LORETTO INTERNAL TRANSFER POLICY No.

25
Date Reviewed: Next Due: Approved:
October 2019 October 2022 February 2012

To ensure the transfer of employees within the organisation is as smooth and effective
as possible it is recommended that the following guidelines be adhered to.

For the purpose of clarifying the meaning of service and transfers within this policy,
employee’s contracts state a service and a location where the employee will be based.
If there is more than one location within the service, the employee may be required to
work between these locations. This would not be classed as a transfer in relation to this
policy. The internal transfer policy would only be applicable if moving to a location out
with the stated service and to an equivalent post.

Under section 8 of Loretto’s terms and conditions it states that from time to time staff
may be required to transfer to or accept secondment from one location to another as
may be considered reasonable in the service of the organisation.

Employee Transfer Application

If an employee wishes to transfer within the organisation, an internal transfer application

form should be completed and passed to their Line Manager. All Loretto Care transfer
applications are kept in a locked file within the Care Management department at Head
Office.

Applications will only be accepted for transfer where the employee has completed one
year’s experience in their current service/section. There may be exceptional
circumstances when this timescale may not apply such as occupational health
recommendations that cannot be accommodated within the employee’s current
service/section.

Procedure for Transfer Requests

All internal transfer applications should follow these guidelines:

 The employee’s current Supervisor and/or Deputy Service

Manager/Service/Section manager will meet with the employee to discuss the
suitability for transfer and agreements will be reached on what supervision
information is required. A staff transfer handover sheet will be completed by the
employee and current Supervisor and forwarded to the new Supervisor prior to
any transfer meeting taking place. This will be overseen by the Responsible
Manager according to the Care Regulator.

 Where agreements cannot be reached on the information to be passed over, this

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 should proceed to the Deputy Service/Service/Section Manager whose decision
will be final

 A three-way meeting should take place between the employee, their present
supervisor and the Deputy Service/Service/Section Manager of the Service they
may be transferred to.

 At this meeting all outstanding issues, on-going training, strengths etc should be
discussed.

 The manager must check if the employee’s SSSC registration is up-to-date.

 Consideration should be given to the employee’s personal circumstances, the

impact on both services of any formal training the employee may be going
through and individual development plans.

 The details of the meeting will be recorded and a copy given to the employee
and a copy held on file.

 If the transfer goes ahead the employee’s file will be transferred detailing, their
attendance, annual leave allocation, KWDM Minutes, training required/received,
correspondence and appraisal records.

Refusal of Transfer

If a transfer is refused the employee will be supplied with details of why this decision
was reached. This will be provided by the Deputy Service/Service Manager/Section of
the potential service/section who has the final decision. A meeting will take place and
the content of the meeting minuted.

Reasons for refusal may include the Deputy Service/Service/Section Manager’s view
that the employee concerned does not have the specialist knowledge and/or experience
required or that lone working for the employee concerned is not considered suitable.

The outcome of this meeting will be confirmed in writing. Should you be dissatisfied
with the response you may pursue this under the grievance procedure.

Employees Transferred by the Organisation

Where Loretto is transferring employees from one service/section to another, a meeting

will be held to discuss the situation prior to the transfer this will be attended by the
employee and Deputy Service/Service/Section Manager.

At this meeting the following areas will be addressed and minuted -

a. Reasons for the transfer

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b. Timescales for the transfer
c. If the transfer is a permanent or temporary move
d. Relocation cost if appropriate
e. Salary changes if appropriate
f. If a temporary transfers the procedure for returning to their service
g. Annual Leave allocation
h. Learning objectives for the transfer where appropriate.
I. Whether specialist knowledge needs to be acquired and how,

All other procedures remain as for transfer requests.

The organisation will endeavour, where possible, to give employee’s one-month notice
of any necessary adjustments to their domestic arrangements.

However, there will be emergency occasions when it will not be possible to give such
notice and where this is the case the organisation will endeavour to be as flexible as
possible with regard to individual circumstances.

Recruitment

Recruiting managers must check the transfer file prior to advertising vacant posts.

If an internal transfer request is received after advertising an internal vacancy for the
same service/section as the request, employees should be aware that their transfer
request would not be considered for that vacancy. Employees would be required to
apply for the post using the organisation’s recruitment process.

Protection of Salary

Employees who the organisation request to transfer to a post which attracts a lower
salary than their current post will be offered 6 months’ protection of salary from the date
of transfer.

Employees who request a transfer to a post which attracts a lower salary than their
current post will not receive protection of salary.

Change of Service

Employees who the organisation transfer to another service will be entitled to receive
reimbursement of additional travel expenditure for a period of six months.

Employees who change their service at their own request will be liable to pay additional
travel expenses themselves as per the Travel and Subsistence Policy.

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 LORETTO HOUSING ASSOCIATION/LORETTO CARE
INTERNAL TRANSFER APPLICATION FORM

NAME: _____________________ SERVICE/SECTION: ____________________

Date of Commencement: ____________________________________________

1/ Service/Section Transfer Request for: ________________________________

2/ Reason for Transfer Request

3/ Supporting Statement Supplied: Yes/No

4/ Have you applied for flexible working in the last 12 months? Yes/No
Please provide details of your current work pattern/hours

5/ Do you consider yourself to have a disability? Yes/No

If yes, please provide details of any adjustments you require or current

adjustments already in place

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Employee Signature__________________ Date __________________________

6/ Transfer Application Approved Yes/No

If no, reason for rejection

Line Manager Signature___________________Date________________________

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 LORETTO HOUSING ASSOCIATION /LORETTO CARE

INTERNAL TRANSFER HANDOVER SHEET

Employee _______________________________ Date ___________________

Current Supervisor __________________ New Supervisor _________________

Transferring From ____________________ *Service/Section (*delete as applicable)

Transferring To ______________________ *Service/Section (*delete as applicable)

Start Date ________________ Date of Transfer Meeting ___________________

This form should be completed by the employee and current supervisor, the employee’s
supervision minutes, staff development profile, appraisal minutes and Loretto’s Internal
Transfer policy should be consulted, when completing this paperwork.

Knowledge

Skills

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Attitude

Strengths

Attendance

Work Practice

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Team Working

Training Record – Training Received to-date (statutory and non statutory, dates
and renewal dates)

Development / Relevant Qualifications / Training Required

Supervision Issues and frequency of sessions (include last date of supervision)

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Staff Continuous Development Portfolio in place YES/NO (is this up to date)

Last Appraisal Date _______________ Next Appraisal Date ________________

Any other note of interest / outstanding issues / personal considerations

(Equality Act 2010, Flexible working, etc)

Determine if PVG Application required. Completed YES / NO (If no record why not,
and date when this will be completed, if yes record date completed and passed to HR)

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S.S.S.C Registration (i.e. registered or not, if registered, registration number, check
that it is up-to- date, if not does the staff member have the necessary qualification in
place for when registration date takes affect, if not what action are in place to address
this)

Change of Staff Details Form Completed YES/NO (if not - record why not, if yes -
record date completed and passed to ACM)

Employee Signature ___________________________ Date ________________

Current Supervisor ____________________________ Date _______________

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Please sent a signed copy to new supervisor before date of transfer meeting – this is
to allow for preparation. Thank you

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