Select2Perform InterView User s Guide

Transcription

1 Select2Perform InterView User s Guide

2 Table of Contents INTRODUCTION 1 Licensing 1 Competencies and Custom Questions 1 Interview Guides 1 MANAGING COMPETENCIES 2 Adding a Competency 2 Viewing a Competency 4 Deleting a Competency 5 Importing Competencies 5 CREATING AN INTERVIEW GUIDE 7 Choosing a Template 7 Creating the Cover Page and Instructions 9 Selecting the Job Characteristics 12 Assigning Questions to Each Interviewer Role 13 Creating a Job with an InterView Sitting 17 Sending Guides and Sessions to Interviewers 21 Administering an Interview Guide from a Saved Job 22 Escoring an Interview 23 Viewing the Scoring Form 25 Viewing the Status of an Interview 28 THE JOB SUMMARY REPORT 31

3 Managing Interview Sessions 33 Rank Order 35 Recommendation 35 Viewing the Detail Report for an Interview Sitting 35 USING THE HTML EDITOR 39

4 Introduction The Select2Perform InterView Guide Builder helps companies build structured, competency-based interview guides. In addition to over 300 competency-based questions linked to SHL s proprietary competency model, you may also choose to use our tool to house your own models and interview questions in the InterView system. You determine competency selection from job analysis results or your competency model. Each role should have at least 5-6 competency questions. Ideally, each role should have questions from the same competencies to ensure reliability. SHL worked with PDRI, Personnel Decisions Research Institutes, to create a comprehensive competency model that contains uni-dimensional competencies for the purposes of creating and categorizing SHL assessment and interview content. PDRI is a research and consulting firm in the field of industrial-organizational psycholshlogy. Many organizations approach competency modeling differently and include competencies that consist of multiple KSAOs (Knowledge, Skill, Ability, Other). SHL validated this model using ratings of subject matter experts to examine overlap in competency names and definitions, and then modified the model accordingly to ensure each competency was unique. Licensing Your company must be licensed to use InterView in order to administer guides. A separate license controls the ability to link guides to jobs and rate candidates. Competencies and Custom Questions A competency is a characteristic that is required for performance in a particular job. Competencies may include one or more knowledge, skill, or ability, but they can include other characteristics such as values, motivation, initiative, and self-control. The InterView tool offers seven categories of questions: Knowledge, Skill, Ability, Other, Competency, Introductory Questions and Minimum Qualifications. If your permissions allow, there are two ways to enter your organization s custom questions into the InterView system. The Introductory questions cover important areas including past experience, interest in the job and company, expectations about compensation, and other areas such as travel. These questions may be used during an initial phone screen interview with candidates. An example of an introductory question is: Why are you interested in this job? The Competency-Based questions are designed to elicit structured, situation, behavior, outcome responses from candidates. They are focused on job-relevant behaviors that a candidate has exhibited in the past. An example of a competency-based question is: Describe a time you had to design a new process or procedure at work. What were the obstacles to designing the new process, and how did the situation turn out? Custom questions can be added by your organization within each competency area for a single role during creating a guide wizard. However, if you would like to use the questions for multiple jobs and have the option use them each time you create a guide, then SHL Professional Services can add your proprietary questions to the system or based on your permissions, you can add your own custom questions. Refer to Manage Competencies section later in this document. As with any selection process, competencies should be chosen based on critical requirements for your jobs. SHL strongly recommends (and case law, Federal guidelines, and research support) conducting a job analysis prior to determining appropriate competencies to include in your hiring process. Interview Guides Each guide produced by the Interview Guide Builder contains the interview questions for a specific interviewer role and a specific job. Defining the guides by role versus creating it for a specific interviewer means that you can send the guide to many people who share the same interviewer role. The guide can include sections for the questions, note taking and comments, Page 1

5 ratings on each question and an overall rating form. The guide is rendered in PDF and is not editable so that the structured nature of the interview guide is preserved. Managing Competencies If your permissions allow, you can manage competencies for your company. Select2Perform groups interview questions by competency. Each competency can contain 0 to many interview questions and one anchor table. The tabbed environment allows the user to tie competencies to job families and Interview questions, which can be used for creating interview guides. Adding a Competency 1. Click the Assessments menu and under InterView, click Manage Competencies. The Search for Existing Competencies screen displays. 2. Click Add. The Enter Competency Information screen displays with General tab open. 3. Enter the name of the competency in the Name field. The name will display in the interview guide. 4. Click the Check button to check if the name already exists in the database. If it doesn't exist, click OK in the Results window. Otherwise, enter a different name for the competency. Page 2

6 5. Enter a brief description of the competency in the Description field to help better identify the characteristic. 6. Click the Type list arrow and select Ability, Knowledge, Skill, Other, Competency, Introduction Questions, or Minimum Qualifications. 7. Select a Job Family to associate with this competency question. You can assign one to many Job Families to a single question. This competency will only be available when one of the job family values is selected in the interview guide. InterView Questions Tab In the InterView Questions tab, you add questions and probes that will be associated to this competency. 1. To include this competency for interview guides, select the Enabled checkbox. 2. Enter the competency name to display in the guide in the Label field. 3. Click the Check button to check if the label already exists in the database. If it doesn't exist, click OK in the Results window. Otherwise, enter a different label for the competency. 4. Enter a description for this group of questions that will display in the interview guide. 5. Click the Enabled checkbox to add interview questions to this competency. 6. Click the Add Question button to add interview questions to the competency. 7. The Add Interview Guide Question screen displays. 8. To enter the interview question, click the + button in the Click + for formatting options field. If you selected Introductory Questions or Minimum Qualifications from the Type dropdown for this competency, you can select the format as None or Paragraph. None is selected by default. If you selected any other type of competency from the Type dropdown, you can select the format as SBO, Paragraph or None. SBO is set as a default. If you selected Knowledge, Skill, Ability, Other, or Competency, from the Type dropdown, you can select the Rating checkbox. The Rating checkbox is selected by default. De-select the checkbox if you do not want rating tables to display for this competency. If you selected Knowledge, Skill, Ability, Other, or Competency, from the Type dropdown, you can select the Comment checkbox. Select the checkbox if you want the Comments section to display for this competency. To set a page break after this question in the interview guide, select the Pagebreak checkbox. 9. Click Done when you are finished entering questions. 10. Click Add Question and continue to enter question text. InterView Anchors Tab In the InterView Anchors tab, you add anchor text that will be associated with this competency. When the Displays Anchors checkbox is enabled, associated interview questions displays anchor table while guide is viewed or printed. 1. The Displays Anchors checkbox is selected by default. De-select the checkbox if you do not want anchors to display for this competency. Page 3

