Purpose  |  Scope  | Policy  | Procedure Exchange Program Application  (Form HR 4.30A) Form Instructions "Quick Print" Form  (Print a blank form ready to use in a typewriter or to fill out by hand.) Exchange Program Listing and Record of Exchange Agreement  (Form HR 4.30L) Form Instructions "Quick Print" Form    (Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Exchange Program Application and  Exchange Program Listing and Record of Exchange Agreement   forms are available in "Quick Print" format for your convenience.

To establish guidelines for the exchange of employees among UNCW departments.

Applies to the exchange of non-probationary SPA or EPA non-faculty employees among university departments and activities.

1.    Purpose of Exchanges.
 
     a.    To promote the professional development of employees through job exchanges designed to broaden the employee's experience or build skills and abilities that enhance the likelihood of an employee being promoted to positions of greater responsibility at the university.

     b.   To assist departments in meeting peak workload requirements by sharing staff employees with departments that have different peak workload periods or in meeting departmental needs for employees with special skills or abilities.


2.    Nature and Duration of Exchanges.

 
Exchanges may be concurrent, reciprocal, or cooperative in nature and may be of any duration up to four months or one full semester. All parties involved must agree upon the conditions of an exchange.
• During concurrent exchanges, employees who perform substantially the same duties trade responsibilities and departments during a designated period.
• During reciprocal exchanges, departments "trade" the services of employees during different periods of time. Reciprocal exchanges generally last from two to six weeks and may, but need not, extend for equal periods of time in the affected offices.
• During cooperative exchanges, departments loan an employee to another department but do not receive an employee in the exchange.
3.    Approval Authority.
 
All exchanges must be approved by the department head (Dean, Director, Department Chair, or higher authority) of both departments involved. Exchanges involving contract or grant funds must also be approved by Sponsored Programs.


4.    Termination of Agreement.

 
Department heads may agree to terminate an exchange agreement at any time. Employees may agree to terminate an exchange agreement with the approval of the respective department heads. Human Resources should be notified in writing that an agreement has been terminated.


5.   Evaluating Exchange Employees.

 
The performance of employees participating in an exchange program may be evaluated informally by the department head where work is being performed. Formal evaluations of employees performing exchange duties will not be conducted; nor will exchange work be included in the employee's regular performance evaluation.


6.    Evaluating the Exchange Program.

 
At the end of the exchange period, Human Resources will provide an Employee Exchange Program Evaluation form to the department heads involved and to the employee(s) participating in the exchange program. The evaluation forms must be completed and returned to Human Resources.

1.    Requesting Exchanges and Facilitating Agreements.
Employees seeking a job exchange should send a completed Exchange Program Application (Form HR 4.30-A) to Human Resources.

Departments which may benefit from a workload sharing arrangement with another department or which require special skills may apply to participate in the Employee Exchange Program by completing Section I of the Exchange Program Listing and Record of Exchange Agreement (Form HR 4.30-L) and forwarding it to Human Resources.

Human Resources will attempt to match employees requesting an exchange with departments that have particular needs. Human Resources may publish departmental listings of exchange positions or maintain a file of employees seeking exchange positions to facilitate this process.

2.    Finalizing Exchange Agreements.
Details of the final exchange agreement will be worked out between the department heads of the departments involved with assistance from Human Resources, as required.

Final terms of the exchange agreement must be recorded on a copy of the Exchange Program Listing and Record of Exchange Agreement (Form HR 4.30-L) and sent to Human Resources. The following information must be included in Section II of the agreement:

a. Names and position titles of employees exchanging.
b. Brief description of work to be performed during exchange.
c. Times and dates of the exchange.

Exchange agreements must be signed by both department heads and, if contract or grant funding is involved, by Sponsored Programs.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.
 

The employee wishing to participate in the Employee Exchange Program should complete the form.  Items on the form are self-explanatory; therefore, no additional instructions are provided.

Submit the completed form to Human Resources.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.

Items in both sections are self-explanatory; therefore, no additional instructions are provided.

Section I.   Any department that may benefit from a workload sharing agreement with another department may apply to participate in the Employee Exchange Program by completing Section I of this form.

Section II.  To be completed by departments entering into an Employee Exchange Agreement.

Submit the form to Human Resources after completing Section I and again after completing Section II..