Template Letters For Specialist Homelessness Services Managing major change during the Going Home Staying Home transition May 2014 Note: These template letters are intended only to be used as guides and to illustrate key issues which need to be covered in formal communications with potentially redundant employees. These templates are not intended to be relied upon as legal advice. Further advice should be sought in relation to the particular circumstances of your organisation. Initiation of formal consultation Dear (name of employee) This is to advise you that the (name of your organisation) has been advised that the outcome of our tender for the Going Home Staying Home reform was (unsuccessful/only partly successful). As a consequence there will be major changes including potential redundancies. Because we will no longer be funded to deliver the same level of service, in absence of alternative funding we have little option other than to explore staffing reductions. We plan to hold discussions with all affected employees on these issues, including the likely impact of such decisions on organisational structure, the hours of work and positions of employees, and the possibility of redundancy. We will also consider, where appropriate, strategies to minimise any negative impact of the changes. This letter does not constitute notice of termination of employment. The proposal/options that will be the basis for the discussions is/are as follows:  Arrangements for winding down activities, including temporary reduced hours for some staff  Identification of positions which may terminate  Options for arranging transfer of employment to other services in the region that have secured additional funding  Options for internal redeployment within (name of your organisation) You are therefore invited to attend a meeting on (specify date, time and place). If you wish to put written submissions or suggestions to us either before or at this meeting, please do so. If you are a union member you are invited to seek the assistance of your union throughout this period of change. The management of (your organisation) values your input into this process and looks forward to a productive and constructive meeting. Yours sincerely Chairperson (or Manager) (date) Expression of interest in positions in restructure Dear (name of employee) As you are aware, the (name of organisation) was unsuccessful/only partially successful in the recent tender as part of the Going Home Staying Home reforms. We have examined options and have decided to introduce changes to the structure of the organisation. As a result, your position is potentially redundant. This letter does not constitute notice of termination of employment. Management has decided on a revised structure for the organisation. This structure contains a reduction in the number of positions. Following our consultative process we have identified some opportunities for staff to be transferred to (name of other provider/s who gained funding) where they satisfactorily meet the selection criteria. You are invited to express interest in being considered for (any of) these new position(s). The details of the available positions are attached to this letter. Expressions of interest should be forwarded to the CEO/Chair of the Board by (date). Should you wish not to express interest in (any) position(s) you should advise the CEO/HR Manager of this by (date). You should be aware that:  if you are not interested in a position, that as your current position will no longer exist after (date) your employment will be terminated;  if we do not receive any response from you, it will be assumed that you are not interested in any of the new positions at (the organisation);  if you are not successful in being offered a position, your employment will also be terminated; and  if you are successful in being selected to transfer to a new position, the offer of employment will include details about whether accrued entitlements will transfer or be paid out. Subject to the outcome of the selection process, we plan to formally give any notices of termination of employment to all affected staff on (date) with the terminations to take effect on (date). In the event of termination of employment due to redundancy, you will be paid accrued entitlements as outlined in the attachment to this letter. Please also note that throughout this process, there are a range of supports available to you, including resources such as EAP, Career Assist and the sector-specific Jobs Board which can be accessed through the Sector Employment Assistance Scheme at http://seas.jobseeker.org.au/ . Yours sincerely Chairperson (or Manager) (date) Formal notice of termination due to redundancy Dear (name of employee) We refer to the letters to you dated (dates) and the consultative meeting(s) held with staff on (date(s)) and individually with you on (date(s)). (Use whichever of the two paragraphs below is appropriate)  After consideration, the Management of (organisation) has determined that at present there are no viable alternative positions available in which to offer you continuing employment.  After consideration, your application for the position of (position title for internal redeployment or at other organisation) has been unsuccessful. (Use whichever of the two paragraphs below is appropriate) You are hereby given (number of weeks) notice that your employment with (organisation) will terminate on (date). OR You are hereby given (number of weeks) notice of termination of employment due to redundancy. However we do not require you to work the full notice period and so you will finish work on (date) and be paid in lieu of the balance of the notice period. During the notice period you are entitled to up to one day per week of paid leave for jobsearch and you should consult with your supervisor about the timing of that. All entitlements due to you under the (name of Award/Agreement), together with an ex gratia severance payment (if applicable), will be paid on termination, and you will be provided with a statement of service. There are a range of supports available to you, including the Employee Assistance Program and Career Assist, and access to the sector-specific Jobs Board on the Sector Employment Assistance Scheme website <link>. The Management Committee/Board regrets that it is necessary to take this action, and would like to thank you for the dedicated service you have given (organisation). We wish you well in your future endeavours. Yours sincerely Chairperson (or Manager) (date)