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Talent Acquisition Process Framework

Purpose: The Talent Acquisition Process Framework provides guidance on the hiring process for the talent acquisition team, hiring manager, and hiring team to efficiently hire top talent and create a positive candidate experience when it comes to hiring.

Variations: It’s understood that variations to the process may occur given particular situations that make sense to a specified hiring team or need.

The communicated Talent Acquisition Process Framework specifically focuses on candidates who are moving forward.

Search Team​

Step 1: Identify hiring need​

The Hiring Manager will determine the need for a vacancy and ensure it is listed on the Hyletic Hiring Plan. Once confirmed, the Hiring Manager will notify the Talent Acquisition Manager/Lead specific to their org utilizing the steps provided on the vacancy creation process.

Step 2: Create vacancy in Greenhouse​

The Recruiter will create the vacancy in Greenhouse following the vacancy creation guidelines. The assigned Recruiter, CES, and Sourcer should receive an email notification from Greenhouse when the vacancy is approved.

Step 3: Complete kick-off session, agree on priority level, & complete a sourcing session​

The kick-off session provides an opportunity to gain alignment on the requirements, hiring process and, perhaps most importantly, the expectations and responsibilities of the Recruiter, Sourcer, CES, Hiring Team, and Hiring Manager. Recruiters and Sourcers should come prepared for the kick-off session with insights - such as the size and geographic distribution of the talent pool - and should act as a talent advisor. Such information can be pulled from LinkedIn Talent Insights. To request this report, please submit an Issue using the LinkedIn Talent Insights Request template.

The Recruiter will schedule the kick-off session and must open a REQ Kick-off Issue ahead of the kick-off session so the Recruiter, Sourcer, and Hiring Manager can contribute to it ahead of time. A link to the REQ Kick-off Issue should be included in the invite. The Recruiter should include the Hiring Manager, Sourcer, and CES team on the kick-off session invite. Everyone involved in hiring for the REQ should be tagged into the issue so everyone understands the requirments, process, and individual accountabilities.

During the kick-off session all participants should agree on the Sourcing Priority (P0, P1, P2). Every role should receive sourcing support based on the Talent Acquisition Alingmnent.

The Sourcer will schedule a Sourcing Session after the kick-off session to make sure we consider outbound talent for every opening at Hyletic.

Step 4: Indentify & Engage Top Talent (Prospects)​

4.1 - Source prospects

The Recuiter, Sourcer, and Hiring Manager will partner in finding top talent using different sourcing avenues to find candidates, with LinkedIn and Hyletic Talent Community being the most used and efficient ones. (It is possible that other Recruiters, Sourcers, and/or members of the CES Team will provide additonal sourcing support.

4.2 - Add prospects to Greenhouse

All approached prospects should be added in Greenhouse as prospects.Greenhouse is the source of truth. Every sourced prospect should have the name of the person who sourced them in the Source field. If a Prospect was sourced by a Talent Acquisition Team Member from the Talent Community, that user will need to manually update the candidate's source information.

Keep in mind, a candidate could have the source, Applied through your website's jobs page or Jobs page on your website, if they signed-up to the Talent Community prior to the correct tracking link being associated with the in-take form. In that situation, please change their source to Talent Community. If a candidate is moved from one requisition to another by a Talent Acquisition Team Member and the candidate did not apply recently, then please update their source to Greenhouse Sourcing.

4.3 - Reach Out

Create your own messaging for reaching out to candidates.

Sourcing Support​

Anyone on the Recruitment Team can provide sourcing support for priority REQs. The focus should be P0 and P1 REQs. If you want to help with a specific REQ, please engage with the Recruiter directly to verify the REQ is in fact a priority. If the REQ is a priority, use the REQ kick-off Issue and the Hiring Repo to learn more about the REQ.

If you are helping a Recruiter source for an open REQ please verify the prospects you find are best qualified before reaching out to them. Share added prospects in bulk with the Recruiter vs. sending multiple one-off pings to the Recruiter. This can be done by sending the Recruiter a Greenhouse link to the candidate pool using filters (applied on DATE, source NAME, role title).

  • The Recruiter has a 7 day SLA to review the prospects you share
    • If the prospect is not qualified, the Recruiter will select the option to “stop considering as a prospect”
    • If the prospect is qualified the Recruiter will ask you to engage the prospect
      • If the prospect responds and is NOT interested, select the option to “stop considering as a prospect” in Greenhouse
      • If the prospect does not respond before the REQ is filled, the Recruiter should reject all prospects in bulk and select the option to not send an email.
      • If the prospect responds with interest, the person who found them will select the option to “convert to candidate” in Greenhouse and will work to schedule a screen between the candidate and the Recruiter.

Step 5: Weekly Check-In Issue​

  • Once a requisition is opened, the recruiter creates a weekly check-in issue. Each week a requisition is open, the recruiter will update the issue. The participants are the Recruiter, Sourcer and fyi for the Hiring Team. The issue is used to update the health of the req, report on KRs, as well as allow for interview alignment.

