HR Staffing Process

HR STAFFING PROCESS

Purpose and Scope

This document prescribes the standardized staffing process for initiating, approving, sourcing, selecting, and onboarding candidates for all positions. It defines responsibilities, required documentation, timelines, background and eligibility checks, record retention, and metrics for compliance and auditability.

Requisition Details

Requisition ID:

Hiring Manager:   Anticipated Start Date:

Job Posting & Sourcing

Approved posting channels (select all that apply):

Internal posting External job board Employee referral Third-party recruiter

Candidate Intake — Personal Information

Phone:   Email:

Employment History (Most Recent)

Title:   Dates Employed:

Employment History (Previous)

Title:   Dates Employed:

Education

Professional References

Phone:   Email:

Phone:   Email:

Phone:   Email:

Screening Checklist

Completed pre-screen items (check all that apply):

Resume reviewed Minimum qualifications verified Initial phone screen completed Technical assessment completed

Interview Plan

Selection and Offer Authorization

Selected Candidate:   Proposed Start Date:

Offer Approved By (HR):   Date:

Offer Approved By (Department):   Date:

Onboarding Tasks & Document Collection

I-9 / Right to work verification Tax withholding form Policy acknowledgements Direct deposit form

Background Checks & Authorizations

Background check components (select all that apply): Criminal history Education verification Prior employment verification Driving record

Applicant has authorized background checks and verification of prior employment and education as required for the position.

Applicant Printed Name:   Date:

Recordkeeping, Privacy & Retention

All recruitment and candidate records must be retained in accordance with applicable data protection and record retention policies. Access to candidate files is restricted to HR and authorized hiring personnel. Personal data collected will be used solely for recruitment, selection and onboarding purposes.

Metrics and Compliance

Key performance indicators to track: time-to-fill, offer acceptance rate, source effectiveness, diversity of candidate pool. Ensure statutory equal employment and anti-discrimination requirements are met throughout all stages.

Legal Disclosures

At-Will Employment: Unless expressly provided otherwise in a written agreement signed by an authorized representative, employment for non-union employees is on an at-will basis, which means either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice.

Equal Employment Opportunity: The organization maintains a policy of equal employment opportunity and makes staffing decisions without regard to protected characteristics. Reasonable accommodations will be provided where required by law; requests should be made to Human Resources.

Applicant Certification

I certify that all information provided in this form and in attached materials is true, complete, and accurate to the best of my knowledge. I understand that falsification or omission of material facts may result in revocation of an offer or termination of employment if discovered after hire.

I certify the statements above

Applicant Printed Name:   Date:

Approvals and Acknowledgements

Signature (electronic):   Date:

Signature (electronic):   Date:

Exceptions and Special Conditions

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