Transfer Policy and Procedures

POLICY STATEMENT

Washington University recognizes that staff motivation, productivity, and retention are dependent upon people working in jobs that are well suited to their interests, and therefore offers and encourages transfer opportunities for current employees. Likewise, supervisors should be supportive of staff members who have the desire to enhance their skills or develop new competencies to pursue different or greater responsibilities internally.

An employee must be in his or her current position at least nine (9) months and be in good standing before he or she is eligible to apply for a transfer. The nine-month waiting requirement may be waived if the position is being adversely affected due to a reduction in the work force or job elimination, or if there is significant change in the terms and conditions of employment (e.g. work schedule, hours, salary, status, etc.). In all cases, the employee's work record, including but not limited to performance, attendance, efforts to develop skills and related behavior will be used as valid criteria for determining suitability for a position.

In consideration of the above factors, employees are required to provide documentation that supports their performance history, such as the last performance evaluation or letters of reference. For all positions, consideration will be given to the employee's demonstrated interpersonal skills, among other job-related factors, before making a final decision. Deficiencies in such skills or job-related factors may eliminate an individual from further consideration. Exceptions to this policy are reviewed on an individual basis and must be approved by the Human Resources Department.

TRANSFER ELIGIBILITY CRITERIA

Employed in current position for at least nine months

Written confirmation of acceptable performance record/evaluation (e.g. meets expectations, average rating, etc.)

Maintain an acceptable level of performance

TRANSFER PROCESS

Step 1: Complete on-line application (www.wustlcareers.com).

Note: It is imperative that the on-line application reflect an accurate and complete account of employment history, including all the positions held within the University. The Internal Applicants section of the application must also be complete.

Step 2: Provide a copy of the most current performance evaluation (received within the last 12-18 months) to the Human Resources office of the campus to which the application is being submitted (Danforth or Medical School).

Note: If latest performance evaluation is not available, the employee must provide two current letters of reference, preferably to include one from the current supervisor and one from a recent former supervisor.

Step 3: Wait for confirmation from Human Resources office regarding transfer approval. Written confirmation will be provided to confirm eligibility status.

Step 4: Continue to monitor job opportunities on the employment website for suitable positions of interest.

Intradepartmental Transfer Process

Based on the needs of the area as determined by the manager, the department has the authority to transfer employees to positions within the department to maintain efficient and productive workflow and results. We strongly encourage managers to make an internal announcement regarding the opportunity, but it is not necessary to post it as an opening.

Interdepartmental Transfer Process

Employee responsibilities: Prior to initiating a transfer, it is recommended that the interested employee advise his/her immediate supervisor that he/she is interested in other opportunities outside of the department. The employee must identify a specific job requisition number or area of interest to facilitate the transfer process. In all cases, the employee must complete an on-line application and submit a copy of the last performance evaluation or letters of reference to the Human Resources department. Employees may also be required to take clerical tests, such as grammar or typing, as a part of the application process.

Hiring manager responsibilities: If a hiring department has knowledge of an employee outside the department who is interested in their opening, at a minimum the department is expected to notify Human Resources and should also refer the employee to Human Resources so that eligibility for transfer may be determined. Each hiring manager is responsible for conducting the final interview(s), verifying past employment/references and, ultimately, extending the formal offer of employment.

Human Resources’ responsibilities: Interview or refer an employee whose knowledge base, skill set, and work history match the position referenced by the employee. It should be noted that only employees deemed qualified and suitable are forwarded to the hiring manager for review. While information related to the position status is limited, the Human Resources department will, upon request, attempt to provide feedback when the information is available and deemed reasonable and practical to communicate. Human Resources will re-verify the eligibility on a periodic basis.

Reference Checks

To facilitate the reference check process and safeguard the rights of employees seeking interdepartmental transfers, a hiring supervisor who is considering making an offer of employment to an employee from another department should ask the current supervisor to verify the performance and attendance record of the employee.

There may be extenuating circumstances in which an employee requests that his/her current supervisor not be contacted before an offer or acceptance. In all cases, information provided to the hiring manager should reflect only the documented strengths or accomplishments, developmental areas and corrective action or disciplinary notices as recorded in the employee’s personnel file.

Compensation

Hiring managers are expected to discuss and confirm the employee’s current salary grade and rate of pay with the employee and Human Resources prior to extending an offer. Managers should note that an increase in salary is not warranted for lateral transfers (position assigned to the same grade), nor when the new position is a lower salary grade. Hiring managers may grant an increase to employees who transfer with a promotion (position assigned to a higher salary grade).

Notice of Transfer

If chosen for an open position, the employee should notify the current supervisor of the transfer. A date of transfer will be agreed upon among the parties involved. Generally, each non-exempt employee should anticipate at least two weeks formal notice and exempt employees should anticipate at least four weeks. In all instances, adequate notice of transfer must be given to avoid the risk of disrupting the workflow in the employee's current area.

Leave Balances

All accrued but unused sick and vacation balances, along with personal days, must be transferred by the employee’s current manager to the new department. Each employee is encouraged to confirm the accrual balances with his/her current supervisor before the effective transfer date.

All accrued sick leave and a maximum of 22 days of accrued vacation will be transferred.

Orientation Period for Transferred Employees

The first six (6) months in the new position is an orientation period. However, transfer employees may use accumulated sick and vacation time during this period with supervisory approval.

An employee should be aware that it is necessary to satisfactorily meet the new position’s performance expectations and standards as established by the new manager during the orientation period. The employee’s work habits and performance will be examined throughout the orientation period and, if the employee fails to meet these expectations, he/she may be separated from employment.

January 2007