OPERATING POLICIES & GUIDELINES

Title: POLICY ON SELECTION, RECRUITMENT Office Policy No. ERG-2022-001-Original

AND EMPLOYMENT

Scope: Effectivity:

This policy covers activities from the identification of [Date signed]

vacant positions, sourcing of applicants, testing
interview, and evaluation; re-hiring; selection of new
hire and on-boarding activities.

Prepared by: Approved by:

Maria Monica Tajon

Reviewed by: Date signed:

1. STATEMENT OF POLICY

Element Renewables Group (ERG) believes that its strength and success greatly depends on the acquisition
of appropriate personnel, chosen through a process that attracts and selects the most qualified external job
candidates. The policy serves as a guideline for hiring staff to create an effective hiring process that is well-
planned and committed to equal opportunity.

2. OBJECTIVE

To ensure that job applicants will go through proper screening and evaluation process for selection of best
fit candidate for the job.

3. CLASSIFICATIONS OF EMPLOYMENT

3.1 Probationary Employment

Probationary employment can be set for a minimum of three (3) to a maximum of six (6) months.
All newly hired employees should undergo a probationary period where their fitness and
capability in meeting job requirements and company standards will be closely monitored and
assessed by their immediate superior.

3.2 Regular or Permanent Employment

A regular or permanent employee is one who has satisfactorily completed and passed their
probationary period of employment, as determined by the employee's immediate head. The
immediate head's recommendation to confirm or reject regular employment of a subordinate must
be documented by an accomplished Performance Appraisal form. Once assessed to be worthy, the
employee will be formally notified by HR and Admin, through a memorandum.

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 3.3 Temporary or Contractual Project Employment

Contractual employment is the engaging of an individual for specific responsibilities within a

limited time frame, ranging from one (1) month to a maximum of one (1) yearfive (5) months,
after which the contract shall immediately expire.

3.4 Project EmploymentConsultancy

Project EmployeesConsultants are hired for a specific number of months where their employment
or duration of work with the company will be stated in an agreement. Their tenure will be co-
terminus with the project or undertaking they were hired for. As a project employee, they are only
entitled for government mandated benefits.

4. PROCEDURES

4.1 Manpower Requisition Form

The Department Head concerned should inform HR and Admin Department (HRAD) of the need
to hire, by forwarding a fully accomplished Manpower Requisition Form (MRF) that states the
position needed, job description, qualification and skills required and the number of personnel
needed for the position. A copy of the Job Description should be attached to the MRF by the
requisitioning Department Head.

The MRF should be signed by the requesting Department Head and approved by the Division
Head or the CEO.

4.2 Sourcing, Screening and Shortlisting of Candidates

4.2.1 HRAD will source, screen and select the best-qualified applicants through interviews and
testing methods. Results will be forwarded to the department concerned, for review or
selection.

4.2.2 After the initial interview by HRAD, shortlisted candidates will be scheduled for final
interview by the requisitioning department/division head.

4.2.3 Once a candidate has been chosen, the requisitioning department shall inform the HRAD, to
enable them to prepare a Job Offer.

Service level for hiring is 30 days, from receipt of the approved Manpower Request Form,
till completion of pre-employment requirements. To track the movement of the hiring process, a
Recruitment Tracking Form (RTF) will be utilized.

5. JOB OFFER

Once ready, HRAD will send the Job Offer to the chosen candidate. The chosen candidate should sign the
Job Offer to signify his conformity with the offer's terms and conditions.

