HUMAN RESOURCES OFFICE INSTRUCTIONS FOR THE INTERVIEW & SELECTION PROCESS CHECKLIST

Transcription

1 HUMAN RESOURCES OFFICE INSTRUCTIONS FOR THE INTERVIEW & SELECTION PROCESS CHECKLIST Review all applications received in the applicant tracking online system. Determine and select the applicants whose qualifications best meet the minimum requirements of the position for an interview. Prior to scheduling interviews, please review the following information enclosed in this packet: Screening Tools Appropriate and Inappropriate Subjects to Discuss Tips for Conducting Telephone Interviews Welcome Package for Interviewees Tips for Conducting Interviews Good Interview Questions Good Interview Questions for Faculty Interview Evaluation Based on Essential Knowledge, Skills, and Abilities Interview Evaluation Based on Response to Questions Summarize the results for each candidate interviewed onto the Interviewer s Summary Sheet. Maintain interview records that are as detailed and uniform as possible. Please attach a copy the interview questions used during the interview process. Conduct and complete the Pre-employment Telephone Reference Check on the selected candidate. At least two (2) references must be obtained. At least one of the references must be from a former supervisor. Once you have completed your interview and selection process and have made a selection, please move your selected candidate to the Recommend for Hire workflow action located in the applicant tracking online system. This will prompt the Human Resources Office to contact the hiring authority/search committee chair to begin the final stages by providing the following supporting documentations and materials of the interview and selection process to the HR Office: Interviewer s Summary Sheet (To be completed on every applicant interviewed in person and by telephone.) A copy of the interview questions used during the interview process. Pre-employment Telephone Reference Check (To be completed on the selected candidate.) 1

2 The selected candidate must complete a Pre-employment Criminal Background Check Consent Form prior to the final offer of employment. The consent forms are located on the Human Resources website and click on Forms. Please notify the Human Resources Office prior to sending the applicant to complete and sign the consent form. Human Resources will coordinate the criminal background checks with University Police Department and will communicate results to the hiring authority. Human Resources Office will notify the hiring authority of Affirmative Action/ Equal Opportunity Employer- Approval/Disapproval. If approved, you may contact the selected candidate and extend an offer of employment. The hiring authority may not offer a salary outside of the advertised hiring salary range. Once the selected candidate has accepted the offer of employment, the hiring authority must complete the following processes: 1. Offer Letter You can either or mail the offer letter to your new employee. Please note: If you are going to make any changes to the sample offer letter, please consult with the Human Resources Office prior to sending the offer letter. Only indicate monthly salary amount on the offer letter. Send a copy of the offer letter to the Human Resources Office. 2. Personnel Action Request (PAR) Form Please complete PAR form to hire your new employee along with their employment application/resume, interviewer s summary sheet, and telephone reference checks and forward to the appropriate department for approvals/signatures and submit to the Human Resources Office for processing. A sample of the offer letter and PAR form will be ed to the hiring authority. Once the Human Resources Office receives the Personnel Action Request (PAR) Form and the requested supporting documentations, Human Resources will notify the hiring authority and the new employee of their full-time/part-time new employee orientation. If you have any questions anytime during the interview and selection process, please call Tamara Jenkins, HR Coordinator, at (706)

3 SCREENING CHECKLIST A screening checklist can help the search committee or other parties quickly verify each candidate s possession of required qualifications. Such a checklist should reflect the qualifications specified in the classified ad or position announcement. The checklist below reflects the following classified ad for a career placement coordinator: Requires Bachelor s degree and five years experience with career placement in a college or university. Experience with individual and group counseling also required. Budget and staff management experience required. Knowledge of business and industry employment issues desired. A Master s degree and career placement license is preferred. Computer and marketing skills as well as budgeting experience also preferred. SCREENING CHECKLIST Candidate s Name: Rated By: Date: Required Qualifications: Yes No Bachelor s Degree Five Year s Career Placement Experience in Higher Education Individual Counseling Experience Group Counseling Experience Preferred Qualifications: Yes No Master s Degree Professional License Computer Skills Marketing Skills Budgeting Experience List Candidate s Other Credentials (Degrees, Special Skills, Etc.) Yes No Consider Further? Exhibit 10 Screening Checklist A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page 24. 3

