Recruitment Process

Table of Contents

1. PROCESS STATEMENT.............................................................................................4
2. OBJECTIVES................................................................................................................4
3. RECRUITMENT PROCESS.......................................................................................4
3.1. GETTING RESOURCE REQUEST..................................................................................4
3.2. GETTING THE JOB POSTED.........................................................................................5
3.3. RECEIVING AND SCREENING APPLICATIONS AND RESUMES.....................................5
3.4. INTERVIEWING CANDIDATES.....................................................................................5
3.5. REFERENCE CHECK...................................................................................................5
3.6. PRE-EMPLOYMENT MEDICAL CHECK...................................................................6
3.7. OFFER...................................................................................................................6
3.8. RELEASING OF THE OFFER........................................................................................6
4. HIRING OF TEMPORARY RESOURCES...............................................................6
4.1. PAY...........................................................................................................................7
4.2. SERVICE PERIOD........................................................................................................7
5. REVIEW.........................................................................................................................7
APPENDIXES....................................................................................................................8
APPENDIX A: STAFFING REQUEST FORM.........................................................................8
APPENDIX B: CANDIDATE EVALUATION FORM.............................................................10
APPENDIX C: RECRUITMENT SLAS................................................................................12
 Revision History

Affected
Ver. No. Date of Release Author(s) History of Changes Approver
Sections
1. Process Statement

<<ABC>> recognizes that achievement of its strategic goals and securing of its values is
dependent on the recruitment of a skilled and committed workforce. <<ABC>>’s
recruitment process is designed to help achieve this.

2. Objectives

The recruitment process has the following objectives:

 To ensure that the recruitment is as per the company expectations. (e.g time,
skills, etc.,)

 To attract sufficient applications from potential candidates with the required

skills, qualities, experience, and competencies deemed as being necessary to the
job.

 To develop and maintain processes which will assist in ensuring the appointment
of the most suitable candidate.

3. Recruitment Process

3.1. Getting Resource Request

Need to hire a resource can be due to any of the following instances:

1. Non-availability of existing resource to fulfill a new requirement.
2. Replace an existing resource
3. Vacancy created due to the resignation of a existing resource
4. Recruitment as backup resource
5. Other reasons as deemed fit by the CEO / President and Senior Management

The request to hire a resource has to be done through the ‘Staffing Request Form’ (Refer
Appendix B).

A staffing request has the job specifications detailing the job title, mandatory skills,
desired skills, responsibilities, location, start date, and approximate end date of the
assignment.

The HR Head approves hiring of a resource based on Staffing Request. In the case of
Shadow requirements, the President’s approval is sought and based on which the HR
head approves hiring.

Note: The term ‘Recruiter’, where it appears refers to the Recruitment wing of the HR
department.
Recruiter initiates the search as per the specifications mentioned in the staffing request
form.

3.2. Getting the job posted

The Recruiter notifies the details of the positions to the

 Vendors such as associate companies, hiring agents
 Existing <<ABC>> employees. Such referrals through employees are rewarded
through the Employee Referral Scheme.
 Media, as may be required

3.3. Receiving and Screening Applications and resumes

Based on the staffing request, the recruiter does a preliminary screening of the resumes.
Shortlists candidates based on qualification, experience, location constraints and salary
details as mentioned in the Resume.

3.4. Interviewing Candidates

<<ABC>> HR encourages a multi level interviewing of every potential new hire there by
ensuring the right person for the job.

Levels of interview
1. HR Interview - The HR interview ensures that there is synergy between the basic
values of the candidate and those of <<ABC>>.
2. Technical Interview - (Necessary skills are tested) Based on the seniority of the
New hire, the number of technical interviews can vary. HR maintains a list of
Primary and Secondary Interviewer panel to conduct interviews. The interview
assessment is recorded in the ‘Interview Assessment Sheet’ [Refer to Appendix
A].
3. Client Interview – Optional and based on the need of client.

Pre-employment Medical Check

Every candidate that clears the interview is asked to undergo a medical check. The
individual’s employment (if offered earlier to facilitate notice to the current employer) is
subject to satisfactory result of the medical test and fitness to be employed.
 Offer

The recruiter proposes the designation, cost to the company, expected date of joining and
the relevant IT experience to the Head HR for approval. This is determined after due
consideration of internal salary structure, band width etc.

3.8. Releasing of the Offer

After obtaining the approval from the Head HR, the recruiter releases the conditional
offer via e-mail to the candidate.

Upon receiving the acceptance from the prospective employee the hard copy of the offer
is provided i.e. either in person or via courier.

In the event a candidate is rejected for what-ever reason, the information as appropriate is
communicated to the source from which the candidate was referred.

It is also the responsibility of the recruiter to follow-up (by phone or e-mail) with the
selected candidate until the time he/she joins the organization and reports for duty.

3.5. Reference Check

It is mandatory that all prospective employee have to undergo pre-employment screening.

Reference Check is being outsourced to Hill & Associates who would conduct Pre
Employment Screening as below:

Employment Check

H & A will obtain verification from the most recent previous two employers including
verification with the HR department. The verification will include details on last
designation, dates of employment & any issues during the employment

Professional Reference Check with Supervisor in Previous Organizations

H & A will obtain feedback from the two previous supervisor of the prospective
employee on his work related parameters like performance, strengths, weakness,
integrity, interpersonal skills, team management skills, reasons for leaving, eligibility for
rehire etc…
Education Check

H & A will check to verify highest education qualifications of the prospective employee.

