Tenure Home Change

Review Faculty Policies and Procedures 5.14 Faculty Transfers Between Departments

1. Typically, a change in continuing commitment letter is developed by the Senior Associate Dean for Basic Research, Biotechnology, and Graduate Studies (Dean Audhya) in collaboration with other SMPH leadership or with the other s/c/d if this is a transfer between two schools.  Once finalized, it is sent to the SMPH Chief Human Resource Officer, Faculty HR, and/or the HR Services Associate Director who may eventually loop in the HRBP. 
1. The department or SMPH leadership should work with Faculty HR if a change in continuing commitment letter needs to be drafted. 

2. Change in Continuing Commitment letter
   
   1. If not yet drafted, SMPH HR drafts the letter and either Dean Audhya or SMPH HR assists with gathering appropriate signatures. Note: if the faculty member is in SMPH but moving to a different s/c/d, the other s/c/d will often initiate the letter and pass along to SMPH for assistance obtaining SMPH signatures.
   2. For a tenure home transfer between two SMPH departments, the letter will require the faculty member’s signature, the signature of both Department Chairs, and the SMPH Dean’s signature.
   3. For a tenure home transfer between two s/c/ds, the letter will require the faculty member’s signature, the signature of both Department Chairs, the signature of both school’s Deans, and the Provost’s signature.
   4. Note: both department’s executive committees must vote on the transfer. If the executive committees don’t agree on the transfer, reference FPP 5.14. The Chancellor or their designee (Provost) will negotiate a final settlement, though the accepting departmental executive committee must vote in favor of the transfer. If this occurs, the Provost should document their settlement and approval in a letter (if questions arise on how to obtain this letter – reach out to Heather Daniels, Secretary of the Faculty)
   5. Once the letter has been signed at the department and Dean level(s), SMPH Faculty HR (or the other s/c/d – whoever initiated the paperwork), will forward on to the Secretary of the Faculty for Provost approval and signature.
      1. As noted above: Provost approval is only needed when the transfer is occurring between two s/c/ds. If the transfer is between two SMPH departments, Provost approval and signature is not needed.
   6. Once approved, the Secretary of the Faculty will email Faculty HR (or the s/c/d who initiated the paperwork) with the approval. The final signed letter should be distributed to those who were involved from both s/c/ds.

1. The faculty member’s current home department will initiate a Job Change > Supervisory Org Change to move the faculty member into the appropriate sup org for their new tenure home/department. If this is us, we follow the Workday steps outlined in the Job Change: Supervisory Organization Change KB, specifically Option 1: Change Job: Supervisor Org Change. If another s/c/d is the current home department of the faculty member, that s/c/d would be responsible for initiating the Job Change > Supervisory Org Change.
   • Note: if this is us (SMPH), we will need to ask the accepting s/c/d the name of the appropriate sup org we should move the faculty member to. Once this initial move is initiated, remaining tasks will appear in Workday for the new home department.
2. The Secretary of the Faculty will update the academic appointment in Workday (change the faculty member’s tenure home). This will go to the Academic HR Partner (AU) of the new home department to approve. Once they approve, it will go back to the Secretary of the Faculty for final approval.
3. If this is a C Basis faculty member who needs to be converted to A Basis (or vice versa), the new home department will initiate a Job Change > Compensation Basis Change in Workday once the sup org change has been processed. This should be effective the same date as the tenure home change.

• Alert department leadership and/or fiscal (if funding needs to be updated)
• If faculty member is now in SMPH and the transfer resulted in a corresponding rate change or retention, forward SMPH Compensation the transfer letter to discuss next steps
• Notify Departmental Payroll and Benefits Specialist of the transfer and discuss any potential considerations due to the move. Cc HR Operations for awareness or if SMPH type access is needed if transferring to us
• If the faculty member is on a visa, notify the SMPH Immigration Specialist of the faculty member’s new tenure home
• Update departmental org charts (if applicable)
• If the faculty member has a lab that will be moving over with them, gather information about the employee(s) moving over:
• Request a list of staff names, titles, appointment details, etc. May want to confirm both with PI and the previous home department
• Confirm the list with the new Department Administrator
• Confirm location, operational area, and time approvers of new staff for transactions and memos

Review additional information outlined in the Job Change: Supervisory Organization Change KBas needed.