The following is CARE’s hiring process Checklist and is a learning tool to be reviewed with Human Resources
and shared with the SVP of your division as we all work together in improving our recruitment process, and in
developing strategies to advance gender and diversity throughout CARE. You should utilize this checklist to
guide your efforts and to stimulate discussion at every opportunity with your supervisor, HR, and the SVP of your
division. Your Human Resources Regional Coordinator or Recruitment Specialist will fill out the checklist, and
you are responsible for two questions in part B. The Regional Coordinator/Recruiter will submit this form to the
SVP of your division upon completion of the process.
Regional Coordinator/Recruitment Specialist sends the Hiring Checklist to the Hiring Manager as soon as
he/she receives notification that a recruitment activity must begin.
Hiring check list report to be filled out by HR
HIRING PROCESS CHECKLIST and REPORTING
FORMAT
1
Job opening occurs. Position title: ________________________________
Division:
2 Hiring Manager discusses divisional diversity objectives with supervisor or
divisional SVP. Please note: Semiannually, the SVP of each division will
evaluate progress made in advancing diversity within the division, and should
discuss diversity objectives with all divisional supervisors.
3 Hiring Manager (HM) completes requisition, attaches Job Description (JD),
obtains SVP approval, and sends requisition and e-mails JD to Regional
Coordinator (RC). Signature assumes authorized headcount. And budget
availability.
4 Regional Coordinator/Recruiter checks to see if JD is complete. Reviews JD to
ensure it is reasonable and does not potentially eliminate or limit the diversity of
candidate pools. Extra consideration will be given to what should be “required”
versus “desired” qualifications. If the resume needs “cleaning” then this is a
joint process with HM and RC.
** If new job or changed job description, submit JD to Regional Coordinators one
week prior to insertion into CARE Career Opportunities.
Hiring Manager (HM) and HR (Human Resources) representative partner to:
5 Discuss how diversity can be effectively taken into account in the hiring and
recruitment process
6 Identify job competencies/technical skills based on job description
7 Determine interview panel and ensure it includes diverse perspectives,
backgrounds, and to the extent possible - different units and different grades.
8 Discuss recruitment strategy (internal only or internal/external).
 Based upon diversity objectives of the division/unit HR & HM encourage
internal candidates, who help meet those objectives, to apply.
 Discuss advertising strategy. HM and HR identify external sources to attract
the widest pool of diverse candidates
9 Discuss salary range with RC who may seek guidance from the Compensation
Manager if the proposed salary is outside of the first third of the range.
10 RC does an initial screen to see if applicant meets minimum qualifications (if
DATE
COMMENTS
they do then become a candidate [long list]).
11 RC and/or HM screen resumes to shortlist (generally 4 to 8 candidates) and
come up with possible internal and/or external candidates.
12 HM discusses with HR how the shortlist was developed. To the extent possible,
ensures that the pool of candidates is diverse.
13 Once the shortlist has been developed candidates are screened to determine if
salary expectations are compatible.
14 While phone screening, check to see if the candidate is legally entitled to work
in the United States (if applicable)
15 Hiring Department or HR schedules pre-interview, interview and wrap-up
meetings.
16 HR provides coaching to all interviewers to consider not only technical
capability, but other qualities that might be overlooked, and offers guiding steps
on the interview process and how to effectively incorporate diversity.
17 If during phone screening the applicant pool does no sufficiently meet
expectations, HR and HM will revise the advertising strategy.
18 Interviews take place and the HM receives feedback from the interviewers
during the wrap-up meeting. If possible HR should be involved in one of the
panel interviews.
19 If the applicant pool does not sufficiently meet expectations, HR and HM will
revise the advertising strategy.
20 The Hiring Manager selects final candidate(s) and documents the challenges or
barriers experienced; documents reasons for the final selection, and shares
documentation with HR and Direct Supervisor. (Part B below)
21 HM and HR representative determine salary with input from Compensation.
22 HR coordinates reference checks with HM. * Reference checks should be
documented on the standard form and filed in the position file.
23 HR extends offer, negotiates start date, and informs HM of results. HM
manages salary negotiations with coaching from HR.
24 HM notifies internal candidate(s) not selected of a final decision by phone or in
person. The HMs are coached by the RCs to provide useful feedback. HR
notifies external candidates in writing or by phone.
25 HR provides new hire a formal letter stating salary and position prior to the first
day of work.
26 Employee starts work, and submits paperwork to Staffing Assistant, including I9 verification on first day. Employee attends benefits briefing and the first
available orientation immediately following his/her first day of employment.
HM introduces new employee to relevant staff and units on first day of
employment.
27 RC will contact new hires and unsuccessful candidates to gather feedback on the
overall interview and selection process and to identify any gender and diversity
issues and concerns.
28 SVP of division will receive a report from RC and be informed on how the
hiring process has taken diversity into account, and the challenges or barriers
experienced