Recruitment Policy Procedure in HRM with a Sample of Recruitment and Selection Policy for Example

Employees are an asset to an organization; nothing can be achieved without human resources. Every organization strives to intake the best talent and this is possible with a robust recruitment policy. 

Formulation and creation of recruitment policy driven by professional experts from the outside or in-house HR department, often trial-and-error experience with applicants, Human resource personnel, and candidates. The motive for the implementation of recruitment policies is the effectiveness of evaluation standards to assess recruitment performance and review procedures.

What is recruitment policy in HRM?

Recruitment may be defined as the process of attracting the right talent with the right skills, the right attitude, and the right experience. It is one of the very important and most discussed topics of human resources. Recruitment nowhere is used alone. It includes various terms with it, those terms are selection and induction. As per recruitment and selection policy, the process of talent acquisition starts from recruitment and is processed further with selection and continues till induction. We can explain the term selection as well as induction. Selection is the process of choosing the best person for a given position. Recruitment is attraction and selection is to choose. Induction means introducing the person to the position. In other words, we can say the success of the company is based on the right recruitment to a very large extent as the process of recruitment is based on proper strategies.

 

An organization to survive well must have a concise Recruitment and Selection Policy so that it can have the best talent from a pool of candidates. Having a robust recruitment policy is the first demand of an efficient hiring process. The company must follow the recruitment policy and procedure.

 

What all is needed to create a robust recruitment policy in HRM:

  • Clarity on a strategy to be employed for the implementation of recruitment and hiring policy.
  • The recruitment policy must be a nonbiased policy.
  • Clear cut guidelines to be followed for recruitment, selection, and induction i.e. Hiring Policy.
  • All stakeholders must have defined responsibilities following recruitment policy and procedure.
  • Stress should be on recruiting the right talent as mentioned under the recruitment and selection policy.
  • Entire recruitment selection and induction must be based purely on merit.
  • Focus should also be on the selection of candidates whose value aligns with that of the organization.
  • Clear guidelines on approval flow at the time of the selection process.
  • Proper alignment of manpower at the time of the selection process.
  • Clarity on recruitment of temporary employees, consultants, etc.
  • Clear job description.
  • Clarity on terms and conditions of employment as per recruitment policy and procedure.
  • To follow recruitment policy in a way that is being given as employment policy examples and recruitment policy examples.

 

Why do organizations need to have an Internal Hiring policy in place?

 

  • To ensure the hiring of the right candidate following the right employment policy examples and recruitment policy examples.

  • To have clarity on the process and procedure to be followed to hire the most eligible candidate according to internal hiring policy.
  • Proper match of job description with the business need.
  • Fair selection of candidates following the principles of recruitment policy as explained in the recruitment and selection    policy sample below

.For proper utilization of timings it is necessary to have well-defined recruitment and selection policy sample in place. The very first step to having effective hiring is by having the right recruitment and Selection policy sample in place.

 

There are various factors that affect the recruitment policy of an organization.

 

1. Organisation budget and financials

2. Recruitment policy of competitors.

3. Job market conditions.

4. Specific needs of the organization.

5. Government regulations.

6. Employment Policy of the government.

 

Benefits of having a Recruitment and Selection Policy in HRM

 

1. Clarity on the need for organization.

2. Clarity in the hiring policy process.

3. Right fit with the organization's culture.

4. Sound Hiring decisions.

5. Make the best use of the Employment policy.

6. Better productivity by following principles of recruitment policy.

7. Better culture. How? It has been answered in the recruitment policy PDF

below.

8. Right budgetary calculations.

9. Clarity on the approach to be taken by all stakeholders.

 

Disclaimer: The content prepared has been created with the greatest care. These policies have been prepared for sample. However, for accuracy and completeness, hrhelpboard.com cannot guarantee. The user is therefore requested to professionally and professionally check the suitability of all content for its uses.

 

Employee Recruitment Policy of a Company - Sample 1 
 

     INDEX

  1. Objective
  2. Scope
  3. Purpose
  4. Principles  of  Recruitment Policy
  5. Recruitment and Selection Policy and Procedure
  1. Preparation stage
  1. Steps to be followed under HR Recruitment Policy
  1. Job description for the vacancy
  2. Job specification
  3. Ádvertising
  4. Selection of candidate
  5. Selection and interview
  6. Referees
  7. Appointment of a new candidate
  8. Induction
  1. Recruitment of temporary employees
  2. Responsibilities

 

The objective of Recruitment Policy

The basic objective of a good Recruitment and Selection Policy is to make sure that the right candidate is hired following the right process for hiring and selection. There must be async between the hired candidate and organizational values, philosophy, and goals.

