Faculty Academic Home Transfer Between Units

Procedure for faculty to transfer their tenure/continuing home from one academic unit to another CALES unit. This is expected to be a very rare event.

1. Faculty (“candidate”) officially requests the transfer in a single memorandum to departing and receiving unit heads and the dean with a rationale why a transfer is good for the units, college, and U of A; or candidate agrees to a transfer request from the dean in writing based on administrative rationale as to why this is good for the units, college, and U of A.
   1. The memo must be signed by the candidate and must define the proposed effective date of transfer.
2. The departing and receiving unit heads must write separate memoranda to the dean in support of, or in opposition to, the transfer. Please note that, if unit heads are supportive, Step 3 must be completed and documented in the memorandum to the dean (Steps 2c and 2d). The unit head memoranda should document:
   1. The disposition of all applicable resource issues, such as office and lab space, research or other equipment, computers, vehicles, etc., and must agree on the future treatment of budget lines, including grants (including IDC) and (if applicable) start-up funds. Current practice is that funds held to support the candidate in the departing unit will move to the new unit.
   2. Memoranda should also describe why and how academic and curricular integrity of both units will be maintained, how departing unit will not be harmed, and how the receiving unit will be positively impacted by the transfer.
   3. If supported, the memorandum of the receiving unit head must include the results of the faculty vote in their unit (see Step 3).
   4. If supported, the memorandum of the receiving unit head must also include an updated draft Letter of Offer for employment of the candidate.
3. The faculty of the receiving unit must use their normal faculty governance process to decide whether or not to formally endorse the transfer; this will be conveyed by memorandum to the receiving unit’s administrative head. As per Step 2c, this memorandum will also be included in the unit head’s memorandum to the dean. This memorandum need contain no justification but must contain the tally for the unit faculty voting.
   1. Prior to voting, the faculty of the receiving unit may request a review of the candidate’s CV and/or a seminar presentation by the candidate.
4. All materials must be collated into a single PDF packet by the receiving unit head and sent to the dean for review, changes, and final endorsement.
   1. In cases of dissenting opinions, the dean will make the final decision consistent with the U of A Guidelines for Shared Governance Memorandum of Understanding.
5. If/once endorsed by the dean, this packet is sent to the provost for review and endorsement. The administrative unit heads and the candidate will be notified at the time the packet is sent.
6. If endorsed by the provost and returned to the dean, the following steps are taken to finalize the transfer:
   1. The administrative unit heads and the candidate will be notified at this time that the endorsed transfer is returned to the dean;
   2. The candidate is provided with the final Letter of Offer for signing; and
   3. The receiving unit’s business officer updates MSS with the change in tenure/continuing home department, and websites, etc. are updated.