Introduction

Selection involves a series of steps by which candidates are screened for choosing the most suitable persons for vacant jobs in the organisation.

Selection leads to employment of personnel and is an integral part of staffing. It facilitates selection of candidates who possess the ability and qualifications to perform the jobs which have fallen vacant in the organisation. It divides the candidates for employment into two categories, namely, 'those who will be offered employment and those who will not be'.

This process could be called be rejection since more candidates may be turned away than those selected. That is why, selection is frequently described as a negative process in contrast with the position nature of recruitment. 

Employee selection can range from a very simple process to a very complicated process. There is no standard universally accepted selection process adopted by all organizations. The selection process may be adopted depending upon the nature of jobs and organizations. The process may differ from organization to organization. 

A selection process includes a number of steps – screening the application forms, test, interview, checking of references, physical examination, and approval by appropriate authority, and handing over the selected candidates to orientation and placement section.

These steps are not necessary for all types of selection process. The main aim of selection process is to find out the suitable candidate for specific job. Since there are various factors which affect the seeking of such information, the same type of selection process cannot be applied in all types of selection.

Selection is the process of differentiating between applicants in order to identify and hire those with a greater likelihood of success in a job. Selection is the process of choosing the most suitable person for the vacant position in the organization.

Meaning

Selection is the process of choosing the most suitable persons out of all the applicants. In this process, relevant information about applicants is collected through a series of steps so as to evaluate their suitability for the job to be filled. Selection is a process of matching the qualifications of applicants with the job requirements. It is a process of weeding out unsuitable candidates and finally identifies the most suitable candidate. Selection divides all the applicants into two categories (a) suitable, and (b) unsuitable. Selection may be described as a process of rejection because generally more candidates are turned away than are hired. The purpose of selection is to pick up the right person for every job. Selection is an important function as no organization can achieve its goals without selecting the right people. Faulty selection leads to wastage of time and money and spoils the environment of an organization. Scientific selection and placement of personnel can go a long way in building up a stable work force. It helps to reduce absenteeism and labor turnover, Proper selection is helpful in increasing the efficiency and productivity of the enterprise.

The selection process can be successful if the following conditions are satisfied:

• Some one should have the authority to select. This authority comes from the employment requisition as developed through an analysis of the workload and workforce.

• There must be some standard of human resource with which applicant can be compared. In other words, a comprehensive job description and job specification should be available beforehand.

• There must be a sufficient number of applicants from whom the required number of employees may be selected.

Definition

According to Dale Yoder, “Selection is the process in which the candidates for employment are divided into two classes – those who are to be offered employment and those who are not.”

David & Robbins define selection as "a managerial decision making process to predict which job applicants will be successful if hired.”

Stone defines, ‘Selection is the process of differentiating between applicants in order to identify (and hire) those with a greater likelihood of success in a job’. 

Steps in Selection Process

The selection process consists of a series of steps. At each stage, facts may come to light which may lead to the rejection of the applicant. It is a series of successive hurdles or barriers which an applicant must cross. These hurdles or screens are designed to eliminate an unqualified candidate at any point in the selection process. This technique is called "successive hurdles technique". According to Dale Yoder, the hiring process consists of go no go gauges. Candidates who qualify a hurdle go to the next stage while those who do not qualify are dropped out. However, every selection procedure does not contain all these hurdles. Moreover, the arrangement of these hurdles may differ from organization to organization. There is no standard selection procedure to be used in all organizations or for all jobs. The complexity of selection procedure increases with the level and responsibility of the position to be filled. The strategy and method used for selecting employees varies from firm to firm and from one job to another.

Steps involved in employee selection may be described as under:

1. Preliminary Interview

First of all, initial screening is done to weed out totally undesirably/unqualified candidates at the outset. Preliminary interview is essentially a sorting process in which prospective candidates are given the necessary information about the nature of the job and the organization. Necessary information is also elicited from the candidates about their education, skills, experience, salary expected, etc. If the candidate is found suitable, he is selected for further screening. Preliminary interview saves time and efforts of both the company and the candidate. It avoids unnecessary waiting for the rejected candidate and waste of money on further processing of an unsuitable candidate. Preliminary interview helps to determine whether it is worthwhile for a candidate to fill up the application form. Some of the jobseekers may be totally unsuitable due to overage, physical handicap and lack of required education or experience. Preliminary interview is brief and generally carried out by a junior executive across the counter or at the reception office. Care should be taken to ensure that suitable candidates are not turned down in a hurry. Preliminary interview is the first contact of an individual with the organization. Therefore, the interviewers should be courteous, receptive and informal particularly when the candidate is being turned down.

