Beeline RPO Dossier

quot;Your mission should you decide to accept it…quot;

TABLE OF CONTENTS

OVERVIEW.....................05-06

SALES........................07-10

MISSION LAUNCH...............11-18

REQUISITION CLARIFICATION....19-24

SOURCING & SCREENING.........25-36

CANDIDATE SUBMITTAL..........37-39

FEEDBACK.....................41-44

INTERVIEW COORDINATION.......45-49

REFERENCE CHECK..............51-53

OFFER EXTENDED...............55-62

CLIENT CHECKPOINTS..............63

FAQS............................65

ROLL-OFF HAND-OFF PROCESS....67-80

OPERATIONS...................81-82

RECRUITER TOOLBOX............83-96

BULLHORN TIPS & SHORTCUTS....97-105

03

TO: RPO RECRUITERS

As we embark on our journey to define, document and deliver the
Beeline RPO processes, I wanted to share a few thoughts
regarding our objectives and goals. Our primary objective is to
provide documented processes to new and existing RPO staff
which will allow us to leverage economies of scale and industry
best practices. By understanding the steps we should follow to
maximize our time and enjoy greater efficiencies, we should
ultimately provide better service to our customers. It is the
quality of our service we provide which will propel Beeline RPO
forward. In the future, I believe the market will look very
different than it does today. More companies will begin to
outsource pieces or all of their recruiting work to RPO
specialists. The RPO providers who are able to deliver the best
service will gain the lion share of the market.

To gain this market share, RPO firms will need to be able to
consistently meet and exceed customer’s expectations.
Historically Beeline has been able to succeed based on the
quality and strength of their recruiters' expertise and
experience. As the market demand grows however, RPO firms will
need to have defined repeatable processes that offer even
greater flexibility than we have today. The ability to make
strategic staffing decisions per our projects will aid Beeline
in growing our business. In the end, we can not have processes
that are largely customized per specific clients.

I realize that change is never easy especially when
implementing new processes and technology. We ask that you
consider the bigger picture to include the benefits we hope to
achieve by providing a core process for all RPO engagements. We
will have the ability to make minor process adjustments per our
customers; however, we will leverage our core process to ensure
we meet all delivery expectations. Creating a defined process
is only the first step; the implementation and adoption of the
process is critical. I ask that you become familiar with our
process and embrace the changes we have developed. The only way
to test the efficiency of our process is through real world
application.

We welcome your feedback as we move ahead. We cannot achieve
our overall goal of becoming a dominant player in the RPO space
without you.

Regards,

Mark Bradley
Vice President, Recruiting & Delivery
Office: 703.673.1529
Cell: 703-489-1979
Beeline
www.beeline.com

05

RPO CODES

“One great programmer is worth 1000 good ones.”

– Bill Gates, Microsoft

“… there is a world of difference between the
candidate who sounds good and the candidate who
is good and sound ...”

– Rowan Manahan, Fortify Your Oasis

”Real integrity is doing the right thing, knowing
that nobody's going to know whether you did it or
not.”

– Oprah Winfrey

“Change is hard because people overestimate the
value of what they have—and underestimate the
value of what they may gain by giving that up.quot;

– James Belasco and Ralph Stayer, Flight of the Buffalo (1994)

“As a true professional, you are either getting
better or worse at what you do. There is no
status quo.”

– Mark Bradley, VP Recruiting & Delivery

06

SALES MEETING AND SIGNED SOW

SALES MEETING
& SIGNED SOW

AGENTS: MISSION:
• Business Development Manager • Information gathering
• Project Manager (PM) • Rapid Recruiting
• Client Assessment Pitch
• Founder & VP, RPO/SVP, RPO • SOW Creation
• VP, Recruiting & Delivery • SOW Signed and Executed
• Principal, Consulting Services

The Beeline Business Development Team is responsible not only
for lead generation, but for ensuring that we win new business
and continue to grow and thrive as an organization.

We sell a diversity of types of projects within our RPO
offering. Those include:

• Sourcing/Screening/Name Generation
• On-going requisition support
• Longer-term project based/department based/group based
requisition support
• RPO to include interview coordination and/or reference checks
• Large-scale end-to-end outsourcing
• Other, as-needed, project based support

The following is insight into the RPO sales process for new
business. The process varies only slightly based on scope,
scale and duration of work:

07

1. Sales team identifies the opportunity.
2. Business Development Manager captures up-front information to
facilitate the Beeline team’s preparedness for future
discussions.
• High level overview of client recruitment function and
organization.
• Types of positions client needs to fill.
• Forecasted recruitment needs over the next 12 months.
• Does the client have an ATS and if so, what one are they
using?
3. Business Development Manager sets a meeting with the client
and one of our PMs to discuss the RPO opportunity in more
detail.
4. To ensure robust preparation for the client meeting, the
Business Development Manager will research the following to
discuss with the Beeline team during an up-front prep
meeting:
• Key information from client website
• Industry overview/landscape
• Overview of current openings
• Hoovers search (if available)
• Overview of the client’s problem/situation
5. During the meeting with the client, the following will be
covered in depth:
• Background on Beeline and Beeline RPO
• What is our RPO offering?
• What is our RPO process?
• What are our other offerings that support RPO success?
(Consulting)
6. The Business Development Manager should leverage the Client
Qualification Job Aid during the meeting.
7. The Business Development Manager will cover the value of the
Rapid Recruiting Assessment survey in conjunction with the
RPO work depending on scope of work and size of the
recruiting organization. (Business Development Manager will
bring in Principal, Consulting Services as appropriate.)
8. The Business Development Manager and the PM work together to
create the Statement of Work (SOW) using the information
gathered through questions on the Client Qualification Job Aid.
9. Business Development Manager sets a time to review the SOW
details with the client during an in-person meeting or phone
conversation.
10.The SOW is updated until all parties are satisfied and the
client and Beeline sign the SOW.
11.A copy of the signed SOW is provided to the VP, Recruiting &
Delivery to kick us into gear for the next step – Mission
Launch.

HOW LONG IS THE TYPICAL SALES CYCLE?
The entire sales cycle could take anywhere from days to months
depending on the scope and scale of the work effort.

HOW LONG DOES IT TAKE TO DEVELOP THE SOW?
The average SOW will be turned around to the client in a day or
two. Others may take up to five days to complete the first,
strong draft.

08

CLIENT QUALIFICATION JOB AID

09
9

ON SITE CONTRACT RECRUITER
REQUIREMENTS FORM

10

MISSION LAUNCH

MISSION LAUNCH

AGENTS: MISSION:
• Project Manager (PM) • Team Assembly
• Business Development Manager • Client Kickoff
• Recruiters • Project Plan Created
• Client • Team Kickoff
• Back-office Operations Team

A number of things happen before a team of recruiters sits down
with their PM for a Team Launch to a new project. A lot of
information gathering occurs and planning is documented to
ensure a smooth start to the project.

How does the team get assembled for a new mission?

1. VP, Recruiting & Delivery assigns a PM to the account.
2. VP, Recruiting & Delivery, PM and the Business Development
Manager that sold the job connect to discuss potential
recruiter assignments to the project team.
3. Using input from the Business Development Manager, the VP,
Recruiting & Delivery and the PM determine the final staffing
mix.
4. PM completes the New Project Form and gives it to the
assigned operations team contact to ensure the project gets
into the system. Once in the system, recruiters can charge
their time against the project.

11

What happens during the Client Launch and how does it come
together?

1. The PM contacts the client’s primary contact to arrange for
the Client Launch meeting.
2. Attendees may include PM, Business Development Manager, and
one or more recruiters in addition to key client contacts.
3. The goal of the meeting is to better understand:
• Client company culture
• Hiring Processes
• Candidate disposition
• General expectations
4. PM will lead the meeting using the Client Launch Form and
the Cultural & Value Awareness Assessment to ensure
consistent information is gathered.
5. The meeting will occur in person on the client site
regardless of location if the following criteria are all met:
• Project is longer than eight weeks in duration
• At least $50K in initial value
• Strong potential to grow into a larger account
6. The meeting may occur via teleconference if the following
criteria are met:
• Smaller, shorter engagements
• Extenuating circumstances do not allow for an in person
meeting.

The Team Launch is critical to the success of the project and
should occur at the start of every project for both new and
existing clients. It is Beeline’s chance to ensure that all of
the recruiters on the team know what is most important to the
client, the scope of our work effort and how we can best work
with the client.

What is covered in the Team Launch and how does the PM prepare?

1. In advance of the Team Launch meeting, the
PM will complete a Project Plan based on
critical information gathered at the
Client launch.
2. The Project Plan will ensure that
everyone understands:
• Team member roles and
responsibilities
• Contract specifications
• Client preferences and requirements
• Client selling points
• Needs & preferred experience
• Sourcing/Screening process
• Submission process
• Team and individual goals
3. All recruiters on the team in addition to the
Business Development Manager are invited to the Team
Launch.
4. The Project Plan is reviewed with the entire team and
requisition assignments are made.

