Resume screening rubric template

Document Control and Requisition Identification

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1. Requester & Subject Details

1.1 Purpose and Operating Scope

This rubric establishes an objective, evidence-based method for evaluating candidate resumes and application materials for vacancies at [ORGANIZATION_NAME]. The tool standardizes candidate shortlisting against verified job requirements, reduces subjective bias, and ensures recruitment decisions align with bona fide occupational requirements (BFOR) and human rights standards.

The [OWNER_OR_MANAGER] or designated hiring supervisor completes this evaluation for every resume received before extending an invitation for an initial interview.

1.2 Candidate Evaluation Log

Candidate and Requisition Header

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2. Request or Assessment Information

2.1 Axis Definitions and Rating Anchor Scale

Evaluators must score each criterion using only the defined 4-point rating scale. Scores must be grounded strictly in documented evidence from the applicant's resume, cover letter, or portfolio. Occupational competencies should align with structured job profiles.

Screening Rating Anchor Scale

2.2 The Evaluation Matrix

The evaluation matrix contains 8 operational criteria weighted by operational necessity. Total weight must equal 100%. The evaluator assigns a rating of 1 to 4 for each row and computes the weighted score.

Candidate Resume Evaluation Grid

2.3 Worked Example

The following row illustrates a completed assessment for Criterion 2 (Direct Functional Experience) for an applicant with five years of relevant industry experience.

Worked Example Row

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3. Supporting Documentation

3.1 Verification and Accommodation Rules

1. Verification of Materials: The evaluator must inspect submitted documents (resume, cover letter, trade credentials, or portfolios) against the requirements defined in the active job requisition.
2. Accessibility Standards: Where a candidate requests an accessible alternative format or process accommodation, [ORGANIZATION_NAME] must provide accommodation up to the point of undue hardship in accordance with accessible employment standards.
3. Prohibited Assessment Inquiries: Evaluators must disregard personal identifiers that indicate protected grounds under human rights legislation, including age, family status, race, religious beliefs, disability, gender identity, place of origin, or irrelevant criminal history.
4. Foreign Credentials: Evaluators must assess equivalent international experience and qualifications objectively against functional competencies.

3.2 Candidate Personal Information Handling

All application records contain personal information. Evaluators must handle candidate data in compliance with applicable provincial and federal privacy legislation:

• Store completed rubrics in [FILE_LOCATION] or upload directly to [HRIS_NAME].
• Never transmit unencrypted applicant files via personal communication channels.
• Restrict rubric access to [OWNER_OR_MANAGER] and designated hiring decision-makers.

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4. Review & Decision

4.1 Scoring Calculation and Decision Thresholds

The evaluator calculates the final composite score by summing all individual weighted scores:

$$\text{Final Weighted Score} = \sum (\text{Individual Criterion Rating} \times \text{Criterion Weight})$$

The final score determines the recruitment disposition according to the thresholds below.

Decision Action Thresholds

4.2 Selection Audit and Consistency Check

Before scheduling interviews, [OWNER_OR_MANAGER] must verify that all applicants within the same requisition pool were evaluated using identical criteria and weightings.

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5. Approval & Recordkeeping

5.1 Requisition Sign-Off

Hiring Authority Sign-Off

5.2 Record Retention Schedule

[ORGANIZATION_NAME] retains all recruitment documentation to support defensible hiring decisions and comply with audit requirements.

Recruitment Record Retention Schedule

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What to fill in

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