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IBADAT EDUCATIONAL TRUST

RECRUITMENT AND SELECTION POLICY

The contents of this policy are proprietary information of Ibadat Educational Trust, its projects and affiliates and
intended to be used by the specific recipients. Any unauthorized copying, transmission or reliance on the contents
contained therein will not have any bearing on the Company/Institution.

Number 03P-HRDUOL-2016-06
Policy name Recruitment and selection policy
Author Human Resource Department
Proposal version V1.0
Document initiated by Asif Iqbal 22/04/2016
Approval date 09/06/2016
Submission type Policy document
Policy term Indefinite
Implementation date 01/07/2016
Approving Authorities
Chairman

Deputy Chairman

Chief Operating Officer

Rector

Copyright 2016, All rights reserved

Ibadat Educational Trust
Project: The University of Lahore
Human Resource Division
www.uol.edu.pk, info@hrd.uol.edu.pk

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Contacts

For information about the clarity or implementation of the policy contact:

Manager Human Resource

The University of Lahore
Basement Engineering Building
1-km, Defence Road, Off Bhuptian Chowk, Lahore
111-865-865
EXT: 4225
asif.iqbal@hrd.uol.edu.pk/info@hrd.uol.edu.pk

Document prepared by: Bilal Younas

Reviewed by: Asif Iqbal

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Table of contents

Contents Page no.

Preamble 4
Scope of Policy 5
Recruitment and Selection Flow Chart 6
7
Processes and Steps Description
10
Rehiring
10
Nepotism
TA/DA
11

Annexure

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Preamble

Placing right people is vital for the success of an organization. Recruitment and selection function at The University
of Lahore ensures placement of the best professionals timely, and cost effectively in accordance with approved
strength.
Recruitment and Selection is one of the key functions Human Resource department is responsible for. Through
Recruitment and Selection HR dept. ensures attracting best professionals, promotes open competition and merit
compliance without any discrimination among the prospect candidates. To stay abreast Recruitment and Selection is
a continuing activity to fulfill placement requirements. To make Recruitment and Selection function fair Job
requirements, relevant qualification and experience are the determining factors in the selection of employees.

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Scope of Policy

The Recruitment and Selection policy provides an outline and framework of an employee hiring which involves
processes, steps, approvals and practices (professional and ethical) at The University of Lahore. Human Resource
Department being custodian of Recruitment and Selection function is responsible for hiring in following domains.

Faculty
Visiting Faculty
Administrative Staff
Management Trainee Officers
Blue Collars (Housekeeping, Security, Repairing and Maintenance etc.)

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Recruitment and Selection Flowchart

Hiring Requisition Advertisement & Final Interviews Documentation

CV Shortlisting Selection Orientation
Preliminary Interviews

Need Shortlisting for Documentation

Analysis Job Final Interviews
Posting

Final Interviews
No CVs
Approval Orientation
collection

Admin Faculty

Yes

Initial Screening
Hiring Requisition of Faculty CVs
to HR Department No Selection

Initial Screening
No Yes
of Admin CVs Yes
HR
Department
Decision
Job Offer
CVs shortlist by
Department

Preliminary
Interviews
Yes No
Job Offer
Accepted

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Process Step Timelines Responsibility of Department

1 Hiring Req. to HR Admin- Concerned Department
Faculty
2 Ad Posting 4 -6 Days HR Department
3 CV Screening/Sharing 7- 9 Days HR Department
4 CV Feedback 2-3 Days Concerned Department
5 Preliminary Interviews 3-4 Days HR Department and Concerned Department
6 Final Interviews 7-8 Days HR Department
7 Job Offer 3 Days HR Department
8 Selection Board & Approvals 3 Days HR Department
9 Documentation & Orientation 4 Days HR Department

Note: Process time for hiring of Faculty position(s) is five to six weeks after Hiring Requisition submitted to Human
Resource Department and four weeks in case of administrative staff position(s).

Processes and Steps Involves in Recruitment and Selection

All of following processes and steps are cautiously implemented to ensure Recruitment and Selection policy is
aligned with Organizations Vision, Mission, Code of Ethics and also comply with HEC guidelines (for Faculty hiring).

