Recruitment Process

Table of Contents

1. PROCESS STATEMENT............................................................................................4
2. OBJECTIVES...............................................................................................................4
3. RECRUITMENT PROCESS.......................................................................................4
3.1. GETTING RESOURCE REQUEST.........................................................................................4
3.2. GETTING THE JOB POSTED ..............................................................................................5
3.3. RECEIVING AND SCREENING APPLICATIONS AND RESUMES....................................................5
3.4. INTERVIEWING CANDIDATES............................................................................................5
3.6.PRE-EMPLOYMENT MEDICAL CHECK.................................................................................5
3.7.OFFER..........................................................................................................................6
3.8. RELEASING OF THE OFFER .............................................................................................6
3.5. REFERENCE CHECK........................................................................................................6
4. HIRING OF TEMPORARY RESOURCES..............................................................8
4.1. PAY............................................................................................................................8
4.2. SERVICE PERIOD............................................................................................................8
5. REVIEW........................................................................................................................8
APPENDIXES ..................................................................................................................9
APPENDIX A: STAFFING REQUEST FORM.................................................................................9
APPENDIX B: CANDIDATE EVALUATION FORM.......................................................................11
APPENDIX C: RECRUITMENT SLAS .....................................................................................13
 Revision History

Ver. Date of Affected History of

Author(s) Approver
No. Release Sections Changes
1. Process Statement

<<ABC>> recognizes that achievement of its strategic goals and

securing of its values is dependent on the recruitment of a skilled and
committed workforce. <<ABC>>’s recruitment process is designed to
help achieve this.

2. Objectives

The recruitment process has the following objectives:

• To ensure that the recruitment is as per the company

expectations. (e.g time, skills, etc.,)

• To attract sufficient applications from potential candidates with

the required skills, qualities, experience, and competencies
deemed as being necessary to the job.

• To develop and maintain processes which will assist in ensuring

the appointment of the most suitable candidate.

3. Recruitment Process

3.1. Getting Resource Request

Need to hire a resource can be due to any of the following instances:

1. Non-availability of existing resource to fulfill a new requirement.
2. Replace an existing resource
3. Vacancy created due to the resignation of a existing resource
4. Recruitment as backup resource
5. Other reasons as deemed fit by the CEO / President and Senior
Management

The request to hire a resource has to be done through the ‘Staffing

Request Form’ (Refer Appendix B).

A staffing request has the job specifications detailing the job title,
mandatory skills, desired skills, responsibilities, location, start date,
and approximate end date of the assignment.

The HR Head approves hiring of a resource based on Staffing Request.

In the case of Shadow requirements, the President’s approval is sought
and based on which the HR head approves hiring.
 Note: The term ‘Recruiter’, where it appears refers to the Recruitment
wing of the HR department.

Recruiter initiates the search as per the specifications mentioned in the

staffing request form.

3.2. Getting the job posted

The Recruiter notifies the details of the positions to the

• Vendors such as associate companies, hiring agents
• Existing <<ABC>> employees. Such referrals through
employees are rewarded through the Employee Referral Scheme.
• Media, as may be required

3.3. Receiving and Screening Applications and resumes

Based on the staffing request, the recruiter does a preliminary

screening of the resumes. Shortlists candidates based on qualification,
experience, location constraints and salary details as mentioned in the
Resume.

3.4. Interviewing Candidates

<<ABC>> HR encourages a multi level interviewing of every potential

new hire there by ensuring the right person for the job.

Levels of interview
1. HR Interview - The HR interview ensures that there is synergy
between the basic values of the candidate and those of
<<ABC>>.
2. Technical Interview - (Necessary skills are tested) Based on the
seniority of the New hire, the number of technical interviews can
vary. HR maintains a list of Primary and Secondary Interviewer
panel to conduct interviews. The interview assessment is
recorded in the ‘Interview Assessment Sheet’ [Refer to Appendix
A].
3. Client Interview – Optional and based on the need of client.

3.6. Pre-employment Medical Check

Every candidate that clears the interview is asked to undergo a
medical check. The individual’s employment (if offered earlier to
facilitate notice to the current employer) is subject to satisfactory
result of the medical test and fitness to be employed.

3.7. Offer

The recruiter proposes the designation, cost to the company, expected

date of joining and the relevant IT experience to the Head HR for
approval. This is determined after due consideration of internal salary
structure, band width etc.

3.8. Releasing of the Offer

After obtaining the approval from the Head HR, the recruiter releases
the conditional offer via e-mail to the candidate.

Upon receiving the acceptance from the prospective employee the

hard copy of the offer is provided i.e. either in person or via courier.

In the event a candidate is rejected for what-ever reason, the

information as appropriate is communicated to the source from which
the candidate was referred.

It is also the responsibility of the recruiter to follow-up (by phone or e-

mail) with the selected candidate until the time he/she joins the
organization and reports for duty.

3.5. Reference Check

It is mandatory that all prospective employee have to undergo pre-

employment screening.
Reference Check is being outsourced to Hill & Associates who would
conduct Pre Employment Screening as below:

Employment Check
H & A will obtain verification from the most recent previous two
employers including verification with the HR department. The
verification will include details on last designation, dates of
employment & any issues during the employment

Professional Reference Check with Supervisor in Previous

Organizations

H & A will obtain feedback from the two previous supervisor of the
prospective employee on his work related parameters like
performance, strengths, weakness, integrity, interpersonal skills, team
management skills, reasons for leaving, eligibility for rehire etc…

Education Check

H & A will check to verify highest education qualifications of the

prospective employee.

