Standard Operating Procedure (SOP)
Title: Recruitment Process SOP Number: HR/2024/SP/01 Version:01
Effective Date:17/08/2024 Reviewed/Updated on: - Prepared by: HR Department
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Recruitments inducting the right manpower, at the right time, at the right place
through right process. An employee being an important asset of the organization should be
inducted through proper planning. Poor Manpower planning can break the organizational
goal. Hence, it is expected from every Department Head to plan about his manpower
requirement
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The Establish a step-by-step guideline for the selection of Employee. The procedures
set out in this SOP implement the policy in the Staff Selection System and incorporate
recommendations made.
[Link] Process Steps
1) Manpower requirement usually arises due to the following factors
a) Replacement due to transfer of Employee.
b) Replacement due to resignation or termination.
c) new function expansion or creation of addition position
2) Manpower Requisition Form "MRF":
a) In order to do recruitment in a systematic & desired manner have to fill "MRF"
b) HOD's analysis the manpower requirement for his own department through the
"MRF" and forward the same to HR for further action.
c) Details of the Form to be filled by HOD's
d) Final approval from Managing Director
e) No vacancy can be processed without approved "MRF"
f) The recruitment process & searching of CV needs passing through various stages
which lead-time of 1 month is require.
Standard Operating Procedure (SOP)
3) Sourcing for Hiring:
a) After receiving "MRF" from respective HOD's for hiring employees, representative
will work on sourcing of resumes. Depending upon the Number of Vacancies,
Position, Budget and Candidate Profile, the HR will decide about the medium for
sourcing the right candidate, which may include any of the following options
b) Various sources of hiring:
Job Portals/Sites: Requirement to be posted on Job site and shortlist CV from
the responses.
Data Bank: Short listing of CVs from current CV's available with HR.
Employee Reference: Resume which Employees refer.
Advertisement: Requirement to be posted on Local Newspaper for hiring.
Consultants: Critical & bulk requirement to be filled through
Campus Placement: To keep buffer stock, we go for Campus Placement.
4) Screening of CV's:
a) HR representative screen CV's as per requirement mentioned in "MRF" and screened
CV's send to respective HOD's for further short listing. Have to follow the below
mentioned details for Short-listing
Technical Test, if any
Preliminary screening by the HR
b) Communication to Short-listed Candidates:
c) Candidates who are short listed from any of the sources are to be informed through
email or telephone by HR representative. Information about the Interview Call letter
has to be sent to concern HOD's
5) For candidates we have to give lead-time of 10 to 12 days for Face to Face or Direct
interview to schedule.
6) Interview Schedule: For any of the interview we have to follow the process as
a) Intimation to concern panel members about Interview Schedule
b) Reminder of call letter about the confirmation of attending interview.
Standard Operating Procedure (SOP)
d) Communication about any changes in Interview schedule has to be intimated to
concern HOD's & panel members.
7) Interview Panel:
a) The interview panel consists of HOD /1 line, Concern Department HOD/2-line, HR
Representative
8) Conducting Interview or Interview Process: Following process has to be maintained for
interview process
a) All the candidates appearing for interview has to fill up Company Application form
b) Technical Interview of candidates by interview panel & filling up of Interview
evaluation sheet by panel members.
c) Panel has to put his remarks in interview evaluation sheet for final comments for
selection & pending.
d) If selected, all the details about candidates’ designation, section & salary has to be
mentioned in evaluation sheet.
9) Terms & Condition for finalization of candidate:
a) Preliminary discussion between HR representative & candidate for his salary and
other details.
b) Salary negotiation with candidate by HR representative.
Comparison with employees in the same level, designation and grade
Considering his qualification, experience, expectation and his current salary
Recommendation, if any by the interview panel
c) Discussing all the terms & conditions with candidates at the time of issuing Offer
Letter to candidate.
d) Tentative joining to be confirmed from candidate & same has to be informed to
respective HOD's.
e) All the Offer Letter issued to candidates has to be signed by head HR in absence of
head Department HOD will sign.
10) Joining Formalities
Standard Operating Procedure (SOP)
a) Following formalities are required to be filled up at the time of Joining & Collecting
Required Documents
Passport Size Photograph 3 no’s
Academic certificates & Other certificates if any
Relieving letter Experience and appraisal letters from previous employer
Reference Person from the previous employer
Government issue ID proof such as passport, PAN card, driving license and
Aadhar
Salary slips for 3 months from previous employment
Bank statement of 1 year supporting the amount mentioned in salary slip
No objection certificate from the nearest police station where the candidate
resided at least 3 years
Medical fitness certificate
Proof of permanent residential address - Government ID proof required
Proof of current residential address - Home rental agreement
PF and ESI declaration form
b) Introduction mails to all HOD's in case of managers and above.
c) Issuing of Appointment letter duly signed by Director with in 2 to 3 days after
receiving all the documents from candidate
d) HR representative will prepare personal file & employee code of new joinee & same
has to be issued to new joinee along with ID-Card.
11) Introduction & Orientation:
a) HR representative designs formal induction program and copy of induction has to be
send to concern HOD's A copy of Induction manual to be provided to all new joinee
along with information about company policies & Culture and Rules and Regulation.
12) Confirmation:
a) All the employees will be on probation period of 3 month from the date of joining,
which is extendable for further period of 6 months.
b) "KPI- Key Performance Indicator" to be issued to concern HOD's by HR
representative for final rating against his KPI's &his personal attributes.
Standard Operating Procedure (SOP)
c) After receiving "KPI" from respective HOD's it goes to Technical Director for
reviewing of ratings received from respective HOD's.
