HR Engagement Process SOP

HR ENGAGEMENT PROCESS SOP

Purpose

This Standard Operating Procedure defines the required steps, roles, controls and records for initiating, approving, onboarding and maintaining employee engagement across the organization. The aim is to ensure consistent, compliant and auditable handling of all HR engagement activities from requisition to active employment and ongoing engagement monitoring.

Scope

Applies to all hires, re-hires, transfers, internal promotions and contingent worker engagements. Covers responsibilities of Hiring Manager, HR Business Partner, Talent Acquisition, IT provisioning, Security and Payroll.

Definitions

Candidate: an individual being considered for engagement. Hiring Manager: the manager requesting the engagement. HRBP: HR Business Partner responsible for policy compliance. Onboarding Packet: required documentation and systems provisioning checklist.

Responsibilities

Hiring Manager: complete requisition, justify role, coordinate interviews and confirm offer terms. HRBP: validate compliance, author offers and ensure background checks and I-9/eligibility documentation. IT: implement account provisioning upon approved start. Payroll: enroll in payroll and benefits per forms received.

Engagement Initiation

Initiation begins when Hiring Manager submits a completed requisition. Required fields below must be completed before HRBP review.

Position Title:    FTE:    Proposed Start Date:

Candidate / New Employee Information

Personal Information to be completed at the time of offer acceptance.

Phone:    Personal Email:

Position Information

Reporting Manager:    Employment Type: Full-Time   Part-Time   Contractor

Agreed Start Date:    Salary / Rate:

Employment History (Most Recent)

Employer 1 — Company Name:

Title:    Dates Employed: From To

Employment History (Prior)

Employer 2 — Company Name:

Title:    Dates Employed: From To

Education

Graduation Date:

References (Professional)

Phone:    Email:

Phone:    Email:

Phone:    Email:

Pre-Employment Screening and Authorizations

The candidate must provide authorization for background checks, reference checks, and verification of education and prior employment as a condition of employment where permitted by law.

Candidate consents to background and reference checks and verification of employment and education.

Legal Disclosures

At-Will Employment: Employment with the organization is on an at-will basis unless expressly stated otherwise in a signed written agreement. Either the employee or the employer may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to applicable law.

Equal Employment Opportunity: The organization provides equal opportunity in all employment decisions and does not discriminate on the basis of protected characteristics. All decisions are made in compliance with applicable employment laws.

Applicant Certification and Acknowledgement

I certify that the information provided in this engagement packet is true and complete to the best of my knowledge. I understand that false statements or omissions may disqualify me from consideration or be grounds for termination of employment.

I certify that all information provided is true and complete.

Documentation, Records and Retention

Monitoring, Review and Metrics

HRBP will review adherence to this SOP on a periodic basis and maintain metrics including time-to-fill, offer acceptance rate, onboarding completion rate, and background check completion rate.

Exceptions and Escalation

Records of Completion

Use the following fields to record final approvals and confirmations that all onboarding steps are complete prior to start.

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