The links below provide guidance about the transfer procedures for regular staff and temporary/wage account employees. This information includes both voluntary and involuntary transfers and should be consulted when employees inquire about transfer procedures.
Please note that employees who are selected for and accept a transfer to a regular staff position will be in a transfer Introductory Employment Period (IEP) status for 180 calendar days beginning on the effective date of transfer.
Transfer and Promotions for Regular Employees
The following actions fall into voluntary transfers: promotion, lateral transfer, and voluntary demotion.
Managers should be aware that the transfer of a regular employee to a regular graded or ungraded staff position follows the Recruitment Process for Staff Positions (Overview of the Recruitment Process). Please note that employees who are selected for and accept a transfer to a regular staff position will be in a transfer probationary status for 180 calendar days beginning on the effective date of transfer.
To be considered for a transfer, an employee must meet the following requirements:
- Be eligible for employment transfer consideration. An employee is not eligible to transfer outside of his or her department if he or s/he is within an introductory employment period, a transfer probation period or is on probation for poor work performance.
- Apply only for positions listed on the university's Staff Employment Opportunities List
- Meet the entry-level (minimum) qualifications stated on the classification description
- Apply online at GW Staff Employment Opportunities Listing
- If an employee does not have access to the internet, then he or s/he must complete an Employee Transfer Application
A promotion is an advancement which results in a change in position within the organization and results in higher level job responsibilities, job classification, job title, and scope of role.
If the employee has been consistently performing job duties that are no longer appropriate for their current job classification, for a period of no less than six months, a Reclassification of the position should be considered. Reclassifications should be considered when the business need for a position's duties have changed in a longterm capacity. Reclassifications are intended to identify a new classification for a position that has evolved either over time or prior to the employee assuming the duties of the position.
Managers should work with their HR Business Partner on reclassification requests.
Reclassification may result in any of the following: no change, title change, position classification change, revised job description, salary change, and/or change in oat grade. A reclassification request may be subject to EEO review to determine whether it should have been posted as a new position.
A lateral transfer is the movement of an employee from one job to another job with the same career stream, level, and pay grade. There is typically no salary adjustment with a lateral transfer.
A voluntary demotion is the movement of an employee to a position with a lower career stream, level, and salary grade. If the employee is offered a position at a lower salary grade, his or her salary will be determined in consultation with the Compensation department and may result in a salary offer that is lower than the employee's current salary.
Involuntary Transfers for Regular Employees
Involuntary Lateral Transfer
An involuntary lateral transfer is the reassignment by a manager of an employee to another position of the career stream, level, and pay grade to meet operational needs. The manager is responsible for contacting their area’s HR representative to facilitate an involuntary lateral transfer.
Managers may request the involuntary lateral transfer of an employee in their departments to vacant positions of the same career stream, level, and pay grade in their departments to meet operational needs. The manager must submit a written request to the HR representative explaining the purpose of the transfer and the reason the employee has been selected for transfer. The HR representative will partner with Compensation and the Office of Equal Employment Opportunity to review the request for approval..
An involuntary demotion is an alternative course of action when an employee's performance does not dictate termination. For example, an involuntary demotion may occur when an employee cannot perform to the expectations of the current position but may possess skills and abilities that are needed elsewhere in the department.
A manager may request the involuntary demotion of an employee, provided the department has an authorized, existing vacant position available for the demoted employee. An involuntary demotion must be preceded by one of the following:
- An Introductory Employment Probation Period
- A Transfer Probation Period
- A Probation Period for Poor Work Performance
The manager must submit a written request for an involuntary demotion to their area’s HR representative, who will partner with the EEO and Employee Relations Division for review and approval.
Transfer From a Regular Staff Position To a Temporary/Wage Account Position
The transfer of a regular employee to a temporary/wage account position follows the temporary wage employment process. Managers should note that regular employees in a probationary status may apply and be considered for transfer to a temporary/wage account position. Regular employees who are selected for a transfer to a temporary/wage account position are not subject to a transfer probation period.
Eligibility to participate in certain benefit plans is affected by transferring to a temporary/wage account position. For example, a regular employee transferring to a temporary/wage position is not eligible for any type of leave accrual. If the employee has accrued annual leave, he or she will be paid for such leave in accordance with applicable policies. Another benefit affected is service credit that is computed on the basis of employment in a regular position.
Transferring from One Temporary/Wage Account Position to Another
The transfer of a temporary/wage account employee to another temporary/wage account position must be processed using the appropriate workflow procedures.
Managers should note that if a temporary/wage account employee is transferring to a different department, the new department must obtain the appropriate information from the former department and the former department must also sign the form. All forms must be received by Compensation prior to the proposed start date of the position.
Regular Employees in a University Department Transferring to Temporary/Wage Account Positions
The hiring department should submit a Change in Status form to the University Budget Office, which will then be forwarded to Compensation Administration.
Regular Employees in a Medical Center Department Transferring to Temporary/Wage Account Positions
The hiring department should submit a Change in Status form to the Health Affairs Administration Office, who will forward the information to Compensation Administration.
Regular Employees in a University or Medical Center Department Charged to a Research Grant Transferring to Temporary/Wage Account Positions
The hiring department should submit a Change in Status form to Research Services Coordinator in the Office of Research Services, who will then forward the information to Compensation Administration. Managers can visit the website to obtain the names of the Research Services Coordinators, their areas of assignment, campus addresses, and telephone numbers.
Transferring from One Temporary/Wage Account Positions to in a Another University Department
The hiring department should submit a Change in Status form to the Vice President’s Office, which will then be forwarded to Compensation Administration.
Transferring from One Temporary/Wage Account Positions to Another in a Medical Center Department
The hiring department should submit a Change in Status form to the Health Affairs Administration Office, which will then be forwarded to Compensation Administration.
Transferring from One Temporary/Wage Account Positions to Another that is charged to a Research Grant
The hiring department should submit a Change in Status form to the Research Services Coordinator in the Office of Research Services, which will then be forwarded to Compensation Administration.
Visit the website to obtain the names of the Research Services Coordinators, their areas of assignment, campus addresses, and telephone numbers
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