4 SCREENING MATRIX A screening matrix can help the search committee or other parties quickly verify each candidate s possession of required qualifications. Such a matrix should reflect the qualifications specified in the classified ad or position announcement. The matrix below reflects the following classified ad for a career center director: Master s degree in higher education, student personnel administration, or business required. Doctorate preferred. Minimum five years experience in career development and employer relations required. Budget and staff management experience required. Knowledge of business and industry employment issues desired. SCREENING MATRIX CANDIDATES NAMES MASTER S DEGREE OR PH.D (PREFERRED) IN RELEVANT FIELD FIVE YEARS EXPERIENCE IN CAREER DEVELOPMENT AND EMPLOYER RELATIONS BUDGET MANAGEMENT EXPERIENCE STAFF MANAGEMENT EXPERIENCE KNOWLEDGE OF BUSINESS AND INDUSTRY EMPLOYMENT ISSUES (DESIRED) ADVANCEMENT CANDIDATE TO THE NEXT ROUND OF SCREENING DEGREE AND FIELD NUMBER OF YEARS YES/NO YES/NO YES/NO YES/NO Mary Smith MBA 7 Years Yes Yes Yes Yes Patti Jones Ph.D Psychology 7 Years Yes Yes No Yes Exhibit 11 Screening Matrix A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page 25 4

5 NARRATIVE SCREENING DEVICE Once any non-qualified candidates have been eliminated from further consideration, the search committee can use a narrative screening device to compare the remaining candidates relative merits. The device below is for an assistant professor position. NARRATIVE SCREENING DEVICE CANDIDATE S NAME: Is the candidate s teaching philosophy consistent with the mission of this institution? Which courses has the candidate taught at the college level? What are the candidate s strengths? What are the candidate s weaknesses? Other considerations: CONSIDER FURTHER: DO NOT CONSIDER FURTHER: Exhibit 12 Narrative Screening Device A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page 26. 5

6 QUANTITATIVE SCREENING DEVICE Once semifinalists have been identified, the search committee can use a quantitative screening device to arrive at its hiring recommendation. A sample quantitative screening device for a director of financial aid is shown below: QUANTITATIVE SCREENING DEVICE CANDIDATE S NAME: Rating Scale: 0 = None; 1 = Low; 2 = Average; 3 = High 1. Managerial Skills/Experience Written Communication Organization Skills Planning Experience Budgeting Experience Supervisory Experience Conflict Management Experience 2. Financial Aid Knowledge/Experience Loan Experience Scholarships Fellowships Endowment/Foundation Experience State Financial Programs 3. Professional Activities Professional Development Activities Membership in Professional Associations Leadership in Professional Associations Publications/Presentations/Research 4. Evidence of Ability to Work in Higher Education Work with Students Work with Faculty Work with Staff Work with Administrators TOTAL SCORE: Exhibit 13 Quantitative Screening Device A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page 27. 6

7 Age Citizenship/Nationality Convictions/Arrest Disability Subject Appropriate Inappropriate Education/Work Experience Marital & Family Status Military Record Organizations Are you at least 18 years old? May ask questions about legal authorization to work in specific position if all applicants asked. Inquiry into actual convictions that relate reasonably to fitness to perform a job, if all applicants asked. May ask about the applicant s ability to perform job related functions. Inquiries about degrees and previous work experience. Whether applicant can meet work schedule or job requirements. Should be asked of both sexes. Type of education and experience in service as it relates to a particular job. Inquiries about professional organizations related to the position. Questions about age, request for birth certificate. Inquiry into birthplace, citizenship or nationality. Any inquiry relating to arrest. Whether applicant is disabled or nature of disability. Inquiries about the nationality, racial or religious affiliation of a school or inquiry as to how foreign language ability was acquired. Any inquiry about marital status, children, pregnancy, or child care plans. Type of discharge. Inquiries about organizations indicating race, sex, religion or national origin. Race None. Any questions regarding color of applicant s skin, eyes, hair or other questions directly or indirectly indicating race or color. Religion Residence or Address Inquiry about days/times available for work. Inquiry into place and length of current and previous addresses. Any inquiry to indicate or identify religious denomination, affiliation, customs or holidays. Inquiry into foreign addresses that would indicate national origin, person with whom the applicant resides or whether applicant owns or rents home. Sex None. Any inquiry that would indicate sex of the applicant. 7

