Policy 124 - Employee Transfers

Section: Employment
Policy Number: 124
Responsible Office: HR/HR Services
Effective Date: 4/1/01
Revised: 9/1/01; 8/1/12; 7/1/16; 8/3/17


The University believes that providing employees with the opportunity for mobility and advancement promotes the retention of employees with skills and experience vital to a healthy institutional culture.

Qualified employees are encouraged to pursue posted positions within the University. An internal career portal is available through UIS for all employees to view and apply for open positions. For information on Job Posting, see policy #105.

Definitions: Generally, a transfer is a voluntary move by an employee to a vacant position with the same or lower salary grade. It may or may not require different duties and responsibilities than are performed in the employee’s current job. A transfer to a higher salary grade is considered a promotion and would follow the guidelines provided in the Employee Promotions policy (#123).

Transfers can occur in the following ways:

  • An employee can pursue a vacant position outside of his or her current department.
  • An employee can pursue a vacant position within his or her own department.


Eligibility: Employees who have worked a minimum of 12 months in their current position with the University, and have met their job expectations according to the University’s performance management program (see policy #202) are eligible to apply for positions. Exceptions may be made only with the approval of the employee’s current department head. Employees are eligible for transfer within their department anytime after successful completion of the three-month Orientation Period.  Employees on corrective action are not eligible to apply.

Employees are encouraged to inform their supervisor when they apply for positions at the University. If the employee is selected for an interview, and there is a sufficient level of mutual interest after the interview, the hiring manager may contact Human Resources to check work history and performance. In general, employees must give a minimum two-week notice to their supervisor before starting a new position.

The department receiving the employee is responsible for notifying Human Resources via a Personnel Change Form (PCF).

Transferred employees and their supervisor should conduct performance planning, including setting new objectives and reviewing core competencies, in accordance with the guidelines in the University’s performance management program (see policy #202).

Equal Employment Opportunity

St. John's University does not discriminate on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual harassment and sexual violence), sexual orientation, gender identity and gender expression, marital status, citizenship status, disability, genetic predisposition or carrier status, status as a victim of domestic violence, or status in the uniformed services of the United States (including veteran status). 

Equal employment opportunity applies to all terms and conditions of employment, including but not limited to hiring, classification, promotion or transfer, discipline, discharge, layoff, compensation, job training, and benefits. The University supports the recruitment, employment, and advancement of women, minorities, individuals with disabilities, disabled veterans, and veterans of the Vietnam era for all positions that they are qualified to perform. Further, the University strives to enhance opportunities for mobility and promotion of qualified candidates who are current University employees.

Refer to #102, Equal Employment Opportunity for the full statement of policy.

St. John's University, New York
Human Resources Policy Manual