Internal Applicant Process Grid of Responsibilities

Responsibility / Activity & Description of each activity
Initial Communications / Interview / Decision Communications / Transition Plan
Secure approval and send communications / Screening and Interview process / Meet with involved parties to relay final decision / If selected, creation of transition plan, content for trainings, and live training if within 90 days of new position start date.
Internal Applicant / - Notify current manager before applying
- If not approved and not on a PIP or under 1 year, discuss why and if needed, contact HR for support / - Meet with HR re: interest, knowledge & what if not selected / - Enter the meeting with an open mind and ready for feedback, follow up with Current Manager to discuss any areas of interest to further develop / - Create training materials for current role’s replacement.
Recruiter / - Notify Hiring Manager of internal applicant, discuss if viable candidate
- Contact Internal Applicant confirming approval & to schedule screening / - Meet with Internal Applicant re: interest, knowledge & what if not selected
- Forward feedback to Hiring Manager and discuss next steps / - Discuss with Hiring Manager next steps if Internal Applicant is still a viable candidate
- If no longer being considered, schedule meeting with Internal Applicant, Hiring Manager and Current Manager
- If selected, discuss outline for transition plan timing and start date with Managers. Draft offer letter and deliver to Internal Applicant, including Hiring Manager as available / - Provide resources such as example transition plans, transition plan document and notify HRIS/Payroll
Hiring Manager / - Meet with Recruiter to determine if Internal Applicant meets basic requirements for the role / - Discuss with Recruiter next steps and if moving forward, meet with Internal Applicant to interview for job and team fit
- Reach out to Current Manager as needed re: feedback / - Relay final decision to Internal Applicant in person, discuss opportunities to develop and transparent about reason for decision / - Create Transition Plan and come to a mutually beneficial agreement with Current Manager and Selected Candidate
- Notify team, organization and welcome selected candidate
Current Manager / - Support Internal Applicant if eligible to apply for career opportunity
- Discuss what would happen if not selected for the role for possible development opportunities / - Work with Internal Applicant to determine development opportunities to keep them challenged and stretching towards career development / - Create Transition Plan and come to a mutually beneficial agreement with Hiring Manager and Selected Candidate

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