HR Recruiting SOP

HR Recruiting Standard Operating Procedure (SOP)

Document Control

Purpose

This Standard Operating Procedure (SOP) establishes consistent procedures, controls, and responsibilities for requisitioning, sourcing, assessing, selecting, and onboarding candidates for all positions. It sets mandatory steps to ensure compliance with employment laws, equal employment opportunity principles, and internal governance.

Scope

This SOP applies to all hiring activity for full-time, part-time, temporary, contract, and internship positions across all business units. It applies to hiring managers, human resources business partners, recruiters, interview panel members, and any third-party vendors engaged in the recruiting process.

Definitions and Roles

Hiring Manager: Accountable for requisition justification, candidate evaluation, selection decision, and onboarding coordination for the position. HR Business Partner (HRBP): Provides policy guidance, ensures compliance, and assists with final offer packaging. Recruiter: Manages sourcing, screening, candidate communication, and interview coordination. Interview Panel: Evaluates candidate competencies against defined criteria. Background Check Vendor: Conducts pre-offer or post-offer checks as authorized.

Requisition Initiation

All requisitions must be initiated using the Requisition Template below and include budget approval and job description attachment prior to posting.

Sourcing and Posting

All postings must include the approved job description, minimum qualifications, and an EEO statement. Sourcing channels should be documented and justified.

Candidate Intake Form (Template)

The following fields capture essential candidate information. This template must be completed for each candidate submitted for consideration.

Employment History (Most Recent)

Employment History (Prior)

Education

References

Provide three professional references.

Screening, Interviewing and Evaluation

Screening criteria must be applied consistently. Interviewers are required to use competency-based questions and record evaluation notes. Interview panels should document objective scores and identify hiring decision rationale.

Background Checks and Authorizations

Background checks will be conducted only after authorized sign-off in accordance with applicable law. Candidate consent is required before any checks that solicit third-party records.

Legal Disclosures and Statements

At-Will Employment: Except where expressly prohibited by written agreement, employment with the organization is at-will, meaning either the employee or the organization may terminate the employment relationship at any time, with or without cause or prior notice.

Equal Employment Opportunity: The organization provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law. All hiring decisions will be based on business needs, job requirements, and individual qualifications.

Recordkeeping and Metrics

Recruiters must retain candidate records in the applicant tracking system in accordance with the retention schedule. Key metrics (time-to-fill, source of hire, offer acceptance rate, diversity metrics) must be reported quarterly to HR leadership.

Amendment, Compliance and Audit

Any deviation from this SOP must be documented and approved in writing by the Document Owner. The HR function will periodically audit compliance with this SOP and report findings to senior leadership. Noncompliance may result in corrective action.

Applicant Certification (Template for Candidate)

Candidate must sign the following certification when requested: "I certify that the information provided in this application and any supporting documents is true and complete to the best of my knowledge. I authorize the organization to verify any information, including contacting former employers and educational institutions, and to conduct background checks as permitted by law."

Approval Workflow (Pre-Posting)

Requisition must be approved by the Hiring Manager and Budget Owner prior to posting. HR will validate classification and compliance.

Supplemental Notes / Exceptions

Acknowledgment of Policy and Approval

By signing below, the signatories acknowledge that they have reviewed this SOP, confirm adherence to the procedures herein, and authorize implementation of the recruiting process as defined above.

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