Employee Recruitment Policy Sample is the ready policy to successfully recruit manpower in the organization. This Employee Recruitment Policy Sample has been prepared based on the recruitment steps of the garments industry. It may be a little bit different from the recruitment practices of other industries.
Related: 9 Steps of a Constructive Selection Process: HR Manager Must Know
Employee Recruitment Policy Sample-2021
- Overview
Our management is committed to practicing a systematic recruitment procedure for ensuring on-time recruitment of the right candidate in the right place.
Related: Recruitment and Selection Methods and Greatest Advantages in 2020
- The Objective of the Policy
The ultimate purpose of the employee recruitment policy is to ensure a methodical and discrimination-free recruitment and selection procedure at XYZ Ltd. through which management or HR department can ensure the on-time recruitment of the right candidate in the right place.
- Owner of the Policy
The Human Resource Department of XYZ Ltd. is considered the owner of this policy.
- Scope of the Policy
Recruitment and Selection of all workers, staff & executive employees of XYZ Ltd. will fall under the scope of this recruitment policy.
- Definition
Recruitment: Recruitment refers to the first stage in filling the vacancies in an organization or searching for prospective employees and stimulating and encouraging them to apply for the job of the organization.
Selection: Selection is the process of weeding out unsuitable candidates for the job and finally choosing the most suitable candidates out of all the applicants.
Employee: The persons who work under XYZ Ltd.
Orientation Training: Orientation training can be defined as the initial training provided by the company to share basic information regarding the company to new employees.
- Key Words
Employee Requisition Form = ERF
Executive Management = EM
Bangladesh Labor Law = BLL
Human Resource Department = HRD
- General Rules for Recruitment & Selection
a) Facility will not encourage or recruit any person below the age of 14 years (who falls under child labor).
b) Facility will not allow any kind of discrimination at any stage of recruitment i.e. CV or candidate screening, final selection, etc. The company must ensure equal treatment for all races, religions, tribes, Gender, and Marital statuses at any cost.
c) Company must consider the candidate’s educational qualification, merits, and work experience at every stage of recruitment to ensure equal opportunity and non-discrimination.
d) Facility will not allow any kind of financial attachment of the employee who is involved in the overall recruitment process.
- Policy on Workers and Staffs Recruitment
a. Employee Requisition Form (ERF) Submission
ERF will have to submit at HRD at least 45 days before recruitment as per the approved manpower budget.
b. Job Circular
After getting ERF from the concerned department, HRD will circulate vacant job positions through Banner, Poster, Leaflet, Announcement, etc.
c. Candidate Screening and Skill Test
Primary screening of the candidates will be conducted at the main gate through verbal discussion. Then he/she will be sent to the production floor where the Industrialization team and production responsible people will analyze the candidate’s skills and fix their salary as per the skill grade. No skill test will be required for the helper position.
d. Medical Check-up
After completing the skill test, candidates will be sent to the Medical Center for age verification and a physical fitness test.
e. Appointment of Eligible Worker
Eligible workers will be sent to HRD for appointment of him/her in the mentioned position. Then HRD will collect documents from the candidates as per law and provide him an appointment letter on the same day or before sending him/them to the production floor. The worker’s appointment letter will be written in local language.
f. Distribution of ID Card
The employee ID card will have to provide on the same day to the workers as per the format mentioned in BLL.
g. Induction/Orientation Training
HRD will provide induction/orientation training to the newly joined workers to let them know the company policy and system. No employees will be sent to production before providing orientation training. The recruitment process flow diagram for workers and staff is as below.