Recruitment Policy

Scope: The Recruitment and Selection Policy applies to all employees who are involved in the hiring process. This policy also applies to all potential job candidates.

Purpose of Company Recruitment Policy: 

The purpose behind the policy is to attract and select the candidate who is outstanding and this requires a sound and systematic recruitment approach. 

Principle of Recruitment Policy 

Below mentioned Principles must be followed while recruiting employees:

  • As per company Policy, it believes in the open competition ways for recruitment.
  • The company makes sure that the right and meritorious candidate is hired through the recruitment process and it also ensures that the most suitable candidate is identified.
  • The company makes sure that the recruitment and selection of candidates happen in a professional way and by following the rules and regulations under employment legislation.
  • The company also ensures that all its employees involved in the recruitment and selection process are well trained. The company provides training to all its employees to make them satisfied that they are well trained to carry on recruitment and they comply with the regulations under the employment policy.
  • The recruitment must be carried out in a manner that enhances the image of the company outside.
  • The company also put in its best efforts to carry out the process in a transparent and effective manner wherein all candidates are treated equally and fairly so that the recruitment experience is a positive one in the company.
  • The company believes in inculcating new and innovative practices in its recruitment process and will promote best practices.
  • The company also tries its best to make sure that this process is carried out in a very cost-effective manner.
  • Any employee in the recruitment team who has a close relationship with any of the candidates applying for any position in the company must make sure that it is declared by the employee at the beginning of the recruitment process and he/she will not be involved in any decision-making process.
  • All the information provided by the candidate must be treated with confidentiality and must not be shared with any third agency.

Recruitment Selection Policy and procedure:

 
Recruitment Policy and Procedure -hrhelpboard
 
There are various stages in the Recruitment and Selection Procedure. The Important stages are explained below:
 
a. Preparation Stage: 
• This is the first stage of the recruitment procedure. Before starting recruitment a thorough analysis of the need of position is carried out. Why a particular position is required is studied in detail.
• After need analysis, the budget is determined for the position. Budgetary studies mean what's going to be the expense of hiring for this particular position.
• The company’s hiring policy stress upon diversity in the workforce so that major emphasis is given to the candidates whose skill set is not in abundance in the company. All the efforts being made to make such candidate attracted towards the company. 
• In order to make a workforce diverse, the advertisement is targeted towards such a group.
• All the new and existing positions for which hiring to be done must be advertised properly.
• To determine the hiring expense and to understand the complete compensation details it is necessary to formally review the role and also know the complete grading system. It has to be determined in case of both new and existing vacant position.
• Before commencing the recruitment process for any given position, it is necessary to take all relevant approvals formally.
• In case there are issues related to any given position, instance for an urgent position, the desired skill set employee is difficult to be identified or relevant talent pool is not available. In such issues, HR can be approached formally.

