<Company Name>

HR Policy

Hiring Policy
Policy Effective Date: <DD/MM/YY>

No part of this documentation may be reproduced or transmitted in any form or by any means, electronic
or mechanical, including photocopying or recording, for any purpose without express written permission of
the CEO of <Company Name Here>.
© 2021, <Company Name Here>. All Rights Reserved

Revision History
Ver Change Description Prepared By Reviewed By Approved By Date
No.

Table Of Contents
1. Objective 3
2. Scope and Applicability 4
3. Definition/Glossary 4
4. Policy/Process 4
4.1. Definition 4
4.2. Hiring Process and Procedures 4
4.2.1. Personnel requisitions 4
4.2.2. Intake meetings 5
4.2.3. Job postings 5
4.2.4. Internal applicants 5
4.2.5. Interview process 6
4.2.6. Reference checks 6
4.2.7 Job offers 6

5. Special Circumstance and Exception 6

6. Non-compliance and Consequence 7

1.Objective
It is true that employees are the true assets of any organisation. It is therefore
imperative that a sound hiring policy is in place to ensure certain guidelines are
established to ensure consistency and quality in hiring. The policy will endeavour
to make the hiring process an excellent experience for both the recruitment
teams as well as the candidates.
2.Scope and Applicability
This process is applicable to the HR department, recruitment team and talent
vendors.

3.Definition/Glossary

Term / Abbreviation Definition / Expansion

4.Policy/Process
4.1. Definition
The hiring process begins with the resource assessment for the year between
respective HR personnel and Functional heads. Based on approved numbers,
skill sets and experience required for the Company’s growth, the Recruitment
team will commence the hiring process. Hiring is a continuous process having to
take care of additional headcount and replacement of manpower who have left
the organisation during the year.

4.2. Hiring Process and Procedures

4.2.1. Personnel requisitions
Personnel requisitions must be completed to fill <Company Name Here>’s
positions. Requisitions must be initiated by the department
supervisor/manager, approved by the division head and then forwarded to
the human resource (HR) department.
Personnel requisitions should indicate the following:
● Position title.

● Position hours/shifts.
● Exempt or non-exempt status of the position.
● Reason for the opening.
● Essential skill requirements, experience and qualifications (a
current job description must be attached).
● Any special recruitment drive/advertising instructions.

4.2.2. Intake meetings

HR will arrange a meeting with the hiring manager to conduct an intake
meeting prior to posting a job opening to learn more about the position,
the requirements and the profile of the ideal candidate. The recruiting
strategy will be set during this meeting and expectations established with
all the key stakeholders.

4.2.3. Job postings

HR will create job postings that briefly describe the job opening and
communicate <Company Name Here>’s brand. All job openings will be
posted concurrently on <Company Name Here>’s intranet and externally
with sources appropriate for the position being filled. Jobs will remain
posted until the position is filled.
The HR department will be responsible for tracking all applicants and
retaining applications and resumes as required.

4.2.4. Internal applicants

Current employees with a satisfactory employment status may apply for
internal job openings. The process for such applications will be based on
the Internal Job position policy of <Company Name Here>
All applicants for a posted vacancy will be considered based on their
qualifications and ability to perform the job successfully. Internal
candidates who are not selected will be notified by the HR department.

4.2.5. Interview process

The HR department and the hiring manager will screen applications and
resumes prior to scheduling interviews. Initial interviews are generally
 conducted by the HR department and the hiring manager using behaviour-
based interview questions and a structured interview process. Candidate
evaluation forms will be completed after each interview and retained with
the application.
The HR department will notify applicants who are not selected for
positions at <Company Name Here>.

4.2.6. Reference checks

HR will conduct professional reference checks and employment
verification of the probable candidates based on the results of the
candidate evaluation forms completed by the interviewers. A minimum of
three professional references are required from each candidate.

4.2.7 Job offers

After a decision has been made to hire a candidate, an offer will be made
contingent on the satisfactory completion of required background checks
and testing. Background checks will vary depending on the position and
may include Education/profession check, previous employment
verification, address verification criminal history, credit history, driving
record, drug testing or any other relevant information for the job.
Internal applicants must complete required background checks or tests not
previously completed.
Once the HR department receives satisfactory results from all required
background checks and medical tests, candidates will be provided with a
final job offer. If a candidate fails to accept an offer of employment within 7
calendar days, the offer may be rescinded by the company.

5.Special Circumstance and Exception

Existing employees relations, spouse, siblings etc can be hired with the explicit
approval of HR in writing but they have to be placed in a different team or
department. The relations cannot report to the existing employees or vice versa.

6.Non-compliance and Consequence

The hiring of relatives without the knowledge of or without informing HR or the
Hiring Manager will be treated as non-compliance of this policy and appropriate
action will be initiated under the rules of this policy or any other appropriate policy
by HR.

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