12

CLIENT KICK-OFF FORM

Page 1

Page 2

13

CLIENT KICK-OFF FORM continued

Page 4

Page 3

14

CULTURAL VALUE AWARENESS ASSESSMENT FORM

15

PROJECT PLAN FOR RPO TEAM FORM

Page 1

Page 2

17

PROJECT PLAN FOR RPO TEAM FORM cont.

Page 4

Page 3

18

REQUISITION CLARIFICATION

REQUISITION CLARIFICATION

AGENTS: MISSION:
• Project Manager (PM) • Requisition into ATS
• Recruiters • Requisition Clarification
• Hiring Manager or Gatekeeper with Hiring Manager
• Requisition Clarification
with Gatekeeper

One of the most critical steps to our success is our ability to
thoroughly clarify a new requisition with our client. Beeline
RPO’s strong preference is to work directly with Hiring
Managers for requisition clarification through offer. Whenever
possible our jobs will be sold and set up to provide Hiring
Manager access to the Beeline RPO team. In a minority of
circumstances we will work with our client through a Recruiter
Gatekeeper.

How do reqs get into the ATS?

1. At the start of the project, the PM will determine who will
put the requirements into the ATS. It will be one or a
combination of the following:
• PM
• Team Lead
• Recruiters
2. Upon receipt of new requirements, the position should be put
into the system within approximately two hours to enable
recruiters to start to attach candidates.

19

What should I do if I receive a new requirement directly from a
Hiring Manager?

If you receive a new requisition directly from a Hiring Manager
or other client contact directly, you should immediately make
your PM aware of the new requirement. They are responsible for
requisition progress tracking and workload management for the
team.

How do we work with a Hiring Manager to clarify a requisition?

1. PM will assign one or more recruiters on the team to work
directly with the Hiring Manager to clarify the
requisition(s).
2. When scheduling the Requisition Clarification meeting or
call, inform the Hiring Manager that it will take
approximately 20 minutes per requisition for the discussion.
3. The Requisition Qualification Form (RQF) and the Hiring
Manager Requisition Value Match Form (RVM) are to be used to
qualify the requisition(s) via a live conversation with the
Hiring Manager.
4. The Requisition Value Match Form (RVM) should be e-mailed to
the Hiring Manager for them to reference. Answers should be
captured by the Recruiter during the conversation.
5. After the call or meeting, recruiter should add notes and
additional information uncovered in the conversation in the
requisition notes filed in the ATS.
6. Recruiter should attach the Requisition Qualification Form
(RQF) and the Hiring Manager Requisition Value Match Form
(RVM) to the requisition in the ATS.
7. Information that is discussed with the Hiring Manager should
be e-mailed to the Hiring Manager using the Requisition
Qualification Summary template for validation.
8. Ensure that the PM has received the new information on the
requisition and that they have the ATS requisition number.

How do we work with a Recruiter Gatekeeper to clarify a
requisition?

1. PM will either take primary responsibility or assign a
recruiter on the team to work with the Recruiter Gatekeeper
to clarify the requisition(s).
2. When scheduling the Requisition Clarification meeting or
call, inform the Recruiter Gatekeeper that it will take
approximately 20 minutes per requisition for the discussion.
3. The Requisition Qualification Form (RQF) and the Hiring
Manager Requisition Value Match Form (RVM) are to be used to
qualify the requisition(s) via a live conversation with the
Recruiter Gatekeeper.
4. If the Recruiter Gatekeeper is unsure of some of the
information, schedule a follow-up call to ensure all details
are captured.
5. After the call or meeting, recruiter should add notes and
additional information uncovered in the conversation in the
requisition notes filed in the ATS.
6. Recruiter should attach the Requisition Qualification Form
(RQF) and the Hiring Manager Requisition Value Match Form
(RVM) to the requisition in the ATS.
7. Information that is discussed with the Recruiter Gatekeeper
should be e-mailed to the Recruiter Gatekeeper using the
Requisition Qualification Summary template for validation.

20

8. Encourage the Recruiter Gatekeeper to share the e-mail with
the Hiring Manager for further validation.
9. Ensure that the PM has received the new information on the
requisition and that they have the ATS requisition number.

Why do we need to e-mail the summary of the requisition to the
Hiring Manager or Recruiter Gatekeeper using the Requisition
Qualification Summary template?

It is important that we confirm in writing what the client has
outlined as priorities for an open requisition. Using this
e-mail template will ensure that our client’s priorities are
well outlined and we’re all on the same page with respect to
the requisition and that we all heard and agreed on the same
things during the conversation.

Can I e-mail the RQF and RVM to a Hiring Manager for them to
complete and return to me?

No, these forms are meant to be used to facilitate a robust
conversation with the Hiring Manager or Recruiter Gatekeeper.
This connection with your client contact is an important first
step in developing a positive and respectful relationship
between our organizations. While the Requisition Value Match
Form should be e-mailed, neither form may be used and completed
solely via e-mail correspondence when clarifying a requisition.

21

HIRING MANAGER REQUISITION VALUE MATCH

22

REQUISITION QUALIFICATION FORM

Page 1

Page 2

23

REQUISITION QUALIFICATION SUMMARY
(TEMPLATE)

Requisition Title (s) ____________________ Req #(s) _______

Hello ____________,

As a follow-up to our discussion detailing the qualifications of
your requisition(s), I am for warding a summary of the
additional requirements and/or preferences we agreed would be
included in our search for candidates. Please advise if there are
any changes in the future. I look for ward to presenting you
with top quality candidates and receiving your feedback.
Thank you!

Requisition Qualifications:
1)

2)

3)

4)

Best regards,

24

SOURCING & SCREENING

SOURCING & SCREENING

AGENTS: MISSION:
• Recruiters • OFCCP Compliance
• Potential Job Seekers • General Database Sourcing
• Candidates & Pipelining
• Requisition Sourcing
• Basic Qualifications Match
• Posting a Requisition
• Candidate Screening
• Candidate Disposition

What is OFCCP and what does it mean to us at Beeline?

At Beeline, we are OFCCP compliant. OFCCP stands for the Office
of Federal Contract Compliance Programs and ensures employers
comply with non-discrimination and affirmative action laws and
regulations when doing business with the federal government.
Our clients that are federal contractors and subcontractors are
subject to the laws and policies that are set forth by OFCCP.
Since our clients outsource a portion of their requisitions to
us. We, as an extension of their organization, need to be
compliant on their behalf.

The law was put into effect in 2006 to “prohibit federal
contractors and subcontractors from discriminating on the basis
of race, color, religion, sex, national origin, disability, and
protected veteran status.”

25

Processes and procedures, outlined by OFCCP, that relate to the
identification and processing of Internet applicants, will have
us alter the way we have traditionally conducted requisition
searches. Compliance with OFCCP regulations will mean a more
detailed and consistent process across all of the projects we
work on behalf of our clients.

All recruiters on the Beeline RPO team have two primary
responsibilities day-to-day: General database sourcing and
pipelining and requisition sourcing.

How and why do we do General Database Sourcing?

• We frequently source for similar skills and positions within
specific industry verticals.
• All recruiters on RPO should always be sourcing to grow our
database with potential pipeline job seekers for common
skills, positions and industries.
• Our large passive database is a key market differentiator for
Beeline RPO.
• General database sourcing can and should be done through a
variety of tools (Large and Niche Job Boards, LinkedIn,
Networking, etc.)
• General database sourcing and pipelining is an on-going,
long-term responsibility of all recruiters on the RPO team.

How and why do we do Requisition Sourcing?

• Specific requisition sourcing should be done exclusively
through our proprietary large database of passive candidates
in the ATS.
• Since we are always growing our database it is both deep and
wide and the only tool that we use to source active
requisitions.
• Beeline RPO will not source for specific requisitions via
external tools.
• In the rare instance that a recruiter must search outside of
the ATS for a specific requisition, they must get explicit
and permission from the PM.

What are basic qualifications for a requisition?
• Basic qualifications must be:
Non-comparative - A single
baseline for a candidate
characteristic as opposed
to a range of characteristics
(i.e., A candidate has 3
years experience
“non-comparative” vs. 3 to 5
years experience
“comparative”)
A single criterion that the
candidate either possesses or does not possess without
judging one against the other as more valuable or making them
a stronger candidate.
Objective - Independent of individual thought and perceptible
by all observers, expressing or dealing with facts or
conditions as perceived without distortion by personal
feelings, prejudices or interpretations.

26

Relevant to performance of the particular position and enable
our client to accomplish business-related goals.

What is a real-life scenario of how to use basic qualifications
in a search of the ATS?

