4.09 Internal Transfer Policy

Last Revised: NEW

Refer Questions to: Human Resources

Executive Sponsor: Chief of Staff

Responsible Unit: Human Resources

Effective: August 22, 2025 

STATEMENT

Gallaudet University encourages the professional development of its employees by supporting internal mobility. Internal transfers provide staff with opportunities to pursue new roles, expand their skills, and align their work with evolving interests and goals. This approach not only promotes individual growth but also supports the University’s operational needs and long-term talent retention.

SCOPE

This policy applies to regular status and extended temporary staff in all offices and divisions of Gallaudet University, unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.

POLICY

Internal transfers should follow a formal, competitive search process unless an exception is explicitly approved in writing by Human Resources and the relevant administrative officer. This ensures fairness, transparency, and full consideration of qualified internal candidates.

By adhering to a formal process, the University affirms its commitment to merit-based hiring, staff development, and inclusive internal mobility. To support this commitment, Human Resources encourages hiring departments to post job openings internally whenever possible before considering external candidates. This approach helps recognize and retain talent from within the University community, while also supporting staff in their professional development goals.

To be considered for an internal transfer, staff must meet the following criteria:

• Completion of Probationary Period: Employees must have successfully completed their initial probationary period in their current role.
• Good Standing: Employees must have a record of satisfactory performance, conduct, and attendance. This includes consistent adherence to University policies and demonstration of professional conduct.

The requirement for the completion of the probationary period may be waived if:

• The staff’s position is impacted by a reduction in workforce or job elimination.
• There is a significant change in the terms or conditions of employment (e.g., work schedule, salary, status).

In all cases, the employee’s work record, including performance evaluations, attendance, efforts to develop new skills, and overall conduct, will be reviewed as part of the selection process. Deficiencies in these areas may disqualify a candidate from further consideration.

Transfers between different divisions
If a staff member is interested in transferring to a different division within the University or the Clerc Center, they are encouraged to explore existing job postings and apply as an internal candidate. 

Employees seeking a transfer should meet the minimum qualifications of the position and maintain a record of satisfactory performance and conduct. Human Resources is available to provide guidance and support throughout the internal application process.

There may be some circumstances where transfers between different divisions are permitted without a formal search process, such as:

• Restructuring: When a specific function or department is reorganized under a different division, employees within that unit may transfer to a new division as part of the structural change.
• Position Closure: If a division or department is being eliminated, Human Resources may work with the administrators to identify potential transfer opportunities elsewhere within the University or the Clerc Center, based on the individual’s qualifications and available positions. 

All managers must ensure they receive the appropriate approvals from the administrative officers and Human Resources before proceeding with any transfers. 

Transfers within the same division
Transfers within the same division are another valuable opportunity to support staff mobility, career development, and retention. These internal movements may involve a shift to a different role or team within the same division and can provide employees with new challenges and growth while maintaining continuity in leadership and operations.

While there may be operational flexibility for transfers within the same division, a formal process is strongly encouraged. Any exception must be justified in writing and approved by both Human Resources and the division’s administrative officer. 

These decisions must be made transparently and with consideration of legal requirements and operational needs. Managers must work with Human Resources to ensure proper documentation and communication of any approved transfers within the same division.

All exceptions to this policy require approval by Human Resources in advance and will be reviewed on a case-by-case basis.