As employers and business leaders, it is critical that we have a well-defined hiring policy to ensure that we have a successful, efficient hiring process. The hiring process is an important element of every organization and a well-crafted hiring policy will ensure that a business is able to identify and hire the best candidates while adhering to legal and ethical standards. A hiring policy should be comprehensive, easy to understand, and comprehensive enough to provide clear guidance to those involved in the hiring process, from the HR department to the executive leadership team. It should also reflect the company’s culture, be compliant with any applicable laws, and outline the necessary steps for the entire hiring process. In this blog post, we will discuss how to craft an effective hiring policy sample and provide some key considerations to keep in mind when developing one.
What is the purpose of hiring policies?
Employers’ efforts to find candidates who are the best fit for a position are served by hiring policies. A company’s overall employee turnover rates can be lowered thanks to hiring policies, which make it simpler to spot professionals who are reliable and productive. They also uphold a company’s culture and reinforce the values it espouses, as evidenced by the people it employs and the candidates it seeks for managerial and leadership positions. To meet the unique requirements of an organization’s values and objectives, hiring policies may serve different purposes in various businesses.
What is a hiring policy?
Human resource professionals create hiring policies to outline the acceptable practices and procedures for hiring new employees. These guidelines can change depending on the business as it frequently adjusts its hiring guidelines to meet its unique needs. As a company evolves, hiring practices may also be changed. For instance, a business might revert to its original hiring guidelines after relaxing them to accommodate new hires during the busy holiday season. Additionally, hiring policies are crucial because they enable businesses to comply with local, state, and federal laws.
What do hiring policies include?
Hiring policies include details about the entire hiring process. There are some general details you can always find in a hiring policy, like the hiring needs and a description of the recruitment plan, even though the components included differ by company. The procedures for conducting phone interviews, preliminary screenings, and final interview sessions may all be outlined in hiring policies. The hiring policy may emphasize the steps for starting background checks, what the onboarding process entails, and what forms and paperwork are required before the candidate receives a job offer depending on the needs of the business.
How to write a hiring policy sample
You can write a hiring policy and procedure manual for your company using the nine steps below:
1. Write the policy objective or brief
Write the policy brief or objective, which briefly outlines the hiring policy’s rationale and its overall goal of attracting qualified applicants. It may specify what a candidate would do if hired and establishes the guidelines for how the process must proceed. Typically, this section only needs to contain three or four sentences.
2. Write the policy scope
Write the policy scope, which briefly identifies the people who are affected by the hiring policies. This would mention both external and internal candidates. The policy scope is best described in one to two sentences. The policy scope section is optional, but it can present a general idea of who is eligible to apply for the role.
3. Include personnel requisitions
This section should be filled out with personnel requests that include information about the position. It contains details such as who proposes the position and who approves it. The position title, working hours, and the need for this job opening are all covered in this section along with other details. Job functions and qualifications go here as well.
4. Detail intake meeting standards
Include instructions on how to conduct intake meetings properly. This explains how to set expectations for the recruitment initiative and when to set the recruitment strategy. It also specifies who should schedule the intake meeting and what will be covered in it.
5. Detail job posting standards
Use this section to provide specific information about the job posting, such as who created it and how long it must be. Specify where to place the job posting and how long it should be live. Use this section to specify who is in charge of keeping track of and maintaining resumes and applications as well.
6. Detail internal applicant procedures
Describe the requirements for current and internal employees in this section, including how they can meet them and whether an employee needs approval from their manager and the HR department before applying. Include the qualities that employers are seeking in candidates and the person who notifies internal candidates when they are not selected for further consideration in the hiring process.
7. Describe the interview process
Describe who is in charge of reviewing applications and resumes before the interview in this section. You can specify who conducts initial interviews, the types of questions to ask, and the appropriate interviewing procedures to use. Include information about the forms applicants must submit after the interview and who will contact them if they are not selected for the position.
8. Describe reference checks
Who is in charge of checking references and confirming a candidate’s eligibility? Use this section to specify how many references a candidate must submit as well. If no reference checks are required, you don’t need to include this section because reference checks are typically an optional choice.
9. Describe job offer procedures
Describe the criteria and requirements for making a job offer to a candidate. You can specify what must occur before the background check. This section might also list potential elements of the background check. You can specify whether internal candidates must also undergo background checks. Tell the candidate about the terms of the job offer, such as how long they have to accept it before the employer retracts it.
Hiring policy sample
The following is an example of a hiring process using the aforementioned steps as a model:
Policy brief
Our hiring and recruitment policy for candidates outlines the method for fairly evaluating and choosing outside candidates. The organizations’ policy is to track down applicants who are qualified for the open position. Our business has committed itself to having an equal opportunity hiring policy. A well-executed and discrimination-free hiring initiative and process must be provided by all parties involved.
Scope
All employees involved in the company’s hiring process, including all organizational departments, are subject to the terms and conditions of this hiring and recruitment policy. It refers to anyone who is a prospective job candidate.
Personnel requisitions
Personnel requests must specify the position’s title, working conditions, required qualifications, exemption laws, and purpose for the position. Complete personal requisitions prior to filling the organizations positions. Personnel requests must be started by the supervisor of the relevant department and approved by the division vice president before being sent to the HR department. The supervisor is accountable for determining the hiring needs of their department and identifying the requirements for any open positions in that department. The final decision is made by human resources, the department manager, and the supervisor.
Intake meetings
Prior to publishing an official position opening, human resources must schedule a meeting with the hiring manager to go over the position’s specifics, necessary qualifications, and the ideal candidate profile. Key stakeholders must be present at this meeting to establish expectations for employment drafting strategies and to set the recruiting initiative.
Open position postings
Human resources must create job postings that clearly describe the position and accurately reflect the organization’s brand and culture. HR is responsible for posting all job openings to the company’s intranet server and to external websites that are suitable for filling the position. Position postings are to remain open until theyre filled. HR is in charge of tracking all applicants and, as needed, preserving applications and resumes.
Internal company candidates
If current employees have a satisfactory employment status, they may be eligible for an open internal position. Employees who have worked for the company for less than a year might need to get approval from their manager and the HR department. All applicants for open positions will only be considered based on their qualifications and ability to perform the job successfully. Notifying internal candidates who weren’t selected for a position falls under the purview of HR.
Interview procedures and processes
Before scheduling an interview with a candidate, human resources and the hiring manager are in charge of reviewing applications and resumes. An initial interview that evaluates a candidate using behavioral questions and a structured process must be conducted by HR and the hiring manager. Candidate evaluation forms should be kept with the applications after each interview. Notifying external applicants who weren’t selected for the position falls under the purview of HR.
Guidelines for reference verifications
Based on the results of the evaluation form and the interview, human resources is in charge of conducting a professional reference check and confirming a candidate’s employment status. Each applicant must submit a minimum of two professional references to be considered. The hiring manager can also decide whether professional references are required for the open position.
Guidelines for job offerings
Offer a position only after background checks have been successfully completed after choosing the candidate to hire. Credit history, criminal history, driving record, and drug tests are all possible background checks. The background investigation may also yield additional data pertinent to the job. Any additional background checks for internal candidates must be completed as necessary. The HR department can extend a job offer to candidates after receiving the results of the background checks and confirming that they are satisfactory. The employer has seven working days to accept and sign the job offer, after which it may be redacted.
Recruitment Plan – A step-by-step process guide
FAQ
How do you write a hiring policy?
- Purpose. Start by discussing your hiring philosophy and the justifications for your policy, as determined by your policy team (see step three above).
- Statements on equal employment opportunity and inclusion. …
- Policies on related and former employees. …
- Procedures.
What is recruitment and selection policy?
A recruitment and selection policy guarantees that all hiring and selection processes are carried out in a transparent manner, and all parties involved (the hiring manager, HR, etc.) ) are participating in the hiring process with complete faith in the outcome
What are 5 key strategies for hiring new staff effectively?
- Establishing and leveraging your employer brand.
- Improving job postings with compelling job descriptions.
- Prioritizing diversity, equity, and inclusion practices.
- Treating candidates as customers.
- Conducting great interviews.
- Utilizing niche job boards.
What are the steps of hiring process?
- Deciding there’s a role to fill. …
- Putting together a complete plan. …
- Writing a great job description. …
- Advertising through the right channels. …
- Reaching out using recruiters, headhunters, and referrals. …
- Reviewing candidate applications. …
- Short interviews and pre-interview screenings. …
- Interviews.
What is a hiring protocol?
The hiring protocol specifies the precise hiring decision-making steps and who is in charge of putting them into practice. The following procedures are just a few examples of effective hiring protocols. Identifying the hiring requirement in terms of performance expectations.
What are the 4 major considerations of hiring decisions?
…
Be sure to consider these four factors when hiring your next employee.
- Quantity of your candidate pool. …
- Quality of your candidate pool. …
- Urgency to fill the role. …
- Investment required for the new hire.