- Policy on Executive Recruitment
a. Employee Requisition Form (ERF) Submission
ERF will have to submit at HRD at least 45 days before recruitment for both budgeted and non-budgeted manpower. For non-budgeted positions, HRD will collect approval from the division head and EM.
b. Job Circular
After getting ERF from the concerned department, HRD will circulate vacant job positions through Internal (Office Circular, Official mail) or External mediums (LinkedIn, newspapers, etc.).
c. CV Screening
HRD will complete discrimination-free CV screening after collecting the applicant’s CV from an internal or external medium. CV screening will be completed based on Educational Qualification, Educational Institute, Service experience, etc.
d. Written Test for the Candidates
After completing the CV screening, HRD will contact the eligible candidates over the phone or email to invite them for a written test. Questions for the written test will be developed by the concerned department and reviewed by HRD. Besides, the HRD or concerned department will examine the exam paper to prepare a list of suitable candidates for the position.
e. Interviewing of Candidates
It will be completed on the same day as the written test in the presence of pre-formed interview board members. The interview board will consist of the ERF submission department employee, any cross-functional department (HR will finalize), and HRD. Each interview board member will submit his/her evaluation (in the prescribed format) regarding the candidate just after completing the interview session.
f. Background Check
HRD will complete the candidate’s background check based on a reference check or any other suitable way.
g. Salary Negotiation
Based on the remarks of the interview board, HRD will finalize 2/3 candidates’ names for the position. HRD will complete salary negotiation starting from the top suitable candidate and then carry forward to other candidates if required.
h. Appointment of Suitable Candidate
After completing the salary negotiation, HRD will take the necessary preparation to appoint a suitable candidate on time. An appointment letter and employee ID card will have to provide to the new joiners on the same day of the appointment.
i. Official Introduction and Orientation Training
HRD will complete the official introduction of the new joiner with other employees, especially with all department heads and concerned people. Besides, HRD will circulate an official introduction mail as well.
HRD will be responsible for providing a short briefing regarding the company through orientation training after the appointment. It should take place on the same day or within the same week of the appointment. The recruitment Process Flow Diagram for Executives is below.
- Recruitment Lead Time
Recruitment Lead time will be 45 days for Worker, Staff, and Executive recruitment.
- Workers Recruitment Committee and Responsibility
| Sl. No. |
Designation of Committee Members |
Designation at Recruitment |
Responsibility |
| 1 | AGM/Manager (HR & Compliance) | Chairman | To ensure the effectiveness of the recruitment process by recruiting the right candidate at the right place at right time. |
| 2 | AGM/Sr. Manager (Production) | Secretary | To submit ERF at HRD as per manpower budget. |
| 3 | Manager (Industrialization) | Member | To conduct skill tests and salary fixation. |
| 4 | Medical Officer | Member | To conduct health check-ups and age verification. |
| 5 | Recruitment Executive (HR) | Member | To collect candidates as per requirement and verification of documents. |
| 6 | Welfare Officer | Member | To conduct orientation training for the new employees. |
| 7 | Security Officer | Member | To ensure the discipline and background check of the candidate/worker. |
- Recruitment Committee for Executive and Responsibility
| Sl. No. |
Designation of Committee Members |
Designation at Recruitment |
Responsibility |
| 1 | Executive Management (EM) | Chairman | To approve ERF for divisional head position and final selection through interview. |
| 2 | Chief Operating Officer (COO) | Secretary | To recommend/approve ERF for the budgeted and non-budgeted positions. |
| 3 | Chief Financial Officer (CFO) | Member | To arrange funds for the approved position as per ERF. |
| 3 | Chief Production Officer (CPO) | Member | To ensure on-time ERF submission at HRD. |
| 4 | AGM/Manager (HR & Compliance) | Member | To ensure the effectiveness of the recruitment process by recruiting the right candidate at the right place at the right time. |
| 5 | Recruitment Executive (HR) | Member | a. To do job circulation as per submitted ERF.
b. To collect the candidate’s CV and arrangement of written test and viva. |
- Language of Appointment Letter
a. Worker’s appointment letter must be in Local Language.
b. Staff and Executive’s appointment letter must be in English.
Conclusion
XYZ Ltd. will comply with all the standard recruitment processes to ensure the recruitment of the right candidate at the right place at the right time. This employee recruitment policy will help to minimize or remove the existing error in the recruitment process. Rather, it will ensure discrimination-free recruitment and employee satisfaction.
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