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Recruitment and Selection Policy and Procedure

RECRUITMENT AND SELECTION POLICY AND PROCEDURE

INTRODUCTIONRecruitment and Selection Policy and Procedure

Human resource is the most distinguishing factor in an organization’s survival, competitiveness, and growth. Therefore, it is absolutely imperative to have a selection system that allows the organization to admit those individuals who share the philosophy of the organization, can adjust themselves to the behavior and culture of the organization, and are willing to put forward their best efforts for organizational success.

ROLE OF HUMAN RESOURCE DEPARTMENT

The role of Human Resource (HR) department at company in the recruitment and selection process is to:

  1. Develop guidelines and procedures; and
  2. Provide recruiting services and staff support, and to counsel line management responsible for making final employment decision.
TYPES OF RECRUITMENT

There are two types of recruitment:

  1. Internal: promotion or placement (transfer) from within the organization;
  2. External
EMPLOYEE CATEGORIES

There are three categories of employees in company.

  1. Management Staff.
  2. Officers and Supervisors.
  3. Workers

Please see Appendix—- detailed account of such categories, job titles, and grades. At present, the recruitment and selection policy and process will be applicable to the management staff and officers/supervisors.

SELECTION CRITERIA

All the selection decisions will be in accordance with the criteria as specified in the Competency Framework of each position. The Competency Framework will detail the qualifications needed to perform the duties as identified in the Job Description of the vacant post.

All selections will be entirely on MERIT, conforming to the selection criteria, and according to the procedures laid down here.

RECRUITMENT PROCEDURE

  1. Employment Requisition

The head of department will send duly completed Employment Requisition to HR department along with the required competencies of the vacant post.

  1. Applications Screening

The HR department will invite and screen applications, and short-list the candidates, in accordance with the employee specifications defined in Employment Requisition and Competence Framework.

  1. Following are the sources of applications.
  • Advertisement in Print Media.
  • Employment Agencies.
  • Colleges, Universities, and Vocational Institutes.
  • Internship Programs.
  • Professional Organizations.
  • Networks of employees.
  • In-house.
  1. The HR/A department will try to solicit at least ——– applications for each post in order to select from the best possible talent available.

SELECTION PROCEDURE

Following are the steps of the selection process and their applicability.

Recruitment and Selection Policy and Procedure

All of the above-identified steps are like filters. Their purpose is to assess the ability of individuals from a particular point of view and to screen out those individuals who show unsatisfactory performance during the process.

TESTS: PURPOSE AND SCOPE

The purpose of written and/or practical tests is to assess whether the recruits are able enough to fulfill the general practical requirements of the job.

Following is the description of the scope of various tests and their applicability.

Scope

Management Staff (Written Test)The test will assess the intellect level of the candidates. It aims at evaluating their ability in below mentioned areas.

1.      Arithmetic calculations ability.

2.      Comprehension power.

3.      Critical reasoning ability.

4.      Expression of ideas through writing.

Officers and Supervisors (Written Test)The test will assess an individual’s ability to express in simple English, ability to draft memos, spelling and handwriting; arithmetic; general knowledge; general intelligence; and the ability to think.
Officers and Supervisors (Practical Test, where applicable)The test will assess an individual’s ability to practically carry out the assigned activity: for example use of computer, use of computer applications, posting accounting entries, making patterns in cutting, inspecting garments, etc.
Internal Promotion or PlacementSimilar in nature to above tests (depending upon the position), but with major emphasis on proficiency in present job, organizational awareness, and new job requirements.
Workers (Written Test)To assess the ability to read instructions in Urdu and English; simple arithmetic; environmental awareness.
Workers (Practical Test / Trial)Four (working) days’ trial work in the department to assess whether the individual can carry out the tasks given; and the behavior during work.

Minimum qualifying marks for all written tests will be —–%. Following grades will be used by a group of managers (departmental heads) to judge the performance while conducting practical tests.

  • (91-100%)
  • Exceeds Job Requirement. (80-90%)
  • Meets Job Requirement. (70-80%)
  • Requires Development (60-70%)
  • (Upto 60%)

The HR/A department, in consultation with the relevant departmental head, will design the tests, as and when the hiring need arises.

