Andrew Yule & co.

ltd Check list for recruitment and selection procedure

1) Note on need identification: divisional head is to initiate the relevant note identifying the need which may arise as a part of productive endeavour towards succession planning, increase in work load due to normal retirement or change in job design, Dimension, separation and usual attrition. The note has to be specific in regard to the following: a) Job title & job content b) Specific attributes: qualification, experience expertise etc. 2) Preparation and rising of ACR & Formal appraisal of vacancy: the above note along with ACRs needs to be prepared and raised (format-A). The same has to originate at the division (personnel department) and forward by concerned general manager/ Chief executive and must be approval by director (personnel) and chairman in terms of companys policy. 3) Preparation of advertisement text: the concerned unit will forward softcopy and a hardcopy of the text of the advertisement which will have to be approved by director (personnel) before release the media, company website. 4) Selection of media: advertisements are to be published in the media (newspaper) through advertisement agency enlisted with the company/Corporate from time to

time. One newspaper should be national daily while the others may be local/Regional. Enlistment of media will be as per companys policy. 5) Presentation of published advertisement clipping to director (personnel): consequent to publication of the advertisement matter in the newspaper as above, the personnel department will present the advertisement clipping to director (personnel) for information. The divisional head where vacancy has arisen need to be kept informed also about the publication. Website has to be checked also about the publication. Website has to be checked also about the availability of the detailed advertisement matter. 6) Systematization of applications received: the personnel department will enter relevant particulars of the applications received on day to day basis in the tabular chart and the process will continue up to the last date of receipt of application as stipulated in the advertisement. 7) Scrutiny and short listing: the personnel department will scrutinize the application in terms of information sought for in the advertisement and shortlist only the eligible candidates in terms of the eligibility criteria spoil out in the advertisement text drawn in conformity with the policy of the company.

8) Proposal to constitute interview board: the personnel department will prepare a note stating the genesis of recruitment, short recital referring about vacancy approval, ACR, number of applications received within the stipulated time frame and no. of applications short listed in terms of the eligibility criteria. The said note will propose the constitution of preliminary interview board and time, date of interview. Reimbursement of travelling allowances to the interviews and honorarium to interviews (outside exports) should also be mentioned in the note in the form of proposal. This note is to be addressed to director (personnel).

9) Communication to interview board member: the interviews to be informal officially about the date, time and place of interview, while sending the intimation a folder carrying inventory of short listed candidates, copies of resumes and rating sheet should be given to the interviews and preferably the same should reach one week advance from the date of interview so finalised. 10) Communication to the interviewees: as soon as the date, time and place of interview is finalised all the interviewees to be informed in writing through speed post well in advance and at least 15days clear letter to be issued by the personnel department to all the interviewees. Specific communication to be made about travelling allowance for attending the interview for outstanding candidates.

11) Place of interview and administrative thereof: place of interview to be audited in terms of facilities viz. lighting arrangement, fan, and AC operation, sitting arrangement etc. interviewees are to be called on ad-seriatim basis (according to arrival) for the actual interview. 12) Filling up of application blank: all the interviewees will be required to fill up the companys specified application blank and before the day of interview application blanks to be kept ready by the personnel dept. a representative from the personnel dept. has to co-ordinate in this regard. 13) Verification of certificates and credentials: a competent representative should compare and attested copies of certificates, mark sheets and other credentials with respective originals candidates wise and immediately return of the originals on as is where I basis to candidates attending the interview. 14) Public relation: since projection of companys image to the interviewees are essential, proper public relations to be undertaken by the company and personnel dept. will be responsible for the same. This includes arrangement for tea, drinking water, newspaper etc. and creation of a supportive climate for interviewees. 15) Feedback from the interview panel: as soon as the interview is over, the authorized officer of the personnel department will contact the interviewees to

procedure the rating sheets duly filled in and signed by them along with respective folders. Necessary compilation to be made for record keeping. 16) Report submission and proposal for final interview: a report covering holding of interview, score in the interview and preliminary selection has to reach director (personnel) along with the proposal for final interview by the directors. The note should propose about the date, time, and place of final interview also. 17) Presentation of folder for final interviewers: a folder for each of the final interviewers to be prepared which inter alia should contain the copies of resumes, preliminary score sheets, inventory of final interviewees and fresh set of score sheets for recording the assessment and evaluation during the final interview. 18) Communication for final interviewees: an official communication has to reach the candidates support to attend the final interview in regard to date, time and place of interview. 19) Co-ordination and administering the interview: on the date of final interview an officer of the personnel dept. Should co-ordinate and administer the interview properly. This includes last minutes reminder to interview board members.

20) Final summery note preparation and submission: consequent to the completion of final interview a comprehensive note has to be generated along with supporting enclosures viz. score sheets, initial note seeking approval (of the competent authority) for final selection. 21) Pay fixation: although selected candidate are to join in terms of companys defined scale of pay, basic pay needs to be finalised in terms of discussion with the selected candidate. A note needs to be generated in this regard seeking approval of director (personnel). 22) Preparation of letter of appointment: the personnel dept. will there after concentrate on preparation of letter appointment for necessary verification and signature by the competent authority, the same needs to be issued to the selected candidate. 23) Medical examination: A appointee has to undergo medical examination and personnel dept. will co-ordinate in between the appointee and medical officer on joining the cost towards investigation and pathological tests to be reimbursed to the appointee on production of authorized receipts.

24) Sitting arrangement: steps to be taken for proper sitting arrangement of the new incumbent according to the level. Newspaper final audit needs to be made before joining (tentative data). 25) Administrative circular: administrative circular needs to be prepared and kept ready. As soon as the new incumbent joins the same has to be circulated as per procedure. 26) Joining of new incumbent: necessary co-ordination has to be maintained with security to keep a track about the arrival of the incumbent. As soon as arrives he/she needs to be introduced across the organization. The new incumbent has to be provided with a copy of CDA rules, company publication etc. 27) Logistics: arrangement has to be made for car, if he/she is entitled to other aspects like canteen facility etc to be looked into. 28) Comprehensive record: a comprehensive file has to be prepared where records since need identification, ACR, advertisement clipping, text, copies of resumes, filled in application blanks, score sheets (preliminary/final) summery notes, note on constitution of interview board, copies of letters of both preliminary and final interview issued to the candidates, final approval have to be preserved for future reference, query if any.

29) Submission of joining report: the new incumbent needs to submit a joining report formally conveying the joining on his/her joining the duties.