Recruiting and Hiring Policy and Procedures

Objective

CloudTen Residential believes that hiring qualified individuals to fill open positions contributes to the overall success of the company. Ensure fair and consistent recruiting and hiring practices and compliance with equal employment opportunities. 

Hiring Process and Procedures

Job Postings

The company posts all open positions on its career page. Each position will remain posted for a minimum of one day and will stay active until it is filled. 

Posting all job openings ensures that employment opportunities are visible to everyone, including internal employees and external candidates. This promotes a culture of fairness and transparency, reducing the risk of favoritism or biased hiring practices.

All job opportunities will be posted on the company career page using our Applicant Tracking System (ATS). All candidates must apply using the current ATS. 

All recruitment advertisements will be managed by the Recruiting/HR department, ensuring they reflect a professionally branded image and adhere to company policies.

The Recruiting Manager is responsible for tracking all applicants and retaining applications.

The Hiring Manager is responsible for requesting a job posting using the Job Creation Request Form located on the company intranet.

Job postings should indicate the following:

• Position title
• Position hours/shifts
• Exempt or nonexempt status of the position
• Reason for the opening
• Pay range
• Essential job functions and qualifications (or a current job description may be attached).
• Any special recruitment advertising instructions

Job Post Approval

Once requested by the Hiring Manager, the Recruiting Manager will review and approve the job posting. Newly created positions and additions to staff require additional levels of approval. 

Intake meetings

If necessary, the recruiter will arrange a meeting with the hiring manager to conduct an intake meeting prior to posting a job opening to learn more about the position, the requirements, and the profile of the ideal candidate. The recruiting strategy will be set during this meeting and expectations established with all the key stakeholders.

Internal applicants

Employees with at least six months of satisfactory employment (no disciplinary action within the last six months) are eligible to apply for job openings. Internal candidates will apply using the company career site. Employees should notify their current manager before applying. 

Re-hires

Former employees may be considered for rehire if they left the company in good standing, including voluntary resignation. Rehires must meet the qualifications and requirements of the position for which they are applying. Former employees must go through the standard hiring process, including application interviews and background checks. Hiring managers must verify eligibility for rehire with Human Resources before extending an offer. 

Interview process

The hiring manager and/or recruiter, depending on the position, will screen applications before scheduling interviews to ensure candidates meet the basic qualifications of the job. Initial interviews are typically conducted by the hiring manager either by phone or in person and should include confirming the candidate's experience meets the basic qualifications, the wage for the role, and the work schedule. Second interviews are recommended for most positions. Hiring managers must use a structured interview process using behavior-based questions. Candidates should be asked the same questions for consistency. Hiring managers can reach out to HR for interview guides and approved behavior-based interview questions. Management positions must include an in-person interview. 

The interviewer(s) must complete the candidate scorecard after each interview, which should be retained with the candidate's profile. Hiring managers should update the status of each applicant and indicate the reason for non-selection. All candidates should be promptly informed, and rejection letters sent using the ATS.

Job offers and approvals

Once a hiring decision is made, the Hiring Manager will send the offer details for next-level approval. New hires must meet the essential functions of the job and all posted requirements. Exemptions require approval of the company President. Once the job offer is approved and all scorecards have been submitted, an offer letter will be extended. All offers are contingent upon the satisfactory completion of required background checks. These checks, which may include criminal history, credit history, driving record, or other relevant information, will vary by position. The company may rescind the offer if the candidate does not accept the offer within three business days.

Any offers outside of the advertised pay range or other changes will require additional approval. 

Internal applicants must complete required background checks not previously completed. 

Once the Recruiting Manager receives satisfactory results from all required background checks, they will notify the Hiring Manager and confirm a start date. 

Any contract labor agency supplying temporary help must sign the standard Contract Labor agreement and submit the completed form and insurance before providing contract labor.

It has been and will continue to be the policy of Cloudten Residential to be fair and impartial in all its relations with its employees and applicants for employment, and to make all employment-related decisions without regard to race, religion, color, national origin, age, sex, disability or any other categories protected by federal, state, or local law.   

Policy Review

This policy is subject to periodic review and may be updated as needed to align with business objectives and legal requirements. 

Accountability for Non-Compliance

Failure to comply may result in disciplinary action up to including termination of employment. 

Effective Date

March 2025

Revision History

July 2026

Contact Information

For questions regarding this policy, please contact hr@propsolutionsgroup.com

Resources

greenhouse.io

Solution Central