6. PRE-EMPLOYMENT REQUIREMENTS

6.1 The selected applicant must accomplish and submit the following pre-employment requirements:

▪ Original copy of NBI Clearance

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 ▪ Photocopy of Birth Certificate from PSA
▪ Photocopy of Marriage Certificate from PSA
▪ Photocopy of Transcript of Records and Diploma
▪ SSS E1 form or SSS ID plus a certificate of “no loan balance” with SSS or certificate of
loan balance, if the new employee has existing unpaid loan
▪ TIN ID or 1902 form
▪ Philhealth ID or PMRF
▪ PAGIBIG ID or PAGIBIG form with the new employee's number, including a certificate
of “no loan balance” with PAG-IBIG or a certificate of loan balance, if the new
employee has an existing unpaid loan
▪ Original copy of a Certificate of No Marriage (CENOMAR)
▪ Employment Certificate from previous employers
▪ BIR Form 2316 from previous employer
▪ PRC license, if applicable
▪ 2 pcs each of 1x1 and 2x2 ID picture with white background
▪ Medical Certificate (Physical Exam and Chest X-ray)
▪ Covid 19 Vaccine Certificate from VaxCertPh

▪ All the above stated documents should be submitted to HRAD who in turn, will validate
and evaluate the candidate’s medical results. Only candidates who are physically fit will
be issued a confirmation of appointment by HRAD, while those with medical problems
will be advised of the medical problems by their supposed superior.

6.2 During exceptional cases when the service of a new employee is urgently needed, an applicant
may be hired without all the foregoing requirements completely submitted. However, the
employee has to submit to HRAD, all other pending requirements, within a period of thirty (30)
days from his date of hire, as condition for the employee's regular or continued employment.

7. EMPLOYMENT CONTRACT

7.1 HRAD will prepare an Employment Contract to be signed by the new employee on his first day of
work. Once signed, HRAD will forward a copy of the Employment Contract to the Finance
Department to signify that the newly hired employee/s will be included in the Payroll.

8. RE-HIRING PROCESS

8.1 If a resigned employee wishes to re-apply for a job vacancy he is qualified for, the following
conditions should apply:

8.1.1 The former employee may only re-apply after one (1) year of separation from the company,
with exemption given to those with exemplary work performance.

8.1.2 Former employees without any pending accountability or unacceptable performance may be
re-hired.

8.2 If qualified, HRAD must secure recommendation from previous superior of the former employee
and an approval of the Division Head and CEO.

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 8.3 Once recommendation and approval are secured, the former employee will undergo the usual
hiring process. He must also submit all necessary pre-employment requirements, prior to re-
employment.

9. EFFICTIVITY

This policy shall take effect, immediately upon approval.

ANNEX A

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Manpower Requisition Form

MANPOWER REQUISITION FORM

INSTRUCTION: Accomplish this form to document approved hiring requirements prior to recruitment.

A. REQUIREMENT SPECIFICATION
Required Positions/s No. Required Employment Status
Company Regular
Department Temporay for
Work Location months
Working Schedule/Hours Consultancy
Salary
Date Needed

B. MANPOWER SPECIFICATION
SEX: AGE RANGE: EDUCATION:

EXPERIENCE

SKILLS REQUIRED

OTHERS

C. BRIEF DESCRIPTION OF DUTIES (Job Description should be attached to this form)

D. JUSTIFICATION

Addition to Department
Replacement for (name) _____________________________________________________ because of
Promotion Resignation
Transfer to Department ____________________ Others, specify ____________________
Others, specify ______________________________________________________________

E. ROUTING AND APPROVAL

Requested by: Received by:

Department Head DATE HR and Admin DATE

Approved by:

Target Date
Dividion Head/ CEO DATE

ANNEX B

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Recruitment Tracking Form

Recruitment Tracking Form

Applicant's Name: Date:

Position Applied: Contact No.:
Company: Test Result:

Procedure: Name & Signature Date Time Remarks

Human Resources Department

I. EXAM
II. INTERVIEW
HR and Admin

Requesting Department/Company
Department Head

Total No. of Days / Time Processed: PRE-EMPLOYMENT REQUIREMENTS:

DATE
RECEIVED

Company: SSS #

Work Location: TIN #

Work Schedule: PhilHealth #

Department: HDMF #

Position: NBI
Employment Status: Birth Certificate

Starting Salary: Transcript of Records / Diploma

Date of Joining: Marriage Contract

Driver's License

Certificate of Employment
2X2 ID Pictures

1X1 ID Pictures
Medical Certificate
Remarks:

Signature of HR and Admin

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