approved leave.

       12.8 Conditions of employment

       Unless otherwise determined, following a permanent placement, the surplus
       employee’s conditions of employment are those that are applicable to their new
       placement. For example, employees placed in a corporate office role are appointed as
       a public service officer under the Public Service Act 2008. Employees placed in a
       health service role are appointed as a health service employee under the Health
       Services Act 1991.

13     SALARY PACKAGING AND INCOME MAINTENANCE

       13.1 Salary packaging arrangements

       If a surplus employee’s previous substantive position within Queensland Health was
       eligible for the public hospital fringe benefits tax (FBT) exemption cap and they are
       temporarily appointed or given higher duties to a position in a corporate office, division
       or a unit within Queensland Health that is not eligible, they are to amend their salary
       packaging arrangements. This is a requirement under the Fringe Benefits Tax
       Assessment Act 1986.

       13.2 Income maintenance

       In order to provide support to the surplus employee and allow for transition
       arrangements to be put in place, Queensland Health provides income maintenance
       within certain parameters as outlined below.



Surplus Employees                                                                                                        Page 13 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       13.2.1 Income maintenance within Queensland Health

       During the deployment period costs including salary and training are the responsibility
       of the cost centre or unit to which the employee was last substantively appointed. For
       the duration of the deployment period, a surplus employee receives income
       maintenance at their substantive level including approved incremental increases.

       A surplus employee redeployed (to a lower level) is to be paid by the receiving work
       unit at the top pay point of their new classification level plus any applicable
       allowances. The surplus employee is entitled, for a period of 12 months from the date
       of redeployment, to be paid the salary and allowances applicable to the last
       substantively appointed role prior to redeployment. The substantive work unit is to
       fund the difference between salary and allowances to be paid by the receiving work
       unit and the salary and allowances the employee would have been entitled to if they
       had remained at their substantive level. The employee is not to receive any pay point
       increments during this period but is to receive salary increases determined by an
       industrial instrument.

       Following expiry of income maintenance arrangements, an employee redeployed to a
       lower classification level in the same salary stream is to be placed at the maximum
       pay point of the lower classification level. If redeployed to a lower classification level in
       another salary stream, appointment is to be made to an equal or next highest pay
       point in the lower level, with normal incremental movement through the classification
       level, subject to Award requirements.

       13.2.2 Income maintenance across agencies

       When a surplus employee is permanently deployed or redeployed to another
       department/agency, the difference in salary costs (including income maintenance) is
       to be provided by the department/agency from which the employee was deemed a
       surplus employee. The payment of the difference in salary costs is the responsibility of
       the cost centre or unit to which the employee was last substantively appointed. This is
       to be for a maximum period of twelve months from the date of transfer, unless other
       arrangements have been made between the relevant Director-Generals and/or the
       PSC Chief Executive.

       This requirement does not apply when a surplus employee is seconded to a temporary
       vacancy in another department/agency. When a surplus employee accepts a
       temporary secondment to another department/agency at a salary level lower than their
       substantive level, the department/agency from which the employee was deemed as a
       surplus employee may pay the difference between the two salary levels at its
       discretion.

14     DECISION REVIEW PROCEDURES

       Surplus employees have access to the following decision review mechanisms:

              Informal review and resolution processes.
              Formal internal resolution processes.
              Formal external resolution processes.

Surplus Employees                                                                                                        Page 14 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

       14.1 Informal review and resolution processes

       When possible and appropriate, interested parties are to attempt to review the
       decision and resolve any issues informally prior to initiating any formal resolution
       process.

       14.2 Formal internal resolution processes

       When a surplus employee is dissatisfied with the outcome of (or process associated
       with) a suitability assessment, they may seek a review of the decision from the
       Executive Director, HR Coordination. The surplus employee’s supervisor or case
       manager may also seek a review on behalf of the employee.

       14.3 Formal external resolution processes

       A fair treatment appeal may be lodged with the PSC Chief Executive in accordance
       with the appeals directive only when the grounds for appeal are alleged non-
       compliance with Directive 12/09 – Employment Arrangements following Workplace
       Change, or Directive 4/10 – Placement of Employees following Machinery-of-
       Government Changes or Service Delivery Reform.

       Employees who relinquish their positions, and are subsequently deemed as surplus
       employees are not eligible under the directives and therefore do not have access to
       the review mechanisms within those directives.

15     DEFINITIONS

        Active matching                    Queensland Health undertakes an internal process of actively
                                           matching all surplus employees registered with RSST against
                                           vacancies, prior to any external advertising process.
        Agency                             A department or public service office as defined under
                                           sections 14 and 21 of the Public Service Act 2008.
        Deployment                         When a surplus employee is provided with a transfer at level
                                           or temporary appointment.
        Entry-level                        Any position defined as entry-level or base-grade by an
        positions                          industrial determination.
        Meaningful duties                  During any deployment period, surplus employees are to be
                                           assigned meaningful duties commensurate with their skills
                                           and abilities, pending their permanent deployment or
                                           redeployment. The substantive
                                           work unit is responsible for any costs, including salary.
        QHSSP                              Queensland Health Shared Services Partner
        Redeployment                       Permanent appointment of a surplus employee, with their
                                           consent, to a lower classification level than the employee’s
                                           substantive classification level.
        Relinquishment                     When a permanent employee vacates their substantive role
                                           for a period exceeding 12 months under conditions detailed in
                                           the secondment and/or relinquishment of role HR policies.
                                           Such relinquishment does not affect the employee’s
                                           appointment status as a permanent employee of Queensland
Surplus Employees                                                                                                        Page 15 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

