Recruitment SOP for Group A & B Staff
Samaira Education Welfare Society
(Under the Uttarakhand Cooperative Societies Act, 2003)
Requisition & Approval
Manpower Planning
● Each department prepares the Annual Manpower Requirement (AMR) by March every year.
● AMR specifies: designation, category (Group A/B), justification, required qualifications, pay scale, tenure.
Approval
● AMR → HR Department → Recruitment Sub-Committee (RSC).
● RSC reviews and recommends → Board of Management for approval.
Vacancy Notification
Drafting Vacancy Notice (Template below)
● Position title, group classification, eligibility criteria, job description, pay scale, tenure.
● Application process, documents required, and deadline.
Publication
● Society website.
● Employment news portals.
● Local/national newspapers.
● Circulation among cooperative networks (promoting Rochdale “Cooperation among
Cooperatives”).
Template – Vacancy Notice
Samaira Education Welfare Society (Registered under Uttarakhand Cooperative Societies Act, 2003)
Vacancy Announcement – Group A & Group B Staff Applications are invited for the following positions:
● Group A: [Designation, e.g., Director (Administration)] – Pay: ₹75,000–₹1,25,000/month
● Group B: [Designation, e.g., Administrative Officer] – Pay: ₹40,000–₹70,000/month
Eligibility: [Insert educational qualifications + minimum years of experience] Contract Tenure: 3 years (renewable) with 6-month probation.
Selection Process: Written test, skill demonstration, interview.
Apply with CV, certificates, and application form (download from www.samairapolicy.in) to Human Resources
Application & Shortlisting
Application Receipt
● HR logs all applications in Application Register (serial no., date, applicant name).
● Incomplete applications rejected with written intimation. 3.2 Shortlisting
● Recruitment Sub-Committee evaluates based on Shortlisting Matrix (see template).
● Marks allocated:
○ Education (30%)
○ Experience (40%)
○ Additional skills (IT, cooperative experience, publications) (30%)
Publication of Shortlist
● Shortlist uploaded on Society website with candidate roll numbers only (ensuring transparency).
Template – Shortlisting Matrix
Criteria |
Max Marks |
Candidate Score |
Remarks |
|---|---|---|---|
Cooperative/Community Work
| |||
Selection Process
Group A (Senior Management)
● Written Test: Analytical ability, policy/administration knowledge. (Weightage: 30%)
● Presentation: Candidate presents a 15-min topic on governance/management. (Weightage:
30%)
● Interview: Conducted by Selection Panel (RSC + external expert). (Weightage: 40%)
Group B (Administrative Staff)
● Written Test: Aptitude + functional skills (HR, Accounts, IT). (Weightage: 50%)
● Interview: Assess communication, problem-solving, cooperative values. (Weightage:
50%)
Scoring
● Scores entered in Selection Evaluation Sheet.
● Merit list prepared → signed by all Selection Panel members.
Template – Selection Evaluation Sheet
| Candidate Name | Written Test (30/50) | Presentation (30) | Interview (40/50) | Total (100) | Rank |
|---|---|---|---|---|---|
Appointment & Contract
A. Approval
● RSC forwards merit list → The Board of Management for approval.
B. Offer of Appointment
● Issued by HR with clear contract terms (see template).
C. Probation
● 6 months probation with performance monitoring.
D. Confirmation
● After successful probation, confirmed for balance tenure.
Template – Appointment Letter
Samaira Education Welfare Society
Ref: [Date/Ref No.] Dear [Name],
We are pleased to appoint you as [Designation, Group A/B] with effect from [date] on the following terms:
Tenure: 3 years (contractual, renewable).
Probation: 6 months.
Remuneration: ₹[amount] per month + applicable benefits.
Duties: As per attached Job Description.
Termination: Either party may terminate with 60 days’ notice or salary in
lieu.
You are expected to uphold the principles of transparency, cooperative values, and professional integrity in line with the Society’s Code of Conduct.
Sincerely,
[Authorized Signatory]
(For Managing Committee, SPRS)
Remuneration & Benefits
Group A
● ₹75,000–₹1,25,000/month.
● Annual increment 5–8%.
Group B
● ₹40,000–₹70,000/month.
● Annual increment 4–6%. Benefits (both groups):
● PF, ESI/health insurance.
● Paid leave (casual, sick, earned).
● Travel & accommodation reimbursement for official duties.
● Professional development allowance (training/seminars).
Performance Evaluation
● Conducted annually by the Performance Appraisal Committee.
● Parameters: efficiency, integrity, cooperative values, leadership (for Group A), teamwork
(for Group B).
● Poor performers → placed on performance improvement plan; persistent
underperformance → non-renewal.
Grievance Redressal
● Stage 1: Complaint to HR within 15 days.
● Stage 2: Staff Grievance Committee (HR + external advisor).
● Stage 3: Appeal to Board of Management (final).
Record-Keeping & Transparency
● All recruitment records (applications, score sheets, appointment letters) retained for 5 years.
● Summary of recruitment uploaded annually on Society’s website (without disclosing personal data).
Policy Review
● HR to review every 3 years or earlier if required by changes in law/ILO/Cooperative standards.