Recruiting Handbook - Effective 7/1/19

Recruiting Handbook

Effective 7/1/19

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Effective 7/1/19

Contents Recruiting Procedures ..................................................................................................................... 4 Position Requisition, Approval & Posting.................................................................................. 4 Application & Candidate Experience ......................................................................................... 4 Online application................................................................................................................... 4 Phone Interviews..................................................................................................................... 4 In-Person Interview................................................................................................................. 5 Internal Review........................................................................................................................... 5 Offer Memo ................................................................................................................................ 5 Notification of Candidate Acceptance/Declination ................................................................ 5 Onboarding & Orientation .......................................................................................................... 6 Recruiting Policies .......................................................................................................................... 7 Reaching Prospects ..................................................................................................................... 7 Marketing................................................................................................................................ 7 External Recruiters.................................................................................................................. 7 Good Neighbor Relationships................................................................................................. 7 Candidate Experience ................................................................................................................. 8 Application Process ................................................................................................................ 8 Interviews................................................................................................................................ 8 EOE......................................................................................................................................... 8 Internal Posting ........................................................................................................................... 8

Effective 7/1/19

Recruiting Procedures

Position Requisition, Approval & Posting 1. The Hiring Manager will complete & submit the Position Requisition Form 2. Upon submission, the position will be reviewed and approved by the necessary parties 3. Once approved, the Corporate Recruiting Team is responsible for the following: 1. Creation of position in TAM 2. Assignment of position to member of the Corporate Recruiting Team 3. Posting of the position to various job boards, LinkedIN, Facebook, etc. (as appropriate) 1. The coordination / use of any external recruiting agency MUST be approved & managed by the Corporate Recruiting Team 2. Employees can direct any referrals to the Web site to apply. Applicants can list the employee referring them within their application.

Application & Candidate Experience

Online application

i. All candidates must apply online and fulfill all requirements ii. ALL candidates, without exception, MUST complete an online application prior to a phone or in-person interview 1. Candidates will be reviewed as they come in by the assigned Corporate Recruiter 2. If candidate is not a good fit, a ‘Thanks, No Thanks’ email is sent 3. The Corporate Recruiting Team follows the Recruiting SOP’s outlined for their department in evaluating candidates

Phone Interviews

1. Candidates will schedule and hold a phone interview with the assigned Corporate Recruiter 2. If candidate is not a good fit, a ‘Thanks, No Thanks’ email is sent

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3. Corporate Recruiting will create a Calendar Invitation that includes the Hiring Manager and department employees identified on the Position Requisition for the In-Person Interview In-Person Interview 1. A member of the Corporate Recruiting Team must participate in all in-person interviews either in-person or via video conference. 2. Applicant information (resume/application, etc) can be accessed via TAM 1. Login to TAM 2. Use top right search bar to search for the candidates last name 3. Select candidate from list 4. View profile, print can be found by hovering over the document – the print icon appears in the top right corner of the document 3. The assigned recruiter will participate in all in-person interviews either in-person or via video conference Internal Review 1. Each interviewer should enter notes in TAM via the Interview Form 2. Review candidates with the assigned Corporate Recruiter to pass / fail 3. If a candidate is not a fit, a “Thanks No Thanks” email will be sent via TAM by the assigned recruiter. Offer Memo 1. The Hiring Manager will receive an Offer Memo Request Form to complete 2. Corporate Recruiting will prepare, seek approval and send the Offer Memo 3. Offer Memos will be uploaded to and sent via TAM Notification of Candidate Acceptance/Declination 1. Corporate Recruiting will notify the Hiring Manager of the candidate response 2. Corporate Recruiting will add new hires to a calendar invitation, for the orientation date, that goes to the following: 1. Corporate Recruiting Team 2. Human Resources 3. IT (NOTE: The Hiring Manager does not need to reach out to IT further.) 4. Corporate Training Staff

5. Geary & Becky 6. Finance Team

1. The calendar invite will include the following information: 1. New Hire Name 2. Title

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3. Location 4. Supervisor 5. ADP Category 6. Any notes regarding training information, equipment needs, etc. that will be helpful

Onboarding & Orientation

1. Candidate will receive onboarding information/new employee paperwork via email – to be completed prior to their arrival for orientation 2. HR will review forms, download & create the employee’s personnel file 3. Employee will receive correspondence regarding Orientation per the Orientation Program Calendar

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Recruiting Policies

Reaching Prospects Marketing

1. The Corporate Recruiting Team handles all advertising for positions. This is done through a variety of external job boards, LinkedIN, the company Web site and various other avenues. 1. Advertising beyond the above identified means must be discussed and approved by the Corporate Recruiting Team and/or the Executive Team. 2. Buchanan evaluates job fair opportunities as they are presented. The Corporate Recruiting Team participates in those that present qualified opportunity. 3. Buchanan In Action events are held throughout the year and marketed toward current college students. 4. Additional marketing events and activities maximized, when appropriate, as determined by the Corporate Recruiting and Executive Team. External Recruiters 1. External recruiters (head hunters) are generally not used by Buchanan. Any agreement, or conversation, with an external recruiter may only be had by the Corporate Recruiting or Executive Team. 1. Candidates presented outside of the above realms will not be considered. 2. Candidates presented by outside recruiters must undergo the same interview process as all other Buchanan candidates (Application, phone interview with Corporate Recruiting, in-person interview, etc.)

Good Neighbor Relationships 1. Buchanan maintains a “Good Neighbor” relationship with a number of

companies. Through this relationship, we will not hire employees away from, hire former employees of nor consider employees from the following companies without approval. 1. JAT 2. Circle Logistics 3. Hoosier (mechanics)

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Candidate Experience

Application Process 1. Candidates MUST complete the online application as the first step in their candidacy with Buchanan. 2. The Corporate Recruiting Team will review all applicants. If input is needed, the assigned Corporate Recruiter will contact the Hiring Manager. Interviews 1. The Corporate Recruiting Team will conduct a phone interview as the first step for all candidates. 2. A member of the Corporate Recruiting Team must participate in all in-person interviews either in-person or via video conference. 3. Buchanan has a general interview form that must be completed by all Buchanan representatives whom participate in the interview (phone or in-person). 1. The interview form should be used as a general guide all interviews to ensure candidate experience is equal for all applicants. 2. If a question is not covered / answered, N/A should be entered. EOE 1. Buchanan is an Equal Opportunity Employer (EOE). That said, any one interacting with a candidate agrees to the following statement and will not engage in any conversation that would violate the following: 1. Buchanan will not discriminate based on race, color, national origin, sex, and religion, and also prohibits employers from retaliating against any employee who exercises his or her rights under Title VII. Internal Posting 1. If a Hiring Manager wishes for a position to be posted internally (within Buchanan), an email will be sent to the audience(s) deemed appropriate by the Corporate Recruiting & Executive Teams. 2. Hiring Managers may not engage in conversation with employees of a different department regarding positions they may be posting / have posted. 3. When a Buchanan employee transfers to a new department, Corporate Recruiting and Human Resources will work with the Hiring Manager to complete all necessary paperwork and fill any resulting openings.

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Contact

Share questions, suggestions, comments & / or concerns with the Corporate Recruiting Team here.

Effective 7/1/19