Recruitment Cycle and Training File for HR Interns

Responsibilities and Benefits

1. You are responsible of doing following tasks for your internship:
 Hiring 15 interns, if you couldn’t reach the target you can have an extension,
 Sharing job posters in LinkedIn and any other social media platforms,
 Job posting
 HeadHunting to receive new CVs
 Screening CVs and shortlisting the fit candidate for the open positions,
 Sending emails to candidate and keeping in touch with them up to hiring and
onboarding,
 Scheduling and conducting the interviews,
 Team working and good collaboration within team to catch team objectives.

2. You will receive three Certificates at the end of your Internship.

● One Certificate of Internship
● Two certificates related to your training at GAO Tek
● Experience in HR
● Experiencing a multicultural work environment

Recruitment Process

First Step:

Get CVs via job post on LinkedIn or other social media platforms, sharing job posters, and
head-hunting.
Screen the CV, check the Educational background with the position the person applied for.
If is eligible for the position.

Go to (CV Checklist) sheet and add the CV information. It will help you to avoid
processing duplicate interns in the same time.

After you know that your applicant is not duplicated to can start processing the CV by
sending First Email enclosed Questionnaire to your applicant.
Second Step:
1st Email

Subject: Internship Opportunities at GAO Tek Inc.

Dear Intern First Name,

Thank you for your application for a virtual internship position with GAO Tek Inc.

It is always a pleasure to see such a talented and motivated person apply.

Please note that this is an unpaid internship position and it complies with The Fair Labour
Standards Act (FLSA) of the USA
https://https://www.dol.gov/whd/regs/compliance/whdfs71.pdf

(If the above link is broken, please google “internship USA Fair Labour Standards”).

This position offers you the following benefits:

● Real-world work experience at an internationally reputable high-tech company.

● Opportunities to learn, develop your skill set, and join a supportive team environment.
● 3 certificates at the end of the internship.
● Employability and competitiveness in the job market.
● You can take this internship from anywhere, including your home.

Please understand that we only take candidates who are seriously interested in this internship
opportunity and who are willing to work hard to learn, be productive and make contributions.

If you are interested in this opportunity, please fill out the questionnaire attached and reply
immediately to demonstrate your interest and ensure that openings are still available. We
move fast.

Warm regards,

Your Name
HR Department
GAO Tek Inc., USA
https://www.gaotek.com
Attach Questionnaire Form
Third Step:
Interested candidates will share back with you filled Questionnaire Form.
Then you have to first verify all the data mentioned on the Questionnaire form and schedule a
time for interview then book a slot for interview in following instruction:

 Post in the “Interview Scheduling Channel” on scheduled interview day to book a

slot. Make sure that there’s no interview scheduled at that time slot. Use the following
format for slot booking:

Slot Booked
Date: 13/01/2024
Time: 7:00 PM - 7: 40 PM
Interview Room: 1

Candidate Name:
Position Applied:

At least one hour before interview ask for a supervisor in your interview by mentioning
your SL and ASLs in your chat group.

 On the next step Share the interview link, ID and Passcode with the candidate 10
minutes before the interview.

Only one link will be used for all the interview. You will find the Interview Room -1 link in
‘General’ channel of your squad.

 If the candidate is selected, then post in the general channel of your squad and ask
your SL to share the offer letter and agreement letter with the candidate. And also
attach the resume and questionnaire. Use the following format:

@Your SL The candidate is selected. Kindly send the offer letter and agreement
letter to the following candidate:

Name:
Email Id:
Position Applied:
Country:
(Attach resume and Questionnaire)
  Then your SL will send the O/A letters to the candidate through email and reply in your
post that the O/A letters are sent to the candidate.
 After you receive the signed O/A letters from the candidate, you will request for MS
teams Invitation in the Workgroup as follow:

Please send MS Teams Invitation to:

Name:
Email:
Country:
Position:
Planned Starting Date:

Thank you

Forth Step:
After you assured the MS Invitation has been sent to your applicant. Send the following email
enclosed MS Guideline tutorial.

Subject: Welcome to GAO Tek Inc.

