People Manual MATS University

2. Recruitment and selection

Objective:This policy provides procedural guidelines for carrying out the recruitment and selection of candidates to meet the requirements of the Institution.

Scope:All employees of MATS University

Manpower Planning This activity would be carried out at the beginning of the year, wherein the HR representative, Head of the Institution and the HOD’s of each department would sit and discuss the manpower required by the department for that academic year. The manpower required for the department is estimated taking into consideration productivity, number of students and cost of manpower. The Registrar should approve this manpower plan. Approved manpower plan will be the basis of Recruitment plan.

Time Line: Manpower plan should be finalized by end of Feburary every year.Format: Manpower plan-Annexure 2A

Recruitment Plan On basis of the manpower plan and comparing with the existing manpower, the needed manpower is estimated. The HOD and Head of the Institution may also try to use the internal resources to fill some positions. The rest of the needed manpower has to be filled through recruitment. A plan is prepared for recruitment based on the number of people that need to be hired and the time span that is available. The recruitment plan will very clearly define the following:

a. Number of positions to be filledb. Detailed job description of each positionc. Time Frame (Maximum Lead Time)d. Compensation

After the Head of the Institution and the Chancellor approves the “Recruitment Plan”, ‘Request for hiring’ form is filled and action is initiated for recruitmentFormat: Request for hiring – Annexure 2B

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People Manual MATS University

Resourcing plan Based on the ‘Request for Hiring ‘ and recruitment plan the HR prepares a resourcing plan:

a. Resourcing: This could be through advertisements, consultants or through reference. Channel of recruitment would be decided based on the number of people to be hired, criticality and lead time requirement for hiring.

b. Selection: Selection criteria and the process for selection for each position is defined in consultation with the HOD and the Head of the Institution. This includes scanning applications, written tests, group discussions, subject Interviews, General / HR interviews, demonstrations etc based on the position.

Provided below is a brief process description for Resourcing and selection:

a. Advertisements: The requirement for recruitment is consolidated and sent to an advertising agency. Some minor details such as visibility and ‘brand-building’ can also be given as inputs to the advertising agency. The approved advertisement is released to the press. Each advertisement should have the approval of departmental head, Head of the Institution, HR and Registrar. Coordinating with advertising agency, releasing of advertisements will be the responsibility of Public Relations department. Giving necessary inputs relating to positions and other details will be the responsibility of HR.Document: “Consolidated requirement for Advertisement”: Annexure 2c

b. Consultants: Recruitment may be carried through consultants based on the availability of candidates. Vendor selection should be carried out before short-listing consultants. The consulting fees to be paid should be approved by the Chairman. Recruitment through consultants should be the last method considering the cost involved. Consultants should be availed only for very senior and critical positions

c. Referral Scheme: Positions can be filled through employee referral scheme. Existing employees should be encouraged to refer candidates for the published posts. Incentives would be provided to such employees whose referred candidates are selected and joins the team.

In order to encourage employee to refer, identified positions will be notified giving job details. Any employee of the institution can refer known candidates.

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People Manual MATS University

In case of referred candidate getting selected the employee will be rewarded a sum of Rs. 2500/-. This sum will be paid after three months from the date of joining. Except Chancellor,Vice-Chancellor,Registrar, HODs, HR members all other members are eligible for the scheme.

Document: “ Employee referral form” – Annexure 2D

Screening of applications: The resumes are collected and segregated with respect to various disciplines. Based on the selection criteria the candidates are short-listed and called for interviews. HR will screen the applications and short-list the candidates in consultation with the respective HODs.

Interview:The short-listed candidates are called for the interviews and the following process will be followed:

a. Interview scheduling: The date and the time is decided by the HR in consultation with the Registrar and the concerned HODs and a schedule is prepared. It is suggested that each interview should be given about 20-30 minutes of time. Interview schedule should be circulated among the panel members at least 7 days in advance. Document: Interview schedule – Annexure 2E

b. Sending call letter: After the schedule is prepared, the candidates are sent call letters giving details of time, date, venue of the interview, contact name and telephone numbers. In order to ensure that the candidate is given adequate time, call letters should reach the candidate at least 7 days in advance.Document: Interview Call letter – Annexure 2F

c. Interview Panel: The panel for the preliminary interview would generally constitute the HOD of the concerned department, Head of the Institution and a HR representative. For the final Interview, the panel would consist of the Registrar, HR representative and HODs.

d. The Interview:

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People Manual MATS University

I. After the completion of each interview, the candidate is assessed and documented in the interview assessment form. Format: ‘Interview Assessment form’ – Annexure 2G

e. Demonstration: This is carried out to check on the practical skills of the teacher to handle a class. The panel along with a group of students would attend the demonstration of the prospective teacher/lecturer and evaluate the skills in terms of

I. Communication skillsII. Presentation skillsIII. Class management skillsIV. Voice pitch and depthV. Other related parameters as it may sound suitable at that point of time.

f. Communication:I. Candidates who are not selected are informed of the same within 7 days.

Format: Reject/Bank Letter – Annexure 2HII. Some candidates whose profiles may not fit the current requirement and

may be useful later, are also informed that their candidatures are a part of the active databank and may be contacted for any future requirementsFormat: Reject/Bank Letter – Annexure 2H

III. Candidates who are selected are informed of their selection and appointment letters are released.Format: Appointment Letter – Annexure 2I

IV. All the above communications are sent within a week from the date of the interview.

Issue of Appointment Letters:Selected candidates are issued appointment orders incorporating service conditions. Compensation shall be decided in consultation with the HOD and the Registrar, based on the existing salary structure/scale, available for the respective institution. For more details on this refer “ Compensation and Benefits – Fitment” policy.

The Registrar will sign all appointment orders. (to be discussed with Chancellor & Vice-Chancellor)Format: Appointment letter – Annexure

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People Manual MATS University

Reference checkIn order to ensure that the right candidate is selected, reference check will be done in addition to the interview. The candidate at the time of the interview will be requested to provide two professional references (not relatives), with whom reference checks are carried out. In this process, information of the candidate is verified along with a check on character and conduct. Reference checks can also be done with previous employers, colleagues or any other person. However, before making any reference check with referees other than the names suggested by the candidate, consent should be obtained from the candidate.Format: Reference check form- Annexure 2J

Medical Examination The candidate after the final selection would have to undergo and medical examination from medical panel recommended by the Jain Group of Institutions. Unless the candidate is medically fit, the appointment order shall not be released.Document: Medical Check form- Annexure 2K

Probationary PeriodCandidates selected into the Jain Group Of Institutions shall be on probation for a period of one year compulsorily. During this period, he/she may resign or the organization may terminate with three months notice on either side or in lieu of the salary for three months of notice period.

During the probationary period, the candidate may be paid a consolidated salary without any other benefits or paid as per scale, based on the discretion of the management.

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