TOP-APLIC

Trinity Operating Procedures - TOPs

TOP-APLIC: Employment Application Process

Rev: 12/06/2017

Scope: This procedure covers the employment process at Trinity Forge & Machine, an Equal Employment Opportunity Employer.

Procedure:

STEP WHO WHEN INFO TO USE WHAT TO DO

1 Department Manager or Supervisor Position becomes vacant or new position created Own judgment; approved Resource Request (see TOP-RSCRE) Notify HR Manager of vacant or newly created position

2 HR Manager Upon notification of need for new employee Employment Applications on file; knowledge of employees who could promote into new position; personal recommendation from Trinity employee; own judgment Determine if selection is possible from these resources

3 HR Manager Inadequate supply of prospects identified Own judgment Advertise in local newspapers or contact employment agency per TOP-EEOAA

4 Receptionist Upon inquiry of employment opportunities from an individual Employment Application; Drug Screen Notice
Furnish individual with Employment Application and Drug Screen Notice; ask applicant to complete application and return.

5 Receptionist Upon receipt of completed Employment Application Employment Application Forward Employment Application to HR Manager.

6 HR Manager Upon receipt of completed Employment Application Employment Application; possibly resume; own judgment Review Employment Application; determine if individual qualifies for any current employment opportunities; if no position is available, proceed to step 8

7 HR Manager Position is open; individual qualifies Own judgment Contact appropriate manager or supervisor and advise of possible candidate(s); shop tour and interview coordinated at HR Manager's discretion.

8 HR Manager After Employment Application is reviewed and it is determined that no position is available for this individual at this time Employment Application; own judgment Retain in Application File for at least 1 year.

9 Appropriate manager or supervisor Possible candidates are identified Own judgment; Employment Application and/or resume Coordinate interviews with candidates complying with TOP-EEOAA.

10 HR Manager When candidate has accepted employment Own judgment; Employment Application and/or resume, ICE form I9 instructions
Have new hire report to Human Resources Department; if new hire has already been employed by Trinity Forge within the last six months with no drug issues in his/her personnel records, no drug screening is required, otherwise explain drug screening policy, and obtain hair/nail sample from applicant (see TOP-DRUGS); have new hire provide employment documents required by the US government and complete Form I-9; copy the employment documents to attach to Form I-9; scrutinize the new hire's employment documents for possible forgery and submit the I-9 and document information for review by the US government via E-Verify; if new hire has not already been employed by Trinity Forge within the last six months, send him/her to medical facility for physical evaluation; have a second person with knowledge of document forgery also review the copies of the new hire's employment documents; Click here for policy details: Hiring and Eligibility Policy

11 HR Manager Upon review of E-Verify, drug test and medical examination results Notification from US government, medical facility and/or drug testing facility; new hire's documents
Review to ensure drug test results are acceptable per TOP-DRUGS; review to ensure medical results are clear and, if not, work with new hire to find a means of reasonable accommodation; review E-Verify results (including in-house review of documents for possible forgery) and pursue any issues with new hire for possible resolution with Immigrations and Customs Enforcement (ICE) or the Social Security Administration;if conditions identified by these reviews cannot be resolved in a timely manner, as established by government regulation withdraw job offer; otherwise coordinate starting date, start Employee File and file Form I-9 with attached copies of employee documents in the I-9 File

12 HR Manager Upon arrival of new employee on coordinated start date New Hire Orientation Package Indoctrinate new hire on safety and benefits such as insurance; instruct new employee where and when to report to supervisor for work; notify supervisor when new employee will report to work

13 CFO, HR Manager Annually, prior to Management Review, typically in October
I-9 File; guidance provided by the IMAGE program (ICE Mutual Agreement between Government and Employers)
Audit the I-9 File per IMAGE guidance, correcting any errors found; provide a formal report of the results to the VP-Manufacturing, copying the QA Manager for Management Review (see TOP-MREVU)

Revision history:

