Secondment

Secondment

SUMMARY

The Secondment Guideline provides information to staff on the purpose, duration benefits and management of internal and external secondment arrangements.

GUIDELINE

PurposeTo assist staff with internal and external secondment arrangements.

Guideline

This guideline covers the following topics:

DEFINITIONS
Secondment: an arrangement made with the mutual consent of the supervisor and staff   member, where a staff member is released under specific agreed arrangements   to work in another area within the University or with another organisation   for a specific period of time.

A secondment arrangement may be made in the following circumstances:
  • within the   University (internal secondment)
  • to an external   organisation (external secondment)
  • from an   external organisation (external secondment)

Home   Unit: the department/unit or external organisation where the secondee is   normally located.

Host   Unit: the department/unit or external organisation where the secondee is   undertaking the secondment.

Secondee: the person   performing the work under the secondment arrangement.

PURPOSE OF A SECONDMENT
Secondments can be used for a range of purposes including providing   career and professional development opportunities for staff or to re-energise   a staff member by providing the chance to acquire new skills and experience.

From the University’s perspective, secondments can contribute to   internal knowledge through the engagement of people with specialist knowledge   or experience, or through a staff member bringing knowledge and skills back   to the University after an external secondment. In the longer term,   secondment opportunities can also improve staff retention.

DURATION   OF A SECONDMENT
A secondment will   normally be no longer than two years. A secondment greater than two years   will need to be discussed and approved by the Executive Dean/Head of Office.

The duration of a   secondment may be extended if approved by the Executive Dean/Head of Office.

BENEFITS OF A SECONDMENT
For the host     unitFor the home     unitStaff member
  • gives access     to new expertise that may not otherwise be affordable
  • brings in an     external perspective to the organisation (new ideas and no preconceptions)
  • develops     valuable experience for an individual which is not available from the home unit
  • provides     opportunities for the staff member to become more knowledgeable
  • improves     staff engagement, through increased development opportunity
  • provides     information about the culture, methods and knowledge of other teams
  • enhances     personal and professional development
  • provides the     opportunity for different responsibilities
  • offers     experience of managing/operating outside a familiar environment
  • provides an     opportunity to develop a wider perspective and become more adaptable
  • provides an opportunity     to develop and participate in new networks

KEYS TO SUCCESSFUL   SECONDMENTS
The secondee should be given appropriate training and advised of the   range of specific tasks for which they will be responsible as early into the   secondment as possible. Prior to the secondment, discussion should be   undertaken on the type of tasks the secondment will involve.
It is very   important that the home unit capitalises on the development of the secondee   when they return. The secondee should be encouraged to present a detailed   report on what they have learned from the experience and identify different   ways of doing things. The secondee should also be encouraged to make a   presentation to staff on the benefits and issues from the secondment and to   pass on any new skills learnt
It is very   important for the secondee to be aware and accepting of any differences in   employment practices, and for the host and home unit to anticipate and deal   with any potential issues before they arise

RELEASING  INTERNAL STAFF FOR SECONDMENT WITHIN THE UNIVERSITY
The home unit supervisor  should be consulted as early as practical regarding  the intention to second their  staff member.
The home  unit supervisor and the host unit supervisor should negotiate a release date  for the staff member to be seconded.  Each  supervisor should consider the other’s needs in the  release date negotiation and seek the most practical outcome  for the University.   A maximum of four weeks  prior to start date is recommended.

SECONDMENT CHECKLIST
1. Decide if a secondment is appropriate
Identify why a secondment would be of benefit and evaluate the nature of the work you have in mind. Ask questions, including:
  • is there a shortage of skills within a particular   area or location?
  • do you have a particular project to progress?
  • do you want to fill a key role by a means other   than recruiting a continuing staff member?
  • what can you offer? For example, can you offer   high level networking, political exposure, or financial experience?
  • what advantages are there in encouraging   individuals to take part, and the department/unit or external organisation to   release them?

Write a proposal for Academic Staff or a position description for   Professional Staff describing the secondment, its primary functions,   reporting relationships and environment.

Establish what resources may be required to support the secondee and   the most appropriate person to supervise the secondment.

2. Identify whether it is an   internal or external arrangement
Find out which departments/units within the University or external   organisations might have an interest in your project because of shared or   related aims.

For an external secondment find out if the organisation has a   secondment policy or guidelines.

Recognise that the external organisation may have reservations about   passing on expertise to the University. Personal contacts are often more   effective than formal requests.

3. Seek approval for the   secondment
Seek approval for the secondment from the Executive Dean/Head of   Office or delegate.