Steps to be followed under HR Recruitment Policy

1. The Job description  for the vacancy
a.) The next step after the preparation stage lies the preparation of job description for a given vacancy. The job description is meant to describe the main duties and responsibility of a role. It must be either designed or if already available then it must be updated for any vacant position which is to be filled.
b.) The Job description must be prepared with complete care and it must have all the details required for a given position.
2. Job Specification :  
a) The job specification must describe the necessary skill set required, aptitude, knowledge required for the job profile and also experience for the job. 
b) The Personal specification must be prepared with utmost care so that details specified do not indirectly discriminate against any given group.
3. Advertising: 
Another step after preparation of job description and person specification lies the advertising part:
1. According to internal hiring policy,all advertisement for the job vacancy in the company must be posted both internally as well as externally. This is an important step towards the employee career development and job enrichment for existing employee to apply for the vacant position within the company. 
2. Such steps also result in maximising the equality of opportunity for all the employees.
3. Sometimes the position is not advertised internally, This can happen only after receiving a waiver from the HR manager, HOD or director. It occurs when:
a. Special expertise skills are a mandate for a given position or vacancy and extensive search has already been done but no match found within or outside the company except anyone given an individual. In such case, there is no need to advertise for the given vacancy.
b. When the given position is a contractual assignment and is not required for more than a year.
c. The given vacancy is for the shorter duration, the vacancy can be filled in by a substitute.
4. Advertising can also be done with the help of recruitment consultants. The posting of job vacancy can be done both internally or externally. It is however agreed with the recruitment consultant that hiring will take place as per clauses defined in recruitment and selection policy.
5. All details of the vacancy along with job description and person specification is shared with the recruitment consultant and internally in the company when posting IJP'S. This information is shared so that the applicant is well known with the desired details and they can check their suitability for the role. In case further details required  HR department of the company can be approached for the same.
6. If any existing employee wishes to apply for vacant positions. It can be done through internal job posting, posted internally on the company's intranet.
7. Any job posting regarding vacant positions across different geographic locations within the company is also posted on the company’s intranet. The details and  Recruitment guidelines can be found under “International recruitment policy”.
8. Candidates are requested to provide equal opportunity details. This information is separate from the job application and it is up to the choice of the candidate whether they want to share their details or not.
9. The company has a legal obligation to follow the rules and regulations as mentioned under the law and legal compliance. We can find that different laws and regulations which varies with the state and countries.
10. Wherever any information regarding vacant position is advertised it should be done by HR department.
11. Some exceptions wherein advertisements are not done by HR then it is done by some other department but all approval must be taken before posting any such advertisement.( Approval from HR, HOD etc.)
12. All the job postings which are advertised both internally and externally are made available on the company's intranet. The details as desired by the candidate are made available on the internet.
13. The advertising must be done in a cost-effective manner, the budget and the amount to be spent on advertising is pre-decided and approved by HR. The ambition for a robust recruitment process should be such that it does not turn out to be a very costly affair. 
 

Selection of Candidate:

The  selection  of candidates  also requires various steps which can be explained as :
1. The recruiter, recruitment manager and the hiring manager forms a team for shortlisting of the desired profile. There is a whole team to carry on the shortlisting of profile but in order to avoid being biased generally, the recruitment and hiring manager shortlist the profile. 
2. In order to serve the purpose of recruitment policy the selection and shortlisting team members must satisfy the eligibility criterion. It must have members from the different department to promote the company’s approach towards diversity.
3. Members of HR like Senior manager HR etc are involved in the selection and shortlisting phase only for recruitment of senior profiles. Up to assistant Manager level positions, it is the recruiter and direct hiring manager which are involved in shortlisting phase.  
4. Major points must be noted for each candidate who has been shortlisted. These notes are generally attached with the resume of the candidate and it should be noted accurately by the recruiter also in its excel report. The same cover page with shortlisting notes along with resume is shared with the HR department.
5. The shortlisted candidate is shared with details of the selection process through email and telephonic conversation. In case there is any written assessment for the vacancy these details are also shared with the candidate and it must be done 10 days in advance of the scheduled interview date as per the employment policy.
6. If a candidate is based in some other city all necessary arrangement must be made for him like traveling tickets, hotel stay etc before the scheduled interview dates. All necessary arrangement must be made by HR in coordination with the administration department. These all arrangement must be made to ensure that they participate fully in the selection process.
7. The shortlisting of the candidate must be done purely on merit and it should be done only when there is the match of skill set and other desired qualities of the candidate with the details mentioned in the person specification. The candidate whose profile matches with the important criterion must be shortlisted. This is followed under ambition recruitment plan.  No assumptions to be made regarding the qualities of the internal candidate. 

