Internal Candidates - Transferring Duke Employees into an Open Position

When a Duke employee applies for and is hired for an open position, the SuccessFactors' Recruitment module manages the process. This guide explains the required actions for handling these Duke employees referred to as internal candidates.

Kristin Coombs
2 steps
4 seconds

Since internal candidates will become transfers and do not need to complete tasks associated with hiring an employee, **they do not have to complete any onboarding tasks;** therefore, they **should not be moved** to Onboarding status, which implements the I-9/E-Verify process in SuccessFactors. If they are moved to onboarding in error, units will need to submit a service ticket to correct the employee's status. The Transfer iForm cannot be initiated until this status is corrected; therefore, units should anticipate delays.

Keep in mind the following when working with internal transfers: 1. Internal candidates are highlighted with blue font and are clearly labeled within the Recruitment module as shown in the screenshot below. 2. Internal candidates move through the **Candidate Review, Offer Approval/Letter**, and **Pre-employment Step** of SuccessFactors Recruitment. 3. At the **Pre-employment Step**, a member of the business unit's onboarding team moves the internal candidate to **Ready for Transfer** status. This action is the final step in SuccessFactors for internal candidates and allows units to initiate the Transfer iForm. 4. For Duke Health positions where the internal candidate must complete a health screening, the business unit's onboarding team should move the internal candidate to the **Health Screening Requested** (HS Requested) status. Once Employee Occupational Health and Wellness (EOHW) clears the health screening, the unit can move the internal candidate to the **Ready for Transfer** status.

Once the internal candidate has accepted the offer and completed the health screening if required, in SuccessFactors' Recruitment module, under **Pre-Employment Checks**, select **Ready to Transfer**. This action allows the business unit to initiate the Transfer iForm in SAP.

In the event your unit is hiring a current Duke student who is an active student employee into a non-student position (for example, the student is graduating and wants to start a career at Duke), they will be required to apply for the position as an external candidate. If the student employee accepts an offer, they will need to complete the background step of the Pre-employment step, but **do not need to complete onboarding tasks**. The step above applies; however, these student employees are not flagged as internal candidates in SuccessFactors. The business unit will need to actively communicate within the unit about this situation to ensure members of the unit's Onboarding Team are aware and handle the process appropriately.

If the Onboarding Team has questions during this process, University and School of Medicine users should contact [**recruitment@duke.edu.**](mailto:recruitment@duke.edu) and Duke Health users should contact [**DUHSTAPreboarding@duke.edu.**](mailto:DUHSTAPreboarding@duke.edu)

Internal Candidates - Transferring Duke Employees into an Open Position

Kristin Coombs
2 steps
4 seconds