• Section 1 - Purpose
• Section 2 - Application
• Section 3 - Roles and Responsibilities
• Section 4 - Relationship to TEQSA Threshold Standards
• Change Sponsor
• Proposal for Change
• Staff and Union Consultation for a Proposal for Change
• Staff Support
• Health, Safety and Environment
• Equal Opportunity and Diversity
• Section 6 - Approval Process
• Section 7 - The Scale of Workplace Change
• Significant Consequences
• Other Workplace Change Proposals
• Other Considerations
• Section 8 - Elements of a Proposal for Change and Change Management Implementation Plan
• Section 9 - Implementation of Change Proposals – Change Management Implementation Plan
• Workload Considerations
• Training and Development Needs
• Governance and System Impacts
• Section 10 - Variation to Policy
• Section 11 - Delegations
• Section 12 - Definitions

Section 1 - Purpose

(1) QUT is committed to meeting the challenges of the future. The University values its staff highly and is committed to open discussions about how best to meet the changing needs of the internal and external environment.

(2) Effective management of workplace change is seen as a process by which change is introduced which achieves an improvement in service and/or efficiency, in a way that preserves or enhances a positive workplace and wherever possible, to retain the services of, and offer ongoing opportunities to, current staff members.

(3) The need for change in the University may result from external and/or internal influences such as government policy, funding arrangements and/or student demand. Workplace change should ideally be planned and supported by the University planning processes. However, often change can be relatively unexpected and may need to occur within more urgent timeframes. This Policy recognises the fact that poorly implemented change has a strong negative effect on efficiency and staff morale, and can result in substantial avoidable costs. 

(4) This Policy outlines key principles, procedures and practices that the University will seek to apply to ensure the effective management of workplace change consistent with sound management practice, requirements outlined in University enterprise agreements, and related policies and procedures.

Section 2 - Application

(5) This Policy applies where there is a Proposal for Change and Change Management Implementation Plan required under the Enterprise Agreement (see Section 7). This Policy is to be read subject to the obligations contained in the Enterprise Agreements, available from the Enterprise Agreements and Employment Conditions webpage (QUT staff access only). This Policy may have application for other changes.

Section 3 - Roles and Responsibilities

(7) Key elements and principles guiding the development and implementation of a workplace change project are as follows.

Change Sponsor

(8) A Change sponsor will lead each workplace change project within the University. The selection of the Change sponsor will reflect the scale of the change project. The Change sponsor will generally be a member of the Senior Staff Group.

(9) The Change sponsor is responsible for the following:

1. ensuring that the objectives of the change have the approval of appropriate senior management;
2. managing the project effectively;
3. ensuring the project has access to the appropriate resources;
4. achieving project objectives;
5. consulting with staff affected by change and their representatives;
6. determining the appropriate formality and level of detail of the Change Management Implementation Plan, and ensuring it is developed, submitted for approval and implemented as required; and
7. determine if a review of implemented change may be required.

(10) The development of a Proposal for Change and Change Management Implementation Plan requires consultation with the Vice-President (People) and Chief People Officer or nominee. This consultation will include the planning and implementation stages of the change project. Project Sponsors undertaking change projects that do not require a Proposal for Change will also benefit from consultation with the Vice-President (People) and Chief People Officer or nominee.

Proposal for Change

(11) A Proposal for Change is a structured document in accordance with the Enterprise Agreement requirements.

Staff and Union Consultation for a Proposal for Change

(12) Consultation will occur with all staff affected by a Proposal for Change and the union. Where requested by an affected staff member(s), this may include a representative(s). A representative is a person chosen by the affected staff member(s) to assist or represent them. At the choice of the staff member this person may be a union officer or official. A representative will not be a person who is currently practising as a solicitor or barrister.

(13) It is important to remember that a Proposal for Change in one organisational area may impact upon staff in other areas. The Proposal for Change outlines the consultation process that will take place. This details the formal and informal mechanisms that will be utilised to keep staff informed and involved during the change process.

(14) The timing and level of consultation will depend upon the nature and scope of the Proposal for Change.