Selection and interview

1. All candidates who have been shortlisted as per person specification and job description criterion are being called for an interview.
2. The Interview is carried out by a panel of members from different departments for managers and above positions.  An interview committee is set up to conduct the interview. However, as mentioned above in recruitment policy pdf for up to assistant manager position the interview panel comprises of 3 people recruiter, the hiring manager and a member of the HR department. The screening round interview is carried out by the recruiter and technical round is conducted by hiring manager and HR round for behavioural skills by the member from HR department.
3. Selection is also an image building opportunity. The recruiter by behaving professionally can build up the positive image of the company because assessment at the time of recruitment and selection under recruitment and selection policy happens two ways. The company assesses the candidate and vice versa.
4. Different selection methods must be used before hiring a candidate. These selection methods must be able to assess the candidate rightly in terms of skills sets, behavioural aspect as mentioned in the person specification. This will remove any biasedness in an interview process.
5. No biasedness should be done while conducting interviews. The structure of the interview must remain the same for all candidates however the interview questions may differ but the level of questions in terms of easiness/difficulty should remain the same. The entire process of the interview should be based on the criterion defined under person specification and as explained by Recruitment policies in HRM. 
6. The notes with important points of the interview must be taken by the interview panel, these notes can be referred back while making a decision regarding the most suitable candidate. All the notes prepared during the interview process must be shared with the HR department and should be kept by HR for a minimum duration of a year.
7. For senior level position, the interview panel should fill in the form given by the HR services team and it should be returned to HR with all other documents. 
8. Candidate feedback is shared with the recruitment consultants when candidates are lined up by them. However,the direct and internally hired candidate, the feedback is given by the recruiting manager. These all steps are followed under recruitment and selection procedure.
9. The candidate who could not make it to selection phase must be informed through telephone or written email about the result of the selection process.

Referees:

1. The references should be made available by the candidate while filling the application form at the time of interview. These details are required to ease out the  Hiring process under recruitment and selection policy.
2. It is the task of interview panel members to seek information about the details of the candidate required while making a final decision. The question asked during the reference check must be based on the qualities mentioned in the job description and person specification.
3. The details should be taken about the current employment. However, the previous company references are also being asked so that the skills and other details can be checked from the previous employer also. 
4. The interview application form and the reference check forms can be collected from the HR department.
5. In general,references are taken at the time of interview and there must be 4 references which are provided by the candidate out of which 2 references must be from the current employer only.
6. As per Hiring policy, in case of urgent hiring, references may be taken over the telephone for the candidate but the standard procedure should be followed in doing so.
7. All the references must be called or contacted with the candidate's consent and their details must be kept confidential.

Appointment of New Candidate

1. Generally after the selection of final candidate a verbal offer can be made to the candidate by the HR department. Initially, in the verbal offer salary, date of joining and other related aspects are discussed with the candidate. The verbal offer can be made by hiring the manager if authorised by HR. The guidelines from employment policy are taken into consideration.
2. The offer made to the candidate has the proposed salary under the fixed slab of salary for that grade. In case exceptional salary hike to be given, HR must be consulted first. If ok from HR end than approval to be taken from HOD and director.  A maximum limit is also defined which can't be exceeded for a given salary slab.
3. After the settlement of verbal offer, the written offer is prepared by HR department considering the service standard. Before making the written offer it is mandatory to carry out the complete reference check of the employee's.  Other checks such as the inclusion of medical certificate by a doctor, authenticity of qualification documents, is done by the HR department.
4. In case of very senior management position, the offer is made by HR head and Director of the company in consultation with the chief executive officer. This clause is specified under the recruitment policy of a company.

 Induction

Induction of Employee Referral

The last stage of recruitment process is the induction programme.  After the initial written offer is made to the new candidate and is accepted by the candidate after signing the offer letter copy, the joining date for the candidate is confirmed. After confirmation of joining date, Hr prepares the induction programme for the new candidate. 

Please note the abovementioned policy sample is an example of an employment policy which can be followed by the company while carrying out its recruitment process. Policy and clauses,however, varies from company to company. Also to be noted the sample above is for the hiring of permanent employees. For temporary employee hiring, below mentioned steps can be taken.  

Recruitment of Temporary employees:

According to the “employee policy for hiring the contractual employee " the recruitment of temporary candidate is done by following below-mentioned guidelines: 

Advertisement:  The advertisement for contractual/ temporary employees is posted on the job portal and Internal job posting meant for temporary staff clearly mentioning that the position is a contractual one and if anyone interested may apply for the same. The IJP posting is generally meant for temporary employees already working in the company and if anyone is looking for job rotation or further career advancement can apply for the same.
 
Shortlisting: The recruitment and selection of candidate are done by the following:
1. Recruiter screen the resume received through job portal and internal job posting.
2. Resumes are matched with the skills set mentioned in person specification and profile with a job description.
3. The shortlisted resumes are then called up for an interview.
4. The Interview is conducted by the recruiter and the direct hiring manager. These steps are taken while abiding by the employment policy of temporary staff.
5. The company from where payroll is processed for temporary employees is informed about the details of the candidate finally selected for preparation of the offer. Salary negotiation with the candidate is done by the contractor company and once salary is freeze, offer letter is prepared and soft copy of the same is sent to the candidate.
6. The induction of temporary employee is done by the contractor company and all documentation part is taken care off.

