When a non-probationary employee transfers to another position within VCU:

The employee must complete the steps below prior to the last day of work in their former department:

1. Update progress on all SMART goals in Talent@VCU.
2. Change all goal end dates to the last date of work in the former department (See Talent@VCU documentation for specific instructions).
3. Change all goal weights to 0%.
4. Submit the changes to the manager for approval.
5. See the HR Professional for your school/unit if you have further questions.

The launching manager must complete the steps below prior to the last day of work for the employee:

1. Update progress on all SMART goals in Talent@VCU.
2. Approve SMART goal end dates and weight changes.
3. See the HR Professional for your school/unit if you have further questions.
4. Works with the gaining manager as appropriate to finalize employee’s annual review during the annual review process.

The gaining manager:

1. Meets with the employee within 30 days of their new position start date to discuss goals and objectives.
2. Makes sure the new employee enters new goals with a start date of the first day of new position and end date the last day of the performance cycle (10/31).
3. Works with the launching manager as appropriate to finalize employee’s annual review during the annual review process.

NOTE: As the annual review is a look back for the full review period, both launching and gaining managers are responsible for providing progress, feedback and contributing to the annual review in collaborative manner.  Primary ownership of the annual review will remain with the manager who was responsible for the employee for the majority of the annual review period. The HR Professional in the employee’s current school/unit can assist with technically assigning the appropriate co-planners as necessary.

When an employee transfers to a different state agency, the employee is responsible for the following the steps below prior to their last day of work at VCU:

The employee should complete the steps below prior to the last day of work at VCU:

1. Update progress on all SMART goals in Talent@VCU.
2. Change all goal end dates to the last date of work. (See Talent@VCU documentation for specific instructions).
3. Change all goal weights to 0%.
4. Submit the changes to the manager for approval.
5. See the HR Professional for your school/unit if you have further questions.

The manager must complete the steps below prior to the last day of work for the employee when request is received in Talent@VCU:

1. Update progress on all SMART goals in Talent@VCU.
2. Approve SMART goal end dates and weight changes.
3. See the HR Professional for your school/unit if you have further questions.

Prior to the last day of work in their former department they should meet with each direct report and update progress on the goals for each in Talent@VCU.

The HR Professional should work with the reviewer for the employees and/or other department leadership to assign an interim manager if a permanent replacement is not in place before the transferring/exiting manager’s last day of work.  

If the manager is transferring to a different role at VCU more than 60 days into the performance cycle, the manager could be assigned as a co-planner in Talent@VCU to complete the performance review process or they could complete the offline performance review form for each employee and send it to the new manager to be included in the annual review.

NOTE: As the annual review is a look back for the full review period, both launching and gaining managers are responsible for providing progress, feedback and contributing to the annual review in collaborative manner.  Primary ownership of the annual review will remain with the manager who was responsible for the employee for the majority of the annual review period. The HR Professional in the employee’s current school/unit can assist with technically assigning the appropriate co-planners as necessary.