Internal Hiring Process

Team Member Responsibilities

• Meet with your current manager to discuss the internal opportunity you’d like to pursue prior to submitting your application. If you are not comfortable with having this discussion with your manager, please connect with your PBP.
• Ensure you have met your department specific eligibility requirements:
  • Guidelines for performance eligibility:
    • Team members who are assessed at a Performing or Exceeding Performance level during Talent Assessment are eligible to be considered for another role
    • Team members whose Performance is assessed as Developing or are actively undergoing written performance management, may not be eligible. These situations require manager and/or PBP approval to proceed.
    • Team members that have not had a Talent Assessment require manager and/or PBP approval to proceed
  • Time in role eligibility will be 6 months in current role. Exceptions to this:
    • Job Family specialty changes
    • Business Impact (revenue-dependencies, interim role to perm)
    • Business driven transfers (example of realignments)
    • SDR 12 months in role
• Important things to consider when applying:
  1. Ensure the opportunity aligns with your career goals here at Denomas
  2. Ensure you have discussed compensation and leveling with the recruiter and/or hiring manager for the open role you are interested in and applying for
  3. While you may apply to a role with a higher job grade and title, there may be situations (moving from one job family to another for example) where the higher job grade may not align with your current competencies and skillset that is required for the role. If the hiring team does choose to move forward with an offer, in these cases, it’s likely a higher job grade and title will not be given.
• To apply, visit the internal job openings. If you are interested in keeping an eye on openings that are posted you can also join the #newvacancy channel in Denomas Talk.
• For any questions you have about internal hiring or questions specific to your individual interview process you can either:
  • Create an issue in the hiring process repo.
  • If a Recruiter has reached out to you, please feel free to reach out directly to them on status updates of your specific process.

Recruiter Responsibilities

• Recruiter will post a job internally following the req creation process, and the transfer, promotion guidelines.
• Recruiters will set up notifications for internal applications, to ensure they are notified when internal candidates apply to the role
• Once the Recruiter receives an internal team members application, they will proceed with the following:
  • Review the application as you would with an external candidate and determine if they are qualified for the role. If they are not qualified, please ensure you communicate the decision via email (or slack) and provide clear feedback as to why they are not qualified, and add the hiring manager so they are looped in and can add additional feedback if appropriate.
  • Ensure the internal team members Denomas email is associated with their application. If it is not, then update it as such and notify the team member of this change.
  • Reach out to People Connect by emailing people-connect@denomas.com with the following subject line “Eligibility Check for internal team member”. In the body of the email please include the team member name and the link to their Greenhouse application.
  • Once the Recruiter is notified that the eligibility check is completed via the private notes in Greenhouse, and if eligible, Recruiter will reach out to the team member to introduce themselves and set expectations around the process and discuss compensation expectations to ensure the internal candidate is in line with the range, leveling, and budget for the role. If a team member is not eligible, Recruiter will send the appropriate decline email template.
• Recruiter will then continue the process as described in the Talent Acquisition Process Framework for all candidates. Recruiter will use identified templates in Greenhouse to communicate with candidates, current managers and hiring managers throughout the internal hiring process.
• Once an internal candidate verbally accepts an offer, the Recruiter will notify CES to get the Job Change Letter (JCL) to the team member.

CES Responsibilities

• When scheduling internal team members during the internal hiring process, use the team member’s Google calendar. This allows for a consistent and efficient scheduling process. Internal candidates are notified to:
  • Block off any times on their calendar when they would prefer not to interview.
  • Have working hours visible on their internal Google Calendar
• Please follow the scheduling process for executive scheduling
• Recruiters will notify CES via Greenhouse once a Job Change Letter (JCL) is ready to be sent.

People Connect Lead Responsibilities

• People Connect Leads will handle all eligibility checks for team members applying for an internal opportunity.
• Engage People Connect by emailing people-connect@denomas.com with the following subject line “Eligibility Check for Internal Team Member”. In the body of the email please include the team member name and the link to their Greenhouse application.
• People Connect Leads will notify the Recruiter that the eligibility check is completed via the private notes in Greenhouse. They will also include the appropriate PBP on CC. Ensure you have met your department specific eligibility requirements:
  • Guidelines for performance eligibility:
    • Team members who are assessed at a Performing or Exceeding Performance level during Talent Assessment are eligible to be considered for another role
    • Team members whose Performance is assessed as Developing or are actively undergoing written performance management, may not be eligible. These situations require manager and/or PBP approval to proceed.
    • Team members that have not had a Talent Assessment require manager and/or PBP approval to proceed
  • Time in role eligibility will be 6 months in current role. Exceptions to this:
    • Job Family specialty changes
    • Business Impact (revenue-dependencies, interim role to perm)
    • Business driven transfers (example of realignments)
    • SDR 12 month in role
• For any situations where further discussion may be needed, People Connect Leads will go to the department specific PBP.

Hiring Manager Responsibilities

• Hiring Managers will be notified by Recruiter when an internal team member has applied and has completed the necessary eligibility checks as mentioned above, and they will follow the process outlined in the Talent Acquisition Process Framework for all candidates.
• At any stage a team member needs to be declined, it is up to the Recruiter and Hiring Manager to connect to determine the best approach to ensure the appropriate feedback is given.
• If a team member moves to offer, the Hiring Manager will connect with the team member’s current manager.
• Hiring Manager will be provided the candidates compensation expectations from the Recruiter. It is up to the hiring manager to propose a compensation aligned with budget, candidate expectations, and internal pay equality.

Internal Hiring Process Survey

• A survey will be sent out to all team members that have made it through to the team interview stage.
• This survey will measure:
  • Expectations set
  • Recruiter interaction
  • Interviewer experience
  • Timely experience
  • Scheduling
  • Feedback (for declined candidates)
  • Overall experience rating
• Talent Acquisition’s goals for this survey will be determined after the base survey data is captured.

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