Responsibilities

The responsibilities of various people involved in the hiring process as per "Hiring Policy” are defined below.

a. Head  of the department: The major task undertaken by the head of the department is as follows 
1. Analysing the need for a given position according to company plan and budget.
2. To ensure that the nominees who take recruitment based decision are trained enough to carry on the task of recruitment.
 
b. Recruiting  Manager :
1. To complete the training programme conducted by the company to carry on well recruitment and selection of employees. 
2. Coordinating with HOD, HR, and finance department regarding the job vacancy.
3. To make sure vacancy that is to be posted is graded and its level is also known before advertising the vacancy.
4. The recruiting manager also makes sure that all the approval is in place before the vacancy is posted for advertisement.
5. Approaching HR in case there is any difficulty in the closure of vacant position.
6. Preparation of job description and person specification draft.
7. Coordination with HR department on the time duration and plan of action regarding the closure of vacancy.
8. Doing tasks like inviting shortlisted candidates for interview, reference checks etc.
9. Coordination with external recruitment consultant for the closure of vacancy.
10. Preparing an induction programme for the new employee.

Interview Panel:

1. All members of the interview panel are requested to undergo the training course organised by the company on the recruitment and selection process.
2. To prepare notes of all the interview decision made so far.
3. To verbally inform the selected candidate.
4. Providing feedback to the unsuccessful candidates.
 
d. Human Resource Department:
1.Coordination with the recruitment manager regarding posting of advertisement, preparation of job description and person specification. 
2. Placement of Job Advertisement. 
3. To make sure all pre-employment checks have been done. 
4. Issuance of the offer letter to the selected candidate. 
5. Monitoring whether recruitment policy is being followed in the filling of the vacant position.
6. Conducting training in recruitment and selection.  
 

  Recruitment & Selection Policy, Procedure – Sample Policy No.2 

  

INDEX

  1. Objective
  2. Purpose
  3. Eligibility
  4. Responsibility of senior management

4.1.Responsiblity of HR

4.2.Responsibility of Managers and supervisors

      5.Principles  of  Recruitment Policy

       6.Steps of Recruitment and Selection Process​

  1. Preparation stage
  2. Job description 
  3. Pre Recruitment phase guidelines
  4. Ádvertising​​
    1. ​Internal advertising​
    2. Process of internal advertising
    3. How to apply for internal vacancy
    4. External advertisement
    5. Process of  external advertisement
    6. How to apply for external advertisement?
  5. Use of recruitment consultant
  6. Process to be followed for recruitment consultant
  7. Screening of Application
  8. Guidelines for an Interview
    1. Steps for conducting an interview
  9. Reference checks
  10. Written offer and documentation
  11. Short listing of Internal Candidate
  12. Short listing  and document of external candidate
  13. Information regarding unsuccessful candidate
  14. selection phase
  15. Induction
  16. Revision of policy
  17. Explanation of policy 

Objective of Recruitment Policy of a Company:

The major objective of a Recruitment Policy (Internal Hiring Policy) is to:The recruitment procedure is just one of the most basic value included Human Resources Procedures. The employment is particularly crucial for managers in the organization. The managers make use of the employment process intensively, as well as contentment with Human Resources is mostly concerning the fulfillment with the recruitment process.

Purpose of Recruitment Policy: The purpose of recruitment policy is to ensure that rightly skilled and qualified candidate are attracted and hired as it is mandatory for the success of an organisation. To do these right and efficient recruitment Policy methods must be chosen. Its purpose is also to have a recruitment policy wherein recruitment and selection (as per recruitment and selection policy) of candidates is based on fundamental principles which are explained later in the employee policy template.

  1. Ensure clarity on the details needed to fill in a particular job vacancy.
  2. Clarity on the type of recruitment procedure to be chosen as per recruitment policy and procedure.
  3. To have resumes of good applicants in pipeline that help in ambition recruitment.
  4. Vacant positions must be filled in timely with best utilisation of available resource.
  5. All information must be provided in a concise and clear manner as per the employee policy template.
  6. To ensure to choose the best candidate.
  7. Recruiters must be well advised to take correct recruitment decisions.
  8. Promotion of positive image of employer.

