Introduction
1. This procedure is intended to assist staff and supervisors to give effect to the Temporary Transfer Policy, where a staff member seeks, or is selected for, a temporary transfer.
2. The University encourages staff mobility where it serves both the University and the staff members’ best interests. Proposals for temporary transfers should be considered on the merits of each case.
3. The temporary transfer provisions apply to staff members holding standard full-time, part-time or fixed term1 employment.
Temporary Transfer Process
4. Temporary transfer by request:
- staff may apply to their relevant Delegate for a period of temporary transfer within the work area;
- the staff member should submit a statement of the circumstances with their application for temporary transfer e.g. development opportunity; opportunity to perform at a higher classification; transition to retirement etc;
- temporary transfer by request is not an entitlement and the Delegate may attach conditions to any period of temporary transfer, such as: the length of the temporary transfer, whether extensions will be considered, and the job to which the staff member will return to at the end of the temporary transfer; and
- staff should also apply for advertised temporary transfers when approved.
5. Temporary Transfer following Merit Selection:
- temporary vacancies greater than 12 months would generally be advertised internally on the ANU web via an Expression of Interest; unless the position is to be filled by a temporary transfer by request;
- the brief Expression of Interest2 selection report provides the authority for the temporary transfer;
- when a staff member is selected for temporary transfer, the home manager is required to provide the local HR practitioner and/or host manager with appropriate information pertaining to the staff member, including any relevant performance issues;
- the home area Delegate is obliged to release a staff member to the host area Delegate within 6 weeks, unless otherwise negotiated between the delegates; and, if applicable, is required to commence paying the staff member the higher salary after 2 weeks;
- there is no requirement or expectation that a staff member resign from their substantive position in order to accept a temporary transfer to an advertised position (even if the position was advertised as fixed term);
- before the commencement of the temporary transfer:
a) the home area will undertake to hold the substantive job vacant for the return of the staff member; or
b) the home College/Division will undertake to hold a position at the same classification level for the return of the staff member3 ; or
c) the home area will negotiate the permanent transfer (at level) of the staff member to the host area4 ;
- when releasing staff to undertake temporary transfer, managers will need to consider workloads, availability of replacement staff, training requirements etc.
6. Host Manager’s responsibilities include:
- ensuring that the staff member, the home manager and the host manager agree on the arrangements before the temporary transfer is finalised; and
- documenting all arrangements, including the length of absence, management of leave absences and/or liability, expectations of extension of the temporary transfer, return arrangements etc.
7. Temporary transfers do not require the issue of a contract variation. Normally the completed Higher Duties form is all that is required, or a brief letter confirming the temporary transfer details.
8. Secondments
- secondments are defined a temporary movement of staff from ANU to outside organisations, or from outside organisations into the ANU
- secondments may be initiated by an individual, by the University, or by an outside organisation
- generally a secondment is a period of Leave Without Pay for service and leave purposes
- ANU managers, when considering secondments, will have regard to:
- the operational needs of the area
- the skills and experience to be brought back into the workplace after the secondment
- the competency and career needs of staff member seeking secondment
- the career and development needs of the other staff members in the area
- the terms and conditions of the secondment, which should be clearly set out in a signed document placed on the staff member’s personnel file
9. Role of Director, Human Resources
The Director, HR will determine any issues within the Temporary Transfer policy and its related procedures that are in dispute, or have not been determined locally in a manner consistent with the Temporary Transfer Policy.
10. Definitions
For the purposes of this policy and associated procedures:
'Higher Duties Allowance' refers to the allowance paid to staff who are directed to perform the duties of a higher classified position, for a set period of time. Periods of less than 12 months are non-superannuable; periods of 12 months or more are superannuable.
'Home' means the work area in which a staff member was employed prior to being temporarily transferred to another work area. In most cases, the staff member will return to the home work area at the completion of the temporary transfer.
'Home Manager' means the manager in the work area in which a staff member was employed prior to being temporarily transferred to another work area.
'Host' means a work area that offers an opportunity for temporary transfer. The host cost centre will incur the expenses for temporary transfers.
'Local HR Practitioner' means the HR Manager/Specialist responsible for the people strategies in the Home College, Faculty, School, Centre, Institute, or Administrative Division.
'Temporary transfer' means the relocation of a staff member from one position within the University to another position within the University for a defined or fixed-period. This may be as a result of competitive recruitment action (internal or external), or arising from a negotiated arrangement to satisfy an organisational, professional or personal need. If the position is classified at a higher level than the substantive position of the staff member, and they are performing all or part of the duties of the position, they will be paid a Higher Duties Allowance.
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1.In the case of a fixed-term staff member, the temporary transfer will extend only to the end of the period of the fixed term employment.
2.temporary vacancies less then 12 months may be advertised, however managers are encouraged to offer the role to suitable internal staff, using an Authority for Acting Appointment/Performing Higher Duties form (this allows for payment of full or partial HDA)
3.This must be negotiated between the home manager, and the College/Division HR practitioner
4.When considering an offer of temporary transfer, the staff member needs to recognise it does not usually give rise to a permanent transfer (or the option of redundancy) at the conclusion of the term.
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