Review Job Needs
What is necessary for success in the position?
* Knowledge
* Skills
* Abilities
* Traits or characteristics
Review Applications/Resumes
* Does the applicant possess the minimum education/experience required?
* Are there gaps in the work record?
* What additional information is needed?
Think about separating applications/resumes into three groups.
* "A" = Meets Key Criteria
You may wish to screen these candidates by telephone before having an interview set up,
particularly if they would be coming from a distance.
* "B" = Does Not Meet Key Criteria
But could be considered.
* "C" = Does Not Meet Criteria
After completing Applicant Cover Sheets, return "C" files promptly to Human Resources so the H.R. Rep can complete the tracking process.
Identify Interviewer(s)
Determine who else will interview the candidates and what their role is in the hiring process, particularly if a selection committee is involved.
Prepare Format and Setting
Formulate questions to meet objectives set for the interview. Pattern the interview format to insure each applicant is:
# questioned about the same job-related areas,
# allotted the same amount of time to answer questions,
# given the same test(s), if any.
As a predictor of the applicant's success on the job, all employment tests must be job related.
As the federal government requires employers to demonstrate validity of all employment tests, any tests to be given must be approved in advance by the Human Resources Office.
Select a setting that will provide privacy and physical comfort. Arrange coverage of telephone calls and visitors.
Opening the Interview
Set Tone
* Be prompt and welcoming.
* Give your name/title clearly.
* Address the applicant by name.
Initiate Relaxed Flow of Information
Draw the applicant into small talk -- weather, hobbies, etc. Ask a transitition question such as "How did you happen to become interested in the Institution?"
Explain Interview Process
You might say something like "Before we start, let me give you some idea of what I'd like to cover in the next hour. I want to review your background so we can see if this position is suited to your talents and interests. So, I'd like to hear about your jobs, education, interests and anything else you'd like to tell me. And after we've covered your background, I want to give you some information about our organization and the job, and answer any questions you may have."
Take Notes
* Tell the applicant that from time to time you will take notes to ensure you remember important points
* Jot down key words or phrases in an unobstrusive way.
Continuing the Interview
Your Job As Interviewer
Ask questions that are:
* broad, open-ended,
* job-related, objective, meaningful,
* direct, clear, understood,
* related to the applicant's:
1. education/training,
2. work history in chronological order,
3. attitudes toward work, people, working conditions,
4. goals, motivation and self-evaluation,
5. possible reaction to specific situations with the job
e.g., pressure, peak loads, supervision.
Listen -- the more you talk, the less you learn about the applicant. Ask follow-up questions -- "how", "why". Maintain control of the process. If pace lags, or if the applicant talks too much or focuses on irrelevant subjects, say, "Let's go back to..." or "Tell me a little more about..."
Provide honest information about the job:
* provide a full job description,
* explain the operation of the department/group,
* describe working conditions, hours, special policies or procedures
* of the department/group be realistic -- don't undersell or oversell.
Types of Questions You May Wish To Ask
(if applicable to position)
Work History - Descriptive
To obtain specific information and to fill in gaps on the application:
Tell me a little more about the duties of your present/last job.
What are/were the major responsibilities in your present/last job?
What do/did you spend the most time doing and how much time is/was spent doing it?
What do/did you particularly enjoy doing in your job?
There are generally several reasons for leaving a job.What are/were some of your reasons?
Work History - Evaluative
To obtain information about attitudes and motivation toward work:
What are/were some of the aspects of your job that you feel particularly good about,
and why do you feel that way about them?
What are/were some of the more rewarding aspects of your work/job?
How has your job prepared you to assume greater responsibilities?
What do you feel are/were the greatest frustrations in your present/last job? Why?
What is your general impression of the present/last organization/deparment
for which you worked?
What do/did you particularly like or dislike about your job?
How do you feel your work history reflects your job objectives and your abilities?
Working Conditions and Work Relationships
To obtain information about personality characteristics in the work environment:
How do/did the people you worked with affect your job?