Criminal Record Check

H & A will check with the police station under whose jurisdiction the
current address of the prospective employee comes.

OFAC Check

H & A will conduct a check against U.S. Office of Foreign Assets

Control’s Specially Designated National & Blocked Person’s List, the
Bank of England’s consolidated list of financial sanctions & any list
maintained by the India Govt. of Individuals who the Client should not
be associated with.

• <<ABC>> will submit a request to H & A in a completed

application form with necessary authorization.

• It would include prospective employee authorization, 2 passport

size photographs, proof of residence, copy of Education degree
& copy of the relieving letters from past employers.

• Upon completion of each individual screening check of the

prospective employee, H & A will deliver a written interim report
to <<ABC>> within 10 working days.
 • A final report having the details of the Criminal check shall be
submitted within 21 working days.

• The report will reflect in detail the results of all the various
checks on the prospective employee & whether they are deemed
satisfactory.

• Incase there are any negatives identified regarding criminal

background, education, employment or otherwise H& A will use
its best efforts to provide documentary proof to verify such
negatives.

4. Hiring of Temporary Resources

When there is a need to engage a resource for a temporary period, the

concerned Manager can raise a request to HR by e-mail. HR in
consultation with the President will make necessary arrangements to
identify a suitable candidate and will negotiate a stipend.

HR will issue a letter to the selected candidate, which will detail the
start date of work and the service period.

Temporary resources will be eligible to receive only Gross Monthly

Salary and will not be eligible for any other benefits as applicable to
regular employees of the Organisation.

If the temporary resource is required to work on weekends and on

holidays, he/she will be eligible for claims towards transportation and
food expenses as mentioned in the HR Policy and the same needs prior
approval from the respective Manager.

4.1. Pay

All temporary staff positions will be paid stipend once a month by

cheque. HR will check for attendance and will advice finance for
payment.

4.2. Service period

At any point of time, the services of a single temporary resource

should not exceed 120 days on a single stipend period.

5. Review
The recruitment process is reviewed on a quarterly basis by the HR
Head to ensure alignment with the business environment and goals of
the organization. Process compliance is monitored during the audits
conducted by the <<ABC>> QA team.

Appendixes

Appendix A: Staffing Request Form

<<ABC>> Staffing Request Form

Date Requester
Division
Project Name
Name
Project Description
(Business Case
level)
Business
Description
<Optional>
(Business Case
level)
Technical
<Optional>
Approach
Client Location
Intervie
Client Contact/PM
wer

(POSITION TITLE)
REQUIRED (candidates without these skills will
be rejected)

Requirements/Skills DESIRED (candidates will be accepted if these

(Language/Platform/ skills are unavailable)
Business)

Non-Technical (describe any special

requirements – ie Communications for PMs)

Role/Responsibilities

Approx
# Date of Appro
On/Offsho Approx
FTE Move to x End
re Start Date
s Offshor Date
e
#
Approx Approx End
Off Shore FTE
Start Date Date
s
#
Approx Approx End
On Site FTE
Start Date Date
s
Appendix B: Candidate Evaluation Form

Candidate Name ____________________ Date of Interview

_______________

Client/Project ____________________ Position

______________________

ASSESSMENT CHART

SNO SKILLS GOOD SATISFACTOR POOR

(Mention based on priority) (Tick) Y (Tick) (Tick)

INTERVIEWER 1:
REMARKS:

STATUS: Shortlisted Rejected Hold

SIGNATURE: ____________________________ DATE: _________________________________

INTERVIEWER 2:
REMARKS:

STATUS: Shortlisted Rejected Hold

SIGNATURE: ____________________________ DATE: _________________________________

Educational Qualification: _____________________________________________

Relevant Work Experience: _____________________________________________

Onsite Experience: _____________________________________________

Work Location Preference: _____________________________________________

Passport Validity: _____________________________________________

Salary Expectations: _____________________________________________

HR REMARKS:

STATUS: Shortlisted Rejected Hold

SIGNATURE: ____________________________ DATE: _________________________________

HR RECOMMENDATION / APPROVAL

PROPOSED DESIGNATION:

PROPOSED CTC:

EDOJ:

REL IT EXP:

PROPOSED BY: ____________________________

APPROVED BY: ____________________________ DATE: ______________________________

Appendix C: Recruitment SLAs

Our SLA driven staffing arrangement ensures predictable turn around

time. Following are our recruitment SLAs.

Time to
get the
Yrs Time to source Time to candidat
Type of Locati of qualified release e
profiles on exp resumes the offer onboard
2 Working days 1 working 30 days
from the date of day from from the
receiving approved the close time of
Developers / Chenn up to & complete of final final
Testers ai 3 yrs staffing request interview interview
Sr.Developers 3 Working days 1 working 35 days
/ Sr. Tester / from the date of day from from the
DBA (all receiving approved the close time of
levels)/ QA (all Chenn 3 to 5 & complete of final final
levels) ai yrs staffing request interview interview
Team Lead / 5 Working days 1 working 45 days
Prj Lead / Sys from the date of day from from the
Admin (all receiving approved the close time of
levels)/ BA(all Chenn 5+ & complete of final final
levels) ai yrs staffing request interview interview
10 Working days 1 working 45 days
from the date of day from from the
receiving approved the close time of
Project Chenn 9+ & complete of final final
Managers ai yrs staffing request interview interview