Appointing guide for new and existing staff (online applicants)

Before proceeding, please read section 3.d. Points to consider with the other department below.

Navigation path: Employee Dashboard > People Management

1. Click VIEW on 'Transfers' row in 'Command Centre'.
2. Go to Request Transfer tab > 'Filter Employees' window opens
3. Search for the individual and click APPLY (to search again, click on filter icon > click RESET).
4. The individual's record should appear under 'Transferable Employees'.
5. Select the appointment being replaced, by clicking on it (click VIEW for details).
6. Find the post into which they are being appointed > scroll down to 'Appointments'.
7. Search for the post (by post no. or title, or use POSTS FILTER).
8. The relevant post should appear under 'Appointments' section.
9. Click the post row.
10. Click REQUEST to open Request Transfer window.
11. Enter expected Start Date of transfer (ie their effective start date in your department).
12. Add relevant Comments; include your initials and contact details, eg “Approved. Dianne will start in 6 weeks. AB ext.12345”.
13. Click OK.
14. Notify the previous department, off system, that the transfer request is ready to be approved. They'll see an in-system notification upon their next PeopleXD login.
15. Once the transfer request has been approved proceed below to step 3.c: New department > Complete approved transfer.

1. Complete Appt: Leaver Additional Details UDF
   
   1. Find the employee transferring out of your department in People Management > Command Centre > Employees.
   2. Open their record and select the correct appointment in the dropdown list.
   3. Click on User Defined Data > click ADD.
   4. Select from the dropdown 'Appt:Leaver additional details'.
   5. Complete details:
      • From Date*: Enter the transfer date.
      • To Date: Leave blank.
      • Comments*: Add comments for payroll, as required.
      • Click SAVE. You’ll be taken back to the list of UDFs on the Employee Record. Continue to step ii. below
2. Review and approve/reject transfer request
   
   1. Click VIEW on the Transfers row in the Command Centre.
   2. Click on Outgoing Transfers tab.
   3. Find the individual (by name or personnel no.) and check the transfer status is 'Requested'.
   4. Check details carefully.
      1. If correct, click on the ellipsis at the end of the individual’s row > select 'Approve Request'.
      2. If incorrect (eg wrong date), abort this process and contact the new department and ask them to 'Cancel' the request.
      3. If incorrect and the transfer should no longer proceed select 'Reject'.
   5. Add Comments, as required; include your initials and contact details, eg “Approved. Dianne will start in 6 weeks. AB ext. 12345”.
   6. Click OK.
   7. Exit using the white back arrow or the ‘breadcrumbs’.
   8. Notify the new department off-system that the request has been approved/put on hold/rejected, as applicable. They will also receive a notification upon their next login. 
   9. The existing appointment will automatically end the day before the new appointment starts.

Once the previous/outgoing department has approved the transfer you can appoint the person.

Navigation path: Employee Dashboard > People Management

1. Click VIEW on the Transfers row in Command Centre.
2. Click on Incoming Transfers tab.
3. Search for the transfer you wish to complete. Check the transfer status is 'Ready to Complete/Requested' is selected.
4. The results will appear in the table beneath.
5. Find the individual being transferred (status will be 'Ready to Complete') > click on the ellipsis at the end of their row.
6. Click on Complete Request to open Replace Appointment window. (A three-step New Appointment appointing wizard opens).
7. Complete the Appointing Wizard, starting with Organisational Structure.

Communicate off-system with the other department before transferring. Check the HR contact webpage for a relevant contact. Discuss, agree, and discover the following:

• End and start dates: where the individual will work their full working week (eg Monday to Wednesday for part-time staff), and as per University HR guidance, employment with the original department must end on Saturday and start with the new department on Sunday (also applies to bank holiday weekends).
• Arrangements for any untaken annual leave: follow University HR guidance  
• Active casual appointments: check if this is an additional appointment or a transfer (ie replacement), and follow the correct guidance. Before continuing, contact Payroll to ensure that the casual appointment is appropriately managed.
• TUPE and hybrid T&C employees: refer to University HR guidance before proceeding.
• Pensions: a new contract triggers enrolment into a pension scheme, even if employee has previously opted out.
• Right to Work (RTW): cross-departmental transfers do not warrant a new RTW check if there has been no break in service. Follow the guidance on the SIT website.
• Manager Self-Service: if individual has Manager Self-Service access, the previous department should remove this. The new department can request new access, by completing a Service Request.
• Continuous Service: check appointment eligibility for continuous service, and if required, remove the override date in the Continuous Service screen. Read the Continuous Service guide and guidance here.

If a transfer has been requested with incorrect information eg wrong start date. The new department must cancel the request and make a subsequent request.

NOTE: If the previous/outgoing department reject the request a new planned appointment will be required and new transfer request will need to be submitted.

Navigation path: Employee Dashboard > People Management

1. Click VIEW on the Transfers row in Command Centre.
2. Click on Incoming Transfers tab.
3. Search for the transfer you wish to complete
4. Click on the ellipsis and select Cancel Request. 
5. A Comments box will open, add details about the cancellation for the originating department to reference.  
6. Click OK.  
7. You’ll be taken back to the list of incoming transfers and a green success box will appear.  

The originating department will receive a notification of the cancellation next time they log in. However, you should also notify them off system that the request has been cancelled.