An effective appointment procedure ensures compliance with HR policies and employment laws.
The organization's appointment procedure and policies must form part of recruitment policy and strategy.
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.
Different Types of Appointment
Have procedures ready for appointment to different jobs.
Types of appointment include:
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.
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:
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.
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.