After talking to the Hiring Manager for your requisition and
reviewing the job description, it’s time to document the basic
qualifications. The requisition that you are sourcing from the
ATS is for a supervisor for a team of Java programmers for a
company located in Portland, Oregon. They are a fun loving
company that enjoys the outdoors and have a work hard play hard
mentality. They support clients in Latin America and the
supervisor for the Java team will need to be bilingual in both
English and Spanish as they will be the first point of contact
for clients.

Job Description: Basic Qualifications:
Strong Java programming skills Java programming
7 years professional
7-10 years of professional
programming experience
programming experience
BS in Computer Science
Minimum of a BS with MS
preferred in Computer Science

None – not relevant to
Loves hiking
performance
Demonstrated supervisory Two years supervisory
skills experience

Bi-lingual in English and Fluent in English and
Spanish Spanish

You will do initial search of our ATS that contains well over
100,000 passive potential job seekers for three of the six
basic qualifications (the basic qualifications used are BS in
Computer Science, seven years programming experience, Java
programming). The initial search narrows the pool to 400. You
would then add a fourth, pre-established, basic qualification,
two years of supervisory experience, and the potential pool is
narrowed to 100. Finally, you add a fifth, pre-established,
basic qualification of fluency in English and Spanish which
results in a pool of 15 potential job seekers. Under OFCCP’s
Internet Applicant rule, only the 15 potential job seekers
meeting all five basic qualifications would be considered
Internet Applicants and be attached to our requisition for
potential screening.

What is the responsibility of a Beeline RPO recruiter with
respect to basic qualifications?

1. Make a note in the JOB DESCRIPTION FIELD IN THE ATS of BASIC
QUALIFICATIONS.
2. List out all basic qualifications.
3. Use the basic qualifications for all searches you conduct in
the ATS for that requisition.
27

4. You may search for all basic qualifications at once or layer
the basic qualifications.
5. If the basic qualifications change at any time, note them in
the requisition.

How do I source for a specific requisition in BULLHORN?

1. Document basic qualifications in the job description field at
the end of the description provided by the client.

28

2. If there is concern about a potential large number of
candidates that will be difficult to narrow based on basic
qualifications alone, go to search database and click on the
Rows/Page button field in the top location on the screen to
limit the number of search results if it is a common skill
set.

3. Search in Bullhorn for one or more of the basic
qualifications associated with the requisition.
4. Continue to layer on basic qualifications until the list of
potential job seekers is sufficiently reduced.
5. If the list is too small, remove one of the basic
qualifications to increase the number of potential job
seekers.
6. Open the resumes of all potential job seekers that remain on
the list to determine if they have removed themselves from
consideration for the position. A potential job seeker can
remove themselves for consideration by:
• Indicating an acceptable base salary on their resume that
is above the client salary for the position.
• Indicating preferred geographic preferences on their resume
for their next position and it is outside of the geography
for the requisition.
• Indicating preferred position title for their next job and
it is clearly more senior than the position in the open
requisition.
• Not responding to two or more attempts to contact.
7. Any potential job seekers that match the basic qualifications
and have not removed themselves from further consideration
should be attached to the requisition as potential candidates
to be contacted for screening.

29

What if I remember, through my general database sourcing and
pipelining, I parsed in a candidate that would be a great match
for my requisition? Do I have to search for them using a basic
qualifications search or can I just attach them to the
requisition?

In this case, you could pull that individual up by name and
attach them to the requisition after you confirm that they
possess all required basic qualifications.

Can we use Sourcers on Beeline RPO?

Yes. If assigned Sourcer hours by your PM you may keep those
hours to do general database sourcing and pipelining or assign
those hours to a Sourcer. All Sourcer resumes should be sent to
you directly and you may determine if they are a match for the
types of resumes we need to parse in as a part of our general
database sourcing and pipelining responsibilities. Any resumes
that are a match for a future pipeline should be parsed into
the ATS.

Can I post to external job boards for hard to find skill sets?

You may post to job boards as a part of your general database
sourcing and pipelining activities and, with the permission of
your PM, for requisition sourcing.

When posting as a part of general database sourcing and
pipelining, remember, a specific client name should not be
listed in the posting. We’re looking for a skill set for our
database and would like to find potential job seekers who
possess the skills needed not just potential job seekers that
want to work for a particular company.

If you must post for a specific requisition, with the
permission of your PM, it is still preferable to not disclose
the name of the client. All applicants that apply to the
posting will need to be reviewed against basic requirements.
Any applicants that meet all of the basic requirements should
have their resumes parsed into our ATS and be attached to the
open req and screened like all other potential job seekers. If
you have a need to post for a specific requisition, work with
your PM before posting.

What if I can’t find anyone with the appropriate skill set in
the ATS for my specific requisition?

If you run a basic qualifications search in the ATS and come up
empty handed, with the permission of your PM, you may search an
external job database for a specific requisition.

1. Recruiter should search only on a site that is OFCCP
compliant. If the recruiter is unsure if a site is OFCCP
compliant, they should work with their PM to confirm.
2. Recruiter should use data management techniques that reduce
the number of returns in your search.
3. Recruiter should absolutely layer the basic requirements to
ensure a streamlined list of candidates.

30

4. Once a short list of potential candidates has been
identified, potential candidate resumes should be parsed into
the ATS and attached to the open requisition.
5. All potential candidates from the external job database
should be screened like all other candidates in the Beeline
RPO process.

What happens next to our initial potential candidate list that
has been attached to the requisition after a basic
qualifications search in the ATS?

1. All potential candidates that have been attached to the
requisition should be contacted via phone and e-mail.
2. Record this attempt to contact by changing candidate status
to “First Attempt – Awaiting Feedback (AFB)”.
3. For the e-mail contact, recruiter should use the standard
e-mail template called Candidate First Contact (see e-mail
templates).
4. If recruiter does not hear back from the potential candidate,
a second attempt to reach the candidates should be made
within 48 hours.
5. Record this attempt to contact by changing candidates status
to “Second Attempt– Awaiting Feedback (AFB)”.
6. If candidate has not responded after second attempt,
candidate must be set to a final disposition status of
“Candidate Unresponsive” or “Called No Interest”.
7. At the recruiter’s discretion, some candidates may be
contacted a 3rd or 4th time in the event they are traveling
or not available for the 1st and 2nd attempts. If still
unresposive, update final disposition status. The third
attempt can be dispositioned as “Third Attempt – Awaiting
Feedback (AFB)”.
8. Every morning a recruiter comes into work, they should review
all candidates that are in active status in their
requisitions to ensure proper daily disposition status
updates.

How do we screen potential candidates?

1. Upon reaching a viable candidate, recruiter should utilize
the Candidate Screening Form to further qualify interest and
qualifications.
2. If a job summary has not been provided to the potential
candidate at this point, it is at the recruiter’s discretion
to e-mail it at this time.
3. The Candidate Screening Form should be completed while on the
call with the potential candidate.
4. Save the Candidate Screening Form as a Word document using
the following naming structure: Jane_Doe_screeningform.doc
5. Attach the Candidate Screening Form to the candidate profile
in the ATS
6. If the candidate is not a match:
• Recruiter politely ends the screen
• Inform candidate Employment Equal Opportunity (EEO) Form
will be sent.
• The EEO Template (see e-mail templates) should be sent to
the candidate from the recruiter.
• Recruiter immediately updates the final disposition status
in ATS to “Not a Match”. Change the Action Disposition
accordingly as well.
• Recruiter should put a note in the candidate profile to
indicate why the candidate is not a match (salary, no
interest etc.).
31

7. If the candidate is a match, inform them of next steps:
• Submittal to client.
• Inform candidate Employment Equal Opportunity (EEO) Form
will be sent.
• The EEO Template (see e-mail templates) should be sent to
the candidate from the recruiter.
8. Every time a recruiter has contact with a potential
candidate, they should record the details in the notes field
in the candidate profile in the ATS.
9. At the close of conversation, inform all candidates an EEO
Form will be sent. Ask individual to complete within 48
hours and return to the e-mail box: eeo@beelinerpo.com.
Candidate should not reply or return the form to the
Recruiter.

What should I do if after a review of candidates with my Hiring
Manager, the basic requirements have changed for the position?

If the basic requirements for the requisition have changed, the
recruiter must:

1. Inform the PM of the changes.
2. Disposition all existing candidates.
3. Close the requisition.
4. Open a new requisition detailing the revised basic
requirements.
5. Begin requisition sourcing again for the newly opened
requirement.

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CANDIDATE SCREENING FORM
Page 1

**Did you qualify this requisition using the “Requisition Qualification Form “with your PM, hiring manager or client recruiter?

**Did you obtain 5-7 knock-out questions (minimum requirements, often not found on requisition). These should be used in
STEP 2 below – you will be able to end your screen if candidate doesn t meet minimums.