7 2. If you selected Introductory Questions or Minimum Qualifications from the Type dropdown for this competency, the Displays Anchors checkbox can not be selected. 3. The Scale Label field displays text that was entered by SHL for your company. This scale label displays for all competencies under the company. 4. Enter the anchor text for each scale by clicking the + button in the Click + for formatting options field. Type the text and use any of the formatting buttons if necessary. 5. Click Done. 6. When you are finished entering interview questions, click Add. The competency is saved. Viewing a Competency 1. Click the Assessments menu and under InterView, click Manage Competencies. The Search for Existing Competencies screen displays. 2. Enter your search criteria in the appropriate fields. 3. Click Search. The competency list displays. The Search for Existing Competencies screen provides searching options that allow you to display only the list items that meet your specific criteria. To display all items in the list without applying criteria, leave the Search fields blank and click the Search button. NOTE: The list displays only 250 records. To see the most relevant list of jobs, refine your search criteria. 4. Click the row of the competency you want to view. The View Competency Information screen displays with General tab open. 5. Name - The name of the competency is displayed in the Name field. The name will display in the interview guide. 6. Description - A brief description of the competency is displayed in the Description field. 7. Type - The selected type of the competency. Ability, Knowledge, Skill, Other, Competency, Introduction Questions, or Minimum Qualifications. 8. Job Families - Selected Job Family that is associated with this competency question is displayed. InterView Questions Tab 1. Enabled - If there are no interview questions associated with this competency, this box is de-selected. Page 4

8 2. Label The entered value is displayed in the guide. 3. Description - The entered value is displayed in the guide. 4. The Interview Questions table displays the list of questions. InterView Anchors Tab Note: Interview Anchors do not apply to the Introductory Questions or Minimum Qualifications competency types. 1. Scale Label - Displays text that was entered by SHL for your company. This scale label displays for all competencies under the company. 2. When you are finished reviewing competency, click Back. The Search for Existing Competencies screen is displayed. Deleting a Competency Use caution when deleting a competency. Competencies are tied to interview guides. To delete a competency, use the following steps: 1. Click the Assessments menu and under InterView, click Manage Competencies. The Search for Existing Competencies screen displays. 2. Enter your search criteria in the appropriate boxes. 3. Click Search. A list of competencies displays. The Search for Existing Competencies screen provides searching options that allow you to display only the list items that meet your specific criteria. To display all items in the list without applying criteria, leave the Search fields blank and click the Search button. NOTE: The list displays only 250 records. To see the most relevant list of jobs, refine your search criteria. 4. Click the Delete (X) button of the competency that you want to remove. The Verify Competency For Removal screen displays. 5. Click Remove. A confirmation dialog box displays. 6. Click OK. The competency is removed. Importing Competencies Please note: A limit of 250 competencies can be imported at one time. Page 5

9 If your user role permits, you can import up to 250 competencies at one time. To import a competency, use the following steps: 1. Click the Assessments menu and under InterView, click Manage Competencies. The Search for Existing Competencies screen displays. 2. Click Import. The Import Competency List screen displays. 3. Do one of the following: In the field, type the path and file name to import. If you have a spreadsheet of competencies, you can import the data if it is formatted as below: compname description type jobfamily anchorlow anchormedium anchorhigh complabel format questiontext probe NOTE: You must have the column headings labeled exactly as shown above. The table below gives you the brief description of each column. Column compname description type jobfamily anchorlow anchormedium anchorhigh complabel format Description The internal name of the competency. This displays in the Interview Guide Wizard but not in the output guide. When a match is found in the database, interview questions will be added to the existing competency. When the name matches but the label does not, the system does not overwrite the label. The user will change the label manually. The Description helps users select the correct competency in the Interview Guide Wizard. The Description field is required so if no data is found in the spreadsheet, the system will populate the field with the complabel value. The type of competency - either Knowledge, Skill, Ability, Other, Competency, Introductory or Minimum Qualifications question. The type determines settings for the competency. If not found in the spreadsheet, the system will default to Other. The job family grouping of the competency. The competency can only be used in guides assigned to the job family. If the competency can be assigned to all job families, use All. If the job family does not match in the company account, the system will leave the job family column blank. The text to display in the anchor table in the column for low ratings. The system will automatically create the table from the data in the three anchor fields. The text to display in the anchor table in the column for medium ratings. The system will automatically create the table from the data in the three anchor fields. The text to display in the anchor table in the column for high ratings. The system will automatically create the table from the data in the three anchor fields. The external name of the competency. This displays in the output guide. When a competency name and label match is found in the database, interview questions will be added to the existing competency. When a competency label matches, but the name does not match in the database, interview questions will be added to the existing competency. SBO (Situation, Behavior, Outcome), Paragraph, or None. The format determines the table Page 6

