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Procedure: Managing change

Purpose

This document provides support to the Managing change policy and outlines the University’s procedure for managing change.

Procedure

  1. The framework for managing change at the ANU is provided for in the ANU Enterprise Agreement and the ANU Managing Change Policy.
  2. The sound management of workplace change involves timely consultation and involvement of the staff members who will be directly affected by the change, and where the staff members have chosen, their union or staff representative(s).
  3. A staff member is considered to be directly affected when the proposed change is likely to have an impact on that staff member’s work practices or working conditions.

Preliminary consideration of change

  1. Informal discussions or the consideration of workplace change issues, which may or may not lead to the development of a specific change proposal, do not require a formal change management process to be followed.
  2. If these informal discussions lead to the development of a specific change proposal, further discussions should involve all staff members who are likely to be affected as soon as practicable.
  3. The formal change process will not apply where all staff in a work area who are directly affected by a change proposal have been involved in consideration of the change and those staff members agree with the proposed change, or where there is no significant impacts on staff (such as a change in reporting arrangements). However, the University will notify the relevant union where significant change affect a work area.
  4. If the affected staff members or their union or staff appointed representatives advise the University that they do not agree with the change then a formal change process will commence.

Formal change process

  1. This procedure will apply for all major organisational and structural change where a specific change proposal is made which is likely to lead to one or more of the following: elimination of positions; a significant change to hours of operation; a significant change to work practices, job design or impact on conditions, including a change that would be likely to lead to a change in responsibility levels.

Consultation paper

  1. Where a specific change proposal is proposed, the University will issue a consultation paper to directly affected staff and relevant unions. The document will include, where appropriate, the extent and nature of the change proposal, reasons for making the change, the aim of the change, timeframe for change and any relevant information which have led to the change
  2. Where possible, the document will outline a range of options for affected staff and relevant unions to consider.
  3. Where affected staff are in agreement with the proposed change, a formal notification will be provided to the relevant union, and the University will proceed with implementation.
  4. The consultation paper will be issued to staff and relevant unions at or within 5 days of a meeting arranged for the purpose of consultation on the proposed change.
  5. The University will provide at least 5 days’ notice of the meeting to ensure affected staff have adequate time to organize their participation, and for the Unions to arrange representation.
  6. Affected staff and relevant unions will be provided with opportunity to be actively involved in the examination of the change proposal. This may include opportunity to:
  • Hold a meeting of employees to discuss and examine the proposal and develop a response
  • Upon request, hold a meeting with the Head of the relevant work area to discuss the proposal
  • Provide a response to the change proposal and any further recommendation papers prepared by the University.

Implementation paper

  1. Following the consultation process defined in clause 9 to 14 (above), the University will issue an implementation paper. Any any staff who may be directly affected and relevant unions will be provided with a copy.
  2. The implementation paper will include:
  • Consideration of feedback
  • any changes recommended, and the rationale for such changes
  • the timeframe for implementation
  • identification of any surplus and/or new positions, including a description of the changes in function activities
  • Any relevant supporting documentation (such as position descriptions, business plans, project plans etc.).
  1. Affected staff and relevant unions will be provided with the opportunity to comment on the implementation paper.

Implementation process

  1. The implementation of any recommendation relating to clause 8 will be negotiated with the specific, affected, staff member. The staff member may request that the union be a party to these negotiations.
  2. Where the duties of a position are significantly changed, or where new positions have been created, affected staff who previously held positions in the work area which have been (or are intended to be) made surplus will be considered first for those positions.
  3. Where duties of a position have not significantly changed, the incumbent will continue to hold the position.
  4. Where it is recommended that there will be a loss of positions, directly affected staff members will be notified in writing and will be advised that they have a period of at least 5 working days to submit an expression of interest in any of the following measures:
  • Fixed term pre-retirement agreements
  • Voluntary conversion to part time employment
  • Secondment or transfer
  • Redeployment
  • Voluntary separations, including voluntary redundancies.
  1. This advice will signal the commencement of a twelve week period in which the staff member may be redeployed. It is the University’s responsibility to ensure redundancy packages are used as a last resort.
  2. The process for redeployment and redundancy payments is provided in the Redeployment, and Redundancy and Severance procedures respectively.

Contracting out/labour hire

  1. The University may make intermittent use of contract labour to meet a short term need for particular expertise or a period of high demand for particular activities which cannot be met from existing staff resources.
  2. It is recognised that University has an ongoing need to use specialized external advice and assistance on a variety of projects and assessments.
  3. Before engaging any contractors and/or labour hire firms beyond the circumstances as provided for at clause 24 above, the University will genuinely consult with relevant staff affected and their respective union/representative. This consultation will provide an opportunity to comment on the scope of works to be contracted out and, where applicable, the conditions established in the tender documents. This consultation will also present an opportunity to consider reasonable options for undertaking the work using in-house staff. In this consultation, the University will communicate with the relevant staff and their respective union/representative issues including:
  • safety;
  • anticipated number and qualifications (relevant to their expected role) of contract/labour hire staff;
  • alterations in the working conditions for staff members covered by the ANU Enterprise Agreement caused by the proposed use of contractors or labour hire companies;
  • appropriate induction and site training (including Occupational Health and Safety) for contractor staff; and
  • the likely duration of the contracting arrangements.
  1. In the process of this consultation, the University is not required to disclose confidential or commercially sensitive information to the relevant staff or their respective union/representative.
  2. The University must ensure that any contractor or labour hire companies have established industrial bona fides (which can be a current Enterprise Agreement) and are paying staff in accordance with the applicable industrial instrument or relevant industry agreement (such as ‘clean start’).
  3. Disputes under this clause may be resolved under the dispute avoidance and settlement clause of the Enterprise Agreement.
  4. Any outsourcing proposal that would have an impact on members of staff will be subject to the managing change provisions prescribed in this procedure, except where this is not practicable in cases of emergency or in circumstances where buildings, plant, equipment, services or health and safety are threatened and appropriate University staff members are not readily available.

Information

Printable version (PDF)
Title Managing change
Document Type Procedure
Document Number ANUP_000490
Version 6
Purpose This document provides support to the Managing change policy and outlines the University’s procedure for managing change.
Audience Staff, Staff-Academic, Staff-Professional
Category Administrative
Topic/ SubTopic Staff
 
Effective Date 23 Aug 2016
Review Date 31 Dec 2017
 
Responsible Officer Director, Human Resources
Approved By: Chief Operating Officer
Contact Area Human Resources Division
Authority The Australian National University Enterprise Agreement 2013 - 2016