Examine the process of recruitment, selection and appointment.

How can these process ensure the uses of the optimum potential appointees.

Definition
According to EDWIN FLIPPO, recruitment is

the process of searching for prospective employees and stimulating them to apply for jobs in the organization. In recruitment, information is collected from interested candidates. For this different source such as newspaper advertisement, employment exchanges, internal promotion are used. In the recruitment, a pool of eligible and interested candidates is created for selection of most suitable candidates. Recruitment represents the first contact that a company

Need of recruitment
The need for recruitment

Purpose of recruitment

may be due to the following reasons / situation: Vacancies due to promotions, transfer, retirement, termination, permanent disability, death and labour turnover. Creation of new vacancies due to the growth, expansion and diversification of business activities of an enterprise. 4 In addition, new vacancies

Determine the present and future requirements of the organization on conjunction with its personnel-planning and job analysis activities. Increase the pool of job candidates at minimum cost. Help increase the success rate of the selection process by reducing the number of visibly under qualified or overqualified job applicants. Help reduce the probability that job applicants, once recruited and selected, will leave the organization only after a short period of time. Meet the organizations legal and social obligations regarding the composition of its work force. Begin identifying and preparing potential job applicants who will be appropriate candidates.

Sources of Recruitment
Internally Externally

Promotion
Transfers Internal

Agencies
Job fair Off campus Websites Advertisement

notification(advertise ment) Former employees Retirements

(newspaper,web,mag azine) Walk-Ins, Write-Ins and Talk-Ins

Recruitment Process
Recruitment refers to the process of

identifying and attracting job seekers so as to build a pool of qualified job applicants. The process comprises five interrelated stages, viz, Planning. Strategy development. Searching. Screening. Evaluation and control.
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Stage 1
RECRUITMENT

Stage 2
STRATEGY

PLANNING: The first stage in the recruitment process is planning. Planning involves the translation of likely job vacancies and information about the nature of these jobs into set of objectives or targets that specify the (1) Numbers and (2) Types of applicants to 7 be contacted.

DEVELOPMENT: When it is estimated that what types of recruitment and how many are required then one has concentrate in (1). Make or Buy employees. (2). Technological sophistication of recruitment and selection devices. (3). Geographical distribution of labour markets comprising job seekers. (4). Sources of recruitment. (5).

Stage 3
SEARCHNG: Once a recruitment plan

Stage 4
SCREENING: Screening of applicants can be

and strategy are worked out, the search process can begin. Search involves two steps A). Source activation and B). Selling.
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regarded as an integral part of the recruiting process, though many view it as the first step in the selection process. Even the definition on recruitment, we quoted in the beginning of this chapter, excludes screening from its scope. However, we have included screening in recruitment for valid reasons. The selection process will begin after the applications have been scrutinized and short-listed. Hiring of professors in a university is a typical situation. Application received in response to advertisements is screened and only eligible applicants are called for an interview. A selection committee comprising the Vice-chancellor, Registrar and subject experts conducts interview. Here, the recruitment

Stage 5
Evaluation and control is necessary as considerable costs

are incurred in the recruitment process. The costs generally incurred are: 1. Salaries for recruiters. 2. Management and professional time spent on preparing job description, job specifications, advertisements, agency liaison and so forth. 3. The cost of advertisements or other recruitment methods, that is, agency fees. 4. Recruitment overheads and administrative expenses. 5. Costs of overtime and outsourcing while the vacancies remain unfilled. 6. Cost of recruiting unsuitable candidates for the selection process.
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Selection
Selection is defined as the process of differentiating

between applicants in order to identify (and hire) those with a greater likelihood of success in a job. Selection is basically picking an applicant from (a pool of applicants) who has the appropriate qualification and competency to do the job.
The difference between recruitment and selection:

Recruitment is identifying and encouraging prospective

employees to apply for a job and Selection is selecting the right candidate from the pool of applicants.
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Stages in Selection Process

1.