10 questiontext probe Additional settings to display to capture comments during the interview. If no format is defined in the spreadsheet, the system looks at the type. For Introductory and Minimum Qualification types, the system defaults to None for the format. For all other types, the system defaults to SBO for the format. The text that displays in the interview question. If the column is blank, the system imports the competency so that questions can be added manually at a later time. Additional text to assist the interviewer when asking questions. Probes for SBO questions can include what to ask about the situation, behavior or outcome. The probes can be entered for each question but are not required. Comments and Pagebreak settings will be unchecked for each imported competency and its questions. Edit these settings manually for those competencies that apply. 4. Click the Browse button, navigate to the file, click the file name, and click Open. 5. Click Import. The Verify Competencies to Import screen displays with the data you imported. 6. Click Import again. The list of competencies is added. Creating an Interview Guide Interview Guide Builder is a tool that allows you to enter a job title and create one or more guides for the interviewers of the job. You will enter settings such as custom instruction text, select competencies or create custom questions, and assign the interview questions to one or more roles. Choosing a Template 1. Click the Assessments menu and under InterView click Add Interview Guide. The Create Interview Guide Step 1 of 4 screen displays: Page 7

11 2. Type the job position for which you are interviewing in the Job Title field. 3. Click the Check button to check if the name already exists in the database. If it doesn't exist, click OK in the Results window. Otherwise, enter a different name for the job title. 4. If you want to save an Interview guide as a template, click the Save as Template checkbox. NOTE: Templates are only used to create guides. Templates cannot be added to jobs or scored. Once a template is saved, it can not be converted into a guide. 5. Type a brief description in the Description field. This will help users identify the purpose of the guide. 6. The guides you create are assigned to your hiring team. If you are a member of more than one hiring team, you can select the team to be assigned to the guide. Click the Hiring Team list arrow and select a hiring team. If you select a hiring team, only those users in the hiring team and the users in the parent teams can view and use the guide. 7. Click the Job Family list arrow and select a job family to associate with this interview guide. The job family list helps group the guides by type. 8. If you want to create an interview guide based on a previously saved template, click the Copy from Template list arrow and select a template. If you choose a template, the system copies all the attributes, content, questions, and data from the existing guide to the new guide. You can change the attributes, content, questions, and data. The template list displays only templates that share the hiring team and job family. 9. The default for the Status is Active, which indicates that the guide can be used and, if you are licensed for scoring, added to jobs. If you are not finished working on the guide, select Inactive. You can search guides by the status and change a guide to Active when you are ready to use it. Page 8

12 10. If applicable, select the Location and Department. Locations can be set up under the Account Management >Account Settings> menu. Departments can be set up under the Account Management>Company Settings menu. Under Assign Interviewer Roles, enter at least one interviewer role (such as Supervisor, Peer, Human Resources) in the Role Label field. An interviewer role is the role of the person who will conduct the interview. You must enter at least one role to continue. Each interviewer will receive a guide with the questions that are appropriate for his or her. You will assign questions to each role (interviewer) under the Assigning Questions to Each Interviewer Role steps later in this page. To add another blank Role Label box, click the Add a role button. To remove a role, click the Delete (X) icon of the interviewer role. 11. Click Next. The Create Interview Guide Step 2 of 4 page displays. Creating the Cover Page and Instructions 1. Check the Question Page checkbox to include a summary page that lists all the questions assigned to the role in the section. The Question Summary page will display after the Introductory page. 2. To display the rating scales for the questions assigned to the role, click the Scoring Page checkbox. The Scoring page will display after the Question Summary page. 3. Cover page checkbox is checked by default. If you do not want to display cover page, uncheck the box. Otherwise, click the Enter Text button to enter cover page information. Page 9

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14 4. Click + in the Click + for formatting options field to edit text. Type the text and use any of the formatting buttons if necessary. 5. If you have purchased branding, your can logo display on the cover page. If you want a specific logo to display on the interview guide, click Select Logo. NOTE: The logo must be no larger than 720w x 943h and must be a.gif or.jpg file. The Select a Logo File to Upload box displays. Type the path that the file is located or click Browse and navigate to the file location and double-click the name. Click Upload. The logo displays. 6. If your permissions allow, you can enable or disable the checkbox for Starting and Closing instructions. Also based upon your permissions, you can edit the instruction text. 7. To include instructions to display at the beginning of the interview guide, select the Enable Starting Instructions checkbox. Default text displays in the Header and Text fields. To change the existing text, click the + button in the corresponding field. The text editor displays. For assistance using the editor, refer to the section Using the HTML Editor on page 39. Select the text you want to remove and press Delete. Type the text and use any of the formatting buttons if necessary. Click Done. 8. To force a page break after the starting instruction, click the Page Break checkbox and next competency will display on a new page. 9. To include instructions to display at the end of the interview guide, select the Enable Closing Instructions checkbox. Default text displays in the Header and Text fields. To change the existing text, click the + button in the corresponding field. The text editor displays. For assistance using the editor, refer to the section Using the HTML Editor on page 39. Select the text you want to remove and press Delete. Type the text and use any of the formatting buttons if necessary. Click Done. 10. Click Next. The Create Interview Guide Step 3 of 4 screen displays. Page 11

