Job Posting Policy Template

Job Posting Policy

Purpose of Job Posting Policy

The Job Posting Policy explains how [Company Name] advertises and manages job vacancies to ensure a consistent, fair, and transparent recruitment process. This policy sets expectations for internal and external postings, defines responsibilities for hiring managers and HR, and establishes approval and exception procedures.

Scope

This policy applies to all employees, hiring managers, contractors, and temporary staff involved in creating, approving, or managing job postings for positions at [Company Name]. It covers internal postings, external advertisements, and any public or private recruitment channels used by the organization.

General Posting Requirements

• All job postings must be based on an approved job requisition and a current job description.
• Postings must accurately describe the role, essential duties, minimum qualifications, and any required certifications or clearances.
• Job postings must reflect [Company Name] values and professional standards and must be free from discriminatory language.
• Compensation ranges may be included according to internal guidelines and must be approved when required.
• All postings must specify how candidates should apply and any application deadlines.

Internal Posting

When feasible, vacancies should be posted internally to encourage employee career development and internal mobility. Internal posting rules include:

• Internal postings will be published on the company intranet or designated internal job board for a minimum period defined by HR.
• Employees interested in an internal posting must follow the application process described in the posting and notify their current manager if required by local practice.
• Internal candidates will be assessed using the same selection criteria as external candidates unless the posting specifies otherwise.

External Posting

External postings are used to source candidates from outside the organization when there is no suitable internal candidate or when external recruitment is appropriate. External posting rules include:

• External postings must be approved by HR and any additional approvers required by budget or headcount controls prior to publication.
• Public advertisements should be consistent with the internal job description and reflect the employer brand in a professional manner.
• External postings may appear on the company website, job boards, social media, or through recruitment partners, subject to prior approval.

Job Description Standards

Job descriptions used for postings must be current and include a clear job title, summary of responsibilities, required qualifications, reporting relationships, and working conditions. HR will maintain templates and guidance to support consistent job descriptions across [Company Name].

Application and Selection Process

Applications received through the approved channels will be processed by HR or the hiring team. Selection decisions must be based on job-related criteria and documented in accordance with company hiring practices. Interviewing, reference checks, and any required background screenings must follow HR guidance.

Approval Process

All job postings require prior approval before publication. The approval process includes the following steps:

• The hiring manager completes a job requisition and obtains any required budget or headcount approvals.
• HR reviews the requisition and job description for completeness, compliance with posting standards, and alignment with recruitment strategy.
• Final approval is provided by the designated approver or committee identified in company approval workflows. Only approved postings may be published internally or externally.

Exceptions to this approval process must be documented and submitted to HR with a business rationale. HR will review exception requests and determine appropriate controls or alternative posting methods.

Role of Managers and HR

• Hiring managers are responsible for initiating requisitions, defining role requirements, participating in candidate selection, and ensuring fair treatment of candidates.
• HR is responsible for advising on job descriptions, managing the posting process, ensuring compliance with this policy, coordinating recruitment activities, and maintaining records of postings and approvals.
• Both managers and HR must document recruitment decisions and retain records in accordance with company recordkeeping guidelines.

Non-Compliance

Failure to follow this Job Posting Policy may result in removal of unauthorized postings and corrective action. Non-compliance may include disciplinary measures up to and including formal reprimand for employees who publish postings without required approvals or who violate posting standards. Managers are expected to enforce the policy within their teams and notify HR of any concerns.

Note

This policy may be updated periodically to reflect business needs and best practice. Employees should direct questions or requests for clarification to HR. HR will provide guidance and interpretive support to ensure consistent application of the Job Posting Policy across [Company Name].