Manual SWAP Facility. Frequently Asked Questions

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1 Manual SWAP Facility Frequently Asked Questions 21 st May The following Frequently Asked Questions aim to help you to understand the Manual SWAP Facility and how it may affect you. They do not however, cover all the aspects of the Policy and are not in any way a legal interpretation of the regulations. If you require further information on any of the following or an area not covered please contact National Personnel Records Services at nprs.swap@hse.ie. Q1) Who is eligible to apply for SWAP Facility? A1) You must hold a permanent contract of employment, including a contract of indefinite duration, with the HSE and have successfully completed your probation period at entry grade. Q2) How can I apply for the SWAP Facility? A2) You must apply by completing and submitting the application form which is available on the HSE Website at This must be returned for processing to NPRS, nprs.swap@hse.ie or posted to NPRS, Merchants Quay, Dublin 8. Q3) How do I view the list of possible SWAP applicants? A3) Once your application has been received, NPRS will validate your application. Your line manager will be notified of your application after activation. NPRS will be in contact with you detailing your possible SWAP Applicants. Q4) Can I Swap with Applicants at a different grade/position? A4) No. You will only be given a list of applicants at your own grade/position. If you are a grade 5 you can only apply for a SWAP with another grade 5. Q5) What Grades can apply for SWAP Facility within the HSE? A5) Implementation will initially be on a pilot basis for 6 months for all compliments of staff.

2 Q7) How can I find out where my substantive grade listing is? A7) Your substantive grade will be known by your local HR Department. Q8) What happens if I am already on a Transfer list? A8) Transfer lists are still valid. Anyone already on a current transfer list will remain on that list for the lifetime of the list but retain the right to also apply for the SWAP Facility. A separate application is required for both Facilities. Q9) Can I apply for a SWAP if I work flexible hours? A9) Yes, you can apply for a SWAP however the receiving location may not be able to facilitate the same arrangements you currently have. Q10) Can I apply for the SWAP Facility if I am on Job Share and wish to continue doing so? A10) Yes, you can apply for a SWAP however the receiving location may not be able to facilitate the same arrangements you currently have. Q11) Can I apply for the SWAP Facility if I am on Maternity leave? A11) Yes, this does not affect your ability to apply for a SWAP. Q12) When will my line manager be notified? A12) Your line manager will be notified once your application has been Validated and accepted by NPRS. Q13) How long can I remain on the SWAP panel? A13) You can remain on the SWAP panel until a such a time as you contact NRPS with instruction to remove your application or a SWAP has successfully taken place. Q14) What happens if a line manager does not authorize the SWAP? A14) All parties must agree that the SWAP can take place in order for it to proceed.

3 Q15) If I am already on the National Transfer Panel do I have to apply for the SWAP Facility? A15) Yes. Your existing transfer request will still be maintained by the Transfer Processing Unit, NPRS. A separate application is required to be added to the SWAP Facility. Q16) What do I do to change my contact details? A16) You must contact NRPS to amend your details. Q17) What happens if I receive a promotion whilst on the SWAP panel? A17) You will need to reapply after you have been at your new post for a minimum of 12 months. NPRS must be notified of your promotion also. Q18) Will there be a handover period once the SWAP has taken place. A18) No. Both employees must leave and start on the same day. Q19) Can I take my current terms and conditions with me to my new post? A19) If you are currently on National Standard Terms and Conditions these will continue to apply. Individuals not on the National Standard Terms and Conditions may be subject to the Terms and Conditions currently applied at the receiving location. Q20) What happens if I don t accept the SWAP? A20) You will remain on the SWAP panel until you secure a SWAP or you contact NPRS to deactivate your application. Q21) Will the HSE refund any expenses incurred due to my SWAP taking place? A21) No. Any expenses incurred due to a SWAP taking place will be borne by the Employee. Q22) Once a SWAP has been agreed how long will it take to be released from my current location? A22) Both you and all other parties in the SWAP process must agree a suitable release date. Applicants should start work in their new post no later than 4 weeks from date of notification in accordance with HR Circular 001/2015.

4 Q23) When can I apply for another SWAP? A23) You will be able to apply for another SWAP once a period of 12 months in your new post has been completed. Q24) Can Temporary employees or those with a fixed purpose or fixed duration contracts apply for a SWAP? A24) Only employees with a contract of Indefinite Duration previously referred to as a Permanent Contract can apply. Q25) I am currently in a generic Grade 6 post can I apply for a SWAP to a specialist grade 6 post? A25) Yes. You must possess the necessary qualifications for the post you wish to swap to. Q26) Can I apply to go onto the SWAP panel if I am currently on a Career break? A26) Yes you can apply for a SWAP while on a career break. Q27) Can I remain on the SWAP Panel if I go on Career break? A27) Yes you may remain on the SWAP list. However if you are offered a SWAP you will be required to take up the duties of the position within 4 weeks of being offered the post. If you are unable to take up the duties of the position offered you may remain on the SWAP panel. Q28) Can I SWAP if I am undergoing Disciplinary Action? A28) If you are currently in the process of disciplinary action, you may only SWAP when disciplinary action has been resolved. i.e. if you are in the middle of a stage of disciplinary action you may not SWAP. Q29) My current line manager has put various mechanisms in place to support my disability requirements and/or special needs, how do I ensure that these will be accommodated if I take up an exchange? A29) You should discuss this with the line manager in the area you are due to SWAP with. This will ensure the line manager is aware of your requirements prior to the SWAP being offered /accepted.

5 Q30) Can I carry over leave when I SWAP? A30) Yes you can carry over leave to your new location. Your new line manager must be informed of the amount of leave being carried over and agreement reached for the taking of the leave based on service requirements. Q31) I am currently on Secondment to another area, can I still apply to be added to the SWAP panel? A31) If you are currently a HSE employee you are allowed to apply for a SWAP on your substantive HSE permanent grade from your substantive HSE location. Please note that if you proceed with a SWAP your Secondment will cease.