15 Selecting the Job Characteristics A list of job characteristics, or competencies, displays from the competency model. The list is filtered by the job family that you select on step If you know the competency that you want to select, you can type text in the Search box and click Go or press the Enter key. A list of competencies that contain the text you typed in the search box displays in the Select box. To narrow a list of job competencies by a specific type (Competency or Introductory Questions, for example) click the Type list arrow and select a characteristic. To view all categories, click All Types from the Types list. If you select Introductory Questions, these include: Compensation Expectations - includes questions about a candidate's expectations regarding salary and total compensation. Experience - includes questions about a candidate's previous work experience. Interest - includes questions about a candidate's interest in the company and the job. Additionally, some of the questions refer to general career interest. Other - includes questions about a candidate's ability to travel, his or her geographic preferences, and other basic questions that may be important to include in an interview. If you select Minimum Qualification questions, the Minimum Qualification Labels fields display. The Pass Label default is Met and the Fail Label is Not Met. You can modify the labels by entering different text. These labels display in the interview guide and the rating form. Note: Your company settings determine whether you can see characteristics from SHL s competency model or only your company s competencies. 2. Select the characteristics you want to assign to any of the roles you created on step 1 and click the Add button. Page 12

16 You can also double-click a job characteristic to add to the Selected box. The job characteristics display in the Selected box. To reorder a job characteristic in the Selected box, select a job characteristic and click either the Move Up or Move Down button to move a job characteristic. To remove a job characteristic from the Selected box, select a job characteristic and click the Remove button. To remove all of the job characteristics from the list, click the Remove All button. To view the description of a job characteristic, select the job characteristic and click the View Description button. The Job Characteristic Description screen displays. Click Close to exit the screen. 3. Click Next. The Create Interview Guide Step 4 of 4 screen displays. Assigning Questions to Each Interviewer Role Step 4 of 4 displays each selected competency name and the questions associated it. You can manage the interview questions by moving them up or down to change the sequence of display in the guides, entering custom interview questions, and assigning questions to the interviewer roles. You do not have to assign all questions to the roles but you must assign at least one question to each role. Questions designed for leadership or higher-level jobs are marked "Advanced." Creating Custom Interview Questions If your permissions allow, you can manage your own custom questions. To add interview questions to the guide, use the following steps: 1. From the Create Interview Guide Step 4 of 4 screen, click Add Question under the job characteristic. Page 13

17 The Add Interview Guide Custom Question box displays. Page 14

18 2. Click the + button in the Click + for formatting options field. The text editor displays. For assistance using the editor, refer to the section Using the HTML Editor on page 39. Type the text and use any of the formatting buttons if necessary. Click Done. 3. If applicable, you can enter probing questions to ask more questions relating to the main question. There are three types of follow-up probing questions regarding the situation, behavior, and outcome such as: Situation: What were the circumstances surrounding the situation? Behavior: How did you respond to the situation? Outcome: What was the outcome or result of your efforts in the situation? 4. Click the + button next in the Click + for formatting options field. 5. Click Add. The question is added at the bottom of the list of that section. Managing Interview Questions Page 15

19 Based upon your permissions, custom questions can be edited or deleted by clicking the corresponding icons in the Edit column. System-generated standard questions cannot be edited or deleted. You can copy the standard question text and create a custom question by modifying the text. 1. To change the question order, click either the Up arrow or Down arrow of the question in the Move column. 2. Select a question format from the Format drop-down list. Each of these types of interview questions requires different types of notes to be taken during the interview. Refer to the following before choosing the format: SBO (Situation, Behavior, Outcome) -- allows you to separate the notes into the situation, behavior, and outcome. SBO format is only available for Competency type questions. 3. Paragraph -- allows you to enter notes in a less structured format about the candidate s actions, behaviors, and responses that demonstrate the dimension. Introductory questions only have None and Paragraph format. 4. None--choose not to display any space for writing comments. 5. To include probing questions, click Probes. 6. To include a comments section in the question, click the Comments checkbox in the Comments column. The Comments section is for the interviewer's comments on the candidate. 7. To include 1-5 scale ratings in rating form, click Rating Table. Assigning Interview Questions to a Role 1. To assign an interview question to an interviewer role, click the checkbox of the role name. You don't have to assign every question to a role. To preview the interview guide for a specific role, click the Preview in PDF icon of the specific role under Total Questions and Number Assigned at the bottom of the screen. To preview the interview guide in HTML, click the Preview in HTML icon at the bottom of the screen. 2. To display rating guidelines table (Anchor table) at the end of each competency, click Display Competency Rating Guidelines checkbox. To force a page break after the rating guidelines table, click the PgBrk checkbox and next competency will display on a new page. 3. After entering interview questions and selecting question formats, click Add. The interview guide is saved and the Interview Guide Confirmation Page screen displays. Viewing and Printing the Interview Guide Each competency has a rating section. Most common is the Below Average 1-2, Average 3, Above Average 4-5 rating. Some competency sections display a rating table that defines Below Average, Average, and Above Average. If you are having problems printing background images such as a logo or graphics on the title page, refer to Knowledgebase article Page 16

20 1. To display instructions on how to use the interview guide, click View Guide Instructions. Note: Custom Instruction Guide can be uploaded by SHL for your company. 2. To display the interview guide for a specific role in HTML, click the View Guide button within the section of the role. 3. To display and print the interview guide for a specific role in.pdf format, click the PDF button. 4. To the interview guides, click the Guides button. Refer to Assigning Interviewers. 5. When you are finished viewing and printing, click Done. Creating a Job A job represents an open position with competencies that can be measured by testing or interviewing candidates. Using a structured interview for the job s candidates provides consistency in the hiring process. You can send InterView guides to Interviewers without creating a job. But if you want to score the ratings, create a job and assign the guide and scoring parameters. Send sessions to the raters and the scores will display in the Job Summary Report. If you are licensed for testing, you can combine test sittings with interview sittings and track the candidate throughout the hiring process. For instructions on creating a job with test sittings, see the User Guide.doc. Creating a Job with an InterView Sitting Before creating a job, review the following rules: All candidates in a job are measured using the same interview guides Access to jobs is controlled by hiring teams and roles. A job can only be deleted if there is no activity associated with it. To create a job, use the following steps: 1. Click the Assessments menu and under Jobs click Add Job. The Add Job Information screen displays. Page 17