Process 1: Hiring Requisition

To make a hiring justified, Hiring Requisition form must be submitted to HR department from respective department
with all the necessary information and approvals. Hiring Requisition involves following main steps:

(i) Need Analysis

Need analysis for any new hiring is conducted by respective department. A format is available in annexure that must
be approved by competent authority before submitting to HR department. For all the Faculty Hiring Respective
department will mention ratios e.g. Student Teacher Ratio, Teaching Credit hours ratio and research supervision and
for administrative positions work load justification is must.

(ii) Approval
Approval from respective authority/management is mandatory on every hiring requisition.

(iii) Requisition submission to HR dept.

A hiring requisite can be submitted to HR department in hard form or scan copy.

Process 2: Advertisement

HR Department uses multiple forums for advertisement which includes University website, Social media web pages
of University, Newspapers, and display ads on notice boards.

Note: The University of Lahore promotes internal competition and believes in providing opportunity to internal
employees against vacant positions. However, employees of The University of Lahore must inform their respective

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Managers/HoDs prior applying for any position. NOC from respective department in this regard is mandatory.

Process 3: CV Shortlisting

HR department manages CV database. Initial screening of received CVs against all the ads is carried out by HR
department thereafter they are forwarded to respective departments for further feedback. Shortlisting for Faculty is
finalized by respective department. Following are the main steps involve in CVs Shortlisting.

(i) CVs Screening

To make sure shortlisted CVs are relevant and aligned with job specifications as mentioned in Hiring Requisition, HR
department checks Qualification, Experience, Certifications and Affiliations etc.

(ii) CVs sharing

HR department shares CVs with respective departments via email and hard form.

(iii) CVs Feedback

HR department expects feedback on shared CVs from the respective departments within defined timelines to
proceed further. Departments can share their feedback via email or in hard form after marking the relevant CVs.
Shortlisted CVs for Faculty are shared with registrar office by respective department for further processing.

(iv) Contact to Shortlisted Candidates

HR department informs shortlisted candidates for their interviews with coordination of respective department
regarding interview schedule/timing and venue.

Process 4: Preliminary Interview

Preliminary interviews for staff are conducted to collect initial info Salary expectations, availability, and willingness
to relocate aptitude, attitude, and behavior and credential verification. Activities like written test, filling of
employment application are also carried out at this stage. Interviewees are informed to bring their original
testimonials with them at preliminary interviews.

Preliminary Interviews for Faculty and Visiting Faculty

Faculty and Visiting Faculty interviews are initiated by HR Department. . after receiving shortlisted CVs by respective
departments. Faculty and Visiting Faculty preliminary interviews are conducted by a panel comprise HOD, Sr. Faculty
members and Manager HR or any other Sr. Personnel from HR department.

Preliminary Interviews for Administrative Staff

Manager HR / HR team conducts preliminary interviews for all the administrative staff along with any Sr. personnel
appointed by HoD or HoD himself of respective department . Interview scheduling, interview evaluation ratings
compilation for all the administrative staff is HR Departments responsibility.

(i) Shortlisting for Final Interview

After finalizing recommendation shortlisted candidates are informed regarding final interviews by HR Department.

Note: HR Department may ask for a recent Medical and health report from the interviewee. Interviewee must

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submit this report before Final interview. Reports from authentic laboratories will be considered valid.

Process 5: Final Interview

A final interview is a stage at which a candidate is scrutinized intensely and finalized for job offer. Final interviews are
conducted by selection board. An interview panel comprises Heads/Deputies of respective departments, HR Head or
Sr. Member(s) from any other department.
(i) Scheduling Final Interviews
HR department holds the responsibility of scheduling Final interviews for administrative positions. Informing
relevant interviewers/panel members well in time, deciding venue and providing Interview evaluation forms and
conveying date, time and venue to candidates well before time is HR departments responsibility.

(ii) Coordination at the Day of Final Interview

HR department stays well prepared at the day of final interviews. Informing security about interviewees and sitting
arrangements etc. must be well planned and organized.

