Transfer Guidelines

Transfer forms are part of the HR Transaction System and are used for a variety of reasons as described below.

Faculty

P&S

Merit

SEIU

 

Faculty

  • Job Change Transfer: Used to show changes in department and/or college affiliation; changes between tracks (non-tenure, tenure, clinical, and research); when moving an employee from a different employee group (e.g., P&S, Grad Assistant, Post-Doc) to a faculty appointment; and when a tenured faculty (FT) member is appointed to a full-time administrative (FM) position (the department must also initiate a complimentary FT appointment). When moving a faculty member to Emeritus status, please see Emeritus Faculty Status for information on processing Emeritus appointments.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
With Benefits

Fiscal Year

Academic Year

Yes
Without Benefits

Fiscal Year

Academic Year

First Semester

Second Semester

Yes
Complimentary N/A No

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  • Interim Appointment: Used when a faculty member is appointed to an interim position for a period of time.  
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
With Benefits

Fiscal Year

Academic Year

Yes

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  • Org Change Transfer: Used to transfer an employee’s position to a new org/department when position ownership changes.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
With Benefits

Fiscal Year

Academic Year

Yes
Without Benefits

Fiscal Year

Academic Year

First Semester

Second Semester

Yes

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  • Paygroup Change: Used when changing the type of paygroup on an existing appointment.  The org/department and faculty rank are not changing.  Examples include changing from fiscal to school year or from bi-weekly non-student to fiscal.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
With Benefits

Fiscal Year

Academic Year

Yes
Without Benefits

Fiscal Year

Academic Year

First Semester

Second Semester

Yes

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P&S

  • Furlough Transfer: Used when an applicant exercises furlough consideration through the Jobs@UIOWA search process.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes

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  • Furlough Networking Transfer: Used when org/department hires a furlough candidate without conducting a search utilizing the Furlough Networking Program.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes

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  • Job Change Transfer: Used to correct a job code; when an employee is selected for a position in a lower pay level; when an employee is selected for a position in a different employee group (P&S, SEIU, Merit, bi-weekly); or to return an employee to their former position following the end of an interim appointment.  
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes
Temporary

Fiscal Year

Academic Year

First Semester

Second Semester

Yes
Research Intern N/A Yes
Complimentary N/A No
Bi-weekly Non Student N/A Yes

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  • Interim Appointment: Used when an employee is transferred into a vacant P&S position on a temporary basis.  (The Electronic signature of the staff member will serve as their acceptance of the terms and conditions of the interim appointment and agreement.  Approval by the Department Administrator, the organization/College and University HR via Workflow will constitute approval of the interim appointment agreement.  Some departments may continue to use and attach old interim appointment form with signatures.)
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

No

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  • Lateral Transfer: Used when an employee is selected for a position in a lateral pay level, regardless of the pay structure A or B; or when correcting the position number of an original appointment or transfer (requires original requisition number and remarks explaining request).
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes
Temporary

Fiscal Year

Academic Year

First Semester

Second Semester

Yes
Research Intern N/A Yes
Complimentary N/A No

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  • Org Change Transfer:Used to transfer an employee’s position to a new org/department when position ownership changes.  (If Org change is a result of a search or search waiver, use Job Change Transfer, Promotion or Lateral Transfer)
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

No
Temporary

Fiscal Year

Academic Year

First Semester

Second Semester

No
Research Intern N/A No
Complimentary N/A No

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  • Paygroup Change: Used when changing the type of paygroup on an existing appointment.  The org/department and job classification are not changing.  Examples include changing from fiscal to school year or from academic year to fiscal.  This form is not used when transferring a bi-weekly employee to a regular appointment.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes
Temporary

Fiscal Year

Academic Year

First Semester

Second Semester

Yes
Research Intern N/A Yes
Complimentary N/A No
Bi-weekly Non-student N/A Yes

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  • Promotion: Used when an employee is selected for a position in a higher pay level, regardless of the pay structure A or B. If applicable, used following the end of an interim appointment if the employee has been selected for the position (a Search & Selection or Search Waiver must be approved).
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes
Temporary

Fiscal Year

Academic Year

First Semester

Second Semester

Yes
Research Intern N/A Yes
Complimentary N/A No

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  • Special Assignment: Used when an employee is transferred into a special assignment prior to leaving the University in order to retain them in a different role.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Regular