8 TIPS FOR CONDUCTING TELEPHONE INTERVIEWS Planning and Arranging the Interview Schedule a call of no more than 30 minutes with interviewee and interviewers. Review interviewee s application materials. Prepare questions. Determine the order in which the interviewers will ask questions. Test speaker-phone and teleconferencing equipment and procedures. Conducting the Interview Introduce the individuals participating in the interview and describe how the interview will be conducted. Ask questions pertaining to the resume (for example, questions about gaps in employment, special training, or a change of professions). Ask why the person is interested in leaving his or her current position. Ask one or two technical questions about the job. Ask one or two questions that will help you determine the interviewee s fit to your campus (for example, What is your philosophy of? ). Ask follow-up questions as appropriate. Ask the interviewee if he or she has any questions. Explain to the interviewee the next step in the selection process. Thank candidate for his or her time. Exhibit 14 Tips on Telephone Interviews A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page 28. 8

9 WELCOME PACKAGE FOR INTERVIEWEES Here is a brief list of information that you should send to all candidates invited to campus for an interview: Employee/faculty handbook Benefits synopsis College or university catalog Department brochure Organizational chart (department and institution) History of institution Annual reports Statement of mission, goals, objectives, and initiatives (often found in promotional materials) Information from local Chamber of Commerce Exhibit 18 Welcome Package for Interviewees A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page 35. 9

10 TIPS FOR CONDUCTING INTERVIEWS Before the Interview Book an appropriate location Review the job description Draft and agree upon the interview questions to be asked Review the candidate s resume/application Agree on the format for the interview Ensure that you know and can identify the indicators of the candidate s ability to perform the job. During the Interview Introduce committee members Describe the format of the interview Ask open- ended informational, situational, and behavioral questions Let the applicant do most of the talking Keep the interview on track Observe nonverbal behavior Take notes Leave time for the candidate to ask questions Ask if you can check references and pursue references not listed on the resume Describe the remainder of the search process and the time it will take Thank candidate for his or her time After the Interview Give the candidate a brief overview or written synopsis of benefits Answer any questions related to salary Evaluate the candidate Document the interview Exhibit 20 Tips for Conducting the Interview A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page

11 GOOD INTERVIEW QUESTIONS 1. Tell us a little more about your professional experiences, particularly those not mentioned on your resume. 2. Why are you interested in leaving your current assignment and why do you feel that this assignment would be better for you? 3. Do you feel this position is a promotion, a lateral move, a broadening of your professional experience, or just a change? Why do you think so? 4. How does this position fit into your overall career goals? 5. Describe the duties of your current job. 6. What do you dislike most about your current job? 7. What is your favorite part of your current job and why is it your favorite part? 8. What are the three college courses that best prepared you for your current job? 9. What is the best method of creating a? (a relevant product) 10. What qualities or experiences make you the best candidate for this position? 11. Describe two or three major trends in your profession today. 12. On the basis of the information you have received so far, what do you see as the major challenges of this position and how would you meet them? 13. Describe a situation in which you did all the right things and were still unsuccessful. What did you learn from the experience? 14. Discuss the committees on which you have served and the impact of these committees on the organization where you currently work. 15. Why did you choose this profession/field? 16. What new skills have you learned over the past year? 17. Think about an instance when you were given an assignment that you thought you would not be able to complete. How did you accomplish the assignment? 18. Have you ever had a great idea but been told that you could not implement it? How did you react? What did you do? 19. Describe the best boss and the worse boss you have ever had. 20. Describe your ideal job. 21. What would your coworkers or your supervisor say about you? 22. Can you describe how you go about solving problems? Please give us some examples. 23. What is the biggest conflict you have ever been involved in at work? How did you handle that situation? 24. What new programs or services would you start if offered the position? 25. Please share with us your philosophy about customer service in an academic environment and give us some examples of service that would illustrate your views. 26. Tell us how you would learn your new job in the absence of a formal training program. 27. How would you characterize your level of computer literacy? What are some of the programs and applications with which you are familiar? 28. Think about a coworker from the present or past whom you admire. Why? 29. What are the characteristics that you prize most in an employee? What behaviors or characteristics do you find intolerable? 30. Can you share with us your ideas about professional development? 31. Describe some basic steps that you would take in implementing a new program? Exhibit 21 Good Interview Questions A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page

