Job Rotation Policy

This policy details a company’s outlook and approach on cross-functional transfers in order to maintain a fully-skilled workforce. The policy also facilitates employees in their career progression by regularly rotating job responsibilities and attendance.

This policy template is available for download in Word format.

With this Job Rotation Policy template, you can:

• Standardise the principles of job rotation policy for the easy understanding of employees and managers
• Publish procedures on how to apply and recruit eligible employees for internal jobs
• Define roles and responsibilities of managers, HR and employees in the entire process

In just a few minutes, you will be able to create a job rotation policy. This policy covers rules to be followed with respect to:

• Eligibility of employees for a job rotation opportunity
• Planning and preparing a workforce that is equally skilled for any business demands and requirements
• Resource optimisation

Job Rotation Policy

Objective

Job rotation is the systematic movement of employees from one role to another within the organization at appropriate intervals to achieve various objectives such as orienting employees, training, enhancing career development and creating a succession plan.

The objective of the job rotation policy is to enable staff members to develop knowledge, new skills and a broader understanding of the Company’s operations / programs and to utilize them effectively.

Scope and Applicability

This policy applies to all employees of < Company Name here >.

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy/Process

Definition

< Company Name here > encourages staff to avail any available opportunity to develop their knowledge and skills using various learning programs, including job rotations and short/long term developmental assignments.

The job rotation program involves the assignment of an employee in a position or department for a predetermined period to perform the specific duties of another position.

Any supervisor may initiate a request for a job rotation assignment after careful evaluation of existing assignments. Job rotation may be inter-departmental, within a division of < Company Name here > or in a cross-functional division.

All employees who have completed < No of months > of regular employment with < Company Name here > are eligible to voluntarily request for or participate in job rotation programs.

Job Evaluation

Each department will assess the job skill requirements regularly in order to be concurrent in their functions and in alignment with client demands. The Functional Manager, along with the Department Head, should evaluate the skill requirements and share the same with HR. The department should justify the need to rotate the jobs of certain staff members in order to either enhance their skills or to source the available talent from other departments.

Procedures

• A written request for job rotation must be submitted by the employee to his or her supervisor (the "sending supervisor"). The request should indicate the desired job, the location, the duration of the assignment and the expected outcome and benefit of the assignment.
• The sending supervisor and employee should determine and finalise the plan on a proper handover of current responsibilities before proceeding on a job rotation program.
• The employee, the sending supervisor and the receiving supervisor should meet to discuss the possibility of job rotation, the assigned duties, time frames, schedules, hours, etc., so that details can be negotiated and arranged. A job rotation request can be denied if it cannot be balanced with the needs of < Company Name here >
• The sending supervisor, receiving supervisor and the employee shall collaborate to determine the duration of job rotation. Rotations may be full-time or for a fixed tenure. Rotations can also be based on an allocation of time where an employee works at his or her regular job for a portion of each workday and, during the rest of the day, rotates to another job.
• Both the sending and receiving supervisors should obtain approval for job rotation assignments through their appropriate chains of command.
• If the arrangement is acceptable by all parties, the receiving supervisor will complete the job rotation agreement and have it signed by the employee, the sending supervisor and appropriate stakeholders. Copies of the signed agreement should be provided to HR where it will be recorded for workforce planning efforts and to be maintained in the employee's personnel file.
• An employee on job rotation shall receive a performance evaluation as appropriate. If it is a temporary rotation, the sending supervisor is still responsible for the performance evaluation of the employee. He/she and the receiving supervisor shall collaborate as appropriate on the employee’s evaluation. Where the rotation is permanent and has been for more than six months under the receiving supervisor, the receiving supervisor will be responsible for the employee’s performance evaluation. The appropriate supervisor shall retain responsibility for the timely completion of the performance evaluation.
• If travel expenses are involved in the job rotation assignment, the entity that requires the travel will be responsible for absorbing travel expenses, unless other payment arrangements are made and agreed to by the parties involved.
• A job rotation assignment may be extended by mutual agreement of the parties. Management may terminate the assignment at any time. If the rotation assignment is extended or terminated, the same should be documented in writing, signed by all individuals on the original agreement and copied to all parties, including Human Resources.
• Questions or concerns regarding the job rotation assignment should be addressed with Management and/or Human Resources.

Special Circumstance and Exception

Any deviation from this policy has to be approved by Management. Any changes to the policy have to be approved by Human Resources.

Non-compliance and Consequence

Violation of this policy is subject to disciplinary action, up to and including termination.