Staff Support

(15) The University will provide support such as personal counselling and career planning to staff affected by the change including appropriate consideration of psychosocial welfare. The University is committed wherever possible to retaining staff and offering future opportunities to affected staff. These opportunities may include:

1. redeployment;
2. retraining;
3. flexible working arrangements such as part time employment;
4. job swap arrangements;
5. job sharing arrangements; and
6. opportunity to apply for a new position.

(16) In the event that the University cannot avoid redundancies, redeployment and voluntary redundancy may be considered, with involuntary redundancy being undertaken as a last resort.

Health, Safety and Environment

(17) Planning and implementation of the change project will consider the health and safety of staff consistent with the University's Health, Safety and Environment Policy.

Equal Opportunity and Diversity

(18) The change project will be developed and implemented in a manner consistent with the University's Equal Opportunity and Diversity Policy.

Section 6 - Approval Process

(19) The approval processes for a Proposal for Change and Change Management Implementation Plan will be in accordance with the Organisational Structure Policy and where applicable the Register of Authorities and Delegations (QUT staff access only).

Section 7 - The Scale of Workplace Change

Significant Consequences

(20) A Proposal for Change and Change Management Implementation Plan is required where there are ‘Significant Consequences’ under the Enterprise Agreement.

Other Workplace Change Proposals

(21) Other Workplace Change Proposals which do not result in change with Significant Consequences, will benefit from a structured and considered process.

(22) Informal Change documentation may use as a checklist the elements of the Proposal for Change to ensure they have been considered and appropriate action taken.

Other Considerations

(23) Workplace change may result in changes in areas other than staffing. The impact of the workplace changes on funding arrangements, technological systems and processes, facilities and accommodation may need to be considered as part of the management of the change project (guidance on relevant consultation and approval processes are found in the University’s committee charters and Facilities Management and Campus Services policies).

Section 8 - Elements of a Proposal for Change and Change Management Implementation Plan

(24) The contents of a Proposal for Change and Change Management Implementation Plan are outlined in the Enterprise Agreement. Further relevant information may include the following elements:

1. Approach Rationale;
2. Objectives;
3. Current Staffing Structure;
4. Proposed Staffing Structure and Funding;
5. Key Steps, Responsibilities and Timeframes;
6. Communication/Consultation Strategy;
7. Proposed Transition Arrangements; and
8. Evaluation Methodology.

Section 9 - Implementation of Change Proposals – Change Management Implementation Plan

(25) In implementing change, a number of factors will need to be addressed including:

Workload Considerations

(26) The impact of change on the workload of staff will need to be addressed in accordance with the relevant provisions of the enterprise agreements.

Training and Development Needs

(27) The training and development needs of staff affected by the change project will need to be considered as part of the change management planning and during implementation. Assistance in the identification and provision of training and development activities is available from internal providers including Human Resources, Equity, Digital Business Solutions and Learning and Teaching Unit.

Governance and System Impacts

(28) A number of areas responsible for University administrative systems may need to be informed following the successful implementation of workplace change. Finance Business Solutions and Human Resources should be advised of changes resulting in the creation or disestablishment of an organisational area, the creation of new cost centre codes, transfer of existing budgets and/or the establishment of new budgets.

(29) Finance Business Solutions should be also be advised of the establishment of project accounts and/or the transferring of account balances and other finance systems issues.

(30) Human Resources and Digital Business Solutions should be advised of any changes to the human resources information systems.

(31) QUT Governance should be provided with a copy of the Change Management Implementation Plan for consideration of any necessary changes to relevant governance systems for which it is responsible.

Section 10 - Variation to Policy

(32)  In exceptional circumstances, the Vice-President (People) and Chief People Officer may approve a variation to this Policy.  Any such variation will be documented and recorded by Human Resources.

Section 11 - Delegations

(33) Refer to the Register of Authorities and Delegations (C006, C048, C049, C168, C174, VC032, VC083, VC084, VC177) (QUT staff access only).

Section 12 - Definitions