ERSP Policy

In this section you will find guidance covering ERSP policy and communications.

Communications

Human Resource Director (HRD) General Letters

See below links to communications in relation to ERSP policy and which have been issued to the wider HR community.

Head of the Home Civil Service’s letter to all Civil Servants

On the 19 July 2004 Sir Andrew Turnbull (former Head of the Home Civil Service) wrote to all civil servants. The letter set out the implications of the Spending Review 2004 outcomes.

Strengthened Protocols

On the 1 April 2008 the Protocol for handling surplus staff situations was published. The aim of the protocols is to strengthen the Efficiency and Relocation Support Programme by continuing to provide a Civil Service and relevant NDPB wide approach to handling surplus staff situations. This corporate approach will ensure that:

  • best endeavours are used to avoid the need for recourse to compulsory redundancies for those people who want to continue their Civil Service careers
  • opportunities for redeployment both within and across departmental boundaries are maximised.

The strengthened protocols, communicated to HR Directors in a HR Bulletin, can be viewed below:

Process

Civil Service Vacancies (CSVacs)

Jobcentre Plus, in partnership with the Cabinet Office, developed a vacancy database for surplus staff, Civil Service Vacancies (CSVacs), to handle Civil Service wide vacancies so that they can be accessed by surplus staff within departments, agencies and relevant NDPBs. This replaces the processes described in paragraphs 8 & 9 of the HRD letter which launched the ERSP in December 2004.

The following list details the vacancy filling process

  • It is usual for departments, agencies and relevant NDPBs to try to fill their vacancies internally in the first instance.
  • If this is not achieved the vacancy must be advertised on CSVacs for a minimum of 10 working days, excluding the date the vacancy is posted on the system This is to give exclusive access and priority to surplus staff in other government departments (OGDs).
  • Following the 10 day exclusivity period, if there are no applicants departments will then be able to advertise on the Civil Service website or externally.
  • Specialist posts are not exempt from the above process, however, Cabinet Office will consider the handling of these types of posts on a case by case basis.

In order to advertise vacancies on CSVacs you will require a user account which can be obtained by either contacting your Department’s central HR Team in the first instance or alternatively, contacting the CSVacs Operational Support Team on cs.vacancies@jobcentreplus.gsi.gov.uk

As best practice, importing departments should ask for any applicants applying via CSVacs to declare their surplus status to ensure that they are eligible. Should a candidate from CSVacs get to the interview stage then it is advisable for the importing department to liaise with the HR of the exporting department to gain confirmation of surplus status.

CSVacs can be accessed by surplus staff via http://www.csvacs.gov.uk/. Departments are required to restrict access to CSVacs to eligible staff only and instruct them not to pass the information on to co-workers who are not in a surplus position. See below guidance.

Standard application form

The HR Directors Group on Efficiency and Relocation Support in conjunction with the Cabinet Office has developed an application form for use by surplus staff (or staff at risk) when applying for vacancies in other government departments (OGDs ) through CS Vacs. The form seeks to minimise the burden on surplus staff seeking redeployment opportunities in OGDs.

Overcoming barriers to redeployment

A number of potential barriers to redeployment opportunities in other departments have been identified. In order to meet the aims of the ERSP, Departments should seek cost effective ways of overcoming terms and conditions barriers to redeployment. See the HR Directors Letter ‘Barriers to redeployment opportunities’ dated 8 August 2005 below for principles and options for overcoming barriers to redeploying surplus employees.

Dowry guidance

The aim of the Dowry is to facilitate the movement of surplus staff to available posts within OGDs. The use of dowries is referred to in the HRDG Directors letter on barriers, above. Examples of a detriment which a Dowry payment could cover are included in the document below:

Trial periods

The aim of the trial period guidance is to encourage redeployment of surplus staff across departmental boundaries where appropriate (can also be used internally). It provides a ‘taster’ for the individual and gives departments time to assure itself that the individual has the necessary skills to perform effectively in the role.

Period of reflection process

A ‘period of reflection’ is needed when departments, agencies and/or relevant NDPBs are at a critical stage of their workforce plans and consultation process and there is a likelihood that they will need to issue compulsory redundancies notices.

Departments must notify the Cabinet Office, at the earliest opportunity, where compulsory redundancies appear to be unavoidable. A period of reflection meeting will then be arranged between senior members of the department, the Cabinet Office, the national trades union (TU) side and the departmental TU side. This must be in the diary at least six weeks before the planned issue of any compulsory redundancy notices.

The note below provides guidance on what the process entails as well as good practice to follow.

Period of reflection templates

Section 2 of the strengthened protocols outlines the issues to be covered during the period of reflection meetings.

Relevant Non Departmental Public Bodies (NDPBs)

The definition of a relevant NDPB is that the NPDB either:

  • employs civil servants and/or
  • has recognised Civil Service trades unions representation

Accredited Non Departmental Public Bodies (NDPBs)

Annex B of the HR Directors Letter on NDPB staff transfers into the Civil Service dated 3 April 2006 listed the bodies whose staff could apply for transfers into the Civil Service.

A revised list for 2011 can be seen below.

Equality and Diversity Risk Assessments

Where departments make a business case for restructuring, whether via relocation, reorganisation or reduction, they need to consider how the proposals may affect equality across a diverse workforce, where many different issues need to be addressed. Restructuring should not be implemented in a way that results in direct or indirect unlawful discrimination of any particular group.  It is important to look at ways of restructuring that promote equality of opportunity and good staff relations.

Public bodies are bound by equality legislation to comply with the three duties to promote equality in the areas of disability, gender and race. These duties include the requirement to develop and put into place equality schemes that prevent disability, gender and race inequality. This includes the process of carrying out Equality Impact Assessments (EQIAs) in areas of significant business change.

Many departments have developed their own internal guidance and EQIA processes. The Cabinet Office have developed guidance that explains what an EQIA is and an example of the processes involved.