Eligibility:This recruitment and selection policy applies or includes all positions except the CEO and senior management positions.

Policy: 

1. Our organisation has a commitment towards our section of society towards providing higher standard programmes and services.
2. The company also makes sure to attract right kind of talent by advertising for the vacancies to follow the path of ambition recruitment.
3. The company is also committed towards filling of vacancies through internal job posting as and when appropriate following employment policy.
4.The company is committed towards providing an environment that is free from all kinds of aggressive pressure and intimidation. That gives an exemplary employment policy examples and recruitment policy examples.
5.The company believes in unbiased recruitment and selection and no discrimination is made basis the age, gender, status etc. It believes in providing equal employment opportunity to all applicants and the selection is done based on merit regarding skills, qualification and capability. 

In order to make recognition towards following the policy rightly and implementing it correctly within the company the responsibilities lies on senior management, the HR department and the managers and supervisors.

Responsibility of senior management:

1. To ensure implementation of this employment policy template within the company.
2. To ensure that performance of the company is measured by seeking reports on the real data on a month to month basis.

Responsibility of HR:

1. To train all managers and supervisors on the various aspects of recruitment policy.
2. To guide managers and supervisors regarding their role in the recruitment process following the employment policy.

Responsibility of Managers and supervisors:

1. To follow the recruitment policy sample completely.
2. Must adhere to correct decision-making.
3. To make sure the correct job description is prepared for the vacant positions to solve the purpose of the recruitment policy.
4. Must have clarity on the staffing level for their department are determined and authorized as per recruitment policy of a company.

Underlying principles to be followed under the Recruitment Policy:

Principles of Recruitment Policy

1. Selection will purely be on merit.
2. The information regarding vacancies will be informed to the candidate via internal or external advertisement as per the recruitment policy PDF.
3. Candidates are requested to provide only relevant information as per the job vacancy.
4. All information received from the applicant will be kept confidential.
5. All information provided by the candidate in such a manner that correct decisions regarding the suitability of the profile can be taken.
6. Company ensures that recruitment and selection are conducted in a professional, timely, and responsive manner following the recruitment and selection policy sample.
7. In order to meet with the principles it is ensured that appropriate training and support are given to all employees involved in training and development following principles of recruitment policy.
8. Recruitment and selection must be conducted in a completely professional manner so that the image of the company is enhanced.
9. The company believes in adopting best practices in its recruitment and selection policy sample.
10. The recruitment and selection must happen in a cost-effective manner.

Steps of recruitment and selection process:

Preparation stage:

1. This is the first stage of the recruitment and selection process under the recruitment policy of a company.
2. The recruitment and selection process cannot begin until/unless a complete analysis of the need for the role is done.
3. All new roles must have a defined level, grade, and position before the recruitment and selection process begins. Details are mentioned in the employee policy template.
4. All approvals should be in place before the commencement of recruitment and selection procedure as per recruitment policy and procedures. 
5. Recruitment should form an important part of staffing strategy.
6. For any assistance in recruitment and selection HR must be contacted to have clarity on recruitment policy.

Job description:

1. A clear and concise job description must be created.

2. The job description must clearly reflect all aspects of a job.

 

3. The skills, experience, qualifications, and aptitude required for the particular position should be mentioned in the job description.

Pre Recruitment phase guidelines:

1. Job description with all relevant details must be prepared for all the current vacancies or any vacancy foreseen in nearby future. Data can be obtained as per     Hiring Policy.

2. All details for a particular vacancy must be posted. Details include the duties and responsibilities for a particular position and the level at which hiring is being done. Is it a permanent position or a contractual one, duration of the job, details on shift timings if any, and the job location?

3. Posting the advertisement internally or externally must be done after drafting the job description.

4. Whenever there is a vacancy, it is the responsibility of the manager to give details on various parameters which include the skill set required, total years of experience, and qualification.

5. If no description is available for a given position it is the responsibility of the manager to draft one and get it approved by the human resource department.

6. In case a new position is created it is the responsibility of the human resource department and the manager to draft details for the position in coordination.