Stage 1: Screening Of Application Forms.

2.

Stage 2: Tests--Intelligence, Aptitude, Technical, Psychometric, Ability, Interest.

3.

Stage 3: Selection Interview.

4.
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Stage 4: Selection Decision

1. 2.

Preliminary Interview Selection Tests

3.
4. 5. 6. 7.
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Employment Interview
Reference and Background Analysis Physical Examination Job Offer Employment Contract

Selection Process

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Appointment
After the interviews and any selection tests are completed, the

panel should identify a preferred candidate against the selection criteria for the post. An appointment process is either advertised or nonadvertised. 1) An advertised appointment process must meet two conditions. First, persons in the area of selection must be informed of the appointment process. Second, they must have an opportunity to submit their applications and to show how they meet the merit criteria. 2) A non-advertised appointment process is a process that does not meet the conditions established for an advertised appointment process. The manager with sub delegated authority, namely the person to whom staffing powers have

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Different Types of Appointment

1) Temporary Appointment
2) Term Appointment 3) Part-time Service Appointment

4) Probationary Appointment
5) Permanent Appointment
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Appointment Procedure
Appointment procedures may vary depending on whether recruitment is centralized or decentralized to "business units".

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It also depends on whether the Head of HR has the authority to make the final decisions or he or she has to refer to a higher authority for endorsement before the appointment letter is issued.

Appointment Procedure (cont)

In the case of centralized recruitment the procedures may involve doing as follow: 1) The HR Department prepares the appointment letter by referring to the advertisement and after communicating with various departments such as: Finance Department to prepare a projection of the additional headcount expenses Administration Department or Personnel Records Section to provide the Personnel Numbers for new employees and to open a temporary file cover to insert the draft appointment letter and other documents such as the job application letter / form, 19 interview sheets, additional staff expense, job

Appointment Procedure (cont)

2) Refer higher up the management hierarchy for decision on the appointment, where required 3) Prepare final draft of appointment letter in triplicate (or more) for signature by the CEO, Senior Manager, Head of HR or any other executive given authority under the rules and procedure 4) Dispatch letter of appointment through the Dispatch Section. 5) Follow up the appointment with the successful candidate after a month's time if no response is received by that time. 6) Arrange for the medical screening of the new employees immediately upon reporting for duty. 20

Appointment Procedure (cont)

8) Provide new employees with the list of duties and responsibilities. 9) Inform every department that needs to know about the new appointment such as the Finance Department in respect of payroll preparation, Security Department for the supply of safety gears, electronic keys, and so on. 10) Arrange for the induction training for new employees. 11) Take other actions as required under your written rules and procedures.
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Appointment Procedure (cont)

Where recruitment is decentralized, the appointment procedure will require the respective business unit head to carry out every aspect of the task of appointing new employees. The HR Department, in this case, will play the role of "internal consultants. One of the problems of decentralized recruitment is that there is a higher possibility of making mistakes. Thus, the respective head is expected to know and understand all legal requirements in recruitment and employee appointment. There is also the need for departmental heads and the Human Resource Department to work closely to prevent any problem from arising or resolve problems. One solution is to educate all heads of department and heads of 22 unit in every aspect of HR management and to update them

Decision is made as to whether recruitment is necessary Job description is prepared Specification is prepared Plans are made on how and when to advertise

Applicants are short-listed

References are requested Candidates are invited for interviews and selection tests The successful candidate is offered the job and signs the contract of employment

CONCLUSION
Recruitment is often treated as an experienced based activity with members of the recruiting organization knowing more about the practice and process of recruitment rather than treating it as a body of knowledge. For such people who do not consider recruitment as a body of knowledge, the recruitment may be just a replacement or an entirely new job and vacancy, or the organization is short of people, necessity to have a person to do a task etc. But for a successful recruitment process, the recruiter in the HR Department first should understand the recruitment process, must be skilled

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