If there are/were negative interactions, how can/could they be/have been improved?
What is/was the working environment in your present/last job?
Describe your working relationship with your supervisor and co-workers.
In all jobs, there are heavy and light periods. What do/did you do in such cases?
If there are/were difficulties in your job/how was the situation handled?
Applicant's Goals and Job Objectives
To determine the appropriateness of your position for the applicant:
Why did you apply for this particular position?
How do you feel your qualifications can best contribute to getting the job done?
What is important to you in a job and why would those factors be important?
What are your career objectives and how are you preparing yourself to reach them?
Applicant's Self-Evaluation
What gives/gave you the most satisfaction in your present/last job? Why?
How do you feel you could make the best contribution to the Institution?
What do you feel are your outstanding strengths? Your primary weaknesses?
Testing
* Conduct the test in a private, comfortable area free of distraction
* Administer an identical test under similar conditions to all applicants applying for the same position.
* Explain instructions clearly.
* Give each applicant sufficient practice time if needed.
* Avoid the word "test" by saying "We need to check your ability in...."
Legal Considerations
The Affirmative Action Program reflects the Institution's efforts to eliminate discrimination in the employment selection process.
The interview must avoid areas that could inadvertently be the source of legal violations. Unless the infomation you seek is directly related to job performance, questions in the following areas are viewed as an abridgement of equal employment opportunity and have legal consequences for the Institution. The Equal Employment Opportunity Commission (EEOC) considers several areas of discussion particularly sensitive and unacceptable:
* Age: All questions designed to discover age. The only permissible question is whether the applicant is over the State minimum legal employment age of 18 (special regulations apply to minors under age 18).
* Arrest Record: All questions relating to arrests.
* Citizenship/Natural Origin: All questions relating to citizenship, lineage, ancestry, national origin, descent, birthplace, mother tongue.
* Education: All questions relating to a degree when a degree is not necessary for the job.
* Financial/Credit Status: All questions about financial condition/credit rating. May ask about minimum salary requirements.
* Gender or Sex-linked Information/Sexual Orientation: Avoid all comments about gender. If you would not ask a question of a man, do not ask it of a woman, and vice versa.
* Health/Handicap: All questions about health not related to specific job requirements; handicaps and nature/severity of handicaps.
* Marital Status/Family Status/Child Care Needs: All questions about whether the applicant is married, single, divorced, number and age of children, child care needs, or spouse's job.
* Military/Veteran Status: All questions about type or condition of discharge.
* Organizations: All questions relating to organizations whose names or character may indicate economic or social class, race, sex, marital status, religion.
* Pregnancy: All questions about pregnancy or medical history concerning pregnancy.
* Race or Color: All questions about race or color.
* Religion: All questions to indicate or identify religious denomination or customs.
* Residence: All questions regarding renting or owning a home.
Closing the Interview
Insure that you and the candidate have concluded on common ground:
* ask if s/he has any other questions.
* summarize what has been discussed.
* review the next steps with a clear and honest timetable (and stick to it).
Be friendly and honest to the end of the interview; don't give false encouragement or go into details for rejection.
DO NOT MAKE A JOB OFFER OR ANY COMMITMENT
WITHOUT PRIOR APPROVAL FROM THE HUMAN RESOURCES OFFICE
Thank the applicant for his/her interest.
Evaluation and Selection
Evaluate:
* work experience, education/training,
* motivation and attitude,
* ability to perform the job,
* needs of the work group,
* departmental needs,
* affirmative action goals of the department and Institution,
* input from others who interviewed the applicant,
* employment verification and references (Human Resouces will assume this responsibility if you choose).
In this process, you must:
* Consult with your Deparment Chair/Administrative Manager to determine a salary recommendation and starting date to initiate the approval process.
* Complete applicant cover sheets for all candidates not selected and promptly return them, along with the files, to the Human Resources Office for finalization of the tracking process.
Wednesday, November 14, 2007
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