Management Information Sheet
Staffing Adjustment in Schools: More Sessions for Headteachers
You will already have seen a previous MI Sheet (191/10) on this subject. This update includes new dates for headteachers to access support at an early stage of the staffing adjustment process. Detailed information on the process has also been shared with Headteachers through Area Headteacher meetings. During the 2009/10 school year, a very significant number of schools went through processes to reduce staffing levels in order to address projected budget deficits. The support required from Children's Services HR to achieve the necessary reductions went beyond the available capacity and impacted on our availability to work on other priority casework in schools.
It is anticipated that during the 2010/11 school year, there may be a similar level of demand. In order to ensure, as far as possible, that schools receive the necessary support in the range of priority casework, including the critical elements of the staffing adjustment process, we will provide guidance on those stages of the process that can be managed by Headteachers and governing bodies prior to the direct involvement of an HR Consultant.
We have, therefore, reviewed the way in which we support schools through the process, involving colleagues from Children's Services Finance and representatives from Schools Forum. The Staffing Adjustments procedure itself has not changed (although it will be subject to review in the coming months) but the way we deliver our support will be slightly different.
The staffing adjustment process can be broken down into four main stages and this can be seen through the attached overview of staffing adjustments in schools document. The first stage in the process is the planning stage which primarily involves the Headteacher and governing body looking at their budget situation, reviewing their staffing, identifying future demands and priorities and considering how structures can be adjusted to ensure overall costs can be met by the available finances. For this planning stage, which does not require direct HR support, schools will need to:
identify the problem - What does the budget forecast look like? Is there a budget deficit in the coming three years that cannot be avoided without staffing adjustments?
be clear about existing staffing - refer to the details held in the budget planner about staff costs, ensure this matches what people are working vis-Ã -vis their contracted hours of work, their pay grade/level and the nature of their contracts. Identify any possible natural turnover that may assist the adjustment process such as planned retirement, maternity leave, flexibility in contracts of employment.
consider possible solutions - What staffing adjustments can the school make in order to achieve the necessary savings? Is the removal of posts (redundancy) the likely solution or do certain posts need to have their hours reduced? Do groups of staff need to be restructured to allow efficiency savings? Does the leadership group or TLRP structure need to be changed?
inform the affected staff group(s) - Staff should be advised at an early stage in the process that there is a problem with the budget and that governors are considering staffing adjustments. They should be given a copy of the overview of the staffing adjustment processes in schools document so they have a basic understanding of the staffing adjustment procedure. At this early stage, possible voluntary solutions can be discussed. To assist Headteachers, the attached "beginning the staffing adjustment process" briefing document has been prepared. These documents are available on www.schoolspeoplenet.norfolk.gov.uk.
There may be some situations where Headteachers need to access support at this planning stage of the process. This, perhaps, might involve discussion about possible structural change options. To assist with this, our Senior HR Consultants, Carole Human and Ali Fiddy, will be holding surgeries for Headteachers. One hour slots can be booked on any of the available dates by calling Jackie Williamson on 01603 223482.
Having addressed these points from the initial planning stage of the process, Headteachers will be in a good position to draft a formal consultation document. A template consultation document is available on www.schoolspeoplenet.norfolk.gov.uk as well as a list of trade union and professional association contacts for staffing adjustments. Headteachers will need to be supported by their school's HR Consultant in the drafting of the consultation document before it is issued. Issuing the consultation document starts the consultation stage of the staffing adjustment process.
Considering overall timescales, it is important for schools to be aware that compulsory changes are only likely to be achievable for September 2011 if the consultation begins by the end of February 2011 at the latest. Any situation involving a consultation that begins later than the end of February 2011 may not be successful in achieving planned reductions because of the requirements of the staffing adjustment procedure and need to serve notice.
Carole Human
Senior HR Consulltant (Schools)
It is anticipated that during the 2010/11 school year, there may be a similar level of demand. In order to ensure, as far as possible, that schools receive the necessary support in the range of priority casework, including the critical elements of the staffing adjustment process, we will provide guidance on those stages of the process that can be managed by Headteachers and governing bodies prior to the direct involvement of an HR Consultant.
We have, therefore, reviewed the way in which we support schools through the process, involving colleagues from Children's Services Finance and representatives from Schools Forum. The Staffing Adjustments procedure itself has not changed (although it will be subject to review in the coming months) but the way we deliver our support will be slightly different.
The staffing adjustment process can be broken down into four main stages and this can be seen through the attached overview of staffing adjustments in schools document. The first stage in the process is the planning stage which primarily involves the Headteacher and governing body looking at their budget situation, reviewing their staffing, identifying future demands and priorities and considering how structures can be adjusted to ensure overall costs can be met by the available finances. For this planning stage, which does not require direct HR support, schools will need to:
identify the problem - What does the budget forecast look like? Is there a budget deficit in the coming three years that cannot be avoided without staffing adjustments?
be clear about existing staffing - refer to the details held in the budget planner about staff costs, ensure this matches what people are working vis-Ã -vis their contracted hours of work, their pay grade/level and the nature of their contracts. Identify any possible natural turnover that may assist the adjustment process such as planned retirement, maternity leave, flexibility in contracts of employment.
consider possible solutions - What staffing adjustments can the school make in order to achieve the necessary savings? Is the removal of posts (redundancy) the likely solution or do certain posts need to have their hours reduced? Do groups of staff need to be restructured to allow efficiency savings? Does the leadership group or TLRP structure need to be changed?
inform the affected staff group(s) - Staff should be advised at an early stage in the process that there is a problem with the budget and that governors are considering staffing adjustments. They should be given a copy of the overview of the staffing adjustment processes in schools document so they have a basic understanding of the staffing adjustment procedure. At this early stage, possible voluntary solutions can be discussed. To assist Headteachers, the attached "beginning the staffing adjustment process" briefing document has been prepared. These documents are available on www.schoolspeoplenet.norfolk.gov.uk.
There may be some situations where Headteachers need to access support at this planning stage of the process. This, perhaps, might involve discussion about possible structural change options. To assist with this, our Senior HR Consultants, Carole Human and Ali Fiddy, will be holding surgeries for Headteachers. One hour slots can be booked on any of the available dates by calling Jackie Williamson on 01603 223482.
| December 6th | Priory House, West Norfolk |
| December 7th | County Hall, Norwich |
| January 17th | County Hall, Norwich |
| January 18th | Priory House, West Norfolk |
| January 25th | Greenacre School, Great Yarmouth |
Having addressed these points from the initial planning stage of the process, Headteachers will be in a good position to draft a formal consultation document. A template consultation document is available on www.schoolspeoplenet.norfolk.gov.uk as well as a list of trade union and professional association contacts for staffing adjustments. Headteachers will need to be supported by their school's HR Consultant in the drafting of the consultation document before it is issued. Issuing the consultation document starts the consultation stage of the staffing adjustment process.
Considering overall timescales, it is important for schools to be aware that compulsory changes are only likely to be achievable for September 2011 if the consultation begins by the end of February 2011 at the latest. Any situation involving a consultation that begins later than the end of February 2011 may not be successful in achieving planned reductions because of the requirements of the staffing adjustment procedure and need to serve notice.
Carole Human
Senior HR Consulltant (Schools)