Mandate: Human Resources Title: Inter-Company Transfer

Policy

Policy: Version

November 30, 2009 Effective Date: June 01, 2007

Supersedes:

Authority: Chief Human

Resources Officer

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Policy Statement

SCM Insurance Services recognizes that employees are the key to our success. We are

committed to assisting our employees in reaching their professional goals including

consideration of internal transfers and promotions, where available and applicable.

The purpose of this policy is to provide guidelines that will ensure transfers are thoroughly

considered for appropriateness for both the employee and the hiring branch or department and

to subsequently assist with an orderly process for the transfer that considers both operational

requirements and impacts to the employee. Transfers may be between branches, business units

or regions and may arise from transfers or promotion opportunities. This policy may also be

used for employee-initiated requests for transfer.

Scope and Applicability

This policy applies to all employees of the following Divisions of the Corporation:

• SCM Insurance Services

• ClaimsPro Inc.

• Forensic Investigations Canada Inc.

• SCM Risk Management Services Inc.

Company Responsibilities

1. The Branch Manager submits a hiring request to Human Resources, including a

complete job description. If this is a request for a new position, approval to hire must be

obtained from the Business Unit Leader prior to contacting Human Resources.

2. Where possible, Human Resources will post the position internally and externally.

Internal postings will, be sent communicating the posted opportunity on the

Corporation’s Internal Career Portal, outlining the required skills, qualifications and

abilities and advising of application procedures. Employees will have an appropriate

time period to respond, which will be outlined on the posting.

3. Where appropriate, the posting process may be waived. In a case where there may be

an employee that is targeted for the position, then discussions with the employee’s

existing manager must take place prior to any informal or formal contact with the

targeted employee. Ideally, this process will eventually be linked to the Corporation’s

internal career-pathing program.

4. Qualified candidates, that meet the minimum requirements, will be considered for the

position and the following process would then apply:

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a. Candidate to be contacted and pre-screened by Human Resources. At that time

Human Resources will work, with the candidate through the process of

notification of current Employee Branch Manager and Business Unit Leader

(ClaimsPro), Regional Leadership (Forensics/SCM Risk Management).

b. Candidate to meet with the hiring Branch Manager and Human Resources,

where possible and appropriate, for an interview and evaluated against the

criteria of the position as well as potential that could be achieved within a

reasonable timeframe.

c. If deemed appropriate to move to referencing stage – then references to be

completed with current manager and others (internal/external contacts) if

applicable.

d. A review of past performance and attendance and punctuality records will be

considered as part of the criteria.

5. The candidate who best matches the required skills, qualifications and abilities of the

position and has successfully met the placement criteria (as outlined above and under

Employee responsibilities) will be selected.

6. The Business Unit Leader or Regional Leadership must provide written permission for

the transfer.

7. The hiring Branch Manager will then contact the existing manager to discuss

transitioning the employee within a reasonable time frame.

8. Employee must sign new contract prior to effective date of transfer.

Guidelines:

• Current manager to provide a reference.

• Employee to be made aware that he/she relinquishes all rights to his/her previous

position once transfer is complete.

• The existing manager, hiring manager and the Human Resources Recruiter will

discuss and develop a transition plan under special circumstances.

• External candidates will only be considered where appropriate.

• The Human Resources Recruiter will facilitate the transfer process. Disputes will be

resolved with the involvement and cooperation of the hiring manager and the

exiting manager. If necessary a representative from Human Resources will facilitate

the resolve

Employee Responsibilities

1. Eligibility Requirements

Employee should ideally, be fully functional within their current position, however each

circumstance will be evaluated on their own merit for appropriateness including skills,

qualifications, abilities and future potential. Employee, at a minimum:

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• must have consistently met appropriate performance standards of current position.

• meets the qualifications listed for the position on the job posting and has the

applicable skills and abilities required for success.

• meets licensing requirements for new position, or will be able to within a

reasonable time frame.

• has a clear attendance and punctuality record (validated through Human

Resources).

• meets the personal suitability criteria, including proven team participation abilities,

that would ensure the placement would have a high chance of success.

• successfully completes any testing required to determine suitability.

• is not currently following an action plan for performance improvement in his/her

current position.

• must agree to internal (and sometimes external) referencing with current managers

and others.

2. Employee completes Internal Job Application/Request for Transfer Form and supplies

current resume. (Forms posted on the appropriate Corporate system).

3. Internal Job Application/Request for Transfer Form will come directly to Human

Resources for action.

4. The application will be considered through the normal recruitment process and

submission or solicitation of resume is not a guarantee of placement.

5. The employee will be responsible for assisting Human Resources in notifying their

current Branch Manager of their possible transfer and will be required to participate

reasonably in the transition process.