Criminal Record Check

H & A will check with the police station under whose jurisdiction the current address of
the prospective employee comes.

OFAC Check

H & A will conduct a check against U.S. Office of Foreign Assets Control’s Specially
Designated National & Blocked Person’s List, the Bank of England’s consolidated list of
financial sanctions & any list maintained by the India Govt. of Individuals who the Client
should not be associated with.

 <<ABC>> will submit a request to H & A in a completed application form with

necessary authorization.

 It would include prospective employee authorization, 2 passport size photographs,

proof of residence, copy of Education degree & copy of the relieving letters from
past employers.

 Upon completion of each individual screening check of the prospective employee,

H & A will deliver a written interim report to <<ABC>> within 10 working days.

 A final report having the details of the Criminal check shall be submitted within
21 working days.

 The report will reflect in detail the results of all the various checks on the
prospective employee & whether they are deemed satisfactory.

 Incase there are any negatives identified regarding criminal background,

education, employment or otherwise H& A will use its best efforts to provide
documentary proof to verify such negatives.
 

4. Hiring of Temporary Resources

When there is a need to engage a resource for a temporary period, the concerned Manager
can raise a request to HR by e-mail. HR in consultation with the President will make
necessary arrangements to identify a suitable candidate and will negotiate a stipend.

HR will issue a letter to the selected candidate, which will detail the start date of work
and the service period.
Temporary resources will be eligible to receive only Gross Monthly Salary and will not
be eligible for any other benefits as applicable to regular employees of the Organisation.

If the temporary resource is required to work on weekends and on holidays, he/she will
be eligible for claims towards transportation and food expenses as mentioned in the HR
Policy and the same needs prior approval from the respective Manager.

4.1. Pay

All temporary staff positions will be paid stipend once a month by cheque. HR will check
for attendance and will advice finance for payment.

4.2. Service period

At any point of time, the services of a single temporary resource should not exceed 120
days on a single stipend period.

5. Review

The recruitment process is reviewed on a quarterly basis by the HR Head to ensure

alignment with the business environment and goals of the organization. Process
compliance is monitored during the audits conducted by the <<ABC>> QA team.
Appendixes

Appendix A: Staffing Request Form

<<ABC>> Staffing Request Form

Date Requester
Division
Project Name
Name
Project Description
(Business Case level)
Business Description
<Optional>
(Business Case level)
Technical Approach <Optional>
Client Location
Client Contact/PM Interviewer

(POSITION TITLE)
REQUIRED (candidates without these skills will be rejected)

DESIRED (candidates will be accepted if these skills are

Requirements/Skills
unavailable)
(Language/Platform/
Business)
Non-Technical (describe any special requirements – ie
Communications for PMs)

Role/Responsibilities

Approx
Appro
# Approx Start Date of
On/Offshore x End
FTEs Date Move to
Date
Offshore
 # Approx Start
Off Shore Approx End Date
FTEs Date
# Approx Start
On Site Approx End Date
FTEs Date
Appendix B: Candidate Evaluation Form

Candidate Name ____________________ Date of Interview _______________

Client/Project ____________________ Position ______________________

ASSESSMENT CHART

SNO SKILLS GOOD SATISFACTORY POOR

(Mention based on priority) (Tick) (Tick) (Tick)

INTERVIEWER 1:
REMARKS:

STATUS: Shortlisted Rejected Hold

SIGNATURE: ____________________________ DATE: _________________________________

INTERVIEWER 2:
REMARKS:

STATUS: Shortlisted Rejected Hold

SIGNATURE: ____________________________ DATE: _________________________________

Educational Qualification: _____________________________________________

Relevant Work Experience: _____________________________________________

Onsite Experience: _____________________________________________

Work Location Preference: _____________________________________________

Passport Validity: _____________________________________________

Salary Expectations: _____________________________________________

HR REMARKS:

STATUS: Shortlisted Rejected Hold

SIGNATURE: ____________________________ DATE: _________________________________

HR RECOMMENDATION / APPROVAL

PROPOSED DESIGNATION:

PROPOSED CTC:

EDOJ:

REL IT EXP:

PROPOSED BY: ____________________________

APPROVED BY: ____________________________ DATE: ______________________________

Appendix C: Recruitment SLAs

Our SLA driven staffing arrangement ensures predictable turn around time. Following are
our recruitment SLAs.

Time to get
Time to the
Locatio Yrs of Time to source release the candidate
Type of profiles n exp qualified resumes offer onboard
2 Working days from 1 working 30 days
the date of receiving day from the from the
Developers / up to 3 approved & complete close of final time of final
Testers Chennai yrs staffing request interview interview
Sr.Developers / 3 Working days from 1 working 35 days
Sr. Tester / DBA the date of receiving day from the from the
(all levels)/ QA 3 to 5 approved & complete close of final time of final
(all levels) Chennai yrs staffing request interview interview
Team Lead / Prj 5 Working days from 1 working 45 days
Lead / Sys Admin the date of receiving day from the from the
(all levels)/ approved & complete close of final time of final
BA(all levels) Chennai 5 + yrs staffing request interview interview
10 Working days from 1 working 45 days
the date of receiving day from the from the
approved & complete close of final time of final
Project Managers Chennai 9+ yrs staffing request interview interview