12 GOOD INTERVIEW QUESTIONS 32. What are one or two of your proudest professional accomplishments? 33. Do you have any knowledge of the unique role of a? (two-year college/liberal arts college/research university) 34. How do you feel about diversity in the work-place? Give us some examples of your efforts to promote diversity. 35. Tell us how you go about organizing your work. Also, describe any experience you have had with computers or other tools as they relate to organization. 36. Please tell us what you think are the most important elements of a good. (service, activity, product, class, etc.) 37. Describe your volunteer experiences in community-based organizations. 38. What professional associations do you belong to and how involved in them are you? 39. Tell us about your preferred work environment. 40. What experiences or skills will help you manage projects? 41. Tell us how you would use technology in your day-to-day job. 42. In what professional development activities have you been involved over the past few years? 43. What volunteer or social activities have helped you develop professional skills? 44. What things have you done on your own initiative to help you prepare for your next job? 45. Do you have any concerns that would make you have reservations about accepting this position if it is offered to you? 46. What do you think most uniquely qualifies you for this position? 47. Do you have any additional information that you would like to share? 48. Do you have any questions for us? Exhibit 21 Good Interview Questions A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page

13 GOOD INTERVIEW QUESTIONS FOR FACULTY 1. Describe your teaching style. 2. Describe your teaching philosophy. 3. What technology applications have you utilized in the classroom? 4. How do you engage students, particularly in a course for non-majors? 5. Share your ideas about professional development. 6. In your opinion, how should the workload of a faculty member be split and into what areas? 7. What changes have you brought to the teaching of? 8. How would you go about being an advocate and resource for the use of technology in the teaching and learning process? 9. What courses have you created or proposed in the past five years? 10. What do you think are the most important attributes of a good instructor? 11. Where would this position fit into your career development goals? 12. How do you define good teaching? 13. What do you think are your greatest strengths as an instructor? In which areas do you feel you can use some further development? 14. How do you feel your teaching style can serve our student population? 15. In what professional development activities have you been involved over the past few years? 16. What pedagogical changes do you see on the horizon on your discipline? 17. How would your background and experiences strengthen this academic department? 18. How do you adjust your style to the less-motivated or under-prepared student? 19. Have you involved your students in your research? 20. What are your current research interests? 21. What are the most recent books and articles that you ve read? Exhibit 22 Good Interview Questions for Faculty A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page

14 INTERVIEW EVALUATION BASED ON ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES CANDIDATE S NAME: DATE: MASTERY OF A BODY OF KNOWLEDGE 1. In your opinion, did the candidate have sufficient mastery of a body of knowledge in? 2. Was the candidate s area of professional emphasis evident and was his or her level of knowledge in this area sufficient to be considered expert? TEACHING ABILITY 3. Was the candidate s teaching philosophy consistent with the needs and expectations of our institution s students and faculty? 4. How would you evaluate the candidate s presentation? SCHOLARSHIP 5. Did the candidate have a well thought out and planned research agenda? 6. Has the candidate been published? Presented papers? Where and how often? SERVICE RELATED TO THE PROFESSION 7. Has the candidate worked on any school committees? 8. Is the candidate a member of a professional association in the field of? EXCELLENT CANDIDATE: GOOD CANDIDATE: UNACCEPTABLE CANDIDATE: Exhibit 24 Interview Evaluation Based on Essential Knowledge, Skills, and Abilities A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page

