For Academics, the Intra-Location Transfer template should be used for permanent changes, such as series changes. We have observed Intra-Location Transfer templates being used for graduate student workers without communicating with the department that is currently employing them. In some instances, the current department is planning to extend the job or place the employee on short work break to return at a later date. The Intra-Location Transfer template will use the current employee record, making it impossible for the current department to extend the job or put it on short work break. In most graduate student cases, using the Concurrent Hire template transaction is the better option. The Concurrent Hire template transaction creates a new employee record, preserving the existing record in the current department.
In the spirit of inter-departmental collegiality, it is a best practice for an academic home department to connect with a student’s previous hiring department(s) to coordinate the future funding and/or employment plan for the student. For example, this becomes especially important in the case of intralocation transfer templates, which will terminate the student from the prior job. While terminating a student may seem like the appropriate action, it does not give the previous department the opportunity to manage their position as was planned, such as placing the student on a Short Work Break (SWB) for that position.