7. Before the recruitment process starts it is the responsibility of HR to check-in if the relevant position details are available or not. Is HR clearly checking the recruitment and selection policy sample?

8. All necessary approvals must be taken in advance before the commencement of the recruitment phase.

9. In case a vacancy can be filled in internally, it is the responsibility of the manager to match the position details with the details of the candidate who can fill in the position. Appropriate approvals should be taken before any such internal movement.

Advertising:

Internal advertising

Internal advertising is used when a particular vacancy can be filled with a candidate already working in the company also the manager/supervisor are willing to absorb the talent internally rather than looking for external talent. Mostly internal advertisement is done on the intranet or notice board. However, vacancies can be discussed in meetings as well.

Process of internal advertising:

a) To fill in the position through internal advertisement it is necessary to take all the approval first. Managers need to take approval from HOD and HR. Once approved the process of recruitment begins.

b) Once Hr is notified of the internal filling of vacancy by the relevant department,

HR is supposed to do the following:

1. Post the details of the vacancy which include position, skills required, level for which hiring is done, and experience required.

2. Outline the position.

How to apply for internal vacancy:

1. The interested candidate can send their CV with a cover letter (n regarding why they want to apply for this position) to the supervisor with all relevant details.

2. The CV is sent for acceptance and processing further.

3. The candidate whose work experience, skills, and qualifications matched the profile is called for an interview.

4. Normal recruitment and selection process is carried out in case of internal advertisement.

External advertisement:

An advertisement that is done with a source external to the organization is known as an external advertisement. It is generally done through the internet or by external employment services. 

Process of external advertisement

1. External advertisement is used when a particular position can’t be filled in internally.

2. The position is advertised widely. 

3. The HR department designs the outline of the external advertisement which carries various details like skills required, experience, qualifications, etc.

4. Once the advertisement is designed, it is sent to the concerned manager for approval.

5. Once approved, HR post the advertisement externally.

6. HR Monitors/Manages the response received through external advertisement and monitors the placement of the advertisement.

7. Normal recruitment and selection process happens after shortlisting of the desired profile.

How to apply for an external advertisement: 

1. The interested candidates can send their CV to the email address mentioned in the advertisement.

2. CV once received are checked whether it matches the required skill set, experience, qualification, or not. If it matches candidates are called in for an interview.

3. Normal recruitment and selection process follows.

Use of recruitment consultant

1. Recruitment consultants are used by the organization as one of the sources of external advertising.

2. HR is the first contact point to hire a candidate from a recruitment consultant.

3. The vacancy details and positions are discussed with HR by the hiring manager.

4. These details along with the job description are shared with the recruitment consultant by HR.

5. It is the responsibility of HR to ensure that the recruitment consultant adheres to the company's recruitment and selection policy.

The process to be followed for recruitment consultant:

1. HR receives the vacant position details from the managers /supervisors.
2. HR designs the relevant job description and shares it with the recruitment consultant with vacancy details.
3. Recruitment consultant receives the application by posting their advertisement and after initial screening sends it to HR.
4. HR sends the shortlisted profile to the Hiring Manager for an interview.

 Screening of Application

Screening of application

 

1. It is the task of an external recruitment consultant to screen the applicant against the given vacant position

​2. when recruitment consultant contacted for any vacancy. Resumes are screened against the given vacant position so that decisions can be made regarding the relevant profiles.

3. CVs of the candidate who matches the given profile is shortlisted for an interview.

Guidelines for an Interview

1. Basic purpose of an interview is to give and get information that helps in making a decision whether a candidate is suitable or not.
2. Every individual has their own interviewing style however there are certain parameters that need to be followed while conducting an interview.

Steps for conducting an interview:

1. Screen the resume well before the interview starts and it will help and make a manager feel more confident and comfortable. 
2. Review the resume to check if it meets the following requirements:
a) Basic qualification needed to carry out the job.
b) Total work experience along with specialization in a given area.
c) Skills that are needed to perform a given job and also to check if the candidate possesses some extra skills which can also be required for the given position. 

