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CleanAir STANDARD OPERATING PROCEDURE FOR Recruitment
1.0 PURPOSE The purpose of this procedure is to ensure a consistently high caliber of new employees that share our core philosophy and values. 2.0 SCOPE This procedure applies to all groups within CleanAir hiring new employees. 3.0 MATERIALS 3.1 The following materials are needed to properly execute this procedure:
4.0 DEFINITIONS 4.1 5.0 PROCEDURE 5.1 Determine team need and requirements for skills, knowledge and DISC 5.1.1 Each team will determine the need to hire new employees based on their business plan and the team requirements needed to successfully meet their business objectives. 5.1.2 After the need to hire is established prepare the candidate requirements list for necessary skills, knowledge and DISC. 5.1.3 An evaluation team made up of those team members charged with evaluating and selecting candidates for the position should be formed. 5.2 Complete Job Availability Form 5.2.1 Before any recruitment can begin, a Job Availability Form must be posted on the CleanAir Intranet Forum and on the team . This form includes a job description, employee profile and performance expectations. 5.2.2 Performance expectations must include, in addition to job specific expectations, behaviors that support our values and philosophies such as team-oriented, value driven, customer focused. 5.2.3 Employee profile should address education, job experience, specific skills, personality type, and other desirable characteristics. 5.2.4 This information should be developed by the team on a team consensus basis. 5.3 Determine search strategy 5.3.1 There are many ways to find appropriate individuals -- job fairs, trade shows, newspaper ads, tech journal ads, professional recruiters, etc. The team in need of new personnel will consult with Human Resources to determine the most effective means of finding prospective employees matching the employee profile. 5.4 Develop assessment procedure 5.4.1 Determine the group that will evaluate candidates. 5.4.2 Review and discuss job description, expectations, and employee profile. 5.4.3 Develop preliminary questions 5.5 Execute search strategy 5.5.1 Do it. 5.5.2 The team Recruiting Resource will place any advertisements used as part of the recruiting strategy. Final text will be based on CleanAir employment ad requirements and the information included on the Job Availability Form. Final copy will be approved by the evaluation team. 5.6 First cut 5.6.1 As resumes are gathered, a consensus process should be used to cull the numbers down to a reasonable size (< 20) for more detailed evaluation. 5.6.2 A multi-voting procedure is a convenient way to do this. Using this procedure, each evaluator has a fixed number of votes (roughly 25-30% of total number of resumes). Each evaluator may distribute these votes as they wish among their favorite candidates. Evaluators may give multiple votes to a single candidate. The top vote getters move on to the final cut. 5.6.3 Other culling techniques may also be used. 5.6.4 This step may not be required if selection is based on interviews (such as at job fairs) or if the number of candidate resumes is small. 5.6.5 A brief declination letter or email must be sent to all who did not make first cut. 5.7 Final cut 5.7.1 Those candidates passing the first cut go on to a more detailed evaluation. 5.7.2 This may be either a phone or a face-to-face interview. Questions developed in ¤5.4.3 should be used. 5.7.3 A checklist or scorecard may be developed to keep track of answers. See Human Resources for examples and suggestions. 5.7.4 When all candidates have been interviewed, the final list should be narrowed to the top two or three. This may be done through multi-voting or simply based on the score sheet results. In some cases, a clear first choice may emerge from this step. 5.7.5 A declination letter must be sent to all who did not make final cut. 5.8 Background and reference check 5.8.1 Each candidate passing the final cut should be sent an employment application. Application blank is available online and can be downloaded by the candidate. 5.8.2 Submit completed employment applications to Accounting. 5.8.3 Accounting will initiate a background and reference check including degree verification, driverŐs license and (if required) criminal and credit checks. 5.8.4 Preliminary background results will be returned to evaluation team within 2-3 business days. 5.9 Final selection 5.9.1 If no first choice emerged from ¤5.7, make this choice now. 5.9.2 Follow up interviews may be arranged if necessary. 5.9.3 Once the final candidate is selected a standard CleanAir offer letter should be sent. The letter states that the offer is contingent upon passing the physical, drug screen, background and reference check. 5.9.4 A physical and drug screen must be scheduled and successfully completed before any indication of employment beyond the initial offer is made! 5.9.5 If the candidate fails to meet any of the CleanAir criteria for physical, drug screen, background and reference checks the candidate will only be told that our offer is being withdrawn. 5.9.6 Once the physical, background check and drug screen are passed the unconditional offer and welcome on board letter is sent. 5.9.7 Once the starting date is agreed on the declination phone calls should be made to the other finalists (if any) with a thank you follow-up letter. 5.10 Physical/drug screen 5.10.1 Contact Human Resources to schedule physical and drug screen. 6.0 FLOW CHART 6.1 The following diagram illustrates the steps of the procedure: 7.0 REFERENCES 8.1 The following references were used to help develop this procedure: á None 8.0 ATTACHMENTS 8.1 The following attachments are included as reference: á Suggested and prior ad language.
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Updated:
January 5, 2005