RECRUITMENT POLICY

POLICY TITLE Recruitment policy

POLICY NUMBER E.1
STATUS Revised
VERSION NUMBER 03
EFFECTIVE DATE September 25, 2008
REVIEW DATE July 01, 2019
NEXT REVIEW DATE July 01, 2020
BUSINESS | UNIT Human Resources
DEPARTMENT | FUNCTION Recruitment
INITIATED BY Swapna Iyer (Manager – Recruitment)
REVIEWED BY Deepak Ahuja (Vice President – HR)
APPROVED BY Sharat Tripathi (President – HR)
ANNEXURES I to IV
E.1.1 OBJECTIVE:

The objective of the recruitment policy is to provide guideline for process of recruitment,
responsibilities, authority matrix for appointments, salary fitment, and to establish
transparent and professional standards in attracting talent and leading towards
competency based recruitment system in the Company.

E.1.2 SCOPE:
This procedure will apply to recruitment of all managers at all locations in India and
shall be used as a guideline by all Business | Units.

The procedure does not cover the temporary and contractual recruitment procedure.

E.1.3 RESPONSIBILITY:

Manpower Planning Head, Manager – Recruitment, Business | Unit HR Managers,

Business | Unit Heads and President – HR will be responsible for effective administration
of the policy.

E.1.4 GUIDELINES:

E.1.4.1 MANPOWER PLANNING:

o Vacancies:
Vacancies can arise due to:
▪ Replacement against the resignation, retirement for approved position in
the organization structure of respective Business | Unit. Business | Unit
head may decide to keep the certain positions vacant as per approved
Manpower Plan.
▪ Additional vacancies arising out of approval for new positions in the
organization structure.
 o As per approved organization structure and the Manpower Plan for the
respective Business | Unit, the Business | Unit HR will raise the Manpower
Requisition Form (Annexure 1) duly approved by Business | Unit Head and send
along with role description to the Manpower Planning Head
o Manpower Planning Head will evaluate the possibility of job rotation,
redeployment, job enrichment and get the approvals from President – HR and the
Managing Director for filling up the requisite positions internally or through
recruitment.
o Manpower Planning Head will intimate to Manager – Recruitment and
Business | Unit HR if the vacancy is to be filled internally or externally or to keep
the position in abeyance.

E.1.4.2 SOURCING:
o Sourcing can be initiated by Business | Unit HR as
well as Manager – Recruitment using following resources:
 Placement agencies
 Job portals
 Participation in job fairs
 Organizing walk-in interviews
 Referrals
 Advertisements
 Head hunters
 Internal databank maintained by division / unit
 Internal transfers
o These potential sources are not mutually exhaustive and are not listed in any
particular order. The recruitment source would vary based on the level for which
the recruitment would be initiated with regards to the time, cost and target
candidates. However, the Company would give preference to internal talent, if
available as compared to out – sourcing.
E.1.4.3 SCREENING OF APPLICATION
o Applications will be received by the Manager – Recruitment | Business | Unit HR.
Managers will do the screening keeping in view the role description and the
desired level of competencies for each position for which the recruitment is
initiated.
o Shortlisted applications can be sent for further technical/functional screening to
HOD. They can decide to have a telephonic interview with the potential
candidates while screening.
o Subsequent to screening the potential candidates should be called for tests | GDs
and interviews, as the case may be.
o Business | Unit HR manager would call the shortlisted candidates by sending call
letter, or email followed up by SMS or telephone as per Annexure 2. Candidate
would be informed of the date, place, time of the interview and the eligible
reimbursements.
o HR Unit would decide the interview location in consultation with panel members
and considering the parameters like cost and convenience. Candidates applying
through consultants would be intimated through the concerned consultant. If
many candidates are called on the same day, their timing would be staggered to
minimize the waiting time.

E.1.4.4 REIMBURSEMENT FOR INTERVIEW:

Company would reimburse the travel expenses to the candidates coming for
interview as per the following matrix:

LEVEL CLASS
Grade 6 and above 2nd A/ C train fare / Air
Fare (Economy Class)*

Grade 5 and above 2nd A/C train fare

Grade 3 & 4 rd
3 A/C train fare

*For special cases.

