COUNTY OF SANTA CRUZ PERSONNEL DEPARTMENT 701 OCEAN STREET, SUITE 310, SANTA CRUZ, CA (831) FAX: (831) TDD/TTY:711

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1 COUNTY OF SANTA CRUZ PERSONNEL DEPARTMENT 701 OCEAN STREET, SUITE 310, SANTA CRUZ, CA (831) FAX: (831) TDD/TTY:711 GUIDE TO DEPARTMENT SELECTION INTERVIEWS Attached is a list of candidates who have been certified as eligible to fill your vacant position. These candidates have been evaluated for possession of minimum qualifications, tested and ranked. Your next step is to conduct selection interviews to determine which of these candidates is best suited for your particular job. The following information will assist you in this process. For departments under administrative review, please refer to PAM V.4.D. If you have any questions about any of the following, please contact the Personnel Analyst assigned to your department. I. LEGAL REQUIREMENTS RELATED TO THE SELECTION PROCESS All inquiries made during the selection interview and decisions leading to selection and nonselection must be job-related to be in conformance with the legal requirements. Personnel selection systems in public jurisdictions are under legal scrutiny as a result of laws which prohibit discrimination on the basis of race, color, age, sex, religion, disability, ancestry, medical condition, marital status or national origin in employment practices. In the County of Santa Cruz, local policy also prohibits discrimination based on sexual orientation. (Please refer to Sections V and VI below for specific information on acceptable/non-acceptable questions, and applicable Federal, State and County laws and regulations). II. CONTENTS OF A DEPARTMENT SELECTION INTERVIEW A. What the Selection Interview Includes: The selection interview consists of a series of standard questions designed to determine if a candidate has qualifications to best meet your current needs for a particular position. Additional follow-up questions may be asked as needed, but a standard set of questions should be asked. B. What the Selection Interview May Not Include: The selection process may not include any types of examinations, (such as performance tests or interviews with formal ratings similar to oral boards). Per Civil Service Rules, the Personnel Department has sole authorization over County examination processes related to hiring of employees. Examinations are prohibited at the department level. III. PREPARING FOR A SELECTION INTERVIEW A. Review the Position: Prior to preparing your questions for the interview, review the tasks, knowledge, abilities and special requirements (such as passing a psychological test or fingerprint check) required for that particular job. This should include a review of the class specification.

2 B. Develop your Selection Interview Questions: Design your questions to assist you in finding out how the candidates qualifications match your needs. The candidates answers to behavioral questions (based on what the candidates have done or learned related to the tasks or knowledge required of your job) are generally good predictors of future performance. Develop a standard set of questions to be asked of each candidate. These will serve as your core questions to ensure fairness and consistency in your interview process and help you make sure you do not leave out any key areas. Questions should be worded so as not to elicit simple yes or no answers. Note that these questions, along with your interview notes, will be referred to should there be any complaints or questions regarding your selection process. C. Determine Who Will Be Involved in This Process. Determine who will be involved in the selection interviews and where the interview will be conducted. A quiet, private area is best so candidates are free to talk without reservation or distraction. As part of your interview process, you may also want to show, or have your staff show, the candidates the actual work site since in some cases this has a bearing on whether or not they are interested in the position. D. Prepare to Meet With The Candidate: Make certain all arrangements regarding interviewer, interview location, interview questions and any other items relevant to the interview are in place. Be certain to review each candidate s application in advance. The candidate should know that you are giving the interview the attention it deserves. IV. CONDUCTING A SELECTION INTERVIEW A. During the Interview: Use your standard set of questions as a basis for your discussion. You may ask follow-up questions that are job-related and that assist you to better know the candidate s qualifications for the position. Be sure to follow up on any areas of concern. You do not want the candidate leaving without your main questions satisfactorily answered or with significant questions about any job areas. B. Suggestions for Effective Interviews: Set a comfortable tone for the interview. If possible, try to make candidates feel at ease if they are having difficulty responding due to being nervous. Selection interviews are primarily meant for you to obtain information from the candidates, so other than describing the job the candidate and answering their questions, the candidate should be doing most of the talking during this process. If the interview location becomes unsuitable during the interview (e.g., there are loud noises outside or people keep interrupting you), correct this or move to a more ideal location. C. Disabilities/Reasonable Accommodation Issues: Reasonable accommodation may be considered for any candidate who can perform the essential functions of the job but who may need accommodation in a particular area (e.g., through adjustments of job duties or use of special equipment), provided it meets the criteria for reasonable accommodation.