2. Application Blank

Application form is a traditional and widely used device for collecting information from candidates. Small firms design no application form and ask the candidates to write details about their age, marital status, education, work experience, etc. on a plain sheet of paper. But big companies use different types of application forms for different jobs. The application form should provide all the information relevant to selection. But reference to caste, religion, birth place may be avoided as it is regarded an evidence of discrimination. Generally, an application form contains the following information:

• Identifying information-Name, address, telephone number, etc.

• Personal information-age, sex, place of birth, marital status, dependants, etc.

• Physical characteristics-height, weight, eyesight, etc.

• Family background.

• Education-academic, technical

• Experience-job held, employers, duties performed, salary drawn, etc.

• References

• Miscellaneous-extracurricular activities, hobbies, games and sports, membership of professional bodies, etc.

Application form helps to serve several objectives. First, scrutiny of the form helps to weed out candidates who are lacking in education, experience or some other eligibility traits. Secondly, it helps in formulating questions to be asked in the interview. Thirdly, data contained in application forms can be stored for future reference. Application form duly filled in is also called bio data or curriculum vitae. It provides factual information required for evaluating the candidate. It is also used as a basic record of personal data for those finally selected.

3. Selection Test

Psychological tests are being increasingly used in employee selection. A test is a sample of some aspect of an individual's attitudes, behavior and performance. It also provides a systematic basis for comparing the behavior, performance and attitudes of two more persons. Tests are based on the assumption that individuals differ in their job related traits which can be measured. Tests help to reduce bias in selection by serving as a supplementary screening device. Tests are helpful in better matching of candidate and the job. Tests may also reveal qualifications which remain covered in application form and interview. No test, however, is fool proof. At best it reveals that the candidates who have scored above the predetermined cut off points are likely to be more successful than those scoring below the cutoff point. Tests are useful when the number of applicants is large. Further, tests will be useful only when they are properly designed and administered.

4. Employment Interview

An interview is a conversation between two persons. In selection, it involves a personal, observational and face-to-face appraisal of candidates for employment. Interview is an essential element of selection and no selection procedure is complete without one or more personal interviews. The information collected through application and test can be cross-checked in the interview.

A selection interview serves three purposes: (a) obtaining information about the background, education, training, work history and interests of the candidate, (b) giving information to candidates about the company, the specific job and human resource policies; and (c) establishing a friendly relationship between the employer and the candidate so as to motivate the successful applicant to work for the organization. In practice, however, interview becomes a one-sided affair serving only the first purpose.

5. Medical Examination

Applicants who have crossed the above stages are sent for a physical examination either to the company's physician or to a medical officer approved for the purpose. Such examination serves the following purposes:

• It determines whether the candidate is physically fit to perform the job. Those who are physically unfit are rejected.

• It reveals existing disabilities and provides a record of the employee's health at the time of selection. This record will help in settling company's liability under the Workmen Compensation Act for claim for an injury.

• It prevents the employment of people suffering from contagious diseases.

• It identifies candidates who are otherwise suitable but require specific jobs due to physical handicaps and allergies.

6. Reference Checks

The applicant is asked to mention in his application form, the names and addresses of two or more persons who know him well. These may be his previous employers, heads of educational institutions or public figures. The organization contacts them by mail or telephone. They are requested to provide their frank opinion about the candidate without incurring any liability. They are assured that all information supplied will be kept confidential. In Government and public sector organizations, candidates are generally required to route their applications through their present employers, if any. The opinion of referees can be useful in judging the future behavior and performance of a candidate. But it is not advisable to rely exclusively on the referees because they are generally biased in favor of the candidate.

7. Final Approval

In most of the organizations, selection process is carried out by the human resource department. The decisions of this department are recommendatory. The candidates short listed by the department are finally approved by the executives of the concerned departments/units. Employment is offered in the form of an appointment letter mentioning the post, the rank, the salary grade, the date by which the candidate should join and other terms and conditions in brief. In some organizations, a contract of service on judicial paper is signed by both the candidate and the representative of the organization. Appointment is generally made on probation of one or two years. After satisfactory performance during this period, the candidate is finally confirmed in the job on permanent basis or regularized.