 Candidate needs to submit a claim along with supporting for getting the
expenses reimbursed. No reimbursement will be paid if proof is not available.
Exceptions would have to be authorized by President - HR.

E.1.4.5 INTERVIEW:
 All the short listed candidates would be called for interview.
 Application form Annexure 3 should be filled in by the candidate in his own
handwriting, upon arrival. Certain categories of candidates eg. to be recruited as
ET | PGT | PGT with no or insufficient experience shall be subjected to a test. The
admissibility of the tests shall be decided by the Business | Unit HR manager and
the Department Head of the function.
 The interview panel shall include one member from the functional panel, Business
Head and at least one member of the functional panel from any other business
or unit. The panel members shall be intimated well in advance and their
availability confirmed. It should be the endeavor of the HR Manager to reduce any
idle time during the above process and avoid any unnecessary waiting time of
the candidate. Substitution to the panel members should not be allowed. The
panel shall use a standard rating format.
 Short-listed candidates should then be assed for their competencies
(Annexure 4). The short-listed candidates should then be interviewed further as
per the agreed authority matrix.
 As far as possible, the entire process should be completed on one single day
and the candidate should not be made to travel again.

E.1.4.6 REFERENCE AND BACKGROUND CHECKING

 The Manager – Recruitment, HR Unit will conduct the reference check on
completion of the final interview.
  Candidates will be asked to provide the names and telephone numbers of a
minimum of 2 referees from former employers, as they are the most accurate
sources of information on past performance.
 The reference checking will be done over phone or in writing and documented in
the reference check format so that it may be referred to when making the
recruiting decision and as a record, and later if any queries arise.
 An applicant who provides misleading, erroneous or deceptive information on a
profile or in an interview will be immediately eliminated from further consideration
for employment and may be subject to termination if already been recruited.
 The offer of employment will be subject to receipt of satisfactory references.

E.1.4.7 CAMPUS RECRUITMENT

The selection process is a three-step procedure:

1. Short-listing of candidates based on bio-data | tests.

Interested candidates send the bio-data to Atul before the company visits the
campus for the recruitment. A short-listing is done based on the bio-data. The
list of short-listed candidates is communicated during the pre-placement
talks in case of engineering campuses and before the company slots in case
of business schools.

Tests shall also be conducted. They would be mainly subject tests and
general | aptitude tests.

Criteria for short-listing

Short-listing is based on the candidates’ academic track record (First Class

throughout) or if the candidate has any relevant work experience. Candidates
should score min 50% in both written test to be eligible for next round of
interview.
 2. Case based Group Discussion (GD)
A case based GD is conducted for the short-listed candidates. The candidates
are short-listed based on their performance in GD. Assessment in the GD will
be based on relevant attributes.

3. Interview
Interviews of short-listed candidates are conducted by the panel. The panel
consists of approved technical | functional interviewers.

E.1.4.8 SALARY FITMENT | OFFERS

 All the salary proposal | finalization will be done by the Corporate HR Unit and
the fitment should be done as per the approved authority matrix.
 Within the prevailing compensation structure, salary proposal should not
compromise internal parity and external equity.
 The salary proposal should be confined to the elements of the existing
structure. While making an offer, a comparison must be made with the
existing employees with equivalent qualification and experience and a sheet
will be maintained internally.
 If for certain reason higher salary | level is offered to the candidate, proper
justification should be documented.
 No manager of the company should make any promise to the candidate solely
with the intention of increasing the attraction of the offer. Only the terms,
which are agreed upon or sanctioned by the appropriate authority, should be
discussed with the candidate. Any violation would be a serious lapse on the
part of the manager concerned, as it damages Company’s credibility.
 In the discussions with candidates, all the components of CTC (Monthly Cash,
Annual Benefits, Retirement Benefits, Valued Perks, Performance Bonuses
etc) along with direct/indirect benefits (SIM Card | Laptop} etc should be
properly explained to the candidate. Also date of joining would also be
discussed and agreed upon.
  On acceptance of the proposal, the candidate would be given an offer letter
signed by President – HR, indicating the position, place of joining and
acceptable date of joining. The department concerned would also be
informed. The candidate would be asked to confirm acceptance of the offer.

