Employee Transfer Policy HR -26-008

Policy Number: HR-26-008 

Effective Date: 2/27/26 

Last Revised/Approved Date: 2/27/26 

Approved By: President 

Responsible Office/Unit: Human Resources 

Public / Private: Public (Published in the Employee Handbook and HR Policy Portal) 
 

1. Purpose 

The purpose of this policy is to establish a consistent and equitable process for internal transfers at Life University. This policy ensures hiring managers consult with Human Resources before interviewing internal candidates and that internal transfers support institutional effectiveness, performance expectations, and workforce stability. 

2. Scope 

This policy applies to all staff employees of Life University seeking internal transfer to another department or role. 
Supervisors, hiring managers, and the Human Resources Department are responsible for implementing this policy. 

3. Policy Statement 

Life University supports internal mobility and encourages employees to seek opportunities for professional growth. To maintain operational continuity and ensure fair and informed hiring decisions, all employee transfers must follow the guidelines below. 

4. Definitions 

Internal Transfer: 
Movement of an employee from one position or department to another within Life University, whether lateral or promotional. 

Written Warning: 
A formal disciplinary action documented in the employee’s personnel file. 

Performance Evaluation Score: 
The numerical rating assigned during the annual performance review process. 

5. Procedures 

1. Employee Applies for Internal Position 
   Employee submits an internal application through the designated applicant tracking system. 

2. Hiring Manager Contacts HR 
   Before interviewing, the hiring manager contacts HR to request: 

• Performance evaluation history 

• Disciplinary record review 

• Confirmation of tenure in current role 

• Eligibility determination 

3. HR Eligibility Review 
   HR conducts the review and confirms whether the employee meets all eligibility requirements. 

4. Interview and Selection Process 
   If eligible, the hiring manager may proceed with interviews and selection consistent with University hiring procedures. 

5. Transfer Approval and Notice 
   HR facilitates communication between the hiring and current supervisors to determine an appropriate transition timeline. 

6. Effective Date of Transfer 
   HR updates employee records and coordinates onboarding for the new role. 

5.a. HR Review Required Prior to Interviewing Internal Candidates 

Before scheduling an interview with any internal applicant, the hiring manager must contact Human Resources to review the candidate’s: 

• Discipline record 

• Most recent performance evaluation 

• Length of service and tenure in the current role 

Hiring managers may not interview or advance internal candidates until HR has completed this review. 

5.b. Eligibility Requirements for Transfer 

To be eligible for transfer, employees must meet all of the following criteria: 

1. Minimum Tenure in Current Role 

• Employees must have completed at least 90 days in their current position. 

• Exceptions may be granted only with approval of the Chief Human Resources Officer (CHRO). 

2. Performance Evaluation Requirement 

• Employees must have received a score above a 2 on their most recent annual performance evaluation. 

• Employees rated a 2 or below are not eligible to transfer. 

3. Disciplinary Standing 

• Employees who have received a written warning within the past six (6) months are not eligible for transfer. 

4.  Exceptions can be made where it benefits the institution 

5.c. Consideration of Business Needs 

• The employee’s current department may request a reasonable transition period to support continuity of operations. 

• Final transfer dates will be coordinated between hiring managers, transferring manager and HR. 

5.d. Right to Decline Transfer Requests 

Life University reserves the right to decline internal transfer requests based on performance, conduct, operational needs, or eligibility criteria. 

6. Related Policies and References 

• Recruitment and Hiring Policy 

• Performance Evaluation Policy 

• Disciplinary Action Policy 

• Employee Handbook 

8. Review Cycle 

This policy will be reviewed annually, or more frequently if necessary. 

9. Contact Information 

Human Resources Department