Dear Candidate,
Thank you for participating in GAO Tek Inc internship opportunity. Please accept the invitation to MS
Teams which is an online office platform we are using for our virtual team.
While in MS Teams, please go through the tutorial\Document for MS Teams account creation. After
creating the MS Teams account, please reply to this email and let us know your account is set up.
Then, we would like to give you further information about this position after you log in and schedule
an interview.
As explained to you earlier, this internship or co-op position does not require any fees from you and
does not make payments to you either, and you are required to commit a duration of 3 to 6 months and
a minimum 20 hours per week. Priority will be given to those candidates who promise a longer duration
and more work time. Additional time is required for you to take training and complete your graduation
project.

Best regards,
Your Name
HR Assistant
GAO Tek Inc.
HR Department, https://gaotek.com
1885 Clements Rd, Suites 215-218
Pickering, Greater Toronto Area
Ontario, L1W 3V4, Canada

Attach MS Teams tutorial

Note: If a candidate asks you that I haven’t got any invitation then please ask the intern to
check his/her Spam/Junk Folder or search for these key word (Invitation, MS teams, GAO
Tek).

Don’t mention management in the channel.

 Have an induction meeting with the applicant to set his/her teams account. and teach
about the Teams app.
If face any problem, ask ASLs for help.

Fifth Step:

And if your candidate is able to access MS Teams, post in the IMC Request Channel for
creating an IMC. Use the following format:
Dear Sajia Qasemy - SL- Afghanistan,
Kindly create an IMC for the candidate. Here is all the detailed information.
Thank you.
• Original Name:
• Ms Teams Name:
• Position Applied: HR
• Email ID:
• Contact/WhatsApp No:
• Skype ID:
• LinkedIn ID:
• Location:
• Native Language:
• Gender:
• Qualifications:
• Location of The Elementary Education:
• Starting Date:
• Ending date:

(And attach the resume, questionnaire, signed offer letter and agreement letter)

 After your SL creates the IMC and shares all the necessary information, send the 3
follow-up texts. And the recruitment process will be done.

Follow up/Rules and regulations messages👇

1st Message

Dear intern's name,

You will be invited into multiple chats on this Teams. There are two chats that are important
for you.

One is this chat which is called IMC (Intern & Management Chat). Please feel free to ask us
any questions.
Another one is the chat for the squad you will be working in, where you can communicate
with your squad leader, squad manager and colleagues.

For your information, here is a corporate presentation of GAO RFID Inc.

https://gaorfid-
my.sharepoint.com/:p:/p/noah_a_l/EQiyC49uhB5CtUb0OzVRCw0BVJFLKGD0ynfMXh9m
wjfSNg?e=gNvYoq

Below are the rules and regulations that you need to follow. Please read them carefully.

Rules and Regulations for Interns at GAO Tek Inc.

(1) To make the best out of this internship/co-op (internship is a preferred term in some
locations while co-op is in other places. So we use both), it will be highly beneficial for you
to take some training offered by us internally or sometimes externally. All of them will be
free of charge to you. You can check with the managers in your IMC chat for availability of
such training. It will be very rewarding to you if you can take some leadership positions such
as a trainer, a reviewer, an assistant squad leader, or even a squad leader. It is best for you to
inform your squad leader and your squad manager (a staff member) of your desire to take
such leadership responsibilities so that you can be considered once a position is available.
Taking on such a leadership position further enhances the benefits that you would take on any
internship: learn skills that are not taught in classes and can only be learned in the real world,
and make your resume stand out further from your peers, namely your competitors.

(2) An internship is different from a program offered by a university or a training school. An

internship offers a unique opportunity for an intern to learn how to work in the real world, to
follow the rules and regulations of the host company, and to develop a good work ethic,
namely, a set of good traits in work: reliability/dependability, dedication, productivity,
cooperation, character, integrity, sense of responsibility, emphasis on quality, discipline,
teamwork, professionalism, respectfulness, determination, accountability, humility, passion,
communication skills, being goal-oriented, organizational skills, creativity, and being
adaptable and flexible.

