Human Resource Services

Departmental Interviewing Guide

 

Getting Ready to Advertise Your Vacancy

Obtaining and Reviewing/Evaluating Applicants

Preparing for the Interview

The Interview

Pre-Introduction
The interviewing process should be pleasant for both the applicant and the interviewer. It is important that the applicant not be hurt or embarrassed and that his or her dignity is maintained throughout the interview. Ultimately, you should be an objective evaluator.

Create an environment that is conducive to a productive exchange of information by establishing a comfort level. If you're interviewing an