21 2. Click the Advanced setup using Tests, Libraries or Job Templates option. The Add Job Information screen displays: 3. Type a name for the job in the Job Title box. 4. If applicable, type a reference in the Reference box. This can be a purchase order number, cost center, or other reference value. 5. Select the Application Form. You can select the one created for your company or the default one. 6. The default status is Active. If the job is not ready for candidates to access, de-select the Active box. NOTE: The job must be active for new sessions to be created. In the inactive state, Interviewers can complete rating sessions but new sessions cannot be created. 7. Click the Favorite checkbox to add this job to the Favorite Jobs list in the Activity area on the home page. 8. To add an interview sitting, click the plus sign and select the Interview icon. Page 18

22 9. The Report label indicates the text that will display in the header of the Job Summary report. The label defaults to the job title but if you want to change the text, type a new label in the Report label field. 10. Select an interview guide from the Interview Guide drop-down list. 11. Click the Scoring Method list arrow and select one of the following scoring methods: a. Role Based each interviewer will enter ratings for his or her role. Those scores will be combined into an overall score. b. Consensus A user will input one set of scores, which represent the consensus of all the raters. c. None - indicates that the raters will not input scores. 12. If you have a group of interviewers who are responsible for all interviewing for the job, you can avoid entering their information for each candidate by setting up default interviewers. Click the Add Interviewer button. Select the appropriate role from the list of roles in the selected guide. Enter the First Name, Last Name, and a valid . Select the contents of the . You can choose any combination of: Instructions, Guide, Scoring Session. If Role Based scoring is assigned to this interview session and Enable Recommendation is selected under Company Settings, the Primary checkbox displays. To indicate that this interviewer role is the primary role, select the Primary checkbox. This allows the interviewer s recommendation status to override all others entered. Add other interviewers by repeating the steps. The interviewer's information displays in the Default Interviewers list. For Consensus scoring, complete the First name, Last name and fields. The Consensus scorer is the person who enters the consolidated ratings from multiple interviewers. The consensus scoring session will include all questions assigned to any roles so that responses can be entered. 13. Click the More Options button to add additional optional information. 14. If you are combining test and interview sittings, you can select Multiple Use Links or Single Use Links option from the Job Links Type dropdown. If you are creating just the interview sitting for the job, you can ignore this field. 15. For Multiple Use Links, enter the maximum number of applications to accept for the position. 16. Lifetime indicates the number of applications made to date. Page 19

23 17. Available indicates the number of application available. 18. If applicable, type the name of the person managing this job in the Hiring Manager field. 19. Click the Job Start Date Calendar button and select the date that the position is open. 20. Click the Job End Date Calendar button and select the date that the position will end. When this date is passed, new interview sessions cannot be created but existing ones can be completed. 21. Type the number of days that you want the session to be expired in the Session Expiration Days field. When the # of days is reached, the rater cannot complete the session. 22. If you have combined test and interview sittings, you can enter custom text for the test sitting in the Candidate Text box. If you only have an interview sitting, you can ignore this field. 23. You can type a Job Description in the Job Description box. 24. You can add Notes in the Notes box. 25. Click the Save and Return button to save your settings. You will be returned to the Add Job Information screen. 26. If you are not ready to send guides and sessions, click the Save and Close button. 27. If you want to administer the job, click the Administer Job button. The job is saved and you are taken to the administration page. 28. On this page you can set up the result notification to administrator. The recipient must log into the system to see the detailed score results. 29. To have notifications sent, type the address of the person(s) who will receive the notification in the Results To field. You can enter more than one administrator s addresses in this field. 30. You can send guide, instructions and/or scoring sessions to interviewers by clicking on to Interviewers button. to Interviewers button Click this button for interview only sessions. Refer to Assigning Interviewers. Page 20

24 escore Now button This button enables you to manually enter test responses to each part of the job. If the applicant has already registered for this job, use the escore button in the Summary Report. This button will only display for those with permission to escore. For assistance escoring, refer to Escoring an Interview. Sending Guides and Sessions to Interviewers After clicking the to Interviewers button on the Administer Job Link page, use the following steps: 1. If you are going to score a candidate, enter the Candidate First and Last Name fields. If the session will NOT be scored, the candidate name fields are not required. 2. In the Interviewers field, click the Guide and or Instructions checkbox(s) to the interview guide and/or the instructions guide. 3. The Session checkbox is selected by default. If you don't want this session to be scored and only the guide to be e- mailed, de-select this box. 4. If Role Based scoring is assigned to this interview session and Enable Recommendation is selected under Company Settings, the Primary checkbox displays. To indicate that this interviewer (role) is the primary interviewer (role), select the Primary checkbox. This allows this interviewer (role) to override other interviewers (roles) when determining recommendation. 5. To remove the interviewer, click Remove. 6. Add other interviewers by clicking Add Interviewer. For Consensus scoring, complete the First Name, Last Name, and fields under Consensus Scoring. The Page 21

