LIBA::MHR::Joining Formalities::Shruti::2011

Joining Formalities
Shruti Vishwanath
Introduction: The process of recruitment includes many activities which add to the duties of an HR personnel in an organization. These activities broadly include short listing candidates for a particular position, conducting interviews, coordinating with specific departments, selection, completing the joining formalities, induction and training for the new joiners etc. When companies recruit, the post selection process marks the beginning of certain formalities to be fulfilled both by the new entrant as well as the employer. These formalities are needed to be fulfilled to reduce the risk of recruitment. After the interview sessions, the new recruit is provisionally selected. On fulfillment of the joining formalities, the recruitment process for that particular position is completed, where in the recruit becomes a part of the organization. If the recruit is not able to fulfill all the formalities, it is under the discretion of the company, whether to select or reject the recruit. Thus the process of joining formalities starts post interview sessions and ends when the recruit is selected (after fulfilling all formalities)and starts to orient with the particular department in the organization. Need And Importance:
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LIBA::MHR::Joining Formalities::Shruti::2011

Quality of workforce: The joining formalities probe into many details of an employee. It studies a new recruit in detail. This helps in analyzing the quality of the recruit in terms of education, experience, capability etc. these details can be analyzed or found out in the resume or through the interview sessions. The joining formalities will double check the Page :: 2 correctness of the facts, which reflects the integrity of the candidate to some extent. Safety: The formalities ensure safety to the organization on whether they are recruiting the right workforce. It will clarify whether the information provided is correct. Thus it is a safety measure to avoid misleading information. Elimination of wrong information: As mentioned earlier, these formalities ensure that the information provided is correct and has its relevance. Verification: Companies carry out the process in order to verify the position of the recruit in terms of qualifications, experiences, references etc. Reduction of risks: Joining formalities are mandatory. This ensures that no fraudulent activities take place at the time of recruitment. These formalities ensure that the selected workforce will not be a threat to the organization in future. Thus through a tight checking process, the risk of recruitment is brought down to its minimum. Stages And Procedure There are 2 main stages with respect to Joining Formalities namely: Pre-joining Formalities Post Joining Formalities Pre Joining Formalities- Procedure:

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Documentation: The first step starts with the submission of documents. Documents are to be submitted to support the details in the resume. The documents will act as a proof to the identity, proof of residence, proof of qualifications etc. The documents which are to be submitted include identity proof, address proof, educational certificates, mark sheets, pan card, passport, etc. Certain documents cannot be presented by the candidate immediately, in such circumstances, the company will provide some time for presenting the required documents. (Example=- Passport- it can be applied and submitted at a later date) Medical Examination: Most companies especially all MNCs insist on a complete medical examination. The recruit has to undergo a complete medical check up A letter certifying the fitness of the candidate will be sent to the organization. This will be a proof to check whether the organization is employing a healthy candidate who can withstand the pressure in the course of employment. Database/ Background Check: The organization will carry out a complete investigation to check the documents and statements provided by the candidate. This will also include a reference check. Sometimes organizations outsource this function to an agency

LIBA::MHR::Joining Formalities::Shruti::2011

Offer Letter: At this stage, the candidate is issued an offer letter stating all the terms of employment The recruit has to read through the document and sign so as to accepting all the Page :: 4 terms of the employment. Some companies call this an appointment letter. Post Joining Formalities: Account Opening: This s is the stage where the new joiner has to open an account with the companys local bank. Here again the recruit has to provide certain proofs and the process is assisted by the HR personnel Form Filling: The process includes filling up a series of forms such as: Application forms Nomination forms Gratuity forms PF?PPF forms Investment declaration Insurance Forms Dependency Details Transfer form Medical benefits form

Role of the HR: Verification of documents: The HR department is completely responsible for verifying all the details provided by the recruit. The hr has to verify the correctness and validity of all the documents and other information provided by the candidate. Approvals: The HR department is responsible to get approvals from the department heads and the head office at the time of issuing the offer letter. Coordination: the HR has to coordinate with the candidate as well as the department concerned. They must inform the department heads about the progress in the recruitment process and keep in touch with the candidates, informing them about their status and also helping the out in the process of fulfilling the joining formalities. Thus the HR is a link between the management and the new recruits.

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Precautions: The company takes some precautions, so as to avoid wrong and misleading information and also to prevent fraudulent activities at the recruitment stage.
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