APPLICATION FORMS

The purpose of filling out the Application Forms from the candidates is to gather all the relevant information that is necessary while selecting the appropriate candidate. It will show how carefully they have filled out the application forms, their comprehension level, their handwriting, etc.

The HR/A department will get filled the standard applications forms after screening various applications for employment.

GROUP DISCUSSION

Group discussion aims at assessing the communication and interpersonal skills of the candidates. In Group Discussion, candidates are required to individually present their views on a particular topic/issue after some preparation, secondly to discuss the same topic/issue in a group to arrive at some conclusion. Following aspects are observed and analyzed during the Group Discussion.

  1. Articulation: the way an individual speaks.
  2. Subject Grasp: the level of command over subject as reflected in the informational content and the strength of arguments during Presentation and Group Discussion.
  3. Quality of Presentation-Content: the manner of Presentation and the quality of contents.
  4. Ability to Get Attention.
  5. Effectiveness of Oral Defense: the manner and content of replies to questions.
  6. Ability to Ask Right Questions: the manner and content of the questions asked.
  7. Leadership Ability: the ability to assume charge of the group, and to direct the activities of the group toward intended objectives.
  8. Impact and Salesmanship: the ability to influence group members through forcefulness of personality and ideas/opinions, and the ability to get others to accept one’s ideas.
  9. Behavioral Flexibility: the ability to change one’s behavior in the light of group activities in order to maintain group cohesiveness.
  10. Autonomy and Participation: the ability to maintain independence of one’s opinions, and not yielding to group pressure for change of one’s views unless fully convinced rationally. However participating effectively in the Group process to keep Discussion moving, and relating to others’ ideas while Presenting or Discussing.

Different topics will be given to groups of 5-6 individuals per group for discussion. The schedule of group discussion will be as following.

  1. Individual Preparation 5 Minutes.
  2. Individual Presentation 2-3 Minutes.
  3. Group discussion 15-20 Minutes.
INTERVIEW

Interviews are the most effective way of judging the suitability of the candidates. The purpose of the interviews is to assess the candidates on certain performance related characteristics through the eye of experienced persons. The related formats will identify the different characteristics and explain the criteria being used for different employee categories.

MEDICAL EXAMINATION

A doctor/qualified individual appointed by company for this purpose at the discretion of the hiring authorities to ask the selected individuals to go through a medical examination carries it out.

VERIFICATION OF PREVIOUS EMPLOYMENT RECORD

The HR/A department will, if they deem necessary, contact the relevant organization to confirm the particulars of the candidate.

REFERENCES AND QUALIFICATIONS CHECKING

The HR/A department will, if they deem necessary, contact the referenced persons to confirm the particulars of the candidate, and review the qualification records. They will note any discrepancy on the relevant employment documents.

EMPLOYMENT OFFER

The concerned departmental head (reporting officer/line manager) will preferably make the Employment Offer. The HR/A department will ensure that the pay rate and position are consistent with the company’s wage and salary structure; the benefit package is clearly presented; and the orientation procedures are put into place.

PROBATIONARY PERIOD

The probationary period is six months for management trainees, and is three months for rest of the staff. The concerned department head will send the reports to HR/A department. Upon satisfactory completion of probationary period, HR/A department will confirm the employee. However if the probationary report is not satisfactory then HR/A department will either terminate or revert the employee to previous position depending upon external or internal hiring respectively, or extend the probationary period, depending upon the recommendation of the relevant department.

The study of related formats will further clarify the understanding.

EXECUTIVE AUTHORITY

Following are the decision-making authorities, and the persons or departments responsible in carrying out the hiring process.