Cover the basics:
Position screened for:
Candidate Name: Best phone # to reach:

Best email: Best time to reach:

Current Location (City, State):

Willing to relocate or work in client location (does he/she need relocation assistance)?

Willing to travel? (N/A - Position doesn t require, None, 10%, 25%, 50%, 100%):
******************************************************************************************************************************************
STEP 1:
Have you ever applied to our client directly (by email, website or other)?

Have you ever worked for or interviewed with our client (If so, when and where)?

Have you been presented to our client through another agency or representative within the last 2 years?
If yes, when and with whom did you speak?

Are you currently working? Y N Are you on contract or a full-time/part-time employee?

Why would you be interested in leaving your current role/employer?

What are your work preferences (W-2, 1099, C2C, Part-Time)

Are you actively seeking new employment?

If so, why?

Where are you in your search process (other interviews or offers)?

How would you handle a counteroffer from your current company if one were presented?

Do you meet special hiring requirements (Current Security Clearance or able to obtain a clearance, US Citizenship, Perm
Resident, H1B Visa or other client requirement)
Legal question: “Will you now or anytime in the future require sponsorship for obtaining full-time employment?”

Beeline Recruitment Process Outsourcing • 12021 Sunset Hills Road, Suite 610 • Reston, Virginia 20190
Tel: (703) 673-1515 Fax: (703) 880-7108

33

CANDIDATE SCREENING FORM continued
Page 3

Page 2

34

EEO SELF IDENTIFICATION FORM

35

CANDIDATE FIRST CONTACT
(TEMPLATE)

Good (Morning/Afternoon/Evening) _________,

I am a Recruiting Consultant with Beeline RPO assisting our
client ______________, a _____________ company based in
_______________ area.

_____________ (www.xxxxxxxxx.com) presently has an
opening for a _____________________ and I would really like
to speak with you about your background and interest in this
position. To clarify, this is a direct hire position to include a
compensation package with competitive salary, profit sharing,
performance bonus and relocation assistance as appropriate. A
robust benefits package includes a 4-day work week (Monday -
Thursday), onsite fitness center, cafeteria and more.

Please respond with your updated resume (CV) and the best
time/day to reach you for a conversation or feel free to call me
at your convenience.

If you are no longer considering new opportunities at this time,
let’s still speak and develop a mutually beneficial net working
relationship.

Thank you very much,

36

CANDIDATE SUBMITTAL

CANDIDATE SUBMITTAL

AGENTS: MISSION:
• Recruiters • Submit candidate for
• Project Managers consideration by client
• Candidates
• Hiring Manager or Gatekeepers

Beeline RPO submits candidates to the client for consideration
via e-mail submittal. Your PM will inform you at the start of
the project who on the team will be sending the submittal
directly to the client. It will likely be the PM or a subset of
the team.

What do we need to do to submit a candidate to the client for
consideration?

1. Submittals should be concise and contain the relevant
information in bulleted form only (five bullets maximum).
2. Utilize the Candidate Submittal e-mail template to format the
submittal to the client.
3. Attach to the e-mail the Candidate Screening Form
(Jane_Doe_screeningform.doc) and resume (Jane_Doe_resume.doc).
4. The subject line of the e-mail should be “Beeline – Jane Doe
– Position Title”. Client Requisition number may be included
at the end of the subject line if communicated as a
requirement by PM.
5. Prior to submittal, spell-check your e-mail and send it to
your PM for Quality Assurance (QA).
37

6. Once approval is received via e-mail from PM, recruiter may
prep e-mails to Client Contact.
7. At end of day, recruiter should complete draft e-mails for
all submittals and e-mail to Client Contact all at once in
succession.

Why do we submit to the Client Contact at the end of the day?

By sending all at once at the end of the day, it will improve
the likelihood that the e-mail will not be missed by the
client. It will appear in their inbox, all in a row, with the
recruiter’s name and Beeline in the subject line. In addition,
it helps to set client expectations of when and how we will
submit candidates.

38

Candidate Submittal To PM or Client
(TEMPLATE)

Hello _______________________,

I am submitting/presenting Jane Doe to you for your
consideration for a ___(Position Title)___ and __(Req #)___.
Jane has the following background and experience:

• Core skills match related to job
• Salary requirements
• Clearance – if applicable
• Education – if basic qualification requirement
• Other companies in interview or offer stage with candidate
- if applicable

Jane Doe can be contacted at janedoe@gmail.com or at
(telephone number).
• Include any contact times/days preferred or any
limitations.

Please let me know if you plan to proceed to the next steps
(phone interview, face-to-face, etc.).


39

FEEDBACK

FEEDBACK

AGENTS: MISSION:
• Recruiters • Resume Review Sessions
• Candidates • Hiring Manager Feedback
• Hiring Manager or Gatekeepers • Candidate Feedback
• Declines

It can be challenging to get feedback from Hiring Managers and
Recruiter Gatekeepers alike after a candidate has been
submitted. Beeline RPO has agreed with our client organizations
on how we will handle candidate feedback. There are two
scenarios that could be in play. We will either hold weekly or
bi-weekly resume review sessions with our client or we will put
our standard feedback process into action. If we are holding
resume review sessions, it will be in the SOW and all
recruiters on the project team will be informed at Kickoff
(Mission Launch).

Beeline RPO Best Practices is to hold Resume Review Sessions on
a weekly or bi-weekly basis with our clients. We understand
that this increases our level of success, by being able to
engage our customers about potential candidates. We are able to
explain the necessary skill set needed for a position, clarify
and further understand requirements, as well as the appropriate
fit for the client. In these Resume Review Sessions, the
opportunity to have this discussion is scheduled accordingly to
the clients’ schedule.

41

How do resume review sessions work and what is the role of the
recruiter?

Resume review sessions, set in the SOW, are an opportunity to
have a live conversation with Hiring Mangers or Gatekeepers
once or twice a week about all candidates submitted to date.
Resume review sessions may be conducted in person or via phone.

If you are informed that your project will conduct resume
review sessions, and Hiring Managers or Recruiter Gatekeepers
do not attend two scheduled meetings in a row, without
rescheduling, inform your PM immediately.

1. Review all resumes submitted to date during the conversation.
2. Make decisions on interviews and declines.
3. For candidates that are a pass, determine the reasoning:
• Is the candidate over qualified or under qualified?
• Does the candidate have the necessary skills or are areas
lacking?
4. For candidates that the Hiring Manager or Gatekeeper are
unsure of the decision:
• Ask probing questions.
• Volunteer to find out additional information that could
assist the Hiring Manager.
5. Get interview availability from Hiring Manager if we are
contracted to provide interview coordination (if in doubt,
check with PM prior to your first resume review session).
6. Tweak job description based on review but avoid any changes
to basic qualifications.
7. For candidates moving on to the interview phase, gather
information on interview type.
8. Close the feedback loop with all candidates.
• Candidates that are moving on in the process, contact on
the phone for a live conversation.
• Candidates that are no longer being considered should be
sent the Decline standard e-mail template.
9. E-mail the Client Contact to confirm who they have agreed to
interview.
10.Update the final disposition status of anyone who is
declined to “Not Selected by Client”.

11.Update the status
of anyone moving
forward in the
interview process
to “Client
Interview”.

How should we get
feedback if resume
review sessions will
not be used to
collect candidate
feedback?

1. Recruiter should contact the Hiring Manager or Gatekeeper via
phone and e-mail within 24 hours of presenting a resume to
determine if there is an interest in the candidate.
2. If no response to initial call/e-mail to Hiring Manager or
Gatekeeper is received, contact again within 48 hours.
3. If recruiter still has no response after five business days,
escalate to PM.
42

4. If a call is scheduled with the Hiring Manager or Gatekeeper
to discuss candidates, ensure robust feedback is delivered
for us to fine-tune our search.
5. If feedback is received via e-mail, update status in ATS as
appropriate.
6. Close the feedback loop with all candidates.
• Candidates that are moving on the process, contact on the
phone for a live conversation.
• Candidates that are no longer being considered should be
sent the Decline standard e-mail template.
7. E-mail the Client Contact to confirm who they have agreed to
interview.
8. Update the final disposition status of anyone who is declined.
9. Update the status of anyone moving forward in the interview
process to “Client Interview”.

Is there anything else that I need to do after I call a
candidate that will be interviewing with the client?

1. Update notes in the ATS documenting the conversation with the
candidate.
2. Talk to your candidate to prepare them for the interview
covering the following topics:
• Organization culture, values, Hiring Manager style (if
known).
• Type of interview (panel, series, one-on-one, etc.).
• General reminders: bring resume, dress well, be yourself.
3. E-mail prep information to the candidate for future
reference.