                                           Health or their substantive classification level.
                                           An employee who relinquishes their role is not a surplus
                                           employee.
        Substantive                        A position to which an employee has been appointed
                                           permanently.
        Suitable                           A surplus employee is deemed suitable if the minimum
                                           requirements of the role are met to a satisfactory level once
                                           the employee is provided with reasonable retraining, induction
                                           and if necessary, reasonable adjustment.
        Surplus employee                   Employees are declared as surplus when their substantive
                                           role becomes surplus through organisational change (i.e.
                                           workplace arrangements that range from strategies at the
                                           individual level, such as job redesign, job reclassification and
                                           employee transfer, to restructure at the local or organisational
                                           level, and who are registered as surplus in Queensland
                                           Health).
                                           An employee who relinquishes their role is not a surplus
                                           employee.

16     HISTORY
        October 2011                       Updated to reflect the repeal of Directive 14/09 - Placement of
                                           employees following machinery-of-government changes or
                                           service delivery reform
        August 2011                        Updated to reflect the transition of surplus registration
                                           processing from Recruitment Support Service Team (RSST)
                                           to Statewide Recruitment Services (SRS).
        March 2011                          Deletion:
                                             section 9.1.1 - PSC registered deployees, as they have
                                               all now phased out under the transitional arrangements.
                                             all references to PSC registered deployees have been
                                               removed under sections: 11.2, 11.3, 11.4, 12.1, 15
                                             section 12 – deletion of Queensland Health reciprocal
                                               arrangements to consider surplus and PPE of other
                                               public sector agencies via suitability assessment prior to
                                               any other potential applicant as this is no longer a
                                               requirement.
                                            Amended:
                                             section 11.4 –priority placement vacancies at Phase 3,
                                               QH surplus and PPE should have already been
                                               considered via preliminary phase.
                                             section 11.1 and 11.4 – removal of requirement to
                                               consider government-wide ppe and surplus graduates
                                               prior to other applicants at the preliminary phase prior to
                                               other applicants. Now only consideration of QH ppe and
                                               surplus at phase 3.

        October 2010                        Updated:
                                             section 9.1.1 to correctly reflect the effective date of
                                               Directive 12/09 as 18 September 2009
Surplus Employees                                                                                                        Page 16 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.
                                                                                                                     HR Policy B36
                                                                                                                              October 2011

                                             to reflect new Directive 7/10 Transfer within and between
                                              Classification Levels and Systems.
        April 2010                         Amended to:
                                            reflect amendments to Directive 14/09, particularly:
                                              o     the inclusion of SO positions with regards to priority
                                                    placement vacancies
                                              o     processes regarding filling vacancies at SO and
                                                    SES level.
                                            update process regarding:
                                              o     exceptions to undertaking a suitability assessment
                                                    (section 12.3)
                                              o     filling vacancies at SO and SES level (section 11.5)
                                              o     filling vacancies at DSO and HES level (section
                                                    11.6).
        January 2010                       Amended to incorporate:
                                            processes for internal matching and advertising of
                                              vacancies under a graduate recruitment program (section
                                              11.1)
                                            reference to relocation costs (section 12.5).
        December 2009                      Amended to incorporate:
                                            Directive 12/09 – Employment Arrangements following
                                              Workplace Change
                                            Directive 14/09 – Placement of Employees following
                                              Machinery-of-Government Changes or Service Delivery
                                              Reform.
                                           Public Service Commission Directive 4/10 enables
                                           government-wide employees employed under the Public
                                           Service Act 2008 to apply for priority placement vacancies
                                           across government during phase 2. The Directive does not
                                           apply to Queensland Health employees employed under the
                                           Health Services Act 1991. To address the inconsistent
                                           application of this Directive across Queensland Health, the
                                           Director-General on 14 December 2009, determined
                                           (determination under Section 28 Health Services Act 1991) to
                                           apply section 7.6 of the Directive to health service employees.
        September 2009                     Amended to update income maintenance across agencies,
                                           directive references and provide information regarding salary
                                           packaging arrangements.
        March 2009                          Amended to update the deployment/surplus registration
                                               form.
                                            Amended section 8.3.4 procedure, suitability decision
                                               and exceptions clauses to reflect requirements under
                                               Directive 4/02 and consistency with other HR policies.
                                            Amended section 8.3.6 to specify active matching option
                                               during periods of extended leave.
        December 2008                      Developed as a result of the HR policy consolidation project.



Surplus Employees                                                                                                        Page 17 of 17

 Please note that any material printed is regarded as an uncontrolled copy. It is the responsibility of the person printing the document to
                                   refer frequently to the Queensland Health Internet site for updates.

								
To top