RECRUITMENT MANUAL

RECRUITMENT POLICY #VIBGYOR

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VIBGYOR BRAND SERVICES (P) LTD.

10/20/2016
 RECRUITMENT & SELECTION POLICY

Background

Vibgyor is determined to acquire the most suitable talent against openings in the
organization from time to time. With a proper selection criteria and process, it is
possible to ensure recruitment and selection of the right candidate for the right job.

Objective
To ensure that the “Right Candidate” is selected for the “Right Job” by
using the latest recruitment techniques and means. The talent acquisition
process would focus on the following:
• Quality Selection based on Attitude, Skill and Knowledge.
• Projection of Vibgyor As a preferred choice for employees to work with.
• Recruitment and Selection with maximum cost optimization.

Applicability

This policy is applicable to recruitment and selection of employees against all

openings at Vibgyor including Trainees.

Brand Focus

It is the practicing philosophy of Vibgyor to attract, hire and retain quality talent to
meet its requirements from time to time. Towards this end, it is necessary to build
Vibgyor Brand image and create sufficient visibility of the organization in the
employment market. The following means would help in achieving this goal:
• Participate in the campus recruitment processes of premier educational
institutions and business schools.
• Involvement in the activities of various professional and industry forums.
• Build an organizational culture that nurtures employee learning and development
• Develop and implement employee friendly and professional HR Practices.

Sources of Recruitment

The following sources may be considered for sourcing candidates against

organizational openings:
• Consulting organizations for Recruitment and Search
• Job sites

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  Social media advertisements
 Referrals and Networking (recruitments through referrals by employees
shall be governed by the terms and conditions specified in the Employee
Referral policy)

 Internal Sourcing

 Re‐hire (selection through re‐hire shall be governed by the terms

and conditions specified in the Re‐hire policy)
Process

The HR may op’t the most suitable source from the above that would provide the
maximum value, depending on the role and profile of the job opening.

Selection of Consulting Organizations

• The HR would make out a list of most suitable Recruitment Consulting

organizations that would meet the organizational needs.
• After careful study of the terms and conditions to be agreed with the
Consulting organizations, the HR would firm up a panel of Consultants along
with recommendations and justifying reasons for selection.
• The selected panel would need approval from the HR Head. Also the panel
would be reviewed on annual basis/halfyearly/quarterly.
• The following parameters may be worth considering while finalizing the panel
of Consultants for the first time:
 Areas of Specialization
 Sourcing and Screening Process
 Response Time
 Consultancy Charges
 Quality of Clientele being served.
 Reference checks with the clients

• Agreements / tie ups may be made with the most suitable Job web sites that
meet the organizational requirements. This would additionally provide an
opportunity for Brand visibility at a larger scale.

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 • For Social media advertisements, the selection of publication is very
important and adequate study will have to be done before finalizing the
content.
• Candidates who come through referrals and through re‐hire scheme
would undergo the normal process of recruitment and would be
considered for selection purely on the basis of merit. The HR should
ensure that no other influencing happens during the selection process.
• To promote the referral scheme and cut down the response time as well
as recruitment cost, the HR would circulate a mail as and when an
opening arises. The communication would be put up on all Notice
Boards so as to get visibility and quick response.
• All recruitments shall be based purely on approved manpower budget in
line with the organizational business plan. The HR shall be responsible
for verifying the approved manpower budget before initiating the
recruitment process for each opening.
• In case of new openings, over and above the budgeted manpower,
special approval from the Functional Head/ CEO and Head HR
(Annexure 1) would be required to initiate the recruitment process for
such positions.
Responsibility Matrix for Recruitment & Selection:

Band Wise Sourcing Responsibility Interview & Selection

Responsibility

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 Band wise Sourcing
Position Responsibility Interview & Selection

Group President – Global HR , HR HEAD

Group President –Global
Band 1
HR/Head HR
CEO, Managing Director

CEO, HR Head

Band 2 HR Head Head of the Function where opening exist,

CEO

Recruitment Manager, Head HR

Band 3 Recruitment Manager Head of the Function where opening exist /

Reporting
Manager/ CEO
Head of the Function where opening exist /
Reporting
Manager/
Band 4 Recruitment Manager
Recruitment Manager, Manager HR, Head HR

Head of the Function where opening exist /

Reporting
Band 5 Recruitment Manager Manager/
Recruitment Manager, Manager HR

• The concerned Reporting Manager / Functional Head would complete

the Manpower Requisition Form (Annexure 1), based on the approved
manpower budget for the respective department / function, for
recruitments to be done against the openings and send the same to the
HR along with the Job Description of the vacant role.

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• The HR would then finalize the optimal source of recruitment, based on the
profile of the role to be filled.
• Screening of the resumes received against the opening would be done by
the HR in consultation with the concerned person who is responsible for
Interview & Selection, as per the Responsibility Matrix.
• Candidates coming from outstation for appearing for the interview shall be
entitled for reimbursement of travel expenses including local travel
expenses on submission of bills. These entitlements shall be guided by the
terms and conditions of the Travel policy for the Band for which the
candidate is being interviewed. Sufficient supporting documents will have to
be provided by the candidates for reimbursement of such expenses.
• In case the candidate is requested to stay back for completion of the
interview process by the organization, then the organization shall take care
of the stay arrangements for the candidate and the expenses so incurred
shall be borne by the company. However, the expenses so incurred should
not exceed the boarding limits specified in the Travel policy for the
particular Band in which the opening exists.
• The shortlisted candidates would undergo any or all of the following
selection process(es), depending on the role for which they are being
recruited:
1. Aptitude / Technical Test (applicable only for technical positions.
The questionnaire would be developed by the concerned function /
department and given to the HR.)
2. Preliminary Interview (would be done by the HR)
3. Final Interview (depending on the position for which selection is
being done, an interview panel could be decided by the concerned
members who are responsible for interview & selection of the
particular role).
• On each interview, it is necessary for the interview panel members to fill up
the Interview Assessment Form (Annexure 2) during or immediately after
the interview.
• Compensation fixation for the candidates would be finalized by HR
considering the internal parity & compensation structure fixation guidelines.
• Two important things that should be taken care of while finalizing the
compensation for a new recruit should be:
1. Compensation levels existing in the organization / function for such
positions
2. Market benchmark