43

Candidate Decline (TEMPLATE)

Hello _______________________,

I am following up to provide you with an update regarding your
submittal to/phone discussion with/interview with ___(client
name)_______. At this time, the client has decided to pursue
other candidates who are more qualified for this particular
position. Your resume is still available to them to review for
other openings and they will contact you directly should other
positions match your background. Also, I appreciate your time
and interest in this position. I will be in touch if we have
additional opportunities.


44

INTERVIEW COORDINATION

INTERVIEW COORDINATION

AGENTS: MISSION:
• Recruiters • Interviews scheduled
• Candidates
• Hiring Manager

For some clients, we will agree up-front and have in the SOW
that the Beeline RPO team will support Interview Coordination.
If it is in the project SOW, the team will be informed at
kickoff. Do not offer or agree to coordinate interviews unless
informed by your PM that it is in scope.
How do I coordinate interviews for candidates with Hiring
Managers?
1. Solicit interview availability from the Hiring Manager once
they state that they would like to interview a candidate.
2. Contact candidate to:
• Determine mutual time availability.
• Prep them on any additional specifics of the position.
• Reconfirm salary information.
• Reconfirm interest in the position.
• Ask if they have other interviews/job offers they are
considering.
• Confirm at what time you will reconnect post-interview for
feedback.
3. Inform candidate you will verify the time and other interview
details via e-mail – use the Candidate Interview Prep e-mail
template.
4. Ask candidate to confirm receipt of Candidate Interview Prep
e-mail.
5. Contact Hiring Manager to confirm interview logistics.
6. Send Client Interview Prep e-mail template to Hiring Manger
to reconfirm interview logistics.
45

Candidate Interview Preparation
(Set Dates/Times)
(TEMPLATE)

Hello ___________,

I am working to schedule and coordinate your interview with
____(client name)______. I would like to have your three best
dates and times over the next t wo or three weeks to meet with
the management team:
a. _____________________
b. _____________________
c. _____________________

I appreciate your quick response so that I will have time to
coordinate with the management team as soon as possible.

I will send a second e-mail to confirm the dates and times
before the final confirmation e-mail with interview details,
directions, etc.

Thank you in advance for your prompt attention and for your
interest in ________________! I can be reached at this e-mail
address and via my phone number (listed below).

46

Candidate Interview Preparation
(Phone Confirmation)
(TEMPLATE)

Hello _______________,

This is a confirmation of your interview with XYZ Client –
details of the interview are included below so you can be best
prepared.

Interview for: Katherine Smith
Date/Time: Wednesday, April 2, 2008 – 8:30am EST
Where/How: Occurring over the phone with Mr. John Smith
Call Information: Client will call you at your home phone
number (111-222-1234)
What to know: Be prepared to answer questions about your
experience managing specific projects (size, budget, results,
etc.).

Please let me know if you have any questions before the
interview or if you have any scheduling issues. I also look
for ward to hearing from you after ward to receive your
feedback.

**Please reply to this e-mail to confirm receipt.**

Thank you for working with me and best of luck!

47

Candidate Interview Preparation –
Face-to-Face Confirmation
(TEMPLATE)

Hello _______________,

This is a confirmation of your interview with XYZ Client –
details of the interview are included below so you can be best
prepared.

Date/Time: Wednesday, April 2, 2008 – 8:30am EST
Where/How: Occurring in person with: Ms. Jane Jones and
Mr. Jim Williams
Office Location: 777 South Figueroa St., Suite 700, Los
Angeles, CA 90017 (Directions are attached**)
Main Phone # of Office Location: 111-222-1234
What to bring: Several copies of your resume and completed
application.

Please let me know if you have any questions before the
interview or if you have any scheduling issues. I also look
for ward to hearing from you after ward to receive your
feedback.


Thank you for working with me and best of luck!

48

Client Interview Preparation
(TEMPLATE)

Hello _______________,

This is a confirmation of your interview with Candidate Name –
details are included below. Please let me know if you have any
questions before the interview or if you have any scheduling
issues.

Interview Date: Wednesday April 2, 2008
Interview Time: 8:30am EST
Office Location: 777 South Figueroa St., Suite 700, Los
Angeles, CA 90017
Candidate’s Best contact information is: Cell 703. 592.7258,
e-mail: winddancer2@msn.com

Other items: The resume is attached again to this e-mail for
your review. We requested that the company application be
completed and brought to the interview as well.

I look for ward to hearing from you after ward to receive your
feedback.


Thank you again for working with me!

49

REFERENCE CHECK

REFERENCE CHECK

AGENTS: MISSION:
• Recruiters • References Checked
• Candidates • References sent to Client
• References Contact
• Hiring Manager

For some clients, we will agree up-front and have in the SOW
that the Beeline RPO team will support Reference Checks. If it
is in the project SOW, the team will be informed at kickoff. Do
not offer or agree to conduct reference checks unless informed
by your PM that it is in scope.

How does Beeline RPO conduct reference checks on behalf of our
clients?

1. Request from the candidate three professional references and
their contact information (one supervisor, one peer and one
other).
2. Inform the candidate that recruiter will contact their
references.
3. Confirm that we are able to contact current supervisor if
provided as a reference.
4. Request approval to contact references.
5. Call first contact. If unavailable, leave a specific message
about why you are calling.

51

6. When reference is reached on the phone for a live
conversation:
• Introduce yourself, Beeline RPO and the client we’re
representing.
• Indicate that “Jane Doe” is a person of interest for a
position with the client.
• State that they have been listed as a professional
reference.
7. Work though all of the questions on the Reference Check Form
and document all answers.
8. At the end of the conversation with the reference:
• Explain what we do at Beeline RPO.
• Gently ask if they would be open to a new position in the
future.
• If they are open to a new position, ask for their resume,
put them into the ATS and record the notes of your
conversation.
9. Save Reference Check Form with the following naming
structure: Jane_Doe_referencecheck1.doc (2, 3, etc.) and
attach to the candidate profile.
10.Repeat with all additional references.
11.E-mail completed references to Client Contact and call to
let them know that they have been sent.
12.If unable to reach references, after three attempts have
been made to contact, go back to candidate for assistance or
additional references.

52

REFERENCE CHECK FORM

Page 1

Page 2

53

OFFER EXTENDED

OFFER EXTENDED

AGENTS: MISSION:
• Recruiters • Offer Extended
• Candidates • Offer Accepted
• Requisition Closed in ATS
• Hiring Manager

For some of our projects, Beeline RPO will be involved in the
recruiting lifecycle post sourcing and screening. For other
projects, our engagement will end after we turn over qualified
candidates. In addition, there may be projects where it is
agreed upon up front that Beeline RPO will verbally extend
offers to candidates on behalf of the client. If Beeline RPO is
authorized to extend verbal offers, recruiters will be informed
by PM at Kickoff (Mission Launch).

Assuming we’re continuing to work with our client to track
hires as a part of our project, what is the role of a Beeline
RPO recruiter?

1. Within 24 hours of interview, contact candidate to confirm
interview was completed and obtain feedback.
2. Updates notes in the Candidate Profile in the ATS.
3. After speaking to the candidate, contact the Hiring Manager
or Gatekeeper to get interview decision (offer, no offer,
other).
4. Update notes from Client Contact conversation in the
Candidate Profile in the ATS.

55

What should the Beeline RPO recruiter do if the hiring decision
is “No Offer”?

1. Update candidate final disposition in ATS to “Not Selected”.
2. Send candidate an e-mail using the Decline e-mail template
informing them of the decision.

is “Other” (delayed, undecided at this time or other issue)?

1. Ask Client Contact the decision timeline.
2. Call candidate to provide an update.

is “Offer” – CLIENT to extend?

1. Change candidate status in ATS to “Offer Pending”.
2. Call candidate and let them know the client will be
contacting them.
3. Ask candidate to call Beeline once they hear from the client.
4. DO NOT EXTEND VERBAL OFFER OR INDICATE THEY WILL GET AN OFFER
FROM THE CLIENT.

What should I do if the Beeline RPO recruiter does not hear
from a candidate within five days of conversation?

1. If candidate has not heard from the client to extend offer,
contact Client Contact to determine reason for delay.
2. If candidate received an offer, find out their decision and
package information.
3. Note all new information in Candidate Profile in ATS.

is “Offer” – Beeline RPO recruiter to extend?

1. Get all of the offer details from the Hiring Manager.
2. Verify with the Hiring Manager client would still like us to
proceed with verbal offer.
3. Contact candidate via phone to present verbal offer/details.
4. Let candidate know they will receive a written offer from the
client.
5. Change candidate status in ATS to “Offer Pending”.
6. If candidate is unable to immediately accept, call candidate
within 48 hours to confirm acceptance or decline.
7. Change candidate status to “Offer Accepted” or “Candidate
Turn Down” as appropriate.
8. E-mail candidate Verbal Offer Acknowledgement using the
standard e-mail template.
9. Once reply e-mail is received, cut and paste e-mail into ATS
notes.
10.DO NOT PUT OFFER DETAILS IN WRITING TO CANDIDATE.