25 Consensus scorer is the person who enters the consolidated ratings from multiple interviewers. Interviewers must reach an agreement on how a candidate should be scored for each competency area before entering scores into the system. NOTE: Once the consensus scoring is done, other scoring sessions are re-called. If you want scoring from all interview sessions, you must finish role-based scoring before you finish consensus scoring. 7. You can include a message to recipients receiving the interview guide. Enter text in the Subject Line field. 8. Click the + button next in the Click + forformatting options field. 9. Click Send. A confirmation screen displays. 10. Click Done. The interview guides are sent to the interviewers you indicated. Administering an Interview Guide from a Saved Job You can access the to Interviewers button by viewing the job and clicking the Administer button. Or you can search for the job and click on the Administer icon on the list page. The interviewers were assigned under the first step of Job creation. You can add interviewers within the Interview Guides to Interviewers screen. To the interview guide session, use the following steps: 1. If this interview session will have scoring (Role Based or Consensus), the Candidate First and Last Name fields are required. If the session will NOT have scoring, the candidate name fields are not required. 2. You can add more interviewers by completing the fields in the Interviewers section. 3. If Role Based scoring is assigned to this interview session, select the role (interviewer) of the interviewer. To indicate that this interviewer (role) is the primary interviewer (role), select the Primary checkbox. This allows this interviewer (role) to override other interviewers (roles) when determining recommendation. 4. To remove an Interviewer, click Remove. Add other interviewers by clicking Add Interviewer. 5. You can include a message to recipients receiving the interview guide. Enter text in the Subject Line field. 6. Click the + button next in the Click + for formatting options field. 7. Click Send. A confirmation screen displays. 8. Click Done. The interview guides are sent to the interviewers you indicated. Page 22

26 Escoring an Interview A benefit of the InterView tool is the ability to enter interview rating scores into the system to calculate overall interview scores for each candidate. This process removes user error in calculating overall scores for each candidate. It also quickly consolidates ratings from multiple interviewers, which benefits organizations that have interviewers for a single job in multiple locations. The escore Now button will only display for those with permission to escore. The escore Now button can be accessed: when the candidate has already registered for the job, clicking the escore button in the Summary Report (Assessments>Jobs>Manage Jobs>Search>Summary Report) from the Administer button from the Job list (Assessments>Jobs>Manage Jobs>Search) from the View Job Information screen and Administer button which displays Result Notification page (Assessments>Jobs>Manage Jobs>Search>click job>click Administer button) by entering the Session ID on the Log In screen. The ID is included in the with the interview guide. To escore an interview, use the following steps: 1. Click the escore Now button. The escore screen displays: 2. To enter/modify the candidate information, click the Edit button in the Candidate area. Enter the candidate information. When finished entering candidate information, click Update. Page 23

27 3. Click the Start Now button of the interview you want to score. The rating form displays: Page 24

28 4. If Enable Recommendation and Enable Comments checkboxes are enabled under Company Settings, the Recommended, Not Recommended radio buttons and Comments field is displayed. 5. Click Recommended or Not Recommended according to the overall rating. 6. Enter any overall comments in the Comments field. When Enable All Comments is enabled at the company setting, the comments field displays for each competency and question assigned to a rater. Click View Rating Guideline link to view the rating table. Click View Probes to view probes for the competency. 7. Enter the number for each corresponding answer. After entering a number, the system moves you automatically to the next row. 8. The radio buttons can also be used to enter answers. 9. To clear the result form and start over, click Clear All. 10. When you are finished entering the ratings, click Finish. A confirmation box displays. 11. Click Ok. The Summary Report displays. Viewing the Scoring Form To view the scoring form for an Interview Guide, use the following steps: 1. Click the Assessments menu and under Jobs click Manage Jobs. The Search for Existing Job(s) screen displays. 2. Enter your search criteria in the appropriate fields. 3. Click Search. The job list displays. 4. Click the Administer button of the Job you would like to view. The Administer Job Link screen displays. Page 25

29 5. Click the to Administrators button. The Interview Guides to Interviewers screen displays. You can look up the existing candidate by clicking on the Look Up button. Existing candidates can be searched by first name, last name or external code. 6. Select roles and assign interviewers. You can attach the Interview Guide and instructions to the interviewer s . If the session is role based, you must assign a primary interviewer. You can enter custom text for the interviewer s Click Send. Page 26

30 8. The Enter Interviewers Scores screen displays: 9. Enter your scores on the form as indicated. Page 27

31 10. Click Save and Exit to save your responses and exit the system. You will be able to return and finish the session. 11. Click Cancel to return to the session without saving or exiting. 12. Click Finish to finish now and exit the system. NOTE: You will not be able to return and edit the session. 13. Your session is complete. Viewing the Status of an Interview To view a summary report, use the following steps: 14. Click the Assessments menu and under Jobs click Manage Jobs. The Search for Existing Job(s) screen displays. 15. Enter your search criteria in the appropriate fields. 16. Click Search. The job list displays. 17. You can access the Summary Report screen by the following methods: From the Job list page, click Administer button ( ) and then Summary Report button. Click the Summary Report button ( ) of the job title you want to view. The Summary Report displays: The Status column indicates the following conditions for interview sittings: Not Started sessions have been sent to raters but no one has started rating. Additional sessions can be sent. No score displays. Click the link to resend or recall the session if needed. Pending at least one rater has entered scores but not all have completed their rating sessions. Sessions that have not been started can be resent or recalled and additional sessions can be added but no score displays. Completed all known raters have entered scores or consensus interviewer has entered scores. When consensus interviewer has completed scoring, other sessions are re-called. An overall score is computed if enough data is available. No other sessions can be added. Page 28

