Academic Department Transfers

The Procedure for Academic Department Transfer of Faculty Members applies to any cases where a faculty member is being transferred from one primary academic department to another within the College of Medicine, or across Penn State colleges or campuses.

A request for change of the primary academic department must be submitted by both department chairs to the Office of Faculty Affairs. The request should be addressed to the Dean of the College of Medicine and include the reason for the transfer and the effective date of the department transfer. For transfers between colleges within Penn State, the Deans of both colleges must approve the transfer. For the transfer of a tenured faculty member between colleges, the Office of Faculty Affairs will submit the request to the Provost.

In addition to the transfer request, submit a draft “reassignment of responsibilities letter” from the Department Chair in the new department. This letter should follow the offer letter template, to include effective date, salary, job expectations and effort allocation. Faculty rank must not be changed. The letter shall indicate either that the employment relationship is not changing or that the employer is changing (if applicable, in cases where faculty members are transferring between Penn State Health Milton S. Hershey Medical Center and Penn State College of Medicine, or across colleges). Information about background checks, moving expenses, and any other non-applicable information should not be included in the letter. The Department must work with the Controller’s office regarding salary information if any change in salary is requested.

Attach the faculty member’s CV to the request.

For Hershey Medical Center-employed physicians, attach a Clinician Physician Appointment Form and a Penn State Academic Faculty Appointment Form to reflect the new primary department.

Upon approval of the transfer and the reassignment of responsibilities letter by the Dean, the Department Chairs will be notified. At that time, the new Department may proceed with providing the reassignment letter to the faculty member.

After the faculty member has signed the letter, the new Department must notify Human Resources of the department change as well as any approved changes in salary and any new budget assignments. For Hershey Medical Center-employed physicians, also send this information to Kathy Remlinger in the Medical Staff Office.

Send a copy of the final, signed offer letter and the signed Faculty Appointment form to the Office of Faculty Affairs for the Dean’s Office faculty file record.