This document provides an overview of the responsibilities of a Recruitment Coordinator (RC) and the process for offer letters, onboarding, and background checks. It discusses the RC's duties like managing requisitions, generating offer letters, and submitting background checks. It outlines the steps for creating an offer letter, extending an offer, and launching onboarding. It highlights the importance of accuracy in onboarding fields that drive notifications and systems. It also reviews potential delays in the background check, onboarding, and offer letter processes and asks how the partnership between recruiting and the RC could be strengthened.

1. PRESIDIO
Partnering with your Recruitment Coordinator

2. OVERVIEW
• General overview of RC duties
• Walk-through of an offer letter
creation and rollout of
onboarding for candidate
• Brief highlight reel of our
Onboarding tools and how
recruiting effects these
• Background Check Process
• Round table discussion:
common process delays and
possible suggestions on
partnering better

3. GENERAL RC DUTIES
• Manage requisitions: inputting into the ATS, tracking and gathering approvals,
and assigning them to correct recruiters by Business Unit and workload.
• Handle Employee Referral Program inbox and monthly spotlight.
• Act as System Admin for the Onboarding tool, assisting with data maintenance
and questions from candidates, HRBP’s and HM’s.
• Generate all offer letters for all external/intern and internal company wide.
• Assists recruiters to ensure that requisitions comply with OFCCP guidelines
when extending offers in the system/hiring candidates.
• Support the recruitment function with system data entry and maintenance, to
include any entry of changes and information into Applicant Tracking System
(ATS) etc.
• Submit, monitor and handle all background checks for each new hire including
adverse action process as well as manage system issues and escalations within
Sterling.

4. OFFER LETTER REQUEST
• RC receives template request
• Ensures all data is correct and
attached (this should include all
comp plans, leadership
approvals and HRBP section
filled out). Verbal acceptance
and candidate application
filled out before sending to RC
• Checks for application on file,
job title discrepancy, correct
req. #, candidate address etc.
• Once HRBP approves to draft
RC will draft NS and offer and
will send to recruiter for
approval to send
• RC uploads to DocuSign to prep
the documents for sending *
brief demo of DocuSign

5. EXTENDING AN OFFER
IN OPEN HIRE
• Once the offer is drafted the
candidate is put into the extend
offer stage
• RC enters all offer details in
including start date, comp info,
cost rate, employee referral
amount, notary needed and
rehire or new hire information
• Job title must be clean before
onboarding is launched as
business title is important
• RC launches onboarding
through OH (Roll out the Red
Carpet)
• Any changes to the offer
require rescinding and a re-do

6. THE IMPORTANCE OF CANDIDATE ONBOARDING
DID YOU KNOW? The fields included in the onboarding rollout step drive all task
notifications for candidates, HRBP’s, payroll, IT, badge creation, Employee Referral
payouts and much more? This is why it is very important they are accurate at the time
we input the events! The following are just a few of the key things affected by these
steps:
• The 2 week lead time for a start date is not only for background checks but also to
allow IT ample time to build laptops, set up employee access and workspace and
for an employee to have their badge created and gain access to buildings. This is
not a step that happens right away, candidates and the HRBP must update &verify
information on their candidate profile as well as the HM completing the IT setup
form to be sent to IT before IT even begins their many steps in the onboarding
process.
• AM workshop should be determined by HRBP before sending the offer to the RC.
We will discuss this further to understand the importance of entering this correctly.
• Work location is a vital field as it determines what Tax forms are received.
• It is important to alert both the RC and HRBP to changes in a start date so all systems
can be updated as well as a corrected offer sent out .
• Job titles from the ATS roll over to all systems including the onboarding system which
feed ADP /Outlook/signature lines and business cards.
• The information submitted from the offer template and ultimately from the ATS
transfer over to our onboarding system. This is where the HRBP’s depend on our
accuracy with data as they (and Kayla) update ADP with data we provide.
• Regular vs Notary Needed is imperative for I-9 e-verify and should be confirmed.
• Rehire vs New Hire status not only affects PTO, but also the workflow in onboarding
and how IT sets up the employee.
• A candidate is not fully clear to start until fully imported into ADP from Onboarding.
• Employee Referral notifications and payments are dependendent on this system .

7. BACKGROUND CHECK PROCESS
• 2 weeks lead time is preferred
• RC sends email to candidate with links to
initiate background check and create a
candidate portal. Please NOTE:
Background check itself does not begin
UNTIL candidate initiates the process via
the invite through Sterling website.
• Once a candidate initiates, ONLY THEN will
they receive email with instructions to take
their scheduled drug test.
• Candidates have 5 days to complete the
test. They may test AT ANY LOCATION
regardless of where initially ordered. There
should be very few reasons they are
unable to take a test within the allotted
time. (Exception: We are unable to test
internationally.)
• Drug Screen results generally take 72 hours
to process once taken. Criminal can take
longer, we rely on court systems. Holidays
delay this process for closures etc. Schools
generally take the longest and we tend to
have to reach out for manual verification.

8. ROUNDTABLE DISCUSSION:
COMMON PROCESS DELAYS
•Comp. and Commission Plans missing or not filled out correctly.
•Approvals not obtained ahead of time.
•Application not on file from candidate.
•Address missing/relocation address questions being addressed.
•Compensation details missing or incorrect.
Offer Letters
•Candidate does not initiate BG in a timely manner.
•Candidate is not expecting email from Sterling.
•Candidate does not take drug screen/lets it expire
•W2 or Paystubs unable to be verified by Sterling resulting in manual verification needed.
Background Check
•Candidate not imported into ADP before start date.
•IT and work space not set up in time.
•Most delays are usually avoided if enough time is given for all steps to be completed in the
onboarding system.
Onboarding Process

9. QUESTIONS - HOW MIGHT WE STRENGTHEN
OUR PARTNERSHIP AND REFINE OUR
PROCESS?