15 INTERVIEW EVALUATION BASED ON RESPONSES TO QUESTIONS CANDIDATE S NAME: DATE: NAME OF SEARCH COMMITTEE MEMBER: RESPONSE SCORE IMPORTANCE QUESTIONS 10 = Excellent Response 5 = Good Response 2 = Poor Response 1 = Low 2 = Medium 3 = High TOTAL SCORE 1. Why are you interested in leaving your current assignment and why do you feel that this position is a good position for you? 2. Describe how your past school and work experiences have prepared you for the job for which you are applying. 3. Tell us about your preferred work environment. 4. Have you ever been told you could not implement a great idea that you had? How did you react? What did you do? 5. Describe your level of computer proficiency and the programs with which you are familiar. 6. What would you do if you accidentally hung up the telephone on a customer who had been waiting for a long period of time and the customer called back and used loud and offensive language to tell you that you were incompetent? 7. How do you go about organizing your work each day? 8. What do you dislike most about your current job? 9. Where would this position fit into your career development goals? 10. Why are you the best candidate for this position? TOTAL Exhibit 25 Interview Evaluation Based on Response to Questions A Tool Kit For Human Resource Professionals, Administrators, and Committee Members, Page

16 APPLICANT S NAME: INTERVIEWER: DEPARTMENT: INTERVIEWER S SUMMARY SHEET JOB NUMBER: POSITION APPLIED FOR: EDUCATION AND EXPERIENCES: SPECIAL SKILLS AND/OR ABILITIES: ADDITIONAL COMMENTS: ACTION TAKEN WITH APPLICATION SELECTED 1 ST 2 ND 3 RD NOT SELECTED DATE INTERVIEWER S COMMENTS SIGNATURE 16

17 HUMAN RESOURCES OFFICE PRE-EMPLOYMENT TELEPHONE REFERENCE CHECK Applicant s Name: Date: Position Applied For: Previous Employer: Company: Address: County: State: Zip Code: Person to Contact/Title: Phone: Applicant s Name Introduce Yourself by Name, Title, and Company has applied for the Name of Position position with our company and has told us that he/she was previously employed by your company. May I have a few minutes of your time to ask a few brief questions? (If time is not now available, make a definite appointment to recall). Date: Time: Was employed by your company? Yes No Applicant s Name Employment was from to (If there is a discrepancy in dates, fill in here) to Starting position he/she held in your company Last position he/she held in your company What was the nature of work and job responsibilities? 17

18 Tell me how you would rate him/her in the following areas: 1=Outstanding 2=Very Good 3=Good 4=Needs Improvement 5=Unsatisfactory Attendance Productivity Quality of Work Cooperation Job Knowledge Communication Initiative Reliability Creativity What would you consider to be his/her strongest point? Weakest point? Would you rehire him/her? Yes No Why? What was his/her reason for leaving? Do you have additional comments? Name of Person Who Conducted the Telephone Reference Check Date 18

19 SAMPLE OFFER LETTER [Date] [Candidate s Name] [Address] [City, State, Zipcode] Dear [Candidate s Name]: On behalf of Columbus State University, I am pleased to offer you the position of [title], in the Department of [name of department]. The monthly salary for this position is [$ Amount], ($ Amount annualized) effective [date]. Columbus State University provides a full range of benefits in which you will be eligible to participate under the terms and conditions of the plans. We greatly look forward to having you join Columbus State University and become a member of our team. If you have any questions, please do not hesitate to call me at [Phone Number] or a representative from the Human Resources Office at (706) Sincerely, [Hiring Authority s Name] [Title] [Department] Columbus State University cc: Human Resources Office 19