Internal Hiring Process
This page outlines Middle Georgia State University's internal hiring process. While this is a wonderful opportunity to retain employees who have a desire to pursue other career paths or achieve promotions, it can pose internal challenges when the transition is not handled properly. To ensure a smooth transition and promotes fairness across the organization. Please adhere to the following guidelines to support a structured and equitable internal transfer process. Please note this does not include any division-specific hiring information. For assistance, please email .
Pre-Offer Communication
Pre-Offer Communication
- Prior to HR extending a formal job offer to an internal candidate, the receiving manager is required to notify the current manager of the selection decision. The notification must be via TEAMS or an In-Person meeting. Email notification is not acceptable.
- During this communication, the receiving manager must confirm with the current manager that: o The employee is not currently on a performance improvement plan, attendance plan, or any other disciplinary action plan.
- The employee has been with MGA for at least one year.
- A satisfactory performance appraisal is on file for the employee. HR can also verify this information.
- The receiving and current managers should collaboratively determine a formal effective date for the transition. The current manager cannot hold the employee.
- A minimum two-week period is required between the offer acceptance date and the employee’s official start date in the new role to allow for adequate transition planning.
- If the receiving manager and the current manager are unable to agree on the effective date for the transition of the employee, the division Vice Presidents will step in to resolve the matter.
- A new Internal Selection Job Offer form has been created to include confirmation that the receiving manager has met with the current manager, The new form requires signatures from the: current manager, receiving manager, current VP and receiving VP.
- HR will not proceed with extending the job offer until the Job Offer form has been completed.
- MGA Internal Selection Job Offer Form
Temporary Dual Reporting Arrangement
Temporary Dual Reporting Arrangement
- While requesting the employee to perform their current and new role for a period is generally not preferred, exceptions may be made in cases where a clear business need exists. In such instances:
- A temporary dual appointment arrangement may be permitted only if mutually agreed upon by both the current and receiving managers.
- The duration of the arrangement should not typically exceed 30 days, unless both the receiving and current Vice Presidents mutually agree to an extension.
- This period is intended to support transitional needs and should not be extended beyond the specified timeframe.
- All such arrangements should be documented and submitted to Human Resources in advance to ensure proper oversight and alignment with organizational policies
Transition Planning (Current Manager)
Transition Planning (Current Manager)
Upon notification of the internal candidate selection and acceptance of the position, the current manager is responsible for coordinating a comprehensive transition plan. This should include:
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Exiting Employee
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- Completion of outstanding responsibilities
- Knowledge transfer to team members if necessary
- Exit checklist (equipment and key return, unnecessary system access removal, etc.)
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Human Resources
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- Meet with HR to discuss plans for replacing the existing employees’ position.
- Review current job description and make changes as necessary.
- Determine timeline for posting the vacancy
- Coordinate with receiving manager and HR to determine timeline for communication of the selection.
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Colleagues
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- Meet with your internal teams to communicate the change and transition of duties if necessary.
- At the appropriate time, notify impacted departments of the change.
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Note: Current manager should not wait to start the transition process. Start immediately upon notification that the employee has accepted a new position.
