Learning Objectives

By the end of this lesson, trainees will be able to:

• Communicate candidate selection decisions clearly and professionally to HR and management.
• Use standardized language in trackers, emails, and internal messages.
• Escalate candidate approvals or concerns efficiently to avoid onboarding delays.
• Recognize the importance of documentation for compliance, payroll, and event readiness.

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Lesson Content

1. Why Communication Matters

In recruiting, a good hire is only as strong as how well you document and communicate it.

RSS relies on clear, complete communication between recruiters, HR, and management to:

• Ensure all compliance documents are verified before onboarding.
• Prevent duplicated work (e.g., re-screening or re-contacting candidates).
• Maintain audit trails for contracts and staffing accountability.
• Avoid last-minute crises during event mobilization.

Example:
If HR receives a candidate “ready for onboarding,” but the guard card is missing or expired, RSS loses time verifying the issue — possibly missing coverage requirements.

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2. The Selection Flow

The Recruiter’s job doesn’t end with screening — it ends with clean handoff.

Step-by-Step Process:

1. Review candidate fit → confirm Advance/Hold/Reject in the tracker.
2. Attach or confirm compliance docs (guard card, ID, permits).
3. Add clear tracker note:
   • Example: “Advance – Event Security | Guard card verified | CPR current | Available July 6–15 | Reliable communication | Referred to HR 6/25 for onboarding.”
4. Send a summary email to HR with 2–3 sentences explaining the recommendation.
5. CC or notify management if the role is high-priority (e.g., event staff or supervisor candidates).
6. Update the status column in the tracker to reflect communication sent (e.g., “Forwarded to HR,” “Pending HR review,” “Hired”).

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3. What HR Needs to Know

HR needs concise, relevant data — not your entire interview notes.
Include the who, what, and why:

HR Wants to Know	Recruiter Should Provide
Who is being recommended	Full name, role, contact info
What position and event	Job title, client/event name
Why the candidate fits	2–3 sentence justification referencing compliance, experience, or reliability
What action is needed	“Proceed to onboarding” or “Verify compliance docs first”
When coverage is needed	Start date or event duration

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4. Email Templates (Recruiter → HR/Management)

A. Strong “Advance to Onboarding” Example

Subject: Candidate Selection – [Candidate Name] – [Event/Role]

Hi [HR Name],

Please move forward with onboarding for [Candidate Name] for the [Event Name or Site] assignment.

• Guard Card verified (expires [Date])
• CPR certification current
• Available for all required shifts
• Strong communication and professional demeanor

Tracker updated and documents attached in a shared folder.

Thank you,
[Your Name]

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B. “Hold” Example

Subject: Candidate Hold – [Candidate Name] – [Role]

Hi [HR Name],

Following screening, I recommend placing [Candidate Name] on hold pending guard card renewal (expired [Date]). Candidate is friendly, reliable, and a potential fit for future events once renewal is complete.

Tracker updated with details under “Hold” tab.

Thank you,
[Your Name]

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C. “Reject” Example

Subject: Candidate Not Advanced – [Candidate Name]

Hi [HR Name],

Please note that [Candidate Name] will not be moved forward at this time. Candidate lacks valid compliance credentials and did not demonstrate reliability during screening. No follow-up needed unless the candidate reapplies post-renewal.

Tracker updated accordingly.

Best,
[Your Name]

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D. Management Update Example (High-Priority Event)

Subject: Candidate Selections – [Event Name] (Preliminary List)

Hi [Manager Name] / [Operations Lead],

Below is the list of candidates screened and advanced to HR for the upcoming [Event Name]:

• Jordan Miles – Event Guard (Confirmed)
• [Candidate 2 Name] – Supervisor Candidate (Pending reference)
• [Candidate 3 Name] – Admin Support (Hold until background clears)

All details are logged in the shared tracker under the “Event Staffing – July” tab.
HR is processing onboarding for confirmed candidates.

Best,
[Your Name]

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5. Common Communication Pitfalls

Pitfall	Why It’s a Problem	Solution
Sending vague messages	HR has to follow up repeatedly	Always include event name, role, and status
Not updating tracker after sending email	Misalignment between HR and recruiting	Immediately log status after communication
Forwarding incomplete files	Onboarding delays	Confirm all required documents are attached
Forgetting to notify management	Scheduling errors, missed deadlines	CC operations when event staffing changes occur

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6. The Compliance Link

Remember: Recruiter documentation is legally binding evidence if an audit or incident occurs.
If a candidate is hired without proper communication and documentation, RSS may be found out of compliance with state and client requirements.

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Activity / Deliverable

Trainees must:

• Update a sample tracker to reflect both communications.
• Review 2 mock candidate outcomes from the prior lesson (Advance and Hold).
• Draft an email to HR and one to management summarizing their decisions.
• Your responses and emails must be unique/original and not copied from the examples shared in this or previous lessons.

RSS Mock HR & Management Communication Exercises

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Scenario Overview

You are an RSS Recruiter Trainee responsible for communicating hiring decisions to HR and management after completing candidate evaluations. Your goal is to demonstrate clear, professional, and complete communication — ensuring HR has everything needed to process onboarding without delays and management has visibility into staffing progress.

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Candidate 1: Advance to Onboarding

Name: Jordan Miles
Role: Event Security Guard – AKA Sorority Leadership Forum (Anaheim Convention Center)
Availability: July 6–15
Experience Summary:

• 3 years event security with Allied Universal
• CPR / First Aid Certified
• Excellent communication, professional demeanor
• Reliable transportation

Status: Advance

HR Notes: All compliance documents verified and uploaded to shared folder.

Candidate 2: Hold Pending Compliance

Name: Crystal Vega
Role: Lobby Security – Corporate Client (Downtown L.A.)
Availability: Weekdays, 7am–3pm
Experience Summary:

• 6 months residential concierge
• 2 years retail customer service
• Friendly and respectful, but lacks corporate security experience
• Guard card expired 8/2024
• No CPR certification

Status: Hold

HR Notes: Guard card renewal pending; background check incomplete.

Communication Exercises & Tracker Download

Trainee Deliverable Submission

Using the Tracker document download above, trainees must submit:

1. Two email drafts (HR + Management) for Jordan Miles.
2. One email draft (HR) for Crystal Vega.
3. Screenshot or file of updated Recruiting Tracker (may use provided template).
4. Upload the completed tracker document in the quiz below, where indicated.