Reassignments

• In accordance with Collective Bargaining Agreement, employees scheduled for a permanent reassignment shall receive written notice at least fourteen (14) days prior to the effective date. For reassignments to or from a satellite campus, a thirty (30) days notice is required .
• To accommodate administrative processing and the clearance of required background checks, HR should receive the permanent reassignment at least one (1) month from the date of the effective reassignment. This interval ensures that all necessary background checks and verifications have been completed before the new assignment begins.
• HR shall secure, review, and file the employee’s reassignment paperwork along with confirmation that the background check has cleared prior to notifying the employee of the new effective date.
• An employee may be permanently reassigned, in their current classification, from one department or unit to another department or unit.
• An employee will not change classification or get a permanent salary increase with this permanent reassignment.
• Requests to permanently reassign an employee must be approved by the appropriate Vice President.

• Temporary reassignments shall follow the guidelines set forth in the Agreement. When a temporary reassignment is implemented, the employee will be given written notice consistent with the bargaining unit requirements.
• Similar to permanent reassignments, temporary reassignments that require background check verification shall be submitted to HR at least one (1) month from the date of the effective reassignment. This interval ensures that all necessary background checks and verifications have been completed before the new assignment begins.
• All temporary assignments and any changes to position descriptions will be communicated in writing, and any revised position description shall be provided to the employee as required by Collective Bargaining Agreement.
• An employee may be temporarily reassigned to a lateral position when the duties are consistent with his/her current classification. A salary increase is not given in this situation.
• An employee may be temporarily reassigned to a position in a higher classification when he/she is required to perform duties inconsistent with his/her current classification.
• Upon completion of the temporary reassignment, the employee shall return to the classification, salary, and assignment they were working in prior to the temporary reassignment.
• When moving to a higher classification, the typical salary increase is 5% or the minimum of the new salary range, whichever is greater.
• Requests to temporarily reassign an employee require the approval of the appropriate Vice President.

• All reassignment actions shall be governed by Collective Bargaining Agreement.
• The policy applies to both permanent and temporary reassignments and must be implemented in a manner that respects the minimum notice periods specified by each Agreement.
• Reassignments are required if the criteria is met below:

• CSUEU (Units 2, 5, 7, & 9) employees can be reassigned for maximum of 18 months.
• APC (Unit 4) employees can be reassigned for maximum of 24 months.

• Human Resources (HR): HR is responsible for receiving complete reassignment paperwork, initiating background checks, and verifying that all pre-assignment requirements are met. HR will also coordinate with the Appropriate Administrator to set the reassignment effective date and ensure that all notice requirements as per the Agreement are observed.
• Appropriate Administrator: The designated supervisor or manager is responsible for confirming that the employee is eligible for reassignment, discussing any changes in position description, and ensuring that internal guidelines reflect the timelines for permanent and temporary reassignments.
• Employee: The employee must submit any required paperwork promptly and cooperate with HR and the Appropriate Administrator during the background check and reassignment process.

Please include the following documentation with your submission:

• Notice of Reassignment
• Reassignment Request Form
• Justification Memo
• Updated Position Description
  • To initiate the process of revising Job Description, please log in to our new Job Description platform JDXpert. Tutorial on how to use JDXpert is available at JDXpert Resources.
  • On JDXpert, for "Type of Request" please select " Permanent/Temporary Reassignment" from the drop down menu.
• Resume (if temporarily being reassigned to a higher classification)

Step #1: Provide the employee with the following at least 14 days prior to the effective start date of the reassignment:

• Notice of Reassignment Memo (Doc) addressed to the employee from the HEERA Manager
• Updated job description
  • To initiate the process of revising Job Description, please log in to our new Job Description platform JDXpert. Tutorial on how to use JDXpert is available at JDXpert Resources.
  • On JDXpert, for "Type of Request" please select "Permanent/Temporary Reassignment" from the drop down menu.
  • Managers will add EE to the workflow in JDX atleast 14 days prior to the effective date of the reassignment.

Step #2: Complete a Reassignment Request Form (PDF) and all other required documentation and submit to Classification and Compensation via Smartsheet.

• In cases where expedited reassignment is necessary due to urgent business needs, HR and the Appropriate Administrator may mutually agree to all exceptions and must be documented in writing.
• Any deviations from the standard notice periods outlined in this policy must be agreed upon by both management and the Union, in compliance with the Collective Bargaining Agreement.

• This policy is effective immediately upon approval and will be administered in accordance with both internal guidelines and the applicable provisions of the Collective Bargaining Agreement.
• HR will periodically review the policy and ensure that the reassignment process – including the one-month background check clearance period – remains in alignment with the latest contractual terms and operational requirements.
• If a temporary reassignment is for a period of more than six months and the reassignment is from a non-exempt to an exempt position, the current Compensatory Time Off (CTO) balance must be paid out to the employee. This applies to CSUEU (Units 2, 5, 7 & 9) employees only.
• If the employee is reassigned from a bargaining unit position to a Management Personnel Plan (MPP) position, the vacation accrual rate will change to 16 hours per month.
• When a reassignment results in a change in the collective bargaining unit, the benefits are subject to change to those provided under the employee's new bargaining unit.
• When an ACP (Unit 4) employee is reassigned to a higher classification, there is a 30-day waiting period prior to the new salary becoming effective.

This policy language leverages the mandatory minimum notice periods provided in the Collective Bargaining Agreement while incorporating a practical administrative lead time of approximately one month to allow background checks to clear before a reassignment becomes effective.