This supersedes Memo No. 9.2, dated 10/1/75
It is the policy of the Institute to make a reasonable effort to arrange employee transfers in order to:
a. Provide opportunities for new and broadened experience.
b. Provide opportunities for advancement.
c. Place employees in jobs for which they are best suited.
d. Provide an effective means of meeting the Institute's changing personnel needs.
e. Provide continuity of employment.
a. It is recognized that an employee may wish to be transferred to another position for a new occupational endeavor, more challenge, a different environment, or advancement opportunity. Employees seeking new opportunities to further their careers should be given consideration to do so by their supervisors. However, the timing of any transfer action should be planned so that ongoing commitments will not be jeopardized by such actions.
b. Employees interested in discussing a potential transfer should contact a Personnel Representative prior to interviewing with a supervisor for a different position. The employee may wish to advise their current supervisor of their desire to seek a transfer; however, this is not a requirement.
c. The hiring supervisor should contact the employee's current supervisor only after having received written consent of the employee. A space is provided on the Transfer Application for this information.
d. The employee selects a position from the Employment Opportunities bulletin, completes a Transfer Application and submits it to the Personnel Department. The employee will indicate on the application whether or not the persent supervisor may be contacted.
e. Notice of Employment Opportunities is issued on a a weekly basis and is posted on bulletin boards at key locations on campus.
f. The transfer of employees between organizational entities, i.e., divisions, departments, and offices, must be accomplished through a formal procedure, beginning with a Personnel Requisition submitted to the Employment Section.
g. In all cases of transfer, the Personnel Department must first be consulted unless the transfer is within the immediate working section of the employee.
h. The transfer of probationary employees will normally not be considered unless an organizational change or a layoff is involved. Approval must be obtained from the Deputy Director of Personnel.
i. Employees who have been promoted or transferred to a new assignment may be placed on probationary status by the supervisor to determine the appropriateness of the placement. The supervisor must inform the employee in writing about being placed on probation, the reasons and the possible consequences. At the discretion of the supervisor the employee may complete probation at any time during the probationary period, which is normally for a period of two to six months. Employees who are terminated during this probationary period (and who have completed their initial probationary period) are eligible to utilize the Grievance Procedure.
j. The Personnel staff will hold all employee discussions regarding an interest in a potential transfer in confidence until a job offer is accepted and the start date is being negotiated.
k. When an employee contacts the supervisor of another group for the purpose of requesting a transfer, the employee is to be referred immediately to Employment Section for proper instructions.
a. Faculty or staff who are interested in discussing possible campus employment opportunities with any JPL employee should first contact the campus Employment Manager so that appropriate JPL notifications may be made prior to the interview process.
b. A JPL employee interested in a transfer to the campus is required to make a request through the JPL Recruitment Office. When JPL employees inquire about position possibilities at the campus, they should be advised to contact the JPL Recruitment Office to initiate the transfer process. Based upon referral from JPL Recruitment to the campus Employment Office, an individual will be considered for suitable openings at the campus.
a. Employee
(1) Select a position from the Employment Opportunities bulletin.
(2) Complete a Transfer Application Form, PM 9-2, and submit it to Employment.
(3) Indicate on the application whether or not the present supervisor may be contacted.
b. Employment Representative
(1) Review the Transfer Application, and, if appropriately qualified, send it to the requisitioning supervisor. Where expeditious processing is necessary, the Employment Representative will notify the requesting supervisor by telephone that the application is forthcoming.
(2) Schedule department interviews for the candidates with the requisitioning supervisor.
(3) Maintain records of Transfer Applications and their disposition.
(4) Notify all transfer applications after the position has been filled.
c. Requisitioning Supervisor
(1) Review all Transfer Applications submitted by Employment.
(2) When an acceptable applicant who has not applied for the position has been identified, the employee's current supervisor and the Employment Representative should be advised prior to any employee contact. If the employee's current supervisor objects to such contact, the requisitioning supervisor should refer this objection to the Deputy Director of Personnel for review and disposition.
(3) Notify Employment which candidates the department has chosen to interview.
(4) Interview appropriate candidates.
(5) When a decision is made on a candidate, the requisitioning supervisor must contact an Employment Representative, who will make the official job offer. If the employee accepts the new job offer, the requisitioning supervisor and the current supervisor should mutually agree on a transfer date. Two weeks is a standard transition period; however, if agreement cannot be reached with the current supervisor, the requisitioning supervisor should contact Employment for guidance.
(6) The evaluation results of all Transfer Applicants not hired must be recorded on the Transfer Application.
(7) A change of salary or wage rate is to occur at the time of transfer only if the employee is reclassified and/or promoted at the same time. Otherwise, salary or rate changes may not be made concurrent with the transfer.
(8) The approvals of the releasing and receiving organizations and the Personnel Department are required before any transfer is effected.
d. Current Supervisor
(1) After the offer has been accepted, initiate a Personnel Action Notification Form (PAN #1 and PAN #2). These forms are signed and sent to the requisitioning supervisor.
(2) Assure that the employee's Vacation and Sick Leave Record, Form P-60A or P-60B, or other reasonable record is brought up to date and is forwarded to the new department.
e. Requisitioning Supervisor
Enter appropriate changes (e.g., home department, time sheet distribution, check distribution, mail code) to the PAN #1 and PAN #2 forms, sign both documents and forward them to the Employment Section. Detailed instructions are contained in Personnel Memorandum No. 52.
Note: The effective date for a transfer is normally any Monday. However, if the transfer involves a change in classification or pay rate, the effective date must coincide with the beginning of a pay period.
Exceptions to this policy require the approval of the Vice President for Business and Finance and Treasurer or his designee.