(3) It is important for us that this internship is worthwhile for you and our company will
make our best efforts to ensure so. Please kindly resign for whatever reason you do not think
this internship will work out for you, for example, this internship is not what you thought, it
cannot give you what you desire, you cannot meet the performance standards or 20 hours per
week you committed earlier, or you have other plans preventing you from continuing with
this internship, etc.

(4) Once you have read a task assigned to you in your Teams chat, please immediately
acknowledge it and make your best efforts to work on it, and complete it meeting the quality
standards and the deadline. Please feel free to ask any questions and feel free to ask for any
help.
(5) You need to work minimal 20 hours per week (please note the work hours are your actual
work hours and you cannot claim Teams login hours as your work hours) and complete the
number of weeks you committed for your internship. Additional time is required for you to
take training. You need to make your best efforts to learn and contribute. Please do
understand the completion of your internship depends on your performance, including the
quantity and quality of your work in addition to your time commitments.

(6) If you need to take some days off, please get approval from your squad leader or staff
manager. Then, you need to make the days up later.

(7) Please post your progress reports EVERY WORKDAY in this IMC chat for you, as well
as in your Teams chat. Your progress report should highlight the results and progresses you
made on that day. Please do not put your daily progress report into a file so that it is easier for
others to review it on Teams. If we do not see your daily progress reports on 3 consecutive
working days, your internship with us shall be terminated.

(8) At the end of each week, you need to create a weekly report. It should be in a word file,
and it should contain all your current and previous weekly reports with the latest report on the
top. This file is critical since it shall be used to decide whether your performances are
satisfactory at the end of your internship! An internship cannot be considered as successfully
completed if the intern has not met training and performance targets or does not receive a
satisfactory performance evaluation. In such a case, the intern cannot receive the certificates.
Please share your such reports in this IMC chat designed for you, as well as in your Teams
chat.

(9) Like any other organization, we care about productivity. There is a "bottom one out"
policy in place, meaning a person whose performance is consistently ranked low in a squad
shall be asked to resign.

(10) The naming format for any internal working files shall be Shortened Descriptive Name-
Your Full Name-Last Report Date. The format for a date is January 6, 2022.

(11) Please record this email address [email protected] in case that your access to Teams is
denied and needs to be recovered. Also, use [email protected] for future contacts such as
reference checks by your future employer.

(12) Please always use a browser to access Teams or an APP on a smartphone. Do not use
Desktop App for Teams.
Please use one of the top free antivirus software described in this article
https://www.pcmag.com/picks/the-best-free-antivirus-protection to scan your PC every night
and report the results as a part of your weekly (not daily) work reports.

Again, please feel free to ask us questions. We are here to help.

2nd Message

Dear intern's name,

Hi.

How are you doing?

Do you have any questions for us?

According to your agreement with our company, all of your work results belong to GAO Tek
Inc. and/or GAO RFID Inc, or any other member of GAO Group of companies.

Some universities or colleges require a certain report from your internship. That is ok for us.
However, such report(s) to your school should not contain our confidential information, and
such report(s) and information contained therein shall not in any way damage the interests or
the reputation of GAO Group of companies. Before you submit such report(s) to your school,
you need to share the report(s) here in this chat, and ask the HR manager in this chat for
explicit approval.

All internal documents and internal communications should be treated as confidential

information of GAO Group of companies, and you shall use them for the exclusive benefit of
GAO Group of companies, and are not allowed to use against the interest or reputation of
GAO Group of companies, even after you are not with us.

3rd Message

Dear Intern's name,

Hi.
How is everything?
Do you have any more questions for us?

Again, it is our intentions to take care of you and to make our best efforts to ensure that this
internship/co-op is worthwhile for you. Please feel free to ask us questions and make your
requests. We are here to help!

In the case that you come into realization that this opportunity is not suitable for you, please
feel free to resign. It will be very helpful if you could explain to us the reasons for you to
resign.
For Web Development PosItion ONLY:
Before scheduling the interview, post in the IMC Request channel for portfolio verification.
After the verification, take the interview. For verification request, use the following format:

@Tessa.F.A Kindly verify the portfolio link of this candidate.

Name:
Country:
Portfolio Link:
(Attach Resume and Questionnaire)

After verification follow the same steps as any other positions.

Best of Luck
Sajia Qasemi
SL Squad C