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• Recruitment SLAs (Time taken from signing of Manpower requisition
form to joining of candidate.

Band Mean time to recruit

Band 1 90 days

Band 2 75 days
Band 3 60 days
Band 4 40 days
Band 5 20days

Signature on the Offer Letter and Appointment Letter for the selected
candidates shall be done as per the following matrix:

Selection for Band Signing Authority

Band 1 Managing Director

Band 2 Head HR

Band 3 Head HR

Band 4 Head HR

Band 5 Offer Letter (Recruitment Manager)

/ Appointment Letter (Head HR)

• Entitlements of travel and movement of the selected candidates shall

be guided by the Travel and Joining & Movement policies of the
organization.

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 Recruitment of Trainees

 Recruitment of all Management Trainees (MTs), Graduate Engineer Trainees

(GETs), Diploma Engineer Trainees (DETs) and trainees of other categories
except Summer Trainees would be covered by the following guidelines:
 The HR would identify and develop a list of institutions, that are most suitable
for the organizational requirements, from where selection of Trainees through
campus recruitments could be done and get the list approved by the Head HR.
 The compensation for trainees would be based on their qualification and the
institution from where they are recruited. The HR would get approval from the
Head HR. for the compensation to be offered to various categories of trainees,
while finalizing the list of institutions.
 The list of institutions and respective compensations may be reviewed on a
regular basis, at least once in two years.

 The HR would develop a presentation about Spice Group, giving an overview of

the organization to the students during campus recruitment sessions with an
objective to promote the Brand visibility and attract them to Spice Group.
 The HR would make necessary tie‐ups with preferred institutions and maintain
a channel of regular communication with them.
 The requirement of Trainees would be given by concerned department /
function to the HR in the prescribed format (Annexure 3) after necessary
approval.
 Depending on the requirements of the organization, the HR would chalk out
visit plans to the identified institutions, organize recruitment seminars /
campus interviews to acquire trainees and offer jobs based on the stipulated
compensation structure.
 The trainees would be eligible for travel reimbursement for joining the initial
place of their posting.
 After joining the organization, all trainees shall be governed by the various
organizational policies and processes applicable to them.
 After successful completion of the training period, the management reserves
the right of confirming the trainee on a regular assignment with the
organization or extend the training period, as it may deem fit. The training
arrangement does not guarantee any permanent job with the organization and
the right for confirmation / extension / discontinuation of this arrangement
shall be the prerogative of the management

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Summer Training

• This facility is offered to students of reputed institutions to provide on‐the‐job

training as part of their curriculum. This would further help in building
relationships with the institutes, especially those institutions that are in the
panel for selection of trainees.
• This facility could be provided to students from any institution at any
department/ function of the organization with the consent of the Head of the
Department/ Function.
• The period of Summer Training generally vary from 6 to 8 weeks. However,
depending on the actual requirement of the student, this period may be
reviewed.
• Summer Trainees shall be offered a monthly stipend of maximum up to Rs.
5,000/‐ (Rupees five thousand only). Stipend will be applicable only for Summer
trainees hired through campus interviews and payment of stipend shall be
approved by the Company HR.

• The supporting document required for the stipend payment shall be a duly signed
request from the Summer Trainee through the Department / Function Head in
which the trainee is placed.
• The Summer Trainees shall be eligible for other expenses such as local conveyance
etc. that they incur on account of travel related to the project work they are
assigned. These payments should have approval from the Department / Function
Head in which the trainee is placed.
• The Summer Trainees shall be governed by the general rules and regulations of the
organization regarding code of conduct, establishment rules, security processes,
etc.
• Each Summer Trainee shall be assigned a project upon their joining under a Project
Guide and on completion of the project the summer trainee shall submit a project
report based on the scope, findings, analysis and recommendations to the Project
Guide.
• Based on the feedback received from the Project Guide, each summer trainee shall
be given a project completion certificate on the organization’s letter head duly
signed by the Company HR.
• The Summer Trainees are eligible two days leave during 6 weeks training.
However, if the training exceeds more than 6 weeks, then they would be eligible
for an additional day’s leave.
• The association of Summer Trainees with the organization does
not give any right for a permanent job with the organization or
grant them any priority for the future openings with the
organization.

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 Deviations
Any deviations from this policy require concurrence from the CEO.
Management reserves the right to modify or terminate this policy without prior notice,
which will be communicated to all employees by Company HR.

APPROVED BY

ARCHANA SINHA ARCHNA KHURANA ANKUR KALRA

& UTKARSH KUMAR (HR-HEAD/ SINGINIG AUTHORITY) (CEO, SIGINIG AUTHORITY)

(Prepared By)

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