Selection StepsManagement StaffOfficers and Supervisors WorkersInternal Promotion or Placement
1.      Test (Written)HR/A Dept.HR/A Dept.HR/A Dept.HR/A Dept.
2.      Test (Practical) / TrialDept. HeadDept. HeadDept. Head
3.      Filling out Application FormsHR/A Dept.HR/A Dept.HR/A Dept.HR/A Dept.
4.      Group DiscussionD O, DGM, HR Mgr, Ext. Cnslt.
5.      Interview, and Selection DecisionD O, DGM, HR Mgr, Ext. Cnslt.S. M., HR Mgr, Admin MgrDept. Head, Admin MgrAs per post, and DGM/DO
6.      Medical ExaminationHR/A Dept.HR/A Dept.HR/A Dept.
7.      Verification of Previous Employment RecordHR/A Dept.HR/A Dept.HR/A Dept.
8.      References and Qualification CheckingHR/A Dept.HR/A Dept.HR/A Dept.
9.      Employment OfferDept. Head / HR/A Dept.Dept. Head / HR/A Dept.Dept. Head / HR/A Dept.Dept. Head / HR/A Dept.
10.  Probationary Progress ReportsDept. HeadDept. HeadDept. Head

The Executive Authority is subject to change upon approval by Director Operations.

SELECTION DECISION

The selection decision will be based upon the marks that a candidate gets after going through complete selection process. Final decision to recruit any person will be taken by the Interview Panel after the Interview. The Interview Panel will prepare a merit list of the candidates in order of priority, and employment offer will be made according to the merit list. The Executive Authority (Interview Panel) may select a person who may not have fully qualified previous stage(s) but proves his or her suitability in the Interview. Similarly the Executive Authority may decide not to select a person even if that person gets qualifying marks in all selection stages. All such decisions would be completely detailed on the relevant documents.

Following is the detail of qualifying marks.

Selection StepMax. MarksQualifying Marks
Test (Written/Practical)5050% in each section
Group Discussion50 (Average)50%
Interview50 (Average)50%

A candidate must get at least 50% aggregate marks to get selected.

FORMATS

Following formats will be used during various stages of the hiring process.

Selection StepsManagement StaffOfficers and SupervisorsWorkers
1.      Employment RequisitionAppendix 2Appendix 2Appendix 2
2.      Application FormAppendix 3Appendix 3Appendix 4
3.      Group DiscussionAppendix 5
4.      InterviewAppendix 6Appendix 7Appendix 7
5.      Verification of Previous Employment RecordAppendix 8Appendix 8Appendix 8
6.      Probationary Progress ReportsAppendix 9Appendix 10

NOTES

  1. Only the Director Operations or (Deputy) General Manager are authorized to allow any individual to appear in next stage of Selection, if that individual does not clear a previous stage. However this allowance is granted only once, and will be noted in detail on relevant documents.
  2. In case of internal promotions or placements, the work experience will be considered half as of educational qualification, as explained in following example. For example if an employee is graduate with two years of in-house experience, then that employee will be considered equivalent to a post-graduate with no experience. Previous external experience will be considered as half as that of in-house. For example if an employee has two years of external experience and one year of internal experience, then it will be considered as two years of internal experience.
  3. The HR/A department will maintain an applications databank to facilitate the recruitment process and to fill in any immediate hiring needs. This databank will be classified education-wise, and job-related.
  4. HR/A department will be responsible to ensure the following before issuing the trail report/ appointment letter:-
  • Production of NIC in original by all those who are selected. Photo copy will be placed in the personal file after ascertaining it’s correctness by comparing it with the original. Those who fail to produce the NIC in original will not be employed.
  • Selected persons will be asked to produce their education certificates in original. Photo copies of those certificates will be placed in personal files after comparing them with the original.
  1. The HR/A department will retain the recruitment and selection record of unsuccessful candidates who had made it to the interview stage according to following time period.
  • For management staff the retention period will be six months.
  • For supervisors and officers the retention period will be three months.
  • Workers’ record will not be maintained.
  1. While making termination decision, or accepting the resignation, it will be noted by the concerned manager on relevant documents, whether that person can be re-employed or not.
  2. Interviews will always be taken jointly.
  3. All appointments will be made on the starting pay as identified in the pay scale/grades. Senior managers have authority to appoint any person on salary more than the starting one for a particular post, provided the increment does not exceed the salary previously drawn by the person who had occupied the post, and the budget. Otherwise, approval of DGM/DO will be required.
  4. If selection criteria is not fulfilled after going through the selection process and evaluating all the available candidates, and there is a dire need of a person to perform certain duties, then the selected individual will be given employment at a lower rank and will be provided training by the reporting officer.
  5. If conducting the Written/Practical Test or Group Discussion is not feasible or required in certain cases in the opinion of the hiring authorities, then a preliminary Interview will be conducted instead.
  6. No two close relations (siblings, parents/sons, and first cousins) will be employed in one department or stitching unit.
  7. Trial period would consist of four working days and will be on payment. However only one person will be admitted for trial for one post.
  8. Internal placements or promotions will be preferred on external hiring—especially for workers.