What are the Beeline RPO recruiter to-do’s once the offer has
been accepted? Close the requisition!

1. If candidate has accepted the position and no additional
hires are needed to fulfill the requirement, the requisition
can be closed in the Beeline RPO ATS.
2. Ensure that all candidates have a final disposition before
closing the requisition (e.g. Called No Interest, Not a
Match, Candidate Unresponsive). Change the Action Disposition
as well.

56

3. Close requisition.
4. Inform PM the requisition is closed.

How do we know if our candidates were hired on sourcing/
screening projects that have ended?

Some projects, particularly sourcing/screening projects, will
not have formal closure from the client.

1. Recruiter should stay in touch with candidates via e-mail.
2. Recruiter should e-mail all active candidates Close of
Business every Friday using the standard Candidate Status
Update/Keep In Touch (KIT) e-mail template.
3. The first week use KIT Initial template.
4. All following weeks use KIT Continual template.
5. If project has ended PM and Business Development Manager
may continue monthly Client Checkpoints with client to
review new hire status and success of the engagement.

57

Candidate Decline (TEMPLATE)

Hello _______________________,

I am following up to provide you with an update regarding your
submittal to / phone discussion with / interview with
___(client name)_______. At this time, the client has decided to
pursue other candidates who are more qualified for this
particular position. Your resume is still available to them to
review for other openings and they will contact you directly
should other positions match your background. Also, I
appreciate your time and interest in this position. I will be in
touch if we have additional opportunities.


58

Verbal Offer Acknowledgement –
To Candidate
(TEMPLATE)

Hello _______________,

Thank you for speaking with me today and discussing the
details of the offer for ____(client name)______. A formal
written offer from the client will be forthcoming shortly as
well.

Please respond back confirming our discussion today.

Thank you very much! Certainly let me know if you have any
further questions as well.

Best regards,

59

Candidate Status Update – KIT
Keep In Touch (Initial)
(TEMPLATE)

Hello _____________,

Although our project has ended with ____(client name)______, I
would like to know if you are considered for a position over the
next several weeks. I will keep in touch with you each week via
a quick e-mail to learn whether you’ve been contacted by the
client regarding any career opportunities.

If you have any updates to your employment status please let
me know as well.

Thank you for your time!

60

Candidate Status Update – KIT
Keep In Touch (Continuing)
(TEMPLATE)

Hello _____________,

I’m just checking in to learn if you have heard anything from
____________ regarding opportunities. I would appreciate a
quick reply back letting me know.

Any updates to your employment status and continuing
interest are also appreciated.


61

CLIENT CHECKPOINTS

AGENTS: MISSION:
• Project Manager (PM) • Weekly Checkpoints
• Business Development Manager • Strategic Checkpoints
• Client
• VP, Recruiting Delivery
• Principal, Consulting Services

For the duration of all Beeline RPO projects, PMs will have
weekly client checkpoint meetings with our key client/buyer.
The PM is the meeting facilitator and the Business Development
Manager has a standing invitation to attend. Prior to the
meeting, the PM will e-mail the client our RPO reports and
project synopsis.

What’s covered in the weekly client checkpoint meeting?

1. Issues reviewed large to small/tactical to strategic.
2. Utilize weekly report spreadsheet of candidates and
requisitions to drive the conversation.
3. Identify red flags in the hiring process.
4. Request escalation support.
5. Overall project status review looking forward (post
project).
6. Client satisfaction pulse.

A strategic client checkpoint meeting will happen at the
project mid-point as well as close to contract renewal time.
The strategic checkpoint is facilitated by the Business
Development Manager and will include our key client/buyer,

63

CLIENT CHECKPOINTS continued

other client stakeholders, PM, recruiter representative, and
potentially the VP, Recruiting Delivery or Principal of
Consulting Services.

What’s covered in the strategic client checkpoint meeting?

1. Concerns and kudos
2. Necessary changes (Beeline Client)
3. Future recruiting landscape

64

FREQUENTLY ASKED QUESTIONS

Q: What should I do if the client gives me a new requisition
to work on?

A: Go to your PM for approval.

Q: What should I do if there are changes in the status or
content of my requisition?

A: Go to your PM to discuss next steps.

Q: What should I do if the basic qualifications for my
requisition have changed?

A: You will need to do a new search in the ATS based on the
revised basic qualifications to find a match.

Q: What is the minimum number of times I need to try to
contact a potential candidate?

A: A potential candidate needs to be contacted two times
before they can get a final disposition in the system as
“Candidate Not Responsive” or “Candidate Not Interested”.

Q: What should I do if I’m asked to do something that was not
covered at kickoff?

A: Inform your Hiring Manager that you need to work with your
PM to ensure it’s within scope and will loop back to them
with the appropriate answer. Immediately go to your PM for
response/approval.

65

ROLL-OFF HAND-OFF PROCESS

Process Flow
When a project ends, or there is a change in project staffing,
there is a risk that candidates can get lost.

Beeline RPO has a documented process and communication steps
to the following audiences to ensure a smooth transition:
– Clients
– Candidates
– Co-recruiters

Standard Communications
E-mail templates are available for the following scenarios
when project ends:
– Project has ended, candidate in interview stage contacts
recruiter.
– Project has ended, recruiter should contact any candidates
in the pre-submittal stage.
– Project has ended, recruiter contacts candidates that have
been submitted to the client and awaiting feedback.
– Project has ended, recruiter sends follow up e-mail to all
candidates in the interview stage to advise Beeline if they
are hired.

E-mail templates are available for the following scenarios
when there is a change in project staffing:
– Project staffing change and recruiter has candidates in
interview/offer stage or submitted and awaiting feedback.

Scenario #1: Project Ends
Scenario: PM communicates to the team that the project has
ended. You have one or more candidates in the Interview/Offer
stage.

67

ROLL-OFF HAND-OFF PROCESS continued

ended. You have one or more candidates in the
pre-submittal stage.

ended. You have one or more candidates that are submitted
and awaiting feedback.

68


Scenario #4: Project Staff Change
Scenario: You are moved off of your project to work on
another project before the overall project ends.

Scenario: You are a Lead with direct Hiring Manager
contact and are moved off of your project to work on
another project before the overall project ends.

69


Scenario #6: Beeline Employee
Leaves Company

New recruiters on the project will take over for the recruiter
that has left the company – the PM on the project will need to
get this new recruiter access to the previous recruiter’s
e-mail (done through Beeline IT Department).

New recruiter to projects can look at the notes section in
Bullhorn to see where the previous recruiter left off with a
candidate – all e-mails back and forth between candidates and
recruiters should be correctly documented with Bullhorn.

E-mail Template Appendix

70

Project has ended, candidate in
interview stage contacts recruiter.
(TEMPLATE)

Hello _____________,

Our contract with (insert client’s name) has ended at this
time. If the client decides to extend you an offer, they will be
in touch with you directly. I wish you all the best in your job
search, and please keep me posted on your progress and if
you accept and offer.


71

Project has ended, candidate in
pre-submittal stage contacts recruiter.
(TEMPLATE)

Hello _____________,

Our contract with (insert client’s name) has ended at this time.
If any other appropriate opportunities arise, I will certainly be
in touch. I wish you all the best in your job search.


72

Project has ended, submitted candidate
contacts recruiter.
(TEMPLATE)

Hello _____________,

If the client has further interest in you as a candidate, they will
be in touch with you directly. If any other appropriate
opportunities arise, I will certainly be in touch. I wish you all the
best in your job search, and please keep me posted on your
progress and if you accept an offer..


73

Project staffing change and recruiter
has candidates in pipeline.
(TEMPLATE)
*** Please cc the recruiter replacing you on the team

Hello _____________,

I have taken over a new project and my colleague, (Insert
Name Here), will now be your point of contact for (Insert
Client Name Here). (Insert Name Here) can be reached at
(first.last@beelinerpo.com). I wish you all the best in your
job search.


74

Project has ended and recruiter sends
a follow up e-mail to all candidates
who are in the interview stage.
(TEMPLATE)

Hello _____________,

If the client has further interest in you as a candidate, they
will be in touch with you directly. Please feel free to connect
with (insert POC’s name) at (insert client’s name) at (insert
e-mail and/or phone #). I wish you all the best in your job search,
and please keep me posted on your progress and if you accept
an offer.


75

Project continues, but a Beeline staff
member has left the company.
(TEMPLATE)
New recruiter on the project will take over for the recruiter that
has left the company – the PM on the project will need to get this new recruiter
access to the previous recruiter’s e-mail (done through Beeline IT Department).

