Hiring Policy: Process and Procedures

May 30, 2016
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​Practice Note
The foundations of staffing management involve finding qualified employees, attracting them, employing them strategically in the organization and keeping them for the long haul. 

The hiring process for most organizations encompasses multiple steps and various practices, including the use of application forms, interviews, pre-employment testing, reference and background checks, employment offers, and, in some cases, employment contracts. Finally, there is the process of organizational entry, referred to as onboarding or orientation.​


[Company Name] believes that hiring qualified individuals to fill positions at the company contributes to the overall strategic success of [Company Name]. Each employee, while employed, is hired to make significant contributions to [Company Name]. In hiring the most qualified candidates for positions, the following hiring process should be followed.

Hiring Process and Procedures

Personnel requisitions

Personnel requisitions must be completed to fill [Company Name] positions. Requisitions must be initiated by the department supervisor/manager, approved by the division vice president and then forwarded to the human resource (HR) department.

Personnel requisitions should indicate the following:

  • Position title.
  • Position's hours/shifts.
  • Exempt or nonexempt status of the position.
  • Reason for the opening.
  • Essential job functions and qualifications (or a current job description may be attached).
  • Any special recruitment advertising instructions.

Job postings

All regular exempt and nonexempt job openings are posted on [Company Name] intranet and bulletin boards for employees to review. Jobs will remain posted until the position is filled. Job postings are updated every [select day of the week or appropriate time period].

Internal transfers

Employees who have been in their current position for at least one year may apply for internal job openings. This requirement may be waived with the consent of the employee's manager and the HR department.

Employees must complete the Internal Job Opening Request Form. The form must be completed and submitted to the HR department within one week after the job is posted.

All applicants for a posted vacancy will be considered on the basis of their qualifications and ability to perform the job successfully. Internal candidates who are not selected will be notified by the HR department.

Recruitment advertising

Positions are advertised externally based on need and budget requirements. The HR department is responsible for placing all recruitment advertising.

Interview process

The HR department and the hiring manager will screen applications and resumes prior to scheduling interviews. Initial interviews are generally conducted by the HR department and the hiring manager.

Team interviews may be conducted as needed for some positions. If a team interview is conducted, a structured interview process is recommended. Interview questions should be compiled by the interviewing team and reviewed by the HR department prior to the interview. After the team completes the interview process, the results of the interview should be forwarded to the hiring manager/supervisor for review. The hiring manager or supervisor has the authority to make the hiring decision.

Supervisors must use the applicant summary tracking form and notify the HR department of all interviews conducted. All applications and resumes of applicants not selected must be forwarded to the HR department for retention.

The HR department will notify applicants who are not selected for positions at [Company Name].

Reference checks, criminal background checks, and drug and alcohol testing

After a decision has been made to hire a particular candidate, an offer will be made to that individual contingent on satisfactory completion of reference checks and criminal background checks.

The HR department will check references for all candidates and contact final candidates to complete a pre-employment drug and alcohol screen.

Job offers

If the HR department receives satisfactory results from the reference checks, criminal background check, and the drug and alcohol screen, it will notify the candidate to confirm the job offer.

Initial start date and orientation

On an employee's start date, the employee will complete required paperwork and an orientation with the HR department. The new employee's manager or supervisor is responsible for providing a department orientation for the new employee.

The employee's supervisor will complete the New-Hire Checklist with new employees and review department policies and procedures.

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