Frequently Asked Questions
Who is eligible to participate?
Staff applying for a job exchange must meet the following eligibility criteria:
- General staff
- Completion of a minimum of 12 months of continuous service
Part-time employees who have completed a minimum of the equivalent of 12 months of continuous service may apply, however an exchange would only be possible if another employee working the same fractional profile was also seeking an exchange.
What is the difference between an internal exchange and a secondment?
An internal job exchange is a two-way opportunity where both substantive positions involved in the exchange will be staffed for the entire duration of the approved exchange period. This differs from an internal secondment where an individual employee moves to another unit and their substantive role is not automatically filled.
Can I exchange to a job at a different HEW level?
No, a job exchange is only possible between staff of the same HEW level.
Will training be provided?
Employees must be able to demonstrate that they meet the core requirements of the job exchange position according to the Position Description, including any specified qualifications, experience and skills. Some on-the-job training may be provided for specific systems and processes, providing that the candidate meets the position requirements.
Will my salary change?
Employees will continue to be paid at their substantive level by their substantive unit. While on exchange, staff remain eligible for any increments that would normally apply if they had remained in their substantive position.
Can I take leave during the exchange?
Normally annual leave would not be taken during an exchange period. However for longer exchanges, leave requests should be discussed and agreed to by the relevant supervisor(s).
Will I still accrue leave while on exchange?
Yes, your leave and other entitlements will continue to accrue during the period of job exchange.
Can I accept a job exchange on another campus?
Yes, but the employee is responsible for the costs related to travel between their home and their place of work during the exchange period.
How long is a job exchange?
Most job exchanges will be for a minimum of 3 months and a maximum of 6 months.
The duration of exchange will be subject to the business requirements of each area, and will be negotiated between the employees and their supervisors. Approval of the timeframe for the exchange must be obtained from the relevant Director/Executive Dean/Head of College/School/Division.
When will the exchange start?
The start date of the exchange will be subject to the business requirements of each area, and will be negotiated between the employees and their supervisors. Approval of the timeframe for the exchange must be obtained from the relevant Director/Executive Dean/Head of College/School/Division.
Can a job exchange be extended?
If it is desirable to extend a job exchange beyond the timeframe specified in the Internal Job Exchange Agreement to meet business requirements, an extension can be negotiated between the employees and their supervisors. Approval of the extension must be obtained from the relevant Director/Executive Dean/Head of College/School/Division. However, please note that an extension would only be approved in extraordinary circumstances and must be agreed by both managers and both exchange staff.
Will exchanges be monitored?
Yes, the Internal Job Exchange Coordinator will regularly monitor all exchanges.
Can an exchange be terminated?
If, for unforseen reasons, an exchange is deemed to be unproductive after one month, the supervisor should discuss the possibility of terminating the exchange with the staff member. Approval of the termination must be obtained from the relevant Director/Executive Dean/Head of College/School/Division. A minimum of 14 days’ notice must be provided and both employees must return to their substantive positions.