EMPLOYEES CLASSIFICATION

DesignationMinimum QualificationStart Salary
WORKERS
Helper, Peon, Office Attendant, Folder, CutterMatriculate2200
Loader, SweeperPrimary or less2200
Mali2500
Security Guard,Matriculate or less, and relevant experience2700
Quality Inspector, Rowing InspectorIntermediate/Matriculate2700
Machine Operator, Machine Mechanic, Boiler Operator, Electrician, Welder, Fitter, Smithman, Winder, Turner, Carpenter, Mason, DriverDiploma/Matriculate or less, and relevant experience3000
Time Keeper, Record Keeper, Receptionist, Telephone OperatorIntermediate/Matriculate3000
Pattern Maker, Flat Lock Operator, Lock Stitch Operator, Karigar (Cutting)Matriculate or less, and relevant experience3500-4500
OFFICERS AND SUPERVISORS
Asst. Cashier, Accounts Asst., Asst. Supervisor, Import Asst., Export Asst., Admin Asst., Office Asst., Warehouse Asst., Purchase Asst., Hardware/Software Asst., Computer Operator, Communication Asst., Asst. Security Supervisor, Asst. AccountantGraduate, and relevant experience3500-4500
Asst. Warehouse Officer, Asst. Purchase Officer, Asst. Hardware/Software Officer, Cashier, Accountant, Asst. Import Officer, Asst. Export Officer, Asst. Admin Officer, Asst. Warehouse Officer, Asst. Communication Officer, Asst. Materials Officer, Asst. Costing Officer, Asst. Audit Officer, Asst. Sales Tax OfficerGraduate, and relevant experience4500-6000
Production Supervisor, Sr. Operator, Boiler Supervisor, Security SupervisorGraduate or less, and relevant experience4500-6000
Sr. Production Supervisor, Sampling Incharge, Admin Officer, Labor Officer, Security Officer, Foreman (Mech./Elec./Boiler), (Asst.) Dyeing Master, (Asst.) Cutting MasterGraduate or less, and relevant experience6000-9000
Warehouse Officer, Purchase Officer, Hardware/Software Officer, Accounts Officer, Import Officer, Export Officer, Admin Officer, Warehouse Officer, Communication Officer, Materials Officer, Costing Officer, Audit Officer, Sales Tax OfficerGraduate, and relevant experience6000-9000
MANAGEMENT STAFF
Management TraineeMBA, MPA, CA (Articles), ACMA (Part 2), M. Com., M. Sc. Chemistry, B. Sc. Engineering, B. Sc. Textiles, L. L. B. (From Govt. Institutes, Govt. recognized Institutes, or reputed institutes like. TIU, ILM, etc.)As per career path
Rest of Management Staff1.       As of trainees or less, and relevant experience

2.       Higher qualification

As per career path
Salary of Officers

After detailed consideration in OMT meeting held on 24th June 99, it was decided that w.e.f. 01 July 99, salary of Merchandising Officers will be 5,000/- P.M. They will become eligible for increment, depending on performance, on completion of one year service. Confirmation of their services will be done after formal evaluation in accordance with the format (to be evolved and issued by Manager HR&A) on completion of six months. This scale will also apply to all fresh induction in the officer cadre. Graduation will be the minimum education for this cadre.

Employment Requisition Format

Date:

From: _________________________department

To: Human Resource/Administration department

Position Title : ________________________

No of Positions : ______________________

Particulars of Position

Replacement

New
For: _______________________________

(Name)

Please attach approval from the concerned authority.
Terminated/ Resigned on: _____________

(Date)

or, Transferred on: ___________________

(Date)

To                           ___________________

(Department)

Required by: ____________________

(Date)

Desired starting Rate of Pay: Rs._______ per month.