32 Click any of these links to display the Manage Interview Sessions for [Candidate Name]. Refer to the next topic Managing Interview Sessions. Refer to the following table for descriptions of each item: Item Show/Hide Description You can select candidate records and click Hide in the column header to hide them from this job summary view. Hidden candidates will not display for any user viewing this job summary report. To view all candidates, including hidden ones, click Show in the column header. Candidate rank order is determined by: Permission Required Rank 1) Did the candidates complete all sittings? If not, those who completed more sittings rank higher. 2) Compares overall score (if there is one) of the last sitting if the previous step has been met. X Last Name, First Name Start Date Recommend MQ Pass/Fail For more details, refer to the topic Ranking in this manual. Candidate's name given on the application form. The date the candidate first logged into the system to start the assessment process. A candidate is recommended if the primary interviewer (role) recommends and the passing score is reached. When consensus is involved, consensus interviewer is primary and no other role can be primary. For an interview, a recommendation will not display until all interview sessions are completed. Refer to the topic Recommend in this manual. Displays with the first sitting. Indicates if minimum qualifications were met on the application form. This item does not display if there isn't a Minimum Qualifications section on the application form. Overall Score Comparison of average for each competency for all interviewers (roles). X Competencies Detail Report Competencies (dimensions) are the levels of scoring that are derived from the Solution Setup. This detail of scoring may or may not be needed when deciding a hiring decision. Business Leadership and Leadership Dependability are examples of competencies. Click this button to view a detailed report of the candidate. For more details, refer to the topic Viewing the Job Detailed Report. X X Page 29

33 The Status column indicates the following conditions for interview sittings: Status Not Started sessions have been sent to raters but no one has started rating. Additional sessions can be sent. No score displays. Click the link to resend or recall the session if needed. Pending at least one rater has entered scores but not all have completed their rating sessions. Sessions that have not been started can be resent or recalled and additional sessions can be added but no score displays. Completed all known raters have entered scores. An overall score is computed if enough data is available. No other sessions can be added. X escore If the session is not completed, clicking the escore button allows you to enter responses manually if your user role permits. For assistance with escoring, refer to topic EScoring an Interview earlier in this manual. Completion Date The date when all sittings were completed. Start Now Begins the sitting if it has not been started. X To filter the Summary Report results, use the following steps: 1. Click Filter Results at the top of the screen. The Summary Report Filter box displays at the top of the screen: Refer to the following table when filtering the Summary Report results screen: Option Candidate First Function displays the results by specific candidate's first name. Select from the Begins with pulldown menu or Page 30

34 Name Candidate Last Name Application Start Date Completed Activity Type Completion Status Show Hidden Records type the name in the Candidate First Name field. displays the results by specific candidate's last name. Select from the Begins with pulldown menu or type the name in the Candidate Last Name field. displays the results by specific date range. Click the From calendar button and select a start date. Click the To calendar button and select an end date. filter by job, application form or sittings based upon your search criteria. Click the From calendar button and select a start date. Click the To calendar button and select an end date. displays completions for any date. Select All, Not Started, or Completed by selecting this option, all hidden records will display. 2. Click Search. The Summary Report results screen displays the list according to your criteria. To export the Summary Report results, use the following steps: 1. Click Export Report at the top of the screen. 2. The Download File box displays. 3. Click Download and select Open or Save. 4. When the download is complete, click Close Window to return to the Summary Report screen. The Job Summary Report The Summary Report gives an overview of the assessment activity for a job. It is determined by the settings in the Report Profile of each sitting. Items displayed in the report are also determined by your user role permissions. Vertical breaks separate the candidate application data from the results of each sitting. To view a summary report, use the following steps: 1. Click the Assessments menu and under Jobs click Manage Jobs. The Search for Existing Job(s) screen displays. 2. Enter your search criteria in the appropriate fields. 3. Click Search. The job list displays. 4. Click the Summary Report button ( ) of the job title you want to view. Page 31

35 The Summary Report displays: The Summary Report for Job [Job Name] - Job ID (##) displays. The Completion Date displays in descending order by default. Refer to the following table for descriptions of each item: Item Show/Hide Description Test Sitting You can select candidate records and click Hide in the column header to hide them from this job summary view. Hidden candidates will not display for any user viewing this job summary report. To view all candidates, including hidden ones, click Show in the column header. Candidate rank order is determined by: Interview Sitting Permission Required Rank Last Name, First Name Start Date Recommend MQ Pass/Fail Overall Score Competencies 1) Did the candidates complete all sittings? If not, those who completed more sittings rank higher. 2) Compares overall score (if there is one) of the last sitting if the previous step has been met. For more details, refer to topic Ranking. Candidate's name given on the application form. The date the candidate first logged into the system to start the assessment process. A candidate is recommended if he or she passed all minimum qualifications on the application form and met the passing criteria for the first sitting. For more details, refer to topic Recommendation. Displays with the first sitting. Indicates if minimum qualifications were met on the application form. This item does not display if there isn't a Minimum Qualifications section on the application form. This is the score of the first sitting if applicable. The overall score does not display until the candidate has completed the sitting. Competencies (dimensions) are the levels of scoring that are X X X Page 32

36 Detail Report escore Completion Date derived from the Solution Setup. This detail of scoring may or may not be needed when deciding a hiring decision. Business Leadership and Leadership Dependability are examples of competencies. Click this button to view a detailed report of the candidate. For more details, refer to Viewing the Job Detailed Report. If the sitting is not completed, clicking the escore button allows you to enter test responses manually if your user role permits. For assistance with escoring, refer to topic escoring a Test. The date when all sittings were completed. Start Now Begins the sitting if it has not been started. X X X To filter the Summary Report results, use the following steps: 1. Click Filter Results at the top of the screen. The Summary Report Filter box displays at the top of the screen. Refer to the following table when filtering the Summary Report results screen: Option Candidate First Name Candidate Last Name Application Start Date Completed Activity Type Completion Status Show Hidden Records Function displays the results by specific candidate's first name. Select from the Begins with pulldown menu or type the name in the Candidate First Name field. displays the results by specific candidate's last name. Select from the Begins with pulldown menu or type the name in the Candidate Last Name field. displays the results by specific date range. Click the From calendar button and select a start date. Click the To calendar button and select an end date. filter by job, application form or sittings based upon your search criteria. Click the From calendar button and select a start date. Click the To calendar button and select an end date. displays completions for any date. Select All, Not Started, or Completed by selecting this option, all hidden records will display. 3. Click Search. The Summary Report results screen displays the list according to your criteria. Managing Interview Sessions After interview sessions have been sent and conducted, you will want to monitor your sessions. You can search by role, name of interviewer, start date, complete date, job title, expiration days, and passing score. If a session has not been completed, you can recall the session. Page 33