Hello _____________,

(Name of previous recruiter) is no longer on this project and I
will be taking his/her place.

You can now direct all questions regarding the position to me.


76

Project has ended and recruiter sends
a follow up e-mail to all candidates
who are in the interview stage.
(TEMPLATE)

Hello _____________,

If the client has further interest in you as a candidate, they will
be in touch with you directly. Please feel free to connect with
(insert POC’s name) at (insert client’s name) at (insert e-mail
and/or phone #). I wish you all the best in your job search,
and please keep me posted on your progress and if you accept
an offer.


77

Project continues, but a Beeline staff
member has left the company.
(TEMPLATE)
New recruiter on the project will take over for the recruiter that
has left the company – the PM on the project will need to get this new recruiter
access to the previous recruiter’s e-mail (done through Beeline IT Department).

Hello _____________,

(Name of previous recruiter) is no longer on this project and I
will be taking his/her place. You can now direct all questions
regarding the position to me.


78

Candidate is in the interview stage,
and we proactively contact them.
(TEMPLATE)

Hello _____________,

We wanted to follow up with you about your recent interview
with (insert client’s name). What was your overall impression
of the interview? Are you still interested in the position? Please
feel free to connect with me, so that we can debrief. I can be
reached at (insert contact information).


79

OPERATIONS
TIME REPORTING

Submitting your time report on time each week helps to
facilitate accurate client billing and project planning.

• Time reports should be submitted weekly through
KnowledgeSpring (www.knowledgespring.net)
• Time reports should be completed each Friday on or before
Close of Business.
• If you are planning to work over the weekend, time sheets
should be submitted no later than 10:00 a.m. Monday morning.

81

RECRUITER TOOLBOX
The Recruiter Toolbox will
help you to do more effective
General Database Sourcing
Pipelining in addition to
help your candidates
effectively resign and
confidently show up to work
on day one.

WEB SEARCHING

Webopedia – www.webopedia.com
Online dictionary for computer and internet technology
definitions.

Acronym Finder – www.acronymfinder.com
Comprehensive dictionary of acronyms, abbreviations and
initials.

Google – www.google.com Search define:
Different variations or definitions.

Bigger Search Engines

http://www.google.com/
Large, global. Google estimates up to 14 billion pages
indexed.
http://www.live.com/
Prior MSN
http://search.yahoo.com/
Yahoo – close to Google in size

Others to check out – http://www.exalead.com – up and coming

There are also meta-search engines that will check several at
one time, don’t always work for the search strings.

A good one to check out that was recommended is Dogpile -
http://www.dogpile.com/

A fairly detailed list of Search and MetaSearch engines can be
found on the following link..when you open scroll down.

http://en.wikipedia.org/wiki/List_of_search_engines#Metasearch_
engine

83

RECRUITER TOOLBOX continued

Project Manager preferably from SAIC that is living in the
surrounding Metropolitan area.

To start I know that SAIC’s website is saic.com.

• * Wildcard – it is telling the engine to search for anybody
or anything that is connected to SAIC.com *@saic.com
• “project manager” – saying I only want to see results that
have Project and Manager together *@saic.com
“project manager”
• ( ) – Further defining that my preference is to find
information of individuals that are based in Virginia,
Maryland OR DC
• OR – In caps it is saying I want to see this OR that
• (va OR md OR dc OR virginia OR maryland OR 703 OR 571 OR 301
OR 202 OR 443)
• - Minus sign, I don’t want to see jobs or places where
individuals can apply
-jobs –submit -apply

*@saic.com quot;project managerquot; (va OR md OR dc OR virginia OR
maryland OR 703 OR 571 OR 301 OR 202 OR 443) -jobs -submit
–apply

~ Tilde prior to the word – acts as a synonym finder

*@saic.com quot;~project managerquot; (va OR md OR dc OR virginia OR
maryland OR 703 OR 571 OR 301 OR 202 OR 443) -jobs -submit
–apply

Address Search – you are looking for individuals that can be
associated with a specific address.

For example – I want to find anyone connected to Human
Resources that are in the Beeline RPO address in Reston VA

(12021 sunset hills road) “human resources OR recruiter”

Bearingpoint – Mclean Software Engineer

1676 international drive mclean quot;software engineerquot; -jobs
-submit –apply

To be more specific add the + sign with no space

1676+international+drive+mclean quot;software engineerquot; -jobs
-submit –apply

Search for names of individuals that are attached to a site

84

You are starting out with:

Site:
Add the name of the site, put in quotations as to what you are
looking for and then you can further define by adding the
parenthesis or if you are doing a general national search leave
it blank.

For places liked LinkedIn and My Space I wouldn’t try and do
area codes or zipcodes they most likely will not have that
information posted.

For example I want to find Project Managers in Virginia on
LinkedIN

site:linkedin.com quot;project managerquot; (va or virginia)

Software Developers in Virginia on MySpace

site:myspace.com quot;software engineerquot; (va or virginia)

Individuals – associations

site:siia.net (member OR attendee OR chapter OR board OR list
OR conference OR directory) (va or virginia)

Additional examples:

site:linkedin.com quot;system administratorquot; Virginia

Additional Search Strings to try…replacing as needed with your
job information:

All you need to do is cut and paste the string from a document,
that way you have the search strings saved.

(*@aol.com OR *@gmail.com OR *@hotmail.com) quot;project manager OR
program managerquot; (703 OR 571 OR va OR virginia)

-this is checking for any documents that are attached to
e-mails or websites that end with aol or gmail or hotmail

(*@aol.com OR *@gmail.com OR *@hotmail.com) quot;resumequot; (analyst)
(703 OR 571 OR va OR virginia) -jobs -apply –submit

*@accenture.com quot;project managerquot; (va OR md OR dc OR virginia
OR maryland OR 703 OR 571 OR 301 OR 202 OR 443) -jobs -submit
–apply

85


*@vt.edu software enginer OR software developer (resume) (571
OR 703)

(*@aol.com OR *@gmail.com OR *@hotmail.com) quot;resumequot;
(recruiter) (hampton) -jobs -apply –submit

Nice easy search that Steve Parsel sent over for directory
listings –

directory AND technology AND (703 OR 202 OR 301)

The above string can be changed around for example:

directory and “program manager” AND (703 OR 202 OR 301)

MASTERING WEB SEARCH
One place to start looking for information is at Google
Directories
http://directory.google.com

feature:homepage - Unique to Yahoo

http://search.yahoo.com

Simply Hired http://www.simplyhired.com
Put in Search String, Location
Utilize filters on the left to view similar requests
Click on “more” under the actual job to see candidates on
LinkedIN

Want to find possible additional titles for your search?
Go to Google Sets
http://labs.google.com/sets

feature:homepage system administrator

feature:homepage system administrator (va OR virginia OR md OR
Maryland) (703 OR 301 OR 443 OR 571)

feature:homepage java developer C++ (va OR virginia OR md OR
maryland OR 703 OR 443 OR 571 OR 301)

NESTING

Basic Search String:

quot;software (developer OR engineer OR programmer)quot;

86


I added resume as well locations

quot;software (developer OR engineer OR programmer)quot; resume (va OR
virginia OR md OR maryland)

An easy way to also filter out Jobs or Resume Samples is to
say:
-intext:resume

Final string:

quot;software (developer OR engineer OR programmer)quot; resume (va OR
virginia OR md OR maryland) –intext:resume

Combine and Search Yahoo and Google at the same time.

Go to http://searchboth.com

Additional Search Strings to try:

-intext:resume (intitle:resume OR inurl:resume) quot;systems
analystquot; (703 OR 301 OR md OR virginia OR va OR maryland OR
571)

Searching a range of zipcodes, can only do on Google
Start number .. end number:

analystquot; 20120..22321

Search a range of years:

analystquot; (va OR virginia OR md OR maryland) 2000..2008

Search Engine Commands
Command Exalead Google Live Yahoo

Word in title intitle: intitle: intitle: intitle:
Word in url inurl: inurl: inurl:
Flipsearch link: linkdomain:
Xray site: site: site: site:
Feature:homepage feature:homepage
In text or in body intext: inbody:
Number range ..

87


WEB SEARCH STRINGS
These examples are for a search in construction. You will
have to amend the strings but it will begin to make sense once
you start playing. You should be able to use once you’ve
changed the titles, the industry, etc. to your requirements.
Be careful…changing any little thing will change your search
(commas, parentheses, etc.).

Resume Search - Basic String:

(Note: Google and Yahoo will accept intitle: OR inurl:, but MSN
will not.)