Comments: ___________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Note from HR/A: Please Attach Skills Profile of the position.
__________________________

(Department Manager)

_________________________

(Senior Manager)

GROUP DISCUSSION EVALUATION FORM

MANAGEMENT STAFF

Name of Candidate: ___________________________                     Date: __________

Name of Observer: ____________________________                                             

1
Inade-quate
2
Requires Development
3
Meets Job Requirement
4
Exceeds Job Requirement
5
Excep-tional
12345Comments
Articulation: the way an individual speaks.
Subject Grasp: the level of command over subject as reflected in the informational content and the strength of arguments during Presentation and Group Discussion.
Quality of Presentation-Content: the manner of Presentation and the quality of contents.
Ability to Get Attention.
Effectiveness of Oral Defense: the manner and content of replies to questions.
Ability to Ask Right Questions: the manner and content of the questions asked.
Leadership Ability: the ability to assume charge of the group, and to direct the activities of the group toward intended objectives.
Impact and Salesmanship: the ability to influence group members through forcefulness of personality and ideas/opinions, and the ability to get others to accept one’s ideas.
Behavioral Flexibility: the ability to change one’s behavior in the light of group activities in order to maintain group cohesiveness.
Autonomy and Participation: the ability to maintain independence of one’s opinions, and not yielding to group pressure for change of one’s views unless fully convinced rationally. Participating effectively in the Group to keep Discussion moving.
                                            TOTAL SCORE: SCORE     Grand Total:       /50

Comments:

______________________

Signature of Observer

INTERVIEW EVALUATION FORM

MANAGEMENT STAFF

Name of Candidate:__________________                        Date:___________

Name of Interviewer:_________________                       Post:___________

1
Inadequate
2
Requires Development
3
Meets Job Requirement
4
Exceeds Job Requirement
5
Exceptional
12345
Education, Training And Professional Qualifications: Consider formal education, major fields of study, specialization training received for the relevant position, results/grades archived.
Technical Competence: Consider knowledge, understanding the technical expertise of candidate as it relates to the requirements of the position.
Intellect Level: Comprehension level, sharpness, mental alertness and speed in answering, clarity of thoughts.
Work Experience: Consider similar job duties, similar working environment, same degree of supervisory and management responsibility
Appearance, Manner And Personality: Consider general appearance, speech, nervous mannerisms, self-confidence, aggressiveness, poise, composure, overall presentation, maturity
Supervisory And Leadership Qualities/Potential: Consider previous supervisory/leadership experience, degree of assertiveness, confidence level, acceptance of authority and responsibility, ability to motivate others.
Attitude, Stability And Maturity: Consider friction with former supervisors, peer relationships, reasons for leaving jobs, frequency of job changes, consider sense of responsibility, attitude towards work and towards family.
Inter-Personal And Communication Skills: Consider liking for and ability to get along with people; ability to maintain pleasant inter-relationships with supervisors, peers and subordinates, ability to communicate ideas and thoughts in a clear, concise and organized manner.
Attention And Motivation: Consider clarity of future goals and direction, aspiration for success, drive, energy level.
Problem Solving Skills And Analytical Reasoning Ability: Consider articulation and organization  of information, thoughts and ideas during interview; mental alertness, keenness of mind, grasp of complex ideas, problem-solving ability.
TOTAL SCORE     

Current Salary: Rs.______ per month                   Min. Acceptable Salary: Rs. ________ per month

Additional Comments: _________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

SELECTION STAGEMARKS OBTAINED%AGE
Interview  
Group Discussion  
Written Test  
TOTAL  
HIREDO NOT HIRE

________________________

Signature of Interviewer

INTERVIEW EVALUATION FORM

OFFICERS, SUPERVISORS & WORKER

Name of Candidate:______________                             Date:___________

Name of Interviewer:_________________                     Post:___________

1
Inadequate
2
Requires Development
3
Meets Job Requirement
4
Exceeds  Job Requirement
5
Exceptional
12345
Physical Make-up: health, physical strength, appearance, bearing
Education:  level and grades, subject knowledge
Work Knowledge: level of command, breadth
Experience: job responsibilities, no. of years, quality of experience
General Intelligence: environmental awareness, general knowledge
Personality: confidence, maturity, assertiveness, team-orientation, expression
Mental Alertness: quick grasp, immediate response, active participation
FOR OFFICERS & SUPERVISORS ONLY     
Supervisory Skills: ability to understand instructions and pass them on, ability to get things done, ability to motivate others
Planning Skills: understanding planning process, its importance, uses, and the ability to plan the work
Organization Skills: ability to gather resources and put them to effective use, using time intelligently, exercising  effective control
                                                                      TOTAL SCORE     