3 All questions about reasonable accommodation in your selection process should be referred directly to the ADACoordinator. D. Informing Candidates of Next Steps: Mention to candidates that County policy requires that you conduct reference checks prior to offering jobs to candidates and that job offers are conditional on their passing the County medical examination and any other special conditions for that particular position (e.g., passing background checks). V. ACCEPTABLE AND NON-ACCEPTABLE WAYS TO ASK QUESTIONS The following text has been provided by the Department of Fair Employment and Housing regarding acceptable and non-acceptable ways to ask employment related questions: NAME Acceptable: Have you ever used another name? or Is any additional information relative to change of name, use of an assumed name or nickname necessary to enable a check on your work and education record? If yes, please explain. Unacceptable: Maiden name. RESIDENCE Acceptable: Place of residence. Unacceptable: Do you own or rent your home? AGE Acceptable: Statement that hire is subject to verification that candidate meets legal age requirements. If hired, can you show proof of age? or Are you over eighteen years of age? or If under eighteen, can you, after employment, submit a work permit? Unacceptable: Age. Birth-date. Dates of attendance or completion of elementary or high school. Questions which tend to identify applications over age 40. BIRTHPLACE/CITIZENSHIP Acceptable: Can you, after employment, submit verification of your legal right to work in the United States? or Statement that such proof may be required after employment. Unacceptable: Birthplace of candidate, candidate s parents, spouse, or other relatives. Are you a U.S. citizen? or citizenship of candidate, candidate s parents, spouse or other relatives. Requirements that candidate produce naturalization, first papers or alien card prior to employment.

4 NATIONAL ORIGIN Acceptable: Languages candidate reads, speaks or writes if use of a language other than English is relevant to the job for which candidate is applying. Unacceptable: Questions as to nationality, lineage, ancestry, national origin, descent or parentage or candidate s, candidate s parents or spouse. What is your mother tongue? or language commonly used by candidate. How candidate acquired ability to read, write or speak a foreign language. ARREST, CRIMINAL RECORD Acceptable: Job-related questions about convictions, except those convictions which have been sealed, expunged or statutorily eradicated. Unacceptable: Arrest record or Have you ever been arrested? BONDING Acceptable: Statement that bonding is a condition of hire. Unacceptable: Questions regarding refusal or cancellation of bonding. MILITARY SERVICE Acceptable: Questions regarding relevant skills acquired during candidate s U.S. military service. Unacceptable: General questions regarding military services such as dates and type of discharge. Questions regarding services in a foreign military. ECONOMIC STATUS Unacceptable: Questions regarding candidate s current or past assets, liabilities or credit rating, including bankruptcy or garnishment. ORGANIZATIONS, ACTIVITIES Acceptable: Please list job-related organizations, clubs, professional societies or other associations to which you belong, you may omit those which indicate your race, religion creed, color, disability, marital status, national origin, ancestry, sex or age. Unacceptable: List all organizations, clubs societies and lodges to which you belong.

5 REFERENCES Acceptable: Names of persons willing to provide professional and/or character references for candidate. Unacceptable: Questions of candidate s former employers or acquaintances which elicit information specifying the applicant s race, color, religious creed, national origin, ancestry, physical or mental disability, medical condition, marital status, age or sex. For the County of Santa Cruz, this also applies to sexual orientation. NOTICE IN CASE OF EMERGENCY Acceptable: Name and address of person to be notified in case of accident or emergency. Unacceptable: Name and address and relationship of relative to be notified in case of accident or emergency. SEX, MARITAL STATUS, FAMILY Acceptable: Name and address of parent or guardian if candidate is a minor. Statement of County policy regarding work assignment of employees who are related. Unacceptable: Questions which indicate candidates sex. Questions which indicate candidate s marital status. Number and/or ages of children or dependents. Provisions for child care. Questions regarding pregnancy, child bearing or birth control. Name or address of relative, spouse or children of adult candidate. With whom do you reside? or Do you live with your parents?. RACE, COLOR Unacceptable: Questions as to candidate s race or color. Questions regarding candidate s complexion or color of skin, eyes and hair. PHYSICAL DESCRIPTION, PHOTOGRAPH Acceptable: Statement that photograph may be required after employment. Unacceptable: Questions as to candidate s height and weight. Require applicant to affix a photograph to application. Request applicant, at his or her option, to submit a photograph. Require a photograph after interview but before employment. Videotaping interviews. PHYSICAL OR MENTAL DISABILITY Acceptable: Statement by employer that offer may be made contingent on candidate passing a job-related physical examination. Can you perform (specific task)?. Unacceptable: Questions regarding candidate s general medical condition, state of health or

6 illnesses. Questions regarding receipt of Worker s Compensation. Do you have any physical disabilities? RELIGION Acceptable: Statement by employer of regular days, hours or shifts to be worked. Unacceptable: Questions regarding candidate s religion. Religious days observed or Does your religion prevent you from working weekends or holidays?. CREDIT REPORT Unacceptable: Any report which would indicate information which is otherwise illogical to ask, e.g. marital status, age, residency, etc. VI. LAWS RELATED TO THE SELECTION PROCESS FEDERAL: Federal Civil Rights Act (Title VII 1964); Employment Opportunity Act (1972); Pregnancy Discrimination Act (1978); Rehabilitation Act (1973); Age Discrimination in Employment Act (1967); Uniform Guidelines on Employee Selection Procedures (1978);Americans with Disabilities Act (1990). STATE: Fair Employment Practices Act (1959); Unruh and Ralph Civil Rights Act (1976). COUNTY: Santa Cruz County Codes/Resolutions; Civil Services Rules; Memoranda of Understanding. PER3061 3/15/16