Cardiff and Vale University Health Board and Cardiff University
PROCEDURE FOR HANDLING REQUESTS FROM MEDICAL STAFF TO SWITCH EMPLOYMENT
BETWEEN CARDIFF AND THE VALE UNIVERSITY HEALTH BOARD AND CARDIFF
UNIVERSITY
This procedure applies to those doctors employed by either Cardiff University or Cardiff and Vale
University Health Board who wish to switch their employment to the other employer.
1. Contractual information
1.1 It should be noted that this procedure does not apply to situations covered by the Transfer
of Undertakings (Protection of Employment) (TUPE), but to situations where it is agreed by
all parties that the individual's employment should voluntarily be changed from Cardiff and
Vale University Health Board to Cardiff University, or vice versa.
1.2 The doctor should note that by switching his / her employment, his / her current employer
will cease by way of resignation, and his / her appointment with the new employer will be
on their prevailing terms and conditions of employment. A copy of the relevant terms and
conditions of employment may be obtained upon request from the respective HR
Department.
1.3 The doctor's continuity of employment with his / her new employer will start with effect
from the date of appointment; employment with the previous employer will not count
towards the period of continuous employment with the new employer.
1.4 Both Cardiff University and Cardiff and Vale University Health Board operate the NHS
superannuation scheme, and pensionable service will not be affected by changing
employers. Transfers into the Universities Superannuation Scheme (USS) may be arranged
from other approved superannuation schemes and the doctor should seek advice from
Cardiff University's HR Department if they wish to explore this.
2. Requesting a switch
2.1 The doctor concerned submits an initial request to their proposed line manager (either
Clinical Director or Head of Department).
Agreed at Cardiff Partnership Board
2 February 2011
2.2 If supported, the proposed line manager proposes the switch to the Staffing (Medical) Sub
Group of the Cardiff Partnership Board.
2.3 The Staffing (Medical) Sub Group considers the request and, if it determines that the request
is reasonable, from the point of view of both organisations, gives agreement in principle.
2.4 The HR Department of their proposed employer informs the Doctor of the contractual
implications of resigning from their existing employment and re-engagement by their new
employer and sets out their pension options.
3. Approval process
If the doctor wishes to proceed with their request:
3.1 The HR Department of the proposed employer obtains written consent of the doctor to
request personal data (including remuneration and pension arrangements) from their
existing employer to assist the process. Permission to undertake any necessary
vetting should be sought at this point.
3.2 The HR Department of the proposed employer provides the existing employer with the
intended date of appointment and requests written confirmation of the doctor’s:
 ongoing clinical commitments;
 any specific funding sources linked to commitments;
 a schedule outlining the personal and existing contractual details of the doctor and
any additional payments of which the doctor is in receipt.
3.3 In addition the relevant HR Department should confirm:
Either: for Cardiff University clinical academics requesting a consultant post in the University
Health Board, that the original appointment process had ‘appropriate’ representation from
the UHB or the former Trust on their appointment panel. In the case of clinical academics
appointed after 1997, who need to be on the Specialist Register, this means that
the University appointment panel must have included the statutory members required for
an NHS Consultant panel.
Or: for UHB doctors requesting a post in Cardiff University, that arrangements have been
made to assess the doctor’s academic standing against the criteria for the level of academic
post and that that standing has been verified by the Academic Promotions sub-committee in
accordance with University regulations.
3.4 The proposed line manager (UHB Clinical Director or Cardiff University Head of Department)
produces a business case, including a job description and job plan. The business case should
outline any changes in work patterns and confirm all elements of any proposed changes to
the delivery of teaching and research work. For UHB Doctors requesting a post in Cardiff
University, the School of Medicine HR Team will work with the proposed Head of
Department to develop the business case and supporting documentation to satisfy the
required post approval process.
3.5 The job plan should be approved by the UHB Assistant Medical Director – Workforce or
Cardiff University’s School of Medicine Dean (or delegate).
Agreed at Cardiff Partnership Board
2 February 2011
3.6 The request should then be approved by the UHB Divisional Management Team or Cardiff
University’s School of Medicine Executive Team.
3.7 The request should then be approved the UHB Operational Board of Directors or Cardiff
University’s Director of Human Resources.
3.8 Staffing (Medical) Sub Group of the Cardiff Partnership Board considers and gives
final ratification of the request.
3.9 On receipt of written ratification of the request, the HR Department of the new employer
will make an offer of appointment.
4.
Acceptance of substantive and honorary employment
4.1 The Doctor must formally accept the offer of employment by the new employer and give
written notice of their resignation to their current employer. The period of notice may be
less than the contractual notice period, if mutually agreed between the doctor and the
employers.
4.2 The doctor should make arrangements to use any accrued annual leave before leaving their
current employment as leave will not transfer between the employers.
4.3 The HR Department of the new employer will request an appropriate Honorary Title from
the honorary employer on behalf of the doctor.
Agreed at Cardiff Partnership Board
2 February 2011