Appendix C. Ready-to-Use Regulations and Processes
C1. Mini Regulation for Sourcing a Single Role
| Block | Contents |
|---|---|
| Objective | Find and verify relevant candidate pools against the approved search brief. |
| Scope | From the intake meeting to the handoff of a qualified candidate to the recruiter or the client. |
| Roles | Sourcer, recruiter, client, hiring manager. |
| Inputs | Role description, business problem, mandatory requirements, constraints, and feedback SLA. |
| Steps | Brief, portrait, market map, hypotheses, search, evaluation, contact, handoff, and metrics. |
| Timelines | First brief before the search; first calibration after 10–15 profiles; weekly update once a week. |
| Exceptions | Niche market, new input, missing feedback, or changes in must-have criteria. |
| Metrics | Viewed, saved, contacted, responses, interested responses, qualified candidates, and rejection reasons. |
| Human Check | All candidate decisions and all AI drafts are verified by a human. |
C2. Client Calibration Regulation
- Before the search, agree on 3–5 mandatory criteria and the signs that are visible in a profile.
- After the first 10–15 profiles, show not only strong profiles but also borderline examples.
- Turn every rejection into a criterion: "which fact shows the risk?"
- If a new criterion emerges, record it as a brief change.
- If feedback takes longer than the agreed SLA, stop expanding the search and escalate the risk.
C3. Candidate Handoff Regulation
The handoff must include the source, hypothesis, facts on mandatory requirements, contact history, motivation, expectations, open questions, and the recommended next step. Handing off "a profile link without context" is not allowed: such a handoff destroys the evidence-based nature of the process.
C4. ATS / CRM Hygiene Regulation
- Each candidate has an owner.
- The candidate is linked to the correct role.
- Source and hypothesis are recorded.
- The stage is up to date.
- The next action has a deadline.
- The rejection reason is specific.
- Duplicates are checked.
- The communication history is visible to the next participant in the process.
- Opt-out from communication is respected.
- AI notes are not saved as fact without manual verification.