4. Meet the   secondee Ensure the host supervisor meets the secondee, and do the following:
    • interview the   secondee, if applicable
    • find out how   the secondee (and their employer) view secondment, for example, is it seen as   a promotion or sideways move?
    • make sure the   secondee is enthusiastic and committed and not under any pressure to agree to   the assignment
    • check that the   secondee understands the aims of the project, is self-motivated and capable   of adapting quickly to new situations and people
    • ensure that the   secondee is available for the time required and, if possible, encourage them   to speak to others who have been on secondment
    • clarify the   end of secondment arrangements for the benefit of all parties
5. Finalise the   objectives of the secondment Work with the department/unit or external organisation to establish the boundaries of the project and its objectives. Establish what benefits are to be gained by all three parties: the host unit, the secondee, and the home unit.
Agree with the department/unit or external organisation about:
    • background   information on the organisation and the assignment
    • the type and   length of the secondment
    • the role and   responsibilities of the secondee
    • special   circumstances or conditions peculiar to the secondment
    • the supervisor   for the secondee
    • the host's   contact or communication with the home unit
6. Clarify terms   and conditions of employment
Internal Secondment
  • An internal     secondment may be advertised, or a direct appointment, in accordance with     the Recruitment, Selection and Appointment Policy.
  • Payments to a     secondee during a secondment may be treated in either of the following ways:
  • the home unit may     continue to pay the secondee, plus associated on-costs, and arrange for an     equivalent or proportional transfer of funding from the host unit; or
  • the home unit may     cease all payment to the secondee, and the host unit will pay all salary and     associated on-costs for the period of the secondment.
External Secondment
  • A University     staff member on secondment with an external organisation may be employed     under the terms and conditions of the external organisation or may remain     an employee of the University for all purposes for the secondment
  • A staff     member will normally take leave without pay from the University to     undertake an external secondment when employed under the terms and     conditions of the external organisation
  • When a     person from an external organisation undertakes a secondment at the     University, consider how the secondee will be paid. Either:
  • the secondee is employed as a fixed-term staff     member by the University; or
  • the secondee’s employer invoices the University     for the staff member’s salary plus associated on-costs
  • The     following costs will normally be met by the host unit:
  • salary (at least     equal to the employee’s substantive position)
  • employer's     superannuation contribution
  • payroll tax
  • annual leave     loading
  • workers'     compensation
  • provision for     annual and long service leave accrual
  • administrative     costs
  • allowances
7. Finalise terms   and conditions of employment

The supervisor completes the Secondment Form and submits to Human Resources (HR) for processing.

In addition to   this Form, where there is an external organisation involved, a formal   contract may be required. Speak with your Faculty HR Manager or the Manager,   Strategic Resourcing and Talent to assist with this.

For internal   secondments, Human Resources will provide a letter to the secondee detailing the   secondment arrangements.

8.  Help the secondee to settle in Remember that the working conditions and culture in the department/unit   or external organisation may be different from what the secondee is used to. Do   the following:

  • provide an induction   to help with the process, bearing in mind that the secondee is neither a   staff member nor simply a guest, but both
  • where a secondee   is supervising other staff members, they must receive the same level of   information (staff handbooks, memos, access to staff files) afforded to other   supervisors.

9.   Ensure that the secondee maintains   contact with their home unit Suggest that a support person from the home unit is appointed to offer   support and advice to the secondee. Such an arrangement can help the secondee to resolve conflicts of   interest which may occur .It can also keep the home unit in touch with the   skills being developed, so that the best use can be made of them on the   secondee's return.

To give an extra level of support provide the secondee with the names   of other secondees Macquarie University is sponsoring, where applicable.

Encourage the home unit to continue to invite the secondee to meetings and social functions and to send out newsletters or email circulars so that the secondee can keep in touch with their home unit.

10.  Monitor performance and results The responsibility for performance appraisal may rest with the host unit. Do the following:
  • agree on an   appropriate method with the home unit for measuring the success of the   secondment for all parties concerned
  • undertake   regular review meetings which are attended by the host, home and secondee,   the frequency of which will be determined by factors such as perceived need,   the nature of the role, or the seniority of the secondee
  • ensure performance   development and review is completed for internal secondments
  • encourage the   secondee to keep a brief work diary, and consider making it a condition that   the secondee writes a report (available to both host and home) at the end of   the secondment that demonstrates, for example, achievements, challenges and   outcomes

MANAGING CHANGE
If a staff member’s position changes during the staff member’s   secondment as a result of a managing change process in accordance with the Macquarie University   Enterprise Agreement, the University will contact the staff member   with respect to any possible impacts that the changes may have on their   position.

END OF A SECONDMENT
Four weeks prior to the   end of the secondment the supervisor is to make contact with the secondee to   discuss their return and to ensure a smooth transition to the home unit.

For all secondment   arrangements, subject to managing change, a University staff member resuming   duty after a period of secondment will return to their former position.

Early End to Secondment
  • Home or Host UnitThe secondment may be   brought to an end by the home or host unit by providing ten days written   notice to the other party and the secondee.
  • SecondeeThe secondee may make a   written request to their supervisor to end   the secondment and return to work in their home unit earlier   than the end date for the secondment.
  • SupervisorWhere a supervisor of the   University is notified of an intention to end the secondment or they intend   to end a secondment, the supervisor seeks approval from the Executive   Dean/Head of Office.
  • Executive Dean/Head of OfficeReview a request   for an early end to a secondment by taking into account budgetary provisions, backfilling arrangements (including fixed-term contracts that may need to   run to conclusion), or other associated matters. The   Executive Dean/Head of Office has absolute discretion to approve an early end   to a secondment.
ADDITIONAL EXPENSES
Any additional costs associated with a secondment such as cost of removal and eventual return of personal effects, other allowances, etc will be the subject of negotiation between the secondee and the host and home units.

Guideline Information

Contact OfficerStaffing Advisor, Human Resources
Date Approved16 August 2011
Approval Authority

Vice-President, Human Resources

Date of Commencement16 August 2011
Amendment History

28 June 2019 - Amendment to position title: ‘Director, Human Resources’ updated to ‘Vice-President, Human Resources’ with effect from 6 June 2019.

25 May 2017 - updated Approval Authority from Manager, Strategic Talent and Resourcing to Director, Human Resources

Date for Next ReviewAugust 2014
Related Documents

Performance Development and Review Policy / Procedure
Recruitment, Selection and Appointment Policy
Secondment Form

Macquarie University Enterprise Agreement
KeywordsSecondment, Duration, Internal, External
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