(intitle:resume OR inurl:resume OR intitle:cv OR inurl:cv OR
intitle:vitae OR intitle:profile OR inurl:profile OR
intitle:bio OR inurl:bio)

Example: Healthcare Payor

intitle:bio OR inurl:bio) quot;project managerquot; construction
–posting

intitle:bio OR inurl:bio) construction (project manager OR
quot;director of constructionquot;) (va OR virginia) (703 OR 571)
-posting -submit –apply

People Search – Basic String:

(intitle:employees OR inurl:employees OR intitle:staff OR
inurl:staff OR intitle:team OR inurl:team OR intitle:group OR
inurl:group OR intitle:directory OR inurl:directory OR
intitle:roster OR inurl:roster OR intitle:management OR
inurl:management)

Example: typing in company names

(intitle:employees OR inurl:employees OR intitle:staff OR
inurl:staff OR intitle:team OR inurl:team OR intitle:group OR
inurl:group OR intitle:directory OR inurl:directory OR
intitle:roster OR inurl:roster OR intitle:management OR
inurl:management) (quot;project managerquot; OR pmp) construction
(quot;turner interiorsquot; OR quot;hitt contractingquot; OR quot;james g. davis
constructionquot;)

88


X-Ray

site:clarkconstruction.com project manager interiors

Flipsearch:

Best used in locating specialized skills and also within
certain companies:

linkdomain: -OR-link: (remember that linkdomain: works only
with yahoo or msn and link: works only with Exalead

linkdomain:clarkconstruction.com quot;project managerquot;

MAKE SURE TO USE ‘CONTROL F” to find what you want when you’re
actually on the site.

Peersearch:

Going to Google, type in: “project manager” @clarkconstruction.
Note: Hover over name link and scroll to bottom of screen and
there’s the e-mail address when you get the information from
this search.

89

Google Resume Search Algorithms

90

Google Resume Search Algorithms cont.

Other Google Search Algorithms

92

HOW TO RESIGN
While it is hard to admit, giving notice of resignation is
something that most people fear most. And sometimes, the
resignation process represents such a stressful notion for that
it can even hold you back from interviewing your best.
Consider using the following steps when giving notice to your
employer and always prepare yourself in advance for handling a
counteroffer or a request to leave earlier than the notice you
provide.

1. Timing: Once you receive a job offer and accept it, you need
to consider the timing of your resignation; i.e. communicating
your intention to leave (giving notice).

We suggest giving notice two weeks before the last day on the
job with your current employer. Two weeks is the norm and is
offered as a professional courtesy to help your current
employer with the transition. In very unusual circumstances, a
notice of three or four weeks may be appropriate. Also, it is
often best to make sure your resignation properly coincides
with your start date at the new employer.

Try to avoid an extended start date. Even if your new job
begins in 10 weeks, don’t give 10 weeks’ notice; wait eight
weeks and then give two weeks’ notice. This way, you’ll better
protect yourself from disaster in the unlikely event your new
employer announces a hiring freeze a month before you come on
board. Also, by staying at your old job for only two weeks
after you’ve announced your resignation, you won’t be subjected
to the envy or feelings of professional discomfort.

NOTICE: Beware some companies will make your exit plans for
you. We know of many candidates whose employers had the
security guard escort him/her out of the building the moment
he/she announced his/her intention to go to work for a direct
competitor. Fortunately, many were still given two weeks’ pay.
It is standard policy with some employers, and selectively
applied by other employers. So even if you do not believe it
will happen to you, try to be mentally prepared for the
possibility. And just in case, before giving notice, it is wise
to quietly remove your personal items from your work space.

Your resignation should be handled in person, preferably on a
Monday or Tuesday afternoon at about 4:00 PM. Outside the
presence of others, ask your direct supervisor if you can
briefly speak with him/her privately in his/her office at about
4:00 PM. If beforehand, and you are asked by your supervisor
about the nature of the meeting, and/or invited to meet with
him/her before 4:00 PM, just say it is simply something private
and you would feel more comfortable at that time.

Note: If your supervisor is off-site and/or extraordinarily

93

HOW TO RESIGN continued

difficult to schedule for an in-person meeting, it is
appropriate to e-mail the letter of resignation to the
supervisor and simultaneously send a courtesy copy of the same
e-mail to a human resources contact at your current employer.
Then as soon as possible, telephone the direct supervisor
(preferably a personal call; however, voice mail if necessary)
to give him/her a courtesy heads-up of your resignation letter
transmitted via e-mail and follow a script similar to the one
set forth in step 3 below.

2. Letter of Resignation: During the meeting to announce your
intention to resign, you should open the meeting by giving your
boss a letter of resignation, (SEE SAMPLE RESIGNATION LETTER TO
SHARE WITH CANDIDATES).

A letter of resignation should be kept short, simple, and to
the point. Furthermore, it is unprofessional and inappropriate
to use the resignation letter to tell the current boss where
you are going, what you are doing in your next job, or how much
you will be making.

3. “Giving Notice” Meeting: To help you begin the meeting that
you have requested with your supervisor, I encourage you to use
a verbal icebreaker. It is merely a simple paraphrasing of the
resignation letter. I suggest that with the above letter in
hand, you open the resignation meeting conversation by saying:

“Boss, after careful deliberation, I have made a commitment to
join another organization and will begin working with them
effective (month day, year). Please accept this, my letter of
resignation. I ask that you take a minute to read my letter
before we discuss together how we can make my transition as
smooth as possible.”

Almost every boss in the world knows what is about to happen
when their employee walks into their office with an envelope in
hand. The opening icebreaker I provide gets right to the point
without unnecessary small talk. It also makes it clear that you
are not planning to talk about your decision to leave.
Instead, it is clear that what you plan to discuss is the
transition now that you have made a commitment to leave. It
makes the transition the most important item to discuss in the
conversation that is about to occur.

Again, there’s no need to go into detail about your new job, or
what led to your decision to leave. It’s inappropriate. Rather
it should focus on your transition in the next two weeks.
Every time the boss asks anything not related to ensuring a
smooth transition, you should deflect the other questions
simply by saying something like:
“I know you may be curious about that, but it is not my

94

intention to discuss where I am going or why. My decision is
made, and I have made a commitment to another organization
which I plan to keep. If it is really important for you to know
where I am going and why, perhaps we could schedule an exit
interview on my last day here? Today, my goal remains to
discuss how to make the transition as smooth as possible.”

You should feel entirely comfortable about using this
deflector. Again, there is no purpose to the resignation
meeting except to leave on as positive a note as possible
through a carefully-planned, smooth transition. That is the
resignation meeting’s sole purpose.

So ask if there’s anything you can do during the transition
period over the next two weeks, such as help train your
successor, tie up loose ends, or delegate tasks.

Finally, be sure to provide a copy of your resignation letter
for your company’s personnel file. This way, the circumstances
surrounding your resignation will be well documented for future
reference.

95

LETTER OF RESIGNATION
Here is a letter that you can share with your candidates that
have accepted positions with our clients. Suggest that they
customize only the name of the organization and the name of
their supervisor. Using this proven template will help them to
take much of the pain and guesswork out of writing the letter.

Your Street Address
City, State Zip Code
Month, Day, Year (date of “giving notice” meeting)

Supervisor’s Name, Supervisor’s Title

Employer Name
Employer Street Address
Employer City, ST Zip Code

Dear Supervisor’s Name:

Please accept this letter as my resignation and two-week notice. I
am grateful for the success we have been able to achieve together at
Acme Rockets, but I have now made a commitment to another
organization.

Please know that I intend to work with you to complete as much
work during my two-week notice to make my resignation as
smooth as possible. I am eager to leave on a positive note and I am
open to your suggestions on how to accomplish this smooth
transition.

Sincerely,

Your signature here

Your Type-printed name

96

BULLHORN TIPS SHORTCUTS
Message Templates with Attachments
Now you can attach documents, candidate, or contact files to
message templates so that you never have to hunt for them
again. You can remove the file from the template at any time.

To create a message template
1. On the Desktop menu, click Inbox.
2. Click New.
3. From the Message Template drop-down, select New Template.
4. Select the Public check box to the make the Message Template
available to every user in your company, or leave the check
box unchecked to prevent other users from using the
template.
5. In the text box enter the default text to appear when this
template is selected.
6. Scroll down to Attachments, click on Attach, attach
documents.
7. Click Save
8. To use a message template, Click New for the e-mail, from
the Message Template drop-down select the template you
would like to use.

Last People Contacted
1. On the Desktop menu, click Last People Contacted.
2. To view the note text, click the arrow to the left of the
task.
3. To sort note types, click the note header by which to sort.

Fastfind
Fastfind is the little box in the upper left corner under the
word Desktop. This can be used to find just about anything in
the system – and all you need is the first few letters of
whatever it is you are working on.
• To find a Candidate: Plug in the first few letters of the
first and last name
• Example: Thomas Kleven
• You would only need th kl
• This will provide everything candidate that First name
starts with the Th and Last name Kl
• Also works for Clients: enter the letters same as described
above, making sure to separate words with a space.

97

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