xxx PRIVATE LIMITED

HUMAN RESOURCE DEPARTMENT

TITLE: RECRUITMENT POLICY

Control no.-
 RECRUITMENT POLICY Control No.

Document Control Page

1. Revision History

S.No. Version Date Description of Change Author Reviewed & Approver’s

Approved Signature
By
1. 1.0 Initial Release

2. Document Availability

Softcopy/Hardcopy Location
Hardcopy MR Cupboard
Softcopy

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 RECRUITMENT POLICY Control No.

Purpose:
To Streamline the Recruitment Process of xxx Private Limited

Users:
HR, Process Owner, Director.

Responsibility:
HR Identify and lay the recruitment procedure and periodically review the
same.
Implement the recruitment policy and ensure
adherence.

President, Director
& Process Owner Adherence to the policy.

Entry Criteria/ Input

• Half yearly Manpower Requirement Charts approved by the Director
• Job Profile Forms(s) provided by process owners approved by the Director

Tasks:
• At the end of every six months all Process Owners/Director shall refer to
the Skill Inventory (Technical) database and are required to state the
manpower requirements of their departments for the next six months in
the Manpower Requirement Chart (QF-HR.nn).

• In addition to the above stated, as and when vacancy occurs during the
year, the details of the post vacant should be outlined in the specified Job
Profile Form (QF-HR.nn) and sanction for approval be obtained from the
Director. The same is to be forwarded to HR for the sourcing.

• HR starts its recruitment manhunt.

o First the HR shall look in its existing database. All CV’s older than 1
year are removed and kept in the history file.

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 RECRUITMENT POLICY Control No.

o If suitable CV’s are not found, or HR feels more CV’s are required,
then it may opt for one or more available options:
 Employee References
 Placement Consultants
 Campus Interviews
o If some more CV’s are required, the HR opts for its last option of
advertisements. HR prepares advertisement material and puts up in
leading newspaper and/or the xxx website.

• For fulfilling any vacancy, HR always refers to the Position Profile Chart
and the Competency Matrix of the organization.

• CV’s are received from potential candidates. Skills mentioned in the CV’s
of potential candidates are identified against the requirement specified in
the Manpower Requirement Chart (QF-HR.nn) or the Job Profile Form
(QF-HR.nn) to shortlist the CV’s.

• Following is the process of short-listing the CV’s: -

o The prospective candidate’s CV’s is checked in the Candidate
Rejection file. This file maintains CV’s of candidates who have been
earlier contacted, interviewed and rejected. CV’s older than 6
months are taken out of Candidate Rejection file and destroyed by
tearing them.
o If CV of the prospective candidate exists in Candidate Rejection
file, the CV is not short-listed.
o In case the CV of the prospective candidate does not exist in the
Candidate Rejection file, the CV is moved from “CV folder” to
“Short-List folder”.

• HR normally schedules the interviews on Saturday/Sunday whenever a

bulk interview is required to be conducted. However, in case of limited
candidates ranging between 1 to 3, interviews can be scheduled on any
week day.

• Short-listed candidates are contacted by email and/or phone to fix up

interview schedule and ensure availability of the candidates.

• Candidates are made to pass through the xxx Selection Procedure and
final candidates are short-listed, depending on number of vacancies.

• Offer Letter to the short-listed candidates for the post are issued as per
the xxx Vacancy Offering Procedure.

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 RECRUITMENT POLICY Control No.

xxx SELECTION PROCEDURE

• Candidate, on presenting himself/herself, is required to fill the
Employment Application Form (QF-HR.nn).

• Depending on the kind of vacancy, the appropriate methodology of

recruitment is selected by HR to be performed.

Recruitment- Technical Personnel:

Incumbents at all levels will go through the following selection process:

• HR or Non Technical Interview(s) – To be conducted by the HR

personnel and/or Director. Interviewer(s) must record their rating
quantifiably for the final decision in the Interview Evaluation Sheet. A
minimum rating of 3 in the HR interview(s) is required for the candidate to
move to the next level of selection.

• Technical and Aptitude Tests – Written and/or practical to ascertain the

level of competence and/or IQ. Only candidates scoring 60% or above
shall qualify for the next level of selection. The tests are coordinated by
the HR. Evaluation of the technical tests is done by the HR/Technologist
assigned by the Process Owner and/or the Director.

• Technical Interview(s) – To be conducted by one or more of the

designated Technologists and/or Process Owners of whom one may be a
specialist. Interviewer(s) must record their rating quantifiably for the final
decision in the Interview Evaluation Sheet

• Final Interview(s) – To be conducted by Director and HR. This round

normally comprises of technical evaluation by the Director and salary
negotiation is done.

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 RECRUITMENT POLICY Control No.

Recruitment- Non Technical Personnel:

This would include people in General Management, Marketing and Sales,

Finance, HR, and Administration etc. The process would be as under:

• HR or Non Technical Interview(s) - To be conducted by the HR

personnel and or Director. Interviewer(s) must record their rating
quantifiably for the final decision in the Interview Evaluation Sheet. A
minimum rating of 3 in the HR interview(s) is required for the candidate to
move to the next level of selection.

• Functional Interview(s) – To be conducted by one or more of the

designated personnel(s) of whom one may be a functional specialist.
Interviewer(s) must record their rating quantifiably for the final decision in
the Interview Evaluation Sheet

• Final Interview(s) – To be conducted by Director and HR. This round

normally comprises of functional evaluation by the Director and salary
negotiation is done.

Rejection of Candidate Interviewed:

• The CV of the rejected candidate along with Test paper/s, Employment

Application Form, and Interview Form are stapled together.
• The CV is marked boldly as “REJECTED” and HR signs with date.
• The entire bunch is clipped in the Candidate Rejection File.
• The softcopy of the rejected candidate is deleted from the “Short-List
folder”.

xxx VACANCY OFFERING PROCEDURE

• The references of the candidates mentioned in the
Employment Application Form are checked.

• Credentials are verified through the referred people and

recorded in the Reference Check Form

• Offer Letter is issued. Offer letter is to be printed on the Company’s Letter

Head. This will be done within a week after the decision has been taken.
The Offer Letter will be necessarily signed by the Director only. No other

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 RECRUITMENT POLICY Control No.

person is authorized to sign Offer Letters unless specifically instructed in

writing by the Director.

• The Offer Letter would include the following:

o The functional designation
o Place of the posting,
o Proposed date of joining, the
o Documents required from the candidates at the time of joining,
o The remuneration
o Any other terms relevant with the post/vacancy.

Note: - The contents of the offer letter may vary in certain cases at the Director’s
discretion.

• A signed accepted copy of the offer letter (on the Company’s Letter Head)
shall be maintained in the personal file of the concerned person.

Verification Criteria:
The Recruitment Policy will be reviewed once in 3 years. The President will
approve the changes.

Exit Criteria/Output:
• Offer Letter

Quality Records:
Reference No. Description
Manpower Requirement Chart
Job Profile Form
Employment Application Form
Interview Evaluation Form
Reference Check Form
Offer Letter

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 RECRUITMENT POLICY Control No.

Control No.: QF-HR.nn/Page 1 of 1

xxx PRIVATE LIMITED

MANPOWER PLANNING CHART

Department Skill Level/ Present Required Number Total Signature

Set Designation Strength Required of Process
(as of Half Yearly Owner /
date) Director
M1 M2 M3 M4 M5 M6

Technical

TOTAL

Non-
Technical

TOTAL

GRAND TOTAL

Note:
• Columns M1 to M6 represent the corresponding 6 months for which the requirement is
being filled/planned.

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 RECRUITMENT POLICY Control No.

Control No.: QF-HR.nn/Page 1 of 1

xxx PRIVATE LIMITED

JOB PROFILE FORM

Designation of Post Vacant:

Department: No. Of Vacancies:
Location: Reporting to:
Vacancy occurred due to: Resignation/Promotion/Dismissal/New Job/New
Projects/Retirement (Tick whatever is applicable)
Mode of filling proposed: By Promotion/By transfer from other Departments or
Offices/By recruitment (Tick whatever is applicable)
Urgency of Requirement: Immediate / Normal
Immediate requirement will take 5-7 working days.
Normal requirement will take 20 working days.

EXPECTED PROFILE OF CANDIDATE:

Age:
Academic/Professional Qualification:
Experience:
(i) No. of years:
(ii) Area(s) in which experience is required(Skill Set):
Attributes: (Leadership Qualities, Communication, Decision Making, Marketing/Selling
Skills, Management Skills, Technical /Analytical Skills, etc.):

Any other special requirements of the job (Please specify):

Signature of Process Owner Approval of Director

Date: Date:

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 RECRUITMENT POLICY Control No.

Control No.: QF-HR.nn/Page 1 of 3

xxx PRIVATE LIMITED

EMPLOYMENT APPLICATION FORM

1. Name
________________________________________________

2. Post Applied for

________________________________________________

3. Date Of Birth _________ / ___________ / __________ (dd/mm/yy)

4. Father’s Name
________________________________________________

5. Present Address
________________________________________________

_________________________________ Pin : _________

6. Phone No. _________________________ Mobile No. ____________

7. Email Address
________________________________________________

8. Permanent Address
________________________________________________

________________________________ Pin : __________

9. Phone No. ___________________________Std. Code: ___________

10. Educational Qualification (starting from Higher Secondary / Xth Std.).

Please attach additional sheets, if required.
Qualification / School / College / Year of Subjects Division /
Degree Institute / Passing Rank /
University Percentage

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RECRUITMENT POLICY Control No.

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 RECRUITMENT POLICY Control No.

11. Professional Qualification. Please attach additional sheets, if required.

Degree / College / Institute / Year of Subjects Division /

Diploma / University Passing Rank /
Certification Percentage

12. Previous Experience. Please attach additional sheets, if required.

Name of Period Designation Job Profile Reason for Salary
Company From To Leaving Drawn

13. Total No. of Years of Experience: __________________________________

14. Skill Sets: Please list down your individual skills (technical), indicating your
proficiency level in each, using the rating scale given below. (please use
additional sheets, if required).
Rating Scale:
1 = Poor; 2 = Average; 3 = Above Average; 4 = Good; 5 = Excellent
Skill Experience Rating Certification, if any
(months / yrs)

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 RECRUITMENT POLICY Control No.

15. Where do you see yourself five years from now: (professionally):
_______________________________________________________________________
_

_______________________________________________________________________
_

16. Please List down three of your strengths and weaknesses

STRENGTHS WEAKNESSES

17. Please provide two references of person’s (other than family) who knows you,
preferably professionally.

I. Name:
________________________________________________
Organisation:
________________________________________________
Address:
________________________________________________
Phone (Res) ______________________(Off) ____________________
Relation with the Applicant ____________________________________________

II. Name: _______________________________________________

Organisation: _______________________________________________
Address:
________________________________________________
Phone (Res) ____________________ (Off) ______________________
Relation with the Applicant _________________________________________

“I do hereby declare that all the above information is true and correct to my
knowledge and that any discrepancy found can make me liable for termination of
employment, if hired.”

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 RECRUITMENT POLICY Control No.

Signature: Date:

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 RECRUITMENT POLICY Control No.

Control No.: QF-HR.nn/Page 1 of 2

xxx PRIVATE LIMITED

INTERVIEW EVALUATION FORM

Name: Telephone :

Organisation: Experience in yrs.:

Score in tests: __________________________

__________________________

TECHNICAL REVIEW

1. Check the relevant topics:

Topic V.Good Good Fair No.of yrs/months experience

2.Overall theoretical knowledge: V.Good _______ Good _________ Fair ________

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 RECRUITMENT POLICY Control No.

3. Overall practical knowledge: V.Good _______ Good __________ Fair ________

HR INTERVIEW
1. Communication Skills: V.Good Good Fair

2. Education(relevant with post applied): Yes No

3. Confidence: V.Good Good Fair

4. Strengths:

5. Weaknesses:

6. Family Background:

7. Reason for leaving previous company:

8. Salary:

9. Expected Salary:

10. Time required for Joining:

11. Selected: Yes No

12. Comments:

Director Technical Coordinator(s)

HR

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