• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Section 5 - Guidelines
• Eligibility
• Exchange process
• Applications
• Agreement
• Salary and conditions
• Travel Costs
• Terminating an Internal Exchange

Section 1 - Purpose and Context

(1) These guidelines should be read in conjunction with the Professional Development Policy.

Section 2 - Definitions

(2) Nil.

Section 3 - Policy Statement

(3) Nil.

Section 4 - Procedures

(4) Nil.

Section 5 - Guidelines

(5) The University recognises the important relationships between Schools and Divisions and supports a program where employees are encouraged to participate in a job exchange within or between the Schools or Divisions.

(6) The most appropriate conditions for an exchange are those which provide employees with a professional or career development opportunity and enable suitably qualified and skilled employees to exchange positions.

(7) An internal job exchange is a two-way opportunity where both substantive positions involved in the exchange will be staffed for the entire duration of the approved exchange period. This differs from an internal secondment where an individual employee moves to another unit and their substantive role is not automatically filled. While the University recognises the importance and value of job exchange opportunities, an exchange may not be possible in all circumstances.

Eligibility

(8) All ongoing full-time employees who have completed a minimum of the equivalent of 12 months' continuous service and who have completed performance planning and development may be considered for participation in a job exchange program.

(9) Employees must be able to demonstrate that they meet the skill set of the position and will perform the duties of the position according to the Position Description of the job exchange position.

(10) Part-time employees who have completed a minimum of the equivalent of 12 months' continuous service may apply, however an exchange would only be possible if another employee working the same fractional profile was also seeking an exchange.

(11) An employee is limited to exchanging with another employee at their equivalent HEW level.

Exchange process

(12) The opportunity for a job exchange or other forms of career development should be discussed by the employee with their supervisor at the time of the annual performance planning and development meeting and form part of the employee's career development plan.

(13) The period of exchange will be subject to negotiation between employees and their substantive supervisors with approval by the relevant Unit Head, Dean or Director, in accordance with the Delegations (Administrative) Policy. As a guideline, this would be for a minimum of 3 months and a maximum of 6 months. In addition:

1. line managers must be aware of and support the terms of exchange
2. both employees' supervisors must support the exchange; and
3. both employees must be fully aware of and prepared to accept the conditions of employment related to the exchange position.

Applications

(14) Applications will be called twice yearly. Interested employees must complete an "Application for Internal Job Exchange", attach their full resume and forward it to their supervisor and manager for endorsement. Applications will only be considered if they are endorsed by the current supervisor and relevant Deputy Vice-Chancellor, Dean or Director.

(15) Applications will be received by the Coordinator (Internal Job Exchange) who will then consider possible exchange scenarios from the applications received. The Coordinator will contact applicants and their supervisors to further discuss the application. Appropriate exchanges will be facilitated through the Coordinator.

Agreement

(16) The employee and the respective Deputy Vice-Chancellor, Dean, or Director from each area is required to sign an agreement in respect of the exchange. The agreement will be issued by the Office of People and Culture after the terms have been verbally discussed. The agreement outlines the employee's assignments, obligations and other understandings for the period of the exchange. Each employee will work under the Position Description of the position to which they have exchanged. The Position Description for each position will be attached to the agreement. The Coordinator is available to assist in exchange arrangements and will monitor the exchanges on a regular basis.

(17) The role and responsibilities of the position, work plan with performance objectives, and development plan with learning outcomes should be agreed to by the employee and the supervisor at the commencement of the exchange period and appropriate on-the-job training and supervision provided.

Salary and conditions

(18) Employees will continue to be paid at their substantive level by their substantive unit. An employee's salary, leave and other entitlements will accrue during the period of job exchange. Leave requests should be discussed and agreed to by the both supervisor(s).

Travel Costs

(19) Where an exchange involves an employee accepting a job exchange located at another campus, the costs related to home to work/work to home travel are the responsibility of the employee.

Terminating an Internal Exchange

(20) If for unforseen reasons an employee who is on a job exchange needs to terminate the exchange, a minimum of 14 days' notice must be provided and the other employee on the same job exchange is expected to return to their substantive position.