Fiscal Year

Academic Year

School Year

Yes

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Merit

  • Merit Demotion: Used when a Merit employee transfers from a position in a higher pay grade to a different position in a lower pay grade.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Merit Original Entry: Used when a current Merit employee in a probationary period is selected for a position in a different Merit classification.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Merit Recall: Used when an employee takes a position through the bumping process rather than taking a layoff and is subsequently placed via Recall to the previously held class; or a laid off Merit employee who is rehired with the Recall/Reemployment priority.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Merit Reinstatement: Applies to previous permanent Iowa Board of Regents Merit Employees who resigned in "Good Standing". This reinstatement status applies to classifications where the qualifications are met and are in the same pay grade or lower than the last permanent job previously held.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Merit Reassignment: Used when a current Merit employee in a probationary period is selected for a position in the same classification; when an employee is placed into a new position as a result of a reduction in force; or for position management/budget cleanup (an explanation must be included in the Remarks section of the form).
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Permanent

School Term

Yes
School Term

Permanent

School Term

Yes

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  • Merit Contract Transfer: Used when an employee with permanent status transfers to another position in the same classification while exercising their contract transfer rights. 
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Yes
School Term

Bargaining

Yes

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  • Merit Lateral Transfer: Used when a Merit employee transfers from one Merit position to a different Merit position in the same pay grade.  
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Merit Promotion: Used when a Merit employee transfers from one Merit position to a different Merit position in a higher pay grade.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Job Change Transfer: Used when an employee is selected for a position in a different employee group (P&S, SEIU, Merit)
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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  • Interim Appointment: Used when an employee is transferred into a vacant P&S position on a temporary basis. (The Electronic signature of the staff member will serve as their acceptance of the terms and conditions of the interim appointment and agreement.  Approval by the Department Administrator, the organization/College and University HR via Workflow will constitute approval of the interim appointment agreement.  Some departments may continue to use and attach old interim appointment form with signatures.) 
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

No
School Term

Bargaining

Exempt

No

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  • Org Change Transfer: Used to transfer an employee’s position to a new org/department when position ownership changes.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

No
School Term

Bargaining

Exempt

No

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  • Special Assignment: Used when a Merit employee is transferred into a vacant Merit position on a temporary basis.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer
Permanent

Bargaining

Exempt

Yes
School Term

Bargaining

Exempt

Yes

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SEIU

  • SEIU Weekend option: Used when an SEIU employee contract transfers to a weekend position.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer

Permanent

Temporary

Weekend

N/A

Yes

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  • Job Change Transfer: Used to correct a job code; when an employee is selected for a position in a lower pay grade; when an employee is selected for a position in a different employee group (P&S, SEIU, Merit, bi-weekly) or to return an employee to their former position following the end of an interim appointment.  
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer

Permanent

Temporary

Weekend

Bi-weekly Non-Student

N/A

Yes

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  • Org Change Transfer: Used to transfer an employee’s position to a new org/department when position ownership changes.  (If Org change is the result of a search or search waiver, use Job Change Transfer, Promotion or Lateral Transfer)
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer

Permanent

Temporary

Weekend

N/A

No

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  • Interim Appointment: Used when an employee is transferred into a vacant P&S position on a temporary basis.  (The Electronic signature of the staff member will serve as their acceptance of the terms and conditions of the interim appointment and agreement.  Approval by the Department Administrator, the organization/College and University HR via Workflow will constitute approval of the interim appointment agreement.  Some departments may continue to use and attach old interim appointment form with signatures.)
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer

Permanent

Temporary

Weekend

N/A

No

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  • Lateral Transfer: Used when an employee is selected for a position in the same pay grade; or when correcting the position number of an original appointment; or transfer (requires original requisition number and remarks explaining request); or move SEIU staff out of weekend option.
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer

Permanent

Temporary

Weekend

N/A

Yes

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  • Promotion: Used when an employee is selected for a position in a higher pay grade. If applicable, used following the end of an interim appointment if the employee has been selected for the position (a Search & Selection or Search Waiver must be approved). 
Appointment Sub Type Appointment Term Signed Offer Letter Required with Transfer

Permanent

Temporary

Weekend

N/A

Yes

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