HIRING POLICY

1. Introduction

At (COMPANY NAME) we believe that our employees are our most valuable asset, and
attracting and retaining the right talent is crucial to our success. This Recruitment Policy outlines
our commitment to fair, transparent, and efficient recruitment processes that support the
organization's growth and objectives.

2. Policy Statement

(COMPANY NAME) is committed to:

 Conducting recruitment processes in a non-discriminatory manner, ensuring equal

opportunities for all candidates.

 Attracting, selecting, and hiring candidates based on their qualifications, skills,

experience, and alignment with our values.

 Adhering to all applicable laws and regulations during the recruitment process.

 Maintaining confidentiality of candidate information and ensuring data privacy.

3. Policy/Process
3.1. 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 organization during the year.

3.2. Hiring Process and Procedures

3.2.1. Personnel requisitions
Personnel requisitions must be completed to fill (COMPANY NAME)’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 via mail of such requirement. If the HR is not
notified, such role will be forfeited.

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.
 Every role that is up for recruitment should be first recorded in the attached file. If the
role details are not updated in the sheet, such role will be forfeited.
All candidate profiles in Accounting & Operations should be uploaded to this folder:
https://drive.google.com/drive/folders/1vT2AA7p2vAmGx8tsvHadAmfnLaz4Rw7Z?
usp=drive_link.
All tech profiles should be uploaded to this folder:
https://drive.google.com/drive/folders/1UgXm7wHE1qnkJ0syvW9HTumSWhjYK0cY?
usp=drive_link
All Other profiles should be uploaded to this folder:
________________________________________

3.2.2. 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.

Every role that is up for recruitment should be first recorded in the attached file. If the role
details are not updated in the sheet, such role will be forfeited.
3.2.3. Job postings

The HR department creates a job posting that includes the job description, responsibilities,
qualifications, and any other relevant information.
The job posting is advertised through appropriate channels, such as the company website, job
boards, social media, and professional networks. 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.

3.2.4. 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)

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.

3.2.5. 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 behavior-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)

3.2.6. 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.
3.2.7 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, and 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.

3.2.8 Upon a candidate's acceptance of the job offer, the following documents must be collected:
 Aadhar card (or any other government-issued photo ID)
 PAN card (Permanent Account Number)
 Bank account details (cancelled cheque or account information)
The HR department shall send a formal communication to the new employee requesting these
documents. The communication should include clear instructions on how to submit the
documents securely.
Upon receiving the documents, the respective Reporting Manager (RM) of the new employee is
responsible for ensuring the completeness and accuracy of the submitted documents.
The Reporting Manager (RM) will then upload scanned copies of the Aadhar card, PAN card,
and Bank details to the designated folder on the company's secure server or cloud storage
platform. The folder should be accessible only to authorized personnel.

3.2.8 Signature
Upon review and approval, the Team Lead signs the Offer Letter to indicate their acceptance of
the terms and the candidate's suitability for the role. The signed scanned Offer Letter is returned
to the HR department.
4. 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.

5. 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.

6. Confidentiality and Data Privacy

Candidate information, including resumes, interview notes, and assessment results, is treated
with strict confidentiality and in accordance with data privacy laws.

7. Review and Amendment

This policy is subject to periodic review and may be amended to reflect changes in Company
needs, legal requirements, or industry best practices.