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Recruitment Process

Table of Contents

1. PROCESS STATEMENT....................................................................................4
2. OBJECTIVES...........................................................................................................4
3. RECRUITMENT PROCESS.............................................................................4
3.1.
3.2.
3.3.
3.4.
3.5.
3.6.
3.7.
3.8.

GETTING RESOURCE REQUEST........................................................................4


GETTING THE JOB POSTED.................................................................................5
RECEIVING AND SCREENING APPLICATIONS AND RESUMES.....................5
INTERVIEWING CANDIDATES.............................................................................5
REFERENCE CHECK............................................................................................5
PRE-EMPLOYMENT MEDICAL CHECK...........................................................6
OFFER.................................................................................................................6
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
Ver.
No.

Date
Release

of
Author(s)

Affected
Sections

History
Changes

of
Approver

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
1.
2.
3.
4.
5.

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


Non-availability of existing resource to fulfill a new requirement.
Replace an existing resource
Vacancy created due to the resignation of a existing resource
Recruitment as backup resource
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 Presidents
approval is sought and based on which the HR head approves hiring.
Note: The term Recruiter, where it
Recruitment wing of the HR department.

appears

refers

to

the

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
employees are rewarded through the Employee
Scheme.
Media, as may be required

through
Referral

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.

3.6. Pre-employment Medical Check


Every candidate that clears the interview is asked to undergo a
medical check. The individuals 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.

3.7. 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 email) 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 preemployment 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
Controls Specially Designated National & Blocked Persons List, the
Bank of Englands 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
Name

Project Name
Project
Description
(Business Case
level)
Business
Description
(Business Case
level)
Technical
Approach
Client Location

<Optional>
<Optional>
Interview
er

Client Contact/PM

(POSITION TITLE)
REQUIRED (candidates without these skills will
be rejected)
Requirements/Skills DESIRED (candidates will be accepted if these
(Language/Platform/ skills are unavailable)
Business)
Non-Technical (describe any special
requirements ie Communications for PMs)
Role/Responsibilitie
s
#
On/Offsho
FTE
re
s
Off Shore
On Site

#
FTE
s
#
FTE
s

Approx
Start Date

Approx
Date of
Move to
Offshore

Approx
Start Date

Approx End
Date

Approx
Start Date

Approx End
Date

Appr
ox
End
Date

Appendix B: Candidate Evaluation Form


Candidate Name ____________________
_______________

Date of Interview

Client/Project
____________________
______________________

Position

ASSESSMENT CHART
SNO

SKILLS
(Mention based on priority)

GOOD
(Tick)

SATISFACTORY
(Tick)

POOR
(Tick)

INTERVIEWER 1:
REMARKS:

STATUS:

Shortlisted

SIGNATURE: ____________________________

Rejected

Hold

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

SIGNATURE: ____________________________

Hold

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.

Type of
profiles

Developers /
Testers
Sr.Developers
/ Sr. Tester /
DBA (all
levels)/ QA
(all levels)
Team Lead /
Prj Lead / Sys
Admin (all
levels)/ BA(all
levels)

Project
Managers

Locati
on

Chenn
ai

Chenn
ai

Chenn
ai

Chenn
ai

Yrs
of
exp

up to
3 yrs

3 to 5
yrs

5+
yrs

9+
yrs

Time to source
qualified
resumes
2 Working days
from the date of
receiving
approved &
complete staffing
request
3 Working days
from the date of
receiving
approved &
complete staffing
request
5 Working days
from the date of
receiving
approved &
complete staffing
request
10 Working days
from the date of
receiving
approved &
complete staffing
request

Time to
release
the offer

Time to
get the
candidat
e
onboard

1 working
day from
the close
of final
interview

30 days
from the
time of
final
interview

1 working
day from
the close
of final
interview

35 days
from the
time of
final
interview

1 working
day from
the close
of final
interview

45 days
from the
time of
final
interview

1 working
day from
the close
of final
interview

45 days
from the
time of
final
interview