HR Recruitment Policy

HR RECRUITMENT POLICY

Document Control

Policy Number:    Effective Date:

Purpose

This Recruitment Policy sets forth the organization’s mandatory procedures, responsibilities and controls for sourcing, evaluating and selecting candidates for employment. The objectives are to ensure consistent hiring practices, compliance with applicable employment law, protection of applicant data, maintenance of equal employment opportunity, and appropriate documentation and approvals for each hire.

Scope

This policy applies to all divisions, business units and hiring activity for regular, temporary, contract and intern positions. Exceptions must be documented and approved in accordance with the Exceptions section below.

Definitions

"Hiring Manager" means the manager requesting the recruit. "Requisition" means a hiring request form submitted for approval. "Offer Approval Authority" refers to the roles authorized to extend employment offers and approve compensation.

Roles and Responsibilities

HR is responsible for managing the recruitment process, maintaining records and ensuring compliance. Hiring Managers are responsible for preparing the job justification, participating in selection decisions and ensuring appropriate approvals prior to making offers. Recruiters execute sourcing, prescreening and scheduling.

Recruitment Procedure

All recruitment activity must follow the sequence below unless an approved exception is documented.

1. Requisition and Approval: Hiring Manager completes a requisition specifying business justification, position title, grade, proposed salary range and reporting line. HR verifies budget and obtains requisite approvals prior to recruitment.
2. Job Description and Posting: HR ensures an up-to-date job description and posts the position on approved channels consistent with the internal posting period and diversity outreach requirements.
3. Sourcing and Screening: Recruiters source candidates, conduct initial screening, verify minimum qualifications and document screening rationale.
4. Interviewing: Interview panels must include trained interviewers; interview questions must be job-related and documented. Interview notes and evaluation criteria must be retained with the candidate file.
5. Selection and Offer Approval: Final candidate selection requires Hiring Manager recommendation and documented approval by designated Offer Approval Authority for compensation above job grade guidelines.
6. Pre-Employment Checks: Conditional offers are subject to background screening, reference checks and any role-specific checks as required by law and company policy. Candidate consent is required prior to checks.
7. Onboarding: HR conducts final onboarding steps only after satisfactory completion of required checks and receipt of signed offer letter when applicable.

Requisition Template (Required)

Full-Time Part-Time Contract/Temporary Internship

Equal Employment and Non-Discrimination

The organization is committed to equal employment opportunity. Recruitment, selection and hiring decisions are made without regard to protected characteristics, and all recruitment materials and practices must comply with applicable anti-discrimination laws and the company’s nondiscrimination obligations.

Privacy, Consent and Background Checks

Candidates must be informed that offers are conditional upon satisfactory background checks where required. HR must obtain written candidate consent prior to conducting criminal, education, employment verification or other checks. Background check documentation will be retained separately and handled in accordance with privacy requirements.

Recruiter/Hiring Manager will obtain and retain candidate's written consent prior to initiating checks.

Recordkeeping and Retention

HR will retain recruitment records, interview notes and screening documentation in accordance with the company retention schedule and applicable law. Records for unsuccessful applicants will be retained for a minimum documented period to defend employment decisions, unless otherwise required by law.

Exceptions and Emergency Hires

Any deviation from the procedures in this policy must be documented and approved in writing by the Policy Owner and the approving executive. Emergency hires require expedited approvals and are subject to retroactive review.

Review and Amendment

The Policy Owner will review this policy periodically and propose amendments as necessary. Proposed substantive changes must be approved by senior leadership prior to implementation.

Appendix A — Candidate Information Template

The following candidate information form may be used to standardize applicant records during recruitment.

Employment History (Provide at least two recent employers)

Education

References (Three professional references)

Applicant Certification & Authorization (Template Language)

I certify that the information provided in this candidate form is true and complete to the best of my knowledge. I authorize the organization to contact the employers and references listed and to conduct background checks as required. I understand that misrepresentation or omission may result in withdrawal of an offer or termination of employment.

Candidate Consent Obtained:

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