Release Date	Description of Change	Owner	Approver
12/06/2017	Updated to comply with revised Quality Manual and new TOPs format.	Tim Ellis	Todd Sheppard

Documents are controlled only when viewed on-line at trinityforge.com in the original English -- printed copies or translations are not controlled documents.
? Trinity Forge & Machine

STEP	WHO	WHEN	INFO TO USE	WHAT TO DO
1	Department Manager or Supervisor	Position becomes vacant or new position created	Own judgment; approved Resource Request (see TOP-RSCRE)	Notify HR Manager of vacant or newly created position
2	HR Manager	Upon notification of need for new employee	Employment Applications on file; knowledge of employees who could promote into new position; personal recommendation from Trinity employee; own judgment	Determine if selection is possible from these resources
3	HR Manager	Inadequate supply of prospects identified	Own judgment	Advertise in local newspapers or contact employment agency per TOP-EEOAA
4	Receptionist	Upon inquiry of employment opportunities from an individual	Employment Application; Drug Screen Notice	Furnish individual with Employment Application and Drug Screen Notice; ask applicant to complete application and return.
5	Receptionist	Upon receipt of completed Employment Application	Employment Application	Forward Employment Application to HR Manager.
6	HR Manager	Upon receipt of completed Employment Application	Employment Application; possibly resume; own judgment	Review Employment Application; determine if individual qualifies for any current employment opportunities; if no position is available, proceed to step 8
7	HR Manager	Position is open; individual qualifies	Own judgment	Contact appropriate manager or supervisor and advise of possible candidate(s); shop tour and interview coordinated at HR Manager's discretion.
8	HR Manager	After Employment Application is reviewed and it is determined that no position is available for this individual at this time	Employment Application; own judgment	Retain in Application File for at least 1 year.
9	Appropriate manager or supervisor	Possible candidates are identified	Own judgment; Employment Application and/or resume	Coordinate interviews with candidates complying with TOP-EEOAA.
10	HR Manager	When candidate has accepted employment	Own judgment; Employment Application and/or resume, ICE form I9 instructions	Have new hire report to Human Resources Department; if new hire has already been employed by Trinity Forge within the last six months with no drug issues in his/her personnel records, no drug screening is required, otherwise explain drug screening policy, and obtain hair/nail sample from applicant (see TOP-DRUGS); have new hire provide employment documents required by the US government and complete Form I-9; copy the employment documents to attach to Form I-9; scrutinize the new hire's employment documents for possible forgery and submit the I-9 and document information for review by the US government via E-Verify; if new hire has not already been employed by Trinity Forge within the last six months, send him/her to medical facility for physical evaluation; have a second person with knowledge of document forgery also review the copies of the new hire's employment documents; Click here for policy details: Hiring and Eligibility Policy
11	HR Manager	Upon review of E-Verify, drug test and medical examination results	Notification from US government, medical facility and/or drug testing facility; new hire's documents	Review to ensure drug test results are acceptable per TOP-DRUGS; review to ensure medical results are clear and, if not, work with new hire to find a means of reasonable accommodation; review E-Verify results (including in-house review of documents for possible forgery) and pursue any issues with new hire for possible resolution with Immigrations and Customs Enforcement (ICE) or the Social Security Administration;if conditions identified by these reviews cannot be resolved in a timely manner, as established by government regulation withdraw job offer; otherwise coordinate starting date, start Employee File and file Form I-9 with attached copies of employee documents in the I-9 File
12	HR Manager	Upon arrival of new employee on coordinated start date	New Hire Orientation Package	Indoctrinate new hire on safety and benefits such as insurance; instruct new employee where and when to report to supervisor for work; notify supervisor when new employee will report to work
13	CFO, HR Manager	Annually, prior to Management Review, typically in October	I-9 File; guidance provided by the IMAGE program (ICE Mutual Agreement between Government and Employers)	Audit the I-9 File per IMAGE guidance, correcting any errors found; provide a formal report of the results to the VP-Manufacturing, copying the QA Manager for Management Review (see TOP-MREVU)