  • Each req belongs to two Epics; one parent and one child epic. The parent epics can be used as a dashboard to show the funcitional leader the overall health of their open reqs.

We use On track, Needs attention, and At risk to define the requisition's health. When assigning a Health Status, consider the diversity of the pipeline, what the pass through rate is at each stage, and whether you'd expect to make a hire at or close to the expected start date.

If the recruiter needs to add an additional week to the issue, please copy and paste the following markdown guide at the very end of the markdown in the issue:

Step 6: Interview Stages​

  • When the prospect responds with interest and we have a matching requisition, select the option to “convert to candidate” in Greenhouse.

Screening​

During the screening stage, it is important we capture the following information in Greenhouse and be able to pull data from this information when required:

  • Locality
  • Do you have a significant other or family member that is currently a Hyletic team member?
  • Notice period (if the candidate is currently employed)
  • Salary expectations
  • Are you eligible to work where you are located?
  • Are you subject to any employment agreements and/or post-employment restrictions with your current employer or a past employer?
  • R&D Talent Acquisition Only: Values Screening

Assessment​

  • As determined previously in the kick off session with the hiring manager, if there is an assessment involved in the initial interview process, send candidates the assessment through the provided Greenhouse template. The assessment grader is to be added to the appropriate location on the template email to ensure a notification will be sent to them once the applicant has completed the assessment.

Team Interview​

  • Once a screening call is completed and a candidate is still determined as top talent, team interviews will be scheduled. To do this, the recruiter will send an "Email the Team" template called CES Scheduling Request Form through Greenhouse to CES* with specific communication on what interview(s) need to be scheduled. The CES team member will then schedule team interviews.
  • The number of team interviews and order will vary from vacancy to vacancy. An example of what a Team Interview may look like is:
    • Round 1: 50 minute interview with Hiring Manager
    • If applicable, Round 2A: 25 minute interview with a Hiring Team member
    • If applicable, Round 2B: 25 minute interview with a Hiring Team member
    • If applicable, Round 3: 50 minute Executive Interview
  • The Recruiter should confirm focus areas have been assigned to the interview team. This should have been taken care of in the REQ kick-off Issue
  • The candidate should be provided clear expectations of the process, location of interviewers, timeline to hire, etc.
  • When Team Interviews have completed, follow up with the hiring manager on next steps. Depending on the level of the role and outcome of interviews, next steps may include additional interviews including an executive interview or moving to reference checks.

Step 7: References​

Once a Hiring Manager has determined they want to move forward with a candidate, the Recruiter will email the candidate to request their references contact details as well as details that will help with an offer letter such as Legal name and background check. A template can be found in Greenhouse to send at this stage.

Step 8: Justification (Engineering Only)​

See Justification section in offer packages.

Step 9: Offer Approval​

Once references are completed or as they are in progress, the Recruiter will move the candidate to offer stage and collect and submit offer details in Greenhouse. The Recruiter will ensure the offer is routed for approval. Please note, with the use of Guide, candidates will be made aware when they are moved into Offer stage so move stages with caution.

If the candidate for the position is internal, you should wait until you've presented an offer to merge the applicants' profiles. Please visit the People Technology and Operations page for instructions.

If there are any special circumstances regarding a known relocation for the candidate, this information should be included in the Compensation Details. Details should include originating location and salary, as well as the new location and new salary details to ensure it is communicated as part of the approval.

Step 10: Verbal Offer​

Once the offer is approved in Greenhouse and references are completed, an offer will be verbalized to the candidate by the Recruiter or Hiring Manager.

The Recruiter will email the candidate and ask if they want to book a zoom call to discuss the offer details. During that call the Recruiter will go over:

  • Start Date
  • Job Title
  • Salary
  • General and specific benefits
  • Contract type
  • Onboarding process
  • Asynchronous communication
  • Stock options
  • Unlimited paid-time-off
  • Incentives
  • Office equipment/reimbursements
  • Configuring your new laptop
  • Employment Assistance Program

After the verbal offer is made the recruiter can send an email to the candidate with all the information covered in the zoom call.

A verbal offer can only be communicated once the offer has been fully approved in Greenhouse. Ahead of the official approval, the Recruiter may choose to have a conversation regarding what a potential compensation package may look like, however, the Recruiter must be clear that they are not extending a formal verbal offer as the offer has yet to be approved.

If the candidate declines Hyletic's offer, the Recruiter will tag the CES team and FP&A partners for their department in Greenhouse to inform them. The CES team member will Dismiss any associated reminders or tasks for the candidate at disposition.

Step 11: Contract​

Once a verbal offer is made to a candidate, the Recruiter will notify @ces to send a contract to the candidate via Greenhouse email. If there are any special circumstances regarding relocation, this should be communicated in the notification to CES to ensure it is added to the contract. The CES will initiate the background check during this stage. Once a candidate signs a contract, the CES will send welcome email with instructions on hardware ordering and next steps.