3. Make the environment friendly and comfortable. The candidate must feel the ease in conversation.
4. The interviewer must not get distracted; the interviewer must keep control over the interview so that meaningful discussion happens.
5. Try getting the relevant information by putting in questions that compel candidates to answer all that managers need to know.
6. Interview must not be a generic discussion session where a candidate is sharing only what he/she wants to share instead they must share what the interviewer wants to know.
7. Communication during the interview session must be smooth. All the barriers while answering the question must be removed.
8. The interviewer must try getting all relevant questions answered and all related topics must be covered.
9. If any aspect is still not clear the interviewer should ask the question again by rephrasing it or it can also be done by returning to it in the latter part of the interview session so that clarity is obtained on that particular aspect.
10.  Well prepare the stage.
11. Interview must be conducted in a meeting room.
12.  There should not be any disruptions due to mobile, laptop, etc.
13. It is generally preferred to have a round table discussion with the candidate so that candidate can have a comfortable conversation with everyone present in the room.
14.  There must be a proper introduction of all members of the interview panel and the candidate.
15. The interviewer must try to keep the conversation straight and structured.
16. Body language must be relaxed.
17.  Form an agenda.
18. Discuss the duties and responsibilities involved in the job
19. Determine the total time that can take place.
20. Provide the complete Job description of the role and responsibilities of the job to the Candidate.
21. Collect information - the structured questions must be put to the candidate so that all relevant information can be obtained.
22.  However some flexibility is required in case some questions arise due to some flexibility in the conversation.
23. Try to get both the positive and negative aspects of the candidate and try to match the requirements.
24.  Reserve some time for discussion on general topics. 
25. Try to have a discussion on additional skills that candidates possess that have yet not been discussed.

 

  Reference Checks

Reference checks:

1.)-After the interview is conducted the next important step includes a reference check. It must be ensured that a proper reference check has been done for the candidate before ore offering an offer of employment to him/her.

2.)-Reference checks must be done by HR and they should be done at least by 2 people the candidate has mentioned under reference column of his/her interview form.

3.)-Details of reference must be clearly mentioned in the employee application form for future references.

Written offer and documentation

Shortlisting of Internal Candidate:

1. After the selection phase it can be an internal or external candidate who gets shortlisted for the final offer.

2. In case an internal candidate is shortlisted finally, the recruitment manager must inform the HR and head of the department.

3. An internal transfer letter needs to be prepared for the finally selected internal candidate but before documentation, it must take HOD and directors' approval on the same and it needs to be forwarded to the Human resource department.

4. Once approval is received by HR, they will prepare a transfer offer letter. A copy of the transfer offer letter needs to be signed by the employee and returned to HR.

5. The documentation needs to be kept in employee personnel records.

Short listing and documentation of external candidate: 

1. In case an external candidate is finally shortlisted the reporting manager must made a verbal offer to him/her.

2. After the verbal offer a written letter of offer will be made to the external candidate.

3. This letter of offer would contain a start date, compensation details, level, designation position and terms and conditions of employment related to the employee.

4. The employee must keep one copy of offer and one duly signed copy with terms and conditions must be returned to HR.

5. The manager is responsible to coordinate with HR to ensure that the necessary documentation, equipments and access privilege are prepared for the new employee. 

6. It is the responsibility of HR department to send an induction kit to the new employee.

Information regarding unsuccessful candidate:

It is responsibility of HR to notify the unsuccessful candidates that they have not been shortlisted. In case an external recruitment consultant services has been used. HR to notify the recruitment consultant of unsuccessful candidates.

Selection Phase:

1.Short listing must be done by at least 2 people to avoid any kind of biased approach.

2. The candidate must meet the requirement needed for the particular profile.

3. A member of HR will normally be there in the selection process.

4. All the details regarding the selection must be shared with candidate who includes any kind of tests etc. Minimum 7 days should be given for that.

5. The candidate whether it’s internal or external must be assessed without any kind of baseness. Only the candidate whose skills, experience, aptitude completely matches with the required criteria should be shortlisted. No suppositions to be made.

6. Managers should consult with the HR department if they require any assistance with selection process.

7. References are being checked on the details as shared by the candidate. 

8. Any checks which may form part of selection process should be conducted prior to issuing of offer of employment.

Induction:

It is the final stage of recruitment process. Once successful candidate has accepted the offer of employment and a start date is agreed, HR is responsible for preparing a comprehensive induction programme for new employee

Revision of the policy

The company reserves the right to revise, modify any or all clauses of this policy depending upon demand of business.

Explanation of the policy 

Corporate HR department will be sole authority to interpret the content of this policy.