37 To view the list of interview sessions for a job, use the following steps: 1. Click any of status links in the Summary Report. The Manage Interview Sessions for: [Candidate Name] screen displays: Resending Interview Sessions You can resend an interview session if the session has not been completed. To resend interview session, use the following steps: 1. Click the Resend checkbox(s) of the session(s) you want to resend. 2. Click Resend Selected at the bottom of the screen. A confirmation box displays. 3. Click OK. The interview session is resent to the interviewer. Recalling a Interview Session You can resend an interview session if the session has not been completed. Consensus sessions cannot be recalled. To recall interview session, use the following steps: 1. Click the Recall checkbox of the interview session you want to recall. 2. Click Recall Selected button. The verification screen displays. 3. Click Cancel to cancel the recall. OR 4. Click OK to recall selected session(s). Page 34

38 If you recall session(s), a confirmation box displays. 5. Click OK. The session is recalled. Rank Order The ranking order on the Summary Report is determined by the following rules: 1. Compare the completion status of the sitting that has the highest sitting number, not the completion date of the sitting and excluding manual sittings. For example, if Candidate 1 has finished sitting 2 and Candidate 2 has not, Candidate 1 is ranked higher. If both candidates have not finished the sitting, then compare the status of the previous sitting, sitting 1 in this example. 2. Compare recommendations. If both are recommended or neither is recommended, go to step 3 to compare overall scores. The candidates who are recommended rank higher than the candidates who are NOT recommended. 3. Compare overall score. NOTE: If all of the above are satisfied, the system allows ties. Displays whole number score but ranked based on the percentage score up to seven digits. Candidates may have same whole number score but are ranked differently. Rank is based on the criteria-filtered list of candidates displayed. For example a list of candidates with the same completed date. The ranking is dynamic. Recommendation The recommendation column only displays on Summary Report when the application form, test or InterView session contains passing scores. The recommendation status on the Summary and Detail Report is determined by the following rules: 1. The recommendation icon displays for met and X for not met. It only displays if the sitting is completed. 2. If there are no minimum qualification questions and recommendation is not assigned in the company settings, the recommendation indicator does not display. 3. If minimum qualification questions are assigned, all of them must be met in order to receive recommendation. 4. If a Primary Session exists and its rater session has Interviewer Recommendation, the recommend is determined by the Primary Session. If a Consensus Rater session exists, it is always the Primary session. 5. If the sitting is part of a Job Template and contains sitting passing scores, the above rules must be met and the passing scores must be met in order to receive a recommendation. Viewing the Detail Report for an Interview Sitting The Detailed Report displays the interview results of a candidate s sitting if all sessions have been completed. Page 35

39 To view a detailed report, use the following steps: 1. Click the Assessments menu and under Jobs click Manage Jobs. The Search for Existing Job(s) screen displays. 2. Enter your search criteria in the appropriate fields. 3. Click Search. The job list displays. 4. Click the Summary Report button ( ) of the job title you want to view. The Summary Report displays the recommendation and score for each candidate. 5. Click the Detail Report button ( ) of the candidate results you want to view. NOTE: The Detail Report button does not display unless all rating sessions are completed. The Detail Report displays: Refer to the following table for descriptions of each area of the detail report: Page 36

40 Applicant Information Displays Candidate s Name, Application Date, Applicant ID, and Sitting name. Minimum Qualifications Displays Minimum Qualification questions if they are included in the guide and Met/ Not Met under each interviewer s name. Rater displays the rater s name who interviewed the candidate. If the consensus rater has finished scoring, displays ONLY consensus interviewer s name. Recommendation displays the rater s recommendation with Met or Not Met. Overall displays the overall percentile column and score for each sitting. Recommendation Competency Score Met/Not Met displays a red X or green. For more details, refer to topic Recommendation earlier in this manual. The system displays the average rating of all questions answered for each competency in the selected roles. The system displays Not Answered for skipped questions. The system displays Met next to each competency for a passing score that was met or exceeded the score. The system displays Not Met next to each competency for a passing score that was not met. Detailed Results displays the results for competencies in the sitting. Each level will be indented according to the level assigned in the score configuration. Rating Scale Pass/Fail Pass Label Fail Label Percentile Raw Score Score Bar Competency Descriptions displays the graph labels, colors, and rating groups above the score displays the pass/fail indicators. this label shows when a passing score (indicated in the score configuration) is met. this label shows when a passing score (indicated in the score configuration) is not met. displays the competency percentile label and number. displays raw score of the competency. displays the bar and diamond representing the score in relation to the rating scale. Competency Description Roles/Raters Roles displays the Competency label. displays the definition of the competency. displays the role who interviewed the candidate. Page 37

41 Rater Recalled Completion Date Recommended Section Comments displays the rater's name who interviewed the candidate. displays an X if the rater recalled the session. displays the date when the rater completed the interview and recorded his or her score. displays the rater's recommendation with a red X or green if the Recommend option is enabled for your company. displays Overall section, competency section with each question within that competency. displays any comments that the rater entered about the candidate if the Comments option is enabled for your company. To print the report, click Print or PDF. Page 38