Appointment Procedure

An effective appointment procedure ensures compliance with HR policies and employment laws.

The organization's appointment procedure and policies need to form part of recruitment policy and strategy. This is to facilitate effective decision making.

Ensure that policies address each and every type of appointment, the people entrusted with signing and or sending the offer, that prospective employees must have accepted the offer before starting work, that medical check up is done, and so on.

Top management needs to ensure that the procedures indicate the responsible officers, the implementing officers, among others.

Prepare the appointment letter based on clearly explained appointment policies and procedure. Refer to documents such as the HR Manual, Employee Manual, HR policies, and relevant documents such as Sample Appointment Letter.

Formulate procedures for appointment to every job.

Types of appointment include:

  1. Temporary Appointment
  2. You can terminate this type of appointment at any time. This type of appointment includes cases of short-term appointment and when you engage someone to carry out the job of an employee who is on reasonably long leave.
  3. Term Appointment
  4. This is an appointment for a specified period, for example three (3) years. This is normally a fixed-term contract.
  5. Part-time Service Appointment
  6. It means what it states. It contains no renewal notice. But the appointment changes in nature if it is renewed at least once.
  7. Probationary Appointment
  8. This forms part of the period when an employee is appointed for the first time. After this period, the employer may confirm the employee in service or asks him or her to go.
  9. Permanent Appointment
  10. Some mistakenly believe that permanent appointment can only exist in the public sector. This type of appointment continues until there is change of title or resignation, retirement or termination.

Change of job can happen when the employee is promoted or is given a different job title. This appointment contains a renewal notification date.

Ensure that your enter the renewal notice for this type of appointment into your personnel database.

You may consider renewing the appointment if the departmental head makes a recommendation based on needs and resources made available by the organization.

The superior needs to submit a written evaluation of the employees' performance.

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Appointment Procedure: Centralized or Decentralized?

Appointment procedures vary depending on whether recruitment is centralized or decentralized to "business units".

It also depends on whether under such procedure 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.

You will find many of the characteristics of the job in the job advertisement. This includes the type of appointment, salary range and grade, and place of deployment.

In the case of centralized recruitment the appointment procedures may involve doing as follow:

  1. The HR Department prepares the appointment letter by referring to the advertisement, the Human Resource Policy Manual, among other documents, 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, interview sheets, additional staff expense, job description and job specification, and so on. Security Department whether security documentation, gears, etc are readily available for incoming employee, where applicable. Line manager who is the superior of new employees
  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 about 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.
  7. Arrange with Administration Department or Personnel Record Section to open permanent personnel file for the new employees.
  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.

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 to resolve problems.

One solution is to educate all heads of department and heads of unit in every aspect of HR management and to update them from time to time on new legislation and HRM principles.

It is quite clear that organization needs to decide which method it wants to use. This will then determine how you will formulate effective and easy-to-implement procedures.

The procedure needs to include a 'Definition Section' for ease of understanding.

Legal Compliance
There are laws governing various aspects of recruitment and appointment procedure. These include both enactments and court decisions.

Ensure that you are aware and conversant with the legal provisions not only in matters relating to appointment and also existing laws on employee termination.

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