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Frequently Asked Questions:

Transfer Policy

 

Q: When is the new transfer policy in effect?

A: The new transfer policy is in effect July 1, 1998.

Q: Who is eligible for a transfer?

A: Individuals who have completed six months in their current position, and whose performance is satisfactory, are eligible for a transfer.

Q: Can staff who have performance problems transfer?

A: At times. It is important that staff are placed into positions where they can be successful. If a staff member is having difficulty adjusting to the job requirements of a position or is failing to meet minimum expectations, it may be possible to identify other opportunities within Vanderbilt where he/she can be successful. If a staff member is on performance improvement counseling (PIC), the transfer will need to be coordinated among the current supervisor, an Employee Relations Specialist, and the supervisor of the vacant position. When staff are determined ineligible for transfer, they may not transfer into a regular, term, or temporary position.

Q: Can staff who have conduct issues transfer?

A: Rarely – unless a waiver is granted. Conduct problems are defined as "inappropriate conduct resulting in performance improvement counseling (PIC)." The conduct must be formally documented and a waiver must be granted by both the gaining and leaving departments, as well as an Employee Relations Specialist, for a transfer to be facilitated. When staff are determined ineligible for transfer, they may not transfer into a regular, term, or temporary position.

Q: Will my references be checked if I apply for a transfer?

A: Yes. References are required for all positions at Vanderbilt. For a transfer, this includes a reference check with the current supervisor. A minimum of two references are required on all applicants.

Q: Do I have to inform my current supervisor when I am applying for a transfer?

A: No -- there is no policy that requires that you notify your current supervisor. However, it is good practice to do so. Because Vanderbilt requires references be checked on all applicants (both external and internal), your supervisor will most likely be called by the hiring department. It is both a courtesy and good practice to advise your supervisor of your interest and to notify him/her that a reference call may be forthcoming.

Q: What can I do if I feel my supervisor will give me a poor reference or try to block my transfer?

A: If you are on Performance Improvement Counseling (PIC), your transfer will need to be coordinated among your current supervisor, an Employee Relations Specialist, and the new supervisor. If you are not on PIC and are concerned that your supervisor will not provide a good reference, there are several options for you to consider: (a) meet with an Employee Relations Specialist to ask for guidance (322-7259); (b) talk with your supervisor and ask him/her about your strengths and what types of positions he/she would be comfortable recommending you for-then ask for his/her support in helping you transfer to a position where you can be successful; and/or (c) contact other supervisors, co-workers, and customers who have personal knowledge of your skills and experience and request they provide a letter of reference or serve as a reference for you. Be honest with the new department about your strengths and limitations when you are interviewing.

Q: If I have a staff member who is a "poor performer," what should I tell the new department who is calling for a reference?

A: It's important to understand Vanderbilt's reference policies. Supervisors are not to provide references externally. All calls should be directed to the Human Resource Records Management Department (322-8310), where the dates of employment and job title will be provided. Vanderbilt does require, however, that references be provided internally-for staff transferring from one department to another. It's important to be honest about the staff member's performance. Information you share about a staff member should be relevant, consistent, and objective. While you should discuss the staff member's limitations, it is also important to discuss his/her strengths. Vanderbilt does not want to transfer performance problems from one department to another. It's in the best interest of Vanderbilt and the staff member to look for positions where the staff member can be successful. For guidance on reference information, please call an Employee Relations Specialist at 322-7259.

Q: What’s a lateral transfer?

A: A move to a position with the same or similar job title in the same pay grade.

Q: What’s a promotion?

A: A promotion places an individual into a higher pay grade, even if the actual salary is not increased.

Q: Other than lateral moves or promotions, are there other types of transfers?

A: Yes. Moves into another department, a change in career paths, or taking a job involving less responsibility or pay are also considered transfers.

Q: What paperwork is required to process a transfer?

A: The current supervisor completes a Payroll Action Form (PAF) turnaround document. See the Vanderbilt University Payroll Handbook for instructions. Once the PAF has been completed and appropriate signatures have been obtained, the PAF is sent to the individual’s new department. The new supervisor will complete information, sign the form, and send it to the appropriate budget office. The personnel request form (PR) and EEO self-audit report (SAR) should be attached to the PAF when it is submitted to the budget office.

Q: For hourly-paid staff, when a transfer involves a salary increase, when will the change in pay be effective?

A: Salary increases are effective the first day of the workweek immediately following the transfer effective date.

Q: Are there exceptions to the transfer policy?

A: Yes. There may be exceptions in order to comply with ADA, Workers’ Compensation law, or other state or federal laws. For example, if an appropriate accommodation for a Vanderbilt staff member is to transfer to another department, exceptions may be made regarding eligibility and/or transfer process guidelines. All exceptions must be coordinated through Human Resource Services and the Opportunity Development Center.

Q: When I transfer, do I have to begin a new orientation and evaluation period?

A: Yes. The purpose of the orientation period is to provide close support and feedback. The orientation period is 3 months for hourly-paid staff and 6 months for exempt staff.

Q: What happens if I transfer to a temporary position?

A: Staff members who leave Vanderbilt's regular employment and have an interest in temporary employment through Vanderbilt Temporary Services (VTS) must apply for opportunities utilizing the current recruitment process. Staff who leave regular employment should be processed through a terminating PAF and all appropriate accruals will be paid at the time of termination. Employment through VTS would be processed as a "new hire." Time spent in VTS does not count toward service eligibility unless the staff member returns to regular employment within 12-months of termination of their previous regular employment according to the Bridging Policy.

NOTE: Sick time accrual during previous regular or term employment is forfeited upon termination. Staff may be eligible to continue other benefits, like health insurance, at their own cost and need to consult with Benefits termination and rehire into a temporary position.

Q: What happens when I transfer from a temporary position?

A: The same process is used when a staff member moves from a temporary position through VTS to a regular position at Vanderbilt. The staff member is terminated from VTS and processed either: (a) Rehire -- as a "Rehire" (if no more than one year has expired since previous regular employment) or (b) New Hire -- as a "New Hire" (if more than one year has expired since previous regular employment or if this is the first regular employment at Vanderbilt).

Q: What happens to vacation and holiday leave when I transfer?

A: It depends on the situation. (1) If you are hourly-paid or exempt and transferring into a term or regular position, your accrual balances for vacation and holiday leave are transferred with you to the new department. (2) If you are hourly-paid and transferring to a temporary position, all accrued vacation and holiday leave will be paid at the time of the transfer by the current department. (3) If you are exempt and transferring to a temporary position, all accrued vacation leave will be paid at the time of the transfer by the current department. Exempt staff will not be paid for holiday time. (4) If you are transferring to a faculty appointment, all accrued vacation leave will be paid at the time of the transfer by the current department. Exempt staff will not be paid for holiday time.

Q: Who do I call if I have problems with the transfer process, with my reference information, etc.?

A: Several resources are available to you: for questions or concerns about your experience in the transfer process, call The Opportunity Development Center at 322-4705 or Employee Relations at 322-7259; for questions regarding the administration of this policy, call Employee Relations at 322-7259; for questions regarding the transfer process and how to apply for a transfer, call Recruitment and Staffing at 322-8300 or Vanderbilt Temporary Services at 322-8299.

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