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Job Requisition Preparation and Approval Process Policy


This policy applies to all departments and positions at all levels, including full-time regular, part-time regular and temporary positions.

General Procedure

Managers must complete the requisition form, including all approval signatures, whenever a department has a need to:

1. Create and fill a new position, or

2. Refill an existing position when there is a termination of employment, or

3. Hire or lease a temporary employee.

This policy explains the necessary forms and processes for these situations.

Approval Process

1. The hiring manager downloads the job requisition form from the company intranet and completes all applicable sections based on new position, refill position or temporary position.

2. The completed requisition form, including a copy of the current job description, must be submitted to HR as hard copy or electronically once all required approval signatures are obtained. HR will not accept the job requisition form without all approval signatures.

3. HR will review the request and ensure the job duties, requirements and pay grade are consistent with the position as described. If necessary, HR will recommend changes and work with the hiring manager to revise the request. If substantial changes made, a second round of approval signatures will be required.

4. Upon final approval of the requisition, the hiring manager will receive a confirmation e-mail of the open requisition and posting. It is the hiring manager's responsibility to check the information for accuracy and contact HR immediately if there are any discrepancies.

5.  The recruiter assigned to the open requisition will contact the hiring manager within the first week of the open job requisition to coordinate the recruitment process.

New Positions

The budgeting process for new positions happens each year in September for the following calendar year. All new positions should go through the normal annual budgeting process for planning and approval. In the event the business needs dictate hiring for a new position outside of this process, additional written business justifications and approvals will be needed on the job requisition form. HR may not start the candidate sourcing process for any position until all documents and signatures have been received. 

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