Current Salary: Rs.______ per month                    Min. Acceptable Salary: Rs. ________ per month

Additional Comments:_________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

SELECTION STAGEMARKS OBTAINED%AGE
Interview  
Practical Test  
Written Test  
TOTAL  
HIREDO NOT HIRE

________________________

Signature of Interviewer

CONFIDENTIAL

Date:

To:

From: Human Resource/ Administration Manager

Sub.:                  VERIFICATION OF PARTICULARS OF Mr._____________________

Dear Sir,

Please provide us the following information.  Your assistance will help us greatly.

  1. We confirm the period of his service was from_____________________ to ____________________.
  2. His designation at joining time was _________________ and at time of leaving was ______________.
  3. His performance was Excellent/above average/average/unsatisfactory. (Please delete whichever not applicable)
  4. Any negative report/observation on the following:
  • Integrity/honesty.
  • Relation with Superiors/ Subordinates
  • Emotional suitability/ maturity
  • Personal conduct and discipline
  • Reason for leaving the job:
  1. Details of last drawn salary and allowances:

Thanking you for your kind cooperation.

Name of Organization _____________________  Signature _____________________

Designation ____________________

Office Stamp ___________________

PROBATIONARY PROGRESS REPORT

MANAGEMENT STAFF

Name:_________________         Name of Reporting Officer:_______________

Probationary Period Start Date: ___________                  Date:____________

1
Inade-quate
2
Requires Development
3
Meets Job Requirement
4
Exceeds Job Requirement
5
Excep-tional
12345Comments
Regularity & Punctuality
Volume and accuracy of work compared to standards
Cost, waste and time consciousness
Drive – urge and energy to get things done
Trustworthiness / integrity
Initiative & Responsibility
Common – Sense / Decision making
Effectiveness in getting along with others, attitude towards subordinates, peers and superiors
                                            TOTAL SCORE: SCORE     Grand Total:       /40

OVERALL ASSESSMENT

ExceptionalExceeds Job RequirementMeets Job RequirementRequires DevelopmentInadequate
91 – 100%71 – 90%51 – 70%31 – 50%0 – 30%

RECOMMENDATIONS

May be Promoted/May be Confirmed/Probation/Training to Continue/To be terminated.

Signature of Reporting Officer

I) Agreed with the assessment and recommendation of the reporting officer:     Yes         No          Partly
Comments:
Signature of Head of Department
Comments of HR/A Manager
Signature of HR/A Manager
For information and orders of Director OperationsSignature of Director Operations

PROBATIONARY PROGRESS REPORT

OFFICERS AND SUPERVISORS

Name: __________________           Name of Reporting Officer: ________________

Probationary Period Start Date: _________________                Date: ____________

1
Inade-quate
2
Requires Development
3
Meets Job Requirement
4
Exceeds Job Requirement
5
Excep-tional
12345Comments
First Month
Attendance, Regularity, and Punctuality:
Discipline:
 Manners:
Dedication and Hard work
 Appearance:
Second MonthSignature of Reporting Officer
 Conduct:
 Character:
 Ability to Learn:
 Confidence:
Third MonthSignature of Reporting Officer
 Accuracy of Work:
 Co-Operation:
 Initiative:
                                            TOTAL SCORE: SCORE     Grand Total:       /130

OVERALL ASSESSMENT

ExceptionalExceeds Job RequirementMeets Job RequirementRequires DevelopmentInadequate
91 – 100%71 – 90%51 – 70%31 – 50%0 – 30%

FINAL RECOMMENDATION

May be Confirmed/Probation/Training to Continue/To be Terminated.

Signature of Reporting Officer

Agreed with the assessment and recommendation of the reporting officer:     Yes         No          Partly
Comments:
Signature of Head of Department

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