(iii) Compiling Feedback Evaluation Rating

Once the interviews are completed HR department compiles all the feedback (verbal or written) and accumulates
ratings of interview evaluation forms.

Note: It is expected from the Interview panel for final selection to conclude two names (if there is only one position
to be filled) and three names (if two positions to be filled) priority wise.

Final Interview/Selection/Appointing Authority:

Candidates for the Academic and Administrative (Assistant Manager and above) must appear before the Selection
Board for the final interview. HR department provides initial summary (Budget for position, Salary Brackets,
Candidates expected salary etc.).

Sr. Categories Selection Committee Appointing Authority

No.
1. D-Category HOD and HR Head COO
2. Officer & Sr. Officer HOD and HR Head COO/Deputy Chairman
3. Asst. Manager Selection Board Chairman/Deputy Chairman
4. Manager & Asst. Director Selection Board BOGs
5. Director and Above Selection Board BOGs

Note: Selection Board comprises of

1- HOD HR
2-Dean/HOD/Principal
3- Registrar
4- Pro-Rector/COO
5-Rector
6- Deputy Chairman BOG
7-Chairman
Process 6: Job Offer

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Based upon the recommendations of competent authority, HR Department proceeds with Job offer letter to
successful candidate(s) to finalize the hiring process. Following are the steps involve in offering a job to a successful
candidate.

(i) Job offer Letter

Job Offer letter encompasses all the necessary information (Offered Position, salary, Location, Probation period etc.)
is communicated to selected candidate. It could be a hard copy or an email as per agreed format. In case offer
accepted by the selected candidate HR department proceeds for next step of hiring otherwise precedes negotiations
with runner up.

Process 7: Induction/Orientation

Since orientation/induction is one of the most important aspect of Recruitment and Selection. It is obligatory to
conduct at time of new hiring.

(i) Orientation of newly hired

HR department organizes this activity for every new hiring. Organizations vision, mission, values, code of ethics,
structure, higher management and information like office timings, leaves, probationary and annual evaluation,
employee code, benefits, etc. are communicated during orientation.

(ii) Orientation Checklist

HR department maintains a checklist of orientation duly signed by an employee and respective HR personnel before
employee is sent to respective department. All the points mentioned above are included in orientation checklist.

Exemptions for Blue Collars (D-Category)

There are few exemptions regarding hiring of Blue collar workers. Respective departments heads can hire a person
with HR Managers consultation. It is obligatory for HR department to check references from previous employer or
from any professional contacts a prospect candidate has. The concerned department must sorts approval by COO.

Rehiring

It is the policy of Organization to discourage re-employment. However rehiring of any employee will be allowed after
1 year of leaving services at least.

All such cases must have prior approval from head of the department who will consider market conditions, reason of
leaving, performance, conduct, attendance etc. In case of any misconduct noted previously or a candidate left
without serving a proper notice and clearance are not be entertained.

Nepotism

(i) University is equal opportunity employer, UOL is fully committed to the maximum utilization of employees
abilities and to the principles of equal employment opportunity. Applicants and employees are evaluated on
the basis of job qualifications not race, color, religion, creed or any other status or characteristic.
(ii) UOL emphasize that no employee may use his/her position to influence decisions regarding appointment,
promotion, demotion, disciplinary action, discharge, transfer, approval of time-off, training or development
opportunities, as well as conducting performance evaluations all these decisions will be truly made on the
grounds of merit, rules & policies.
(iii) Any blood relation/close relative will not be allowed to work in same department irrespective of their
designation to avoid conflict of interest, however placement in any other department will be permissible.

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TA/DA

No TA/DA will be paid to any interviewee. Meal/Refreshment will be offered to interviewees coming from
outstations only. To avoid inconvenience to out stationed candidates HR department must inform a day or two
before scheduling preliminary and final interviews. The University of Lahore reserves the right to cancel/delay
interview in case of any unavoidable circumstances.

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Annexes

Following formats are included as annexes

(I) New position Requisition form

(II) Position Requisition form
(III) Interview Evaluation form (Managerial & Non-managerial)
(IV) Employment Application Form (Academic & Non-Academic)
(V) Bio-data Form

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