Transfer at Level (excluding state school teachers and cleaners)

Version Number

2.0

Implementation Date

9/07/2012

Scope

Department-wide

Purpose

This policy outlines the Department of Education, Training and Employment procedures in relation to transfer at level processes to complement the department’s recruitment and selection activities. It is not to be used for gaining or requesting additional incumbencies.

Overview

​The Department is a large and complex organisation supporting schools, TAFE Institutes, Employment and Early Childhood Education and Care services across the State, therefore it has varying volumes of vacancies across a range of employee groups in a wide range of locations (remote, rural and urban). This necessitates a range of approaches to the filling of vacancies, of which this transfer at level (excluding state school teachers and cleaners) process is one.

A transfer at level under this procedure recognises and supports the need for a flexible workforce that accommodates and balances changes in personal circumstances, professional development needs and business requirements. 

There are three categories of transfer at level:

  • Required (Employees requiring placement) 
  • Compassionate 
  • Requested.

The underpinning principles of a transfer at level (excluding state school teachers and cleaners) are:

  • Transfer at level decisions will be made at departmental convenience taking into account all circumstances involved. No employee has an automatic right to a transfer at level.
  • Transfer at level decisions should be fair, open and balanced, taking into account both the needs of the organisation and the effect on individual employees.
  • Transfer at level is based on the assumption that employees seeking a transfer have previously demonstrated their merit at level through an open and competitive selection process. Applicants therefore need only demonstrate how they satisfy the key attributes of the vacancy.

Responsibilities

Employee

  • Read the transfer at level guidelines.
  • Inform supervisor of intention to submit a transfer at level request.
  • Complete and submit a transfer at level application form by 30 September each year.
  • Advise change in circumstances affecting the transfer application.
  • Be aware of the transfer and expenses directive associated with a transfer at level.

Business Unit Manager

  • Read the transfer at level guidelines.
  • Endorse or reject the transfer application and advise the applicant of this outcome.
  • Consider transfer at level applications in recruitment and selection processes.

Human Resources (Region or TAFE)

  • Read the transfer at level guidelines.
  • Consider transfer at level applications in recruitment and selection processes.
  • Advise Workforce Recruitment and Employment of any additional considerations for an individual’s application.
  • Assist work units in the application of the transfer at level guidelines.

Workforce Recruitment and Employment (WRE)

  • Read the transfer at level guidelines.
  • Manage the compassionate review panel, assist in determining those applications to be considered for exceptional hardship, and confirm the outcome of decisions to the applicant.
  • Process and manage transfer at level applications on Departmental Management Solutions.

Process

Employee

  1. Understand policy and eligibility criteria.
  2. Inform supervisor of intention to submit a transfer at level request.
  3. Complete and submit a transfer at level application form by 30 September each year.
  4. Advise changes in circumstances affecting the transfer application to your business unit manager.
  5. Be aware of the transfer and expenses directive associated with transfer at level.
  6. Ensure the completed and endorsed application is forwarded to WRE.
  7. Inform WRE if you need to:
    • withdraw application for transfer at level (this can be any time)
    • update details (this can be any time).
  8. Advise human resource staff to deactivate the transfer application.
  9. Submit a new completed and endorsed application to WRE prior to 30 September each year.  Should no advice be received, applications for compassionate and requested transfer at level will be made inactive as at 30 September each year.

Transfer expenses

  • Apply for the usual leave and transfer expenses if eligible subject to the conditions outlined in the Transfer and Appointment Expenses directive.  This excludes employees who are transferred on the following grounds:
    • Compassionate grounds
    • As a result of disciplinary action
    • As a result of mutual exchange of positions between two employees.

Appeals against transfer at level decisions

 

Business Unit Manager (Principal/Institute HR Manager/Business Unit Manager)
  1. Review transfer at level applications for vacancies.
  2. Prior to endorsing a compassionate transfer application, ensure all avenues other than submitting a transfer request have been explored.
  3. If necessary, provide further information to the aligned human resource team regarding transfer at level applications.

Consideration of transfer at level applicants for recruitment and selection activities

 

Priority consideration of staff is as follows:

  1. Unattached employees within the substantive work unit as per the Unattachment from Position procedure (Unattached employees are not given priority consideration for vacancies outside their substantive work unit/region).
  2. Employees requiring placement (required) as per the Employees Requiring Placement Procedure.
  3. Compassionate Transfer (Exceptional Hardship).
  4. Maximisation of hours
  5. Requested transferees (includes compassionate transfers-pressing personal circumstances).
    • Consider requested transfer applicants through a standalone merit selection process (not mandatory) or proceed directly to open merit selection through an approved advertisement process where requested transferees are then invited to apply on merit for the position.
    • There is no obligation for selection panels to provide requested transferees with priority consideration prior to or following advertising.

Consideration of compassionate transferees

  1. After employees requiring placement have been deemed unsuitable, consider the compassionate transferees – exceptional hardship through a suitability assessment process (Note: All suitability reports are forwarded to Workforce Recruitment and Employment for Director approval).
  2. If there is an applicant match and appointment is approved discuss appointment process including criminal history check (if required) and/or Blue Card requirement details with the successful applicant and negotiate a commencement date with employee’s supervisor.  
  3. Notify processing officer in the aligned human resource team of appointment directly.
  4. Complete the applicable New Hire/Movement form or Appointment Authority.

Consideration of Requested Transferees

Decide whether to consider transfer applicants through a standalone merit process or to fill the vacancy through an open merit selection:

  • Standalone Merit Process (not mandatory)
    • Consider the requested transferees who appear on the transfer at level list through a standalone merit process.
    • If a suitable requested transferee is identified, discuss the appointment process including criminal history check (if required) and/or Blue Card requirement details with the successful applicant and negotiate a commencement date with the applicant’s supervisor.
    • Notify processing officer in the aligned Human Resource team of appointment directly and if applicable complete New Hire/Movement form or Appointment Authority. 
    • If there are no requested transferees identified as meeting the selection criteria of the vacancy, proceed to an open merit selection.
  • Open Merit Selection
    • Notify the requested transfer applicants of the vacancy and invite them to apply for the advertised vacancy.
    • Conduct an open merit recruitment and selection process to include all applicants.
    • If there is an applicant match and appointment is approved discuss appointment process including criminal history check (if required) and/or Blue Card requirement details with the successful applicant and negotiate a commencement date with employee’s supervisor.  
    • Notify processing officer in the aligned human resource team of appointment directly.
    • Complete the applicable New Hire/Movement form or Appointment Authority. 

Complaints against transfer at level decisions

Follow the process of appeals as defined in the Managing Employee Complaints Procedure.

Aligned Human Resource Teams (Region or TAFE)

  1. Region Office responsibilities apply when considering school vacancies.
  2. Business Unit responsibilities apply when considering all other Department of Education, Training and Employment Vacancies.

Processing a vacancy

  1. Receive Recruitment Action or Request to Advertise form for vacancies forwarded by the Business Unit Manager.

Region HR team Responsibilities

  1. Processing Officer produces a list of Employees requiring placement, applicants who are potentially suitable for the vacancy.
  2. Human Resource teams refer to the RTTT0006 – Deployment/Transfer of Non-Teaching staff report on the human resource system and enters the relevant search parameters relating to the vacancy.
  3. The report produces a list of transfer applicants who are potentially suitable for the vacant position. The list of applicants’ details appears in order of consideration. Refer to Employees Requiring Placement procedure if Employee Requiring Placement (ERP) is identified, (Information providing clear instruction on how to generate transfer at level lists from the RTTT0006 report is available on OnePortal (DETE employees only). 
  4. HR Officer refers to the cross classification list and adds relevant employees.
  5. Forward lists to Panel Chair.
  6. When outcome is known provide paperwork to Workforce Recruitment and Employment if necessary.

Aligned Human Resource Teams (Region or TAFE)

  1. Consideration of compassionate transferees (subsequent to ERP consideration):
  2. If a vacancy is filled by a compassionate transferee, notify Workforce Recruitment and Employment. (Note:  All suitability reports are forwarded to Workforce Recruitment and Employment for Director approval.
  3. Consideration of a requested transferee:
    • If suitable requested transferee is identified, notify Workforce Recruitment and Employment.
  4. Once a criminal history check (if required) has been undertaken and appointment approved, arrange for completion of the applicable New Hire/Movement form or Appointment Authority and a Commencement of Appointment advice

Workforce Recruitment and Employment (WRE)

  1. Receive transfer at level applications.
  2. Quality check all details and eligibility of applicant.
  3. If the category of transfer being requested is unclear, refer to the aligned human resource team to discuss the issues surrounding the reasons for transfer.
  4. If necessary, request additional information from the applicant to further support the application, such as specialist medical certificates.
  5. Compassionate transferee requests – when all the relevant information is collated, confirm the transfer category under which the applicant should be registered.
  6. Provide written advice to employees who have applied for compassionate transfer confirming their transfer category or who are ineligible for transfer (all types) outlining reason for ineligibility.
  7. Enter the applicants’ transfer details into the human resource system database or cross classification list.

Workforce Recruitment and Employment - Recruitment action prior to advertising (excluding state school teachers and cleaners)

  1. Receive Recruitment Action or Request to Advertise form for vacancies from Human Resource team.
  2. Generate a list of employees and forward to client contact for action prior to advertising.
  3. For Central Office units, TAFE Institutes, Employment and Office of Early Childhood and Education Care vacancies, WRE produces a list of employees requiring placement who are potentially suitable for the vacancy.
  4. HR Officer refers to the RTTT0006 – Deployment/Transfer of Non-Teaching staff report and enters the relevant search parameters relating to the vacancy. The list of applicants’ details appears in order of categories to be considered.
  5. HR Officer refers to the cross classification list and adds relevant employees.
  6. Forward combined lists to Business Unit Manager for review prior to advertising.
  7. Business Unit Manger notifies Workforce Recruitment and Employment with regard to consideration of compassionate transferee if relevant employee/s identified.
  8. Forward all Suitability reports to Director, Workforce Recruitment and Employment for approval.
  9. Clear the position for advertising after receiving advice on requested transferees from client contact officer.
  10. Action advertising request.

Maintaining transfer application details

  • Ensure registrations for required transfers at level remain active until the employees are placed in permanent positions.
  • Receive resubmitted applications for compassionate and requested transfers to ensure those applications remain current each year.
  • If no advice is received, applications for compassionate and requested transfers are automatically made inactive as at 30 September each year.

Updating transfer application details

  • Search for the applicant’s employee record on the human resource system and update the information as per the request received.

Deactivation of transfer applicants

  • Deactivate a transfer application on the human resource system by entering an inactivation date in the Inactivation Date field on the Application for Transfer screen or cross classification spreadsheet when:
    • An employee requiring placement, required, compassionate or requested transferee is appointed to a vacancy; or
    • An applicant no longer wishes to be considered for transfer.

Online Resources

Review Date

1/06/2014
Attribution CC BY

Transfers 
Movements that are part of the transfer at level process and are employee initiated.

Employee 
All permanent employees (full or part time) of the Department of Education, Training and Employment (excluding state school teachers and cleaners).

Placement 
This process refers to the management of mandatory movements.  Placements are completed independently of the transfer process and are departmentally initiated.

Minimum Service 
An employee must serve at least 2 years in one location to be eligible for a requested transfer at level (exception Teacher Aides).