E.1.4.9 POST SELECTION PROCESS

 The candidate is given an offer of employment after selection subject to his | her
joining by the agreed date.
 HR Unit will then make a formal job offer to the selected candidate on his | her
acceptance of the compensation discussed. The candidate has to acknowledge
the same.
 On receipt of the acceptance of offer, the Manager – Recruitment will keep the
concerned Business | Unit HR, HOD, Head – Employee Care informed of the
probable date of joining of the candidate through joining intimation form.
 On the date of joining the selected candidate is issued an appointment letter
indicating the designation, salary, allowances | benefits, probation period, age of
retirement, and other terms and conditions will be given in duplicate to the
candidate by HR Unit.
 The appointment will be subject to the applicant satisfactorily completing the
medical examination by the company’s doctor or as prescribed by the company
and satisfactory references.
E.1.4.10 UNSUCCESSFUL APPLICANTS
 The HR Unit would inform all applicants who are not short-listed directly.
 In the event a recruitment firm has referred a candidate, feedback would also be
given to the firm indicating reasons for the candidate not being short-listed.
E.1.4.11 CHANGES IN THE POLICY

The above rules are subject to modifications from time to time at the discretion of
the management. The decision of the President – HR shall also be final and
conclusive in the event of an interpretation of a provision of the policy.
 Annexure 1
Manpower Requisition

From : Business | Unit Date: -

AES No:-Business | Unit | XX
Sub : Manpower Requisition as per approved organogram

1) The present employee strength of Business | Unit is as under:

No. of Approved positions as No. of Employees No. Vacancies(as
Grade per Organogram as on (current date) per approved
organogram)
9
8
7
6
5
4
PGT
GT
ET
3
2
1
C
The total employee cost (approx.) is Rs. Lacs per month
2) We wish to fill up following vacancies on immediate basis:
Position
Approved No. of Required
to be
Position Position ID Vacancy (To Qualifications/
filled by
Grade be filled) Profile
Grade
9
8
7
6
5
4
PGT
GT
ET
3
2
1
C
GA
Total
 The additional employee cost (approx) will be Rs. lacs per month.

3) Cause of Vacancy (with Justification)

Resignation

Retirement

Transfer

New Position

Other (Specify)

(Signature with Date) (Signature with Date) (Signature with Date)

Department Head Business | Unit HR Business | Unit Head

(Signature with Date) (Signature with Date)

Manpower Planning President - HR

(Signature with Date)

Approved
(Managing Director)
 Annexure 2

Interview Call Letter

Dear Mr | Ms | Dr XXX,

Greetings from recruitment team of Atul Ltd !!

This is with reference to our discussions for an opportunity with Atul Ltd.

Further we confirm your personal interview schedule at Atul, Valsad office. Please find the details mentioned
below:

DATE Day, Month date, YYYY

TIME Time
LOCATION Recruitment Cell, Atul Ltd, East Corporate Site, Atul, Valsad 396020
CONTACT NO: 02632 230000, Extn number
CONTACT PERSON (Name)

Please carry all the original mark sheets and passing certificates of 10th , 12th, Graduation and Post-Graduation
(All semesters).

Your travel expenses will be reimbursed upto 3AC | 2AC | AC CC | Sleeper Coach (as per eligibility) on giving the
physical proof of the railway | bus tickets. You are requested to submit a copy of cancelled cheque along with the
tickets for reimbursement. Attached herewith is the travel claim reimbursement form. Please note that local
conveyance (Auto | Taxi) shall not be reimbursed.

Please fill up the form and send it back by today evening. Please submit your travel bills | tickets, along with the
reimbursement form to _________ or send a scanned copy on _________________.

Please feel free to call me on the below registered number for any further clarification.
 Annexure 3

PRE-EMPLOYMENT APPLICATION FORM

Date Position applied
Full name
Date of birth Native place
Affix your recent,
coloured, passport size Gender Marital status
photograph Mobile number Current location
E-mail address Skype address

No
No

How did you learn about the opening? (Tick the appropriate option) – Newspaper advertisement |
Company website | Friend or relative | Job portal | Social media
EDUCATIONAL QUALIFICATIONS
Name of the Board | Regular Month and No. of
Clas Degree school | University | Part year of attempts %
s college time passing
10th

12th
Graduation

Post
graduation
Any other

Number of backlogs | ATKTs, if any:

WORK EXPERIENCE
Current organisation Current designation
Whom do you report to? Designation _ Name
Number of people reporting to you Total experience
Fixed salary Bonus | Incentive Total salary
Expected salary Notice period _

FROM TO ORGANISATION DESIGNATION REASON FOR LEAVING

(Month, (Month, Please begin with your present
year) year) organisation details

Please mention career gap, if any:

 PERFORMANCE RATINGS
Please mention your performance ratings | promotions given by your current employer in the last three years.
P1 - highest | P5 - lowest
Year
Rating
Comments, if any:
Please mention the list of assignments | courses | projects completed during your current | previous
employment.
No. Name of assignments | courses | Attended at (location) Conducted by (agency
projects name)

FAMILY DETAILS
Relation Nam Age Qualification Occupation Employer
e
Mother

Father

Spouse

Brother(s)

Sister(s)

Children

Emergency contact details

Name Relation Contact number

Are you related to any present | past employee | contractor of Atul? If yes, please specify the name and
relation:

Language(s) spoken

Permanent address (mention pin code): Correspondence address (mention pin code):

Current residence: Check (√) the box to select Is your present residence owned or rented?

Professional references

Name Name
Company Company
Designation Designation
Contact number Contact number
E-mail address E-mail address
 Organisation Structure

Candidate’s signature

Recruiter’s remarks Name, signature and date

Interviewer’s remarks Name, signature and date

 COMPETENCY BASED INTERVIEW RATING SHEET

Annexure – 4
Behavioural Competency Assessment - Form
Candidate Name:- For Business | Unit :-
Interviewer:- Position Grade:-
Date:-
*
BehAviorAl Competencies Competency Levels Rating **Weightage Total
(1 –3) (indicates
Criticality Actual | Comments 1 – low importance Rating x
for Observed 2– of criteria, Weightag
grades Desired levels med e.g. 3 high e
3– and 1 low)
high
1 2 3 4
Cat:-Business Leadership
Strategic Capability 7
Business Acumen 5,6,7
Functional Excellence 3,4,5,6,7
Customer Orientation 3,4,5,6,7
Cat:- People Leadership
Accountability 5,6,7
Interpersonal Sensitivity 3,4,5,6,7
Team Building 5,6,7
Managing Change 5,6,7
Cat:- Delivering Result
Withstanding Pressure 5,6,7
Analytical 3,4,5,6,7
Achievement Orientation 3,4,5,6,7
Total:
Maximum score : 90
Assessed Percentage Score: %

* Rating:-
1 – If demonstrated competency is lower than desired level 2 –
If demonstrated competency is meeting desired level
3 – If demonstrated competency is higher than desired level
 COMPETENCY BASED INTERVIEW RATING SHEET

** Weightage Criteria:
3 - Outstanding Multiple examples of all behaviours with no negative examples
2 - Acceptable Examples of most important behaviours with no negative examples and no important omissions
1 - Unacceptable Multiple negative examples of behaviours with no positive examples and/or important omissions

The cAndidAte must score At leAST 60 % to be put through to the next round

Summary Comments
(e.g. long-term potential, strengths relative to role, concerns, further areas to clarify)
Recruitment Cell:

President HR:

Move to next stage|offer: Yes: No:

Any other comments:

Interviewer President - HR

Signature & Date Signature & Date

Notes:
 COMPETENCY BASED INTERVIEW RATING SHEET

 All the evidence that you have on candidates’ competencies will be in the form of written notes, either answers from the candidates (produced in
open-format questions from an application) or from the interviewers from their observations of the candidate.
 Interviewers need to read through the evidence, independently of each other, and look for behavioural indicators which support (or undermine)
each of the competencies being looked for. Once this has been done, the quality and volume of the indicators is converted into a competency
rating.
 Kindly refer Atul Behavioural Competency Model for grade wise desired levels and competencies & levels definitions to enable proper rating.