Hiring Policies and Procedures
The act of hiring an employee is a part of an overall process designed to find the right person for a specific job. There are many reasons for a lack of success in the recruiting, interviewing, and hiring process. Some of these reasons include incomplete or inaccurate job description and employment requisition, sourcing for candidates are not carefully identified (causing the number and quality of resumes to be unacceptable), the company does not move through the process in a timely manner and the lack of a systematic hiring process. The entire hiring process should be documented and agreed upon by all responsible parties. This starts with developing a detailed position description, candidate identification method, resume screening process, and behavioral interviewing, and follows through the systematic selection of the best-qualified candidate. By way of example, we offer the following “Hiring Policies and Procedures” which provide a detailed statement of the processes and procedures. Your organization may not have all the actors set out in our example, but Employers Associates can create a policy which suits your needs.
Managers are directly responsible for the interviewing and selection process in conformance with hiring policies and procedures. Recruiting must be a constant endeavor of every manager to ensure that quality candidates are available on an as-needed basis. To insure internal employee development, managers are responsible for striving to achieve an internal human resource succession goal of promoting from within to fill [percentage] of positions. Managers have a performance responsibility to support the company’s commitment to equal employment opportunity by understanding the corporate EEO policies and procedures, by assuring that the hiring and work environment is free of harassment and unlawful discrimination, and by considering qualified females and minorities for management openings.
- The manager responsible for hiring will complete an employee requisition form and is responsible for obtaining the appropriate approval signatures.
- Upon approval of the requisition, and upon the position being given a job vacancy number, the hiring manager will follow internal management guidelines on allowing current, qualified employees to fill vacancies within the company. The hiring manager will follow the posting process, and must determine, in conjunction with human resources, whether the position is exempted from the posting procedure.
- The hiring manager will be responsible for accepting applications for job vacancies and, in conjunction with human resources, in making a determination of who will be interviewed. If the hiring manager cannot find a qualified person to fill the position internally, the hiring manager will then discuss external recruiting strategies with Human Resources. Advertisements must be placed through the [title] to insure consistency and accuracy. All solicited resumes will be directed to the designated manager. All solicited resumes must be entered on an applicant log even if the applicants are not interviewed.
- Resumes will be screened by the hiring manager. The hiring manager is to select individuals to be interviewed based on the qualifications posted on the notice of job vacancy.
- Any candidates that have been chosen to interview for a specific job title that requires preemployment testing of applicants will be tested by the [title]. Only those tested approved by the Human Resources Department for a specific job titles may be utilized in order to maintain consistency in the company, and assure the legality of each test.
- Regardless of whether an applicant has submitted a resume, an application must be completed by each candidate interviewed. The Human Resources Department will assist the hiring manager in formulating questions and providing guidance on information to develop in the interview.
- For each candidate interviewed, interview summary forms must be completed by the hiring manager and any other person who assisted with the interview in order to document these physical details of the interview with each candidate.
- Work references should be obtained by either the hiring manager or a designated person using a reference check form.
- Interview summary forms, resumes, original applications, and reference check forms should be submitted to the Human Resources Department. After review by the hiring manager and the Human Resources Department, the decision will be made on who will be offered the position. A face-to-face conditional offer of employment should be made by the hiring manager, using the wording “I would like to offer you the position of [job title] for [amount of weekly salary] on the condition of a negative result of your drug test and background checks.” The hiring manager should not offer a yearly salary or monthly salary to any candidate.
- If the candidate accepts the conditional offer of employment, the hiring manager or the designated assistant must have the candidate complete preemployment permission for urinalysis. In addition, the candidate should be provided a copy of corporate policy on drug use and a drug testing form to take to the collection site for drug testing. All negative drug testing results will be verbally received by the designated Human Resources person. All positive drug tests will be reported directly to the [title]. If the drug test is negative, the hiring manager will call the employee and arrange a start date. A follow-up letter will be sent to each employee, the format of which is standardized. Only the standardized letter should be sent to the employee.
- On the employee’s first day of employment, an orientation to the offices of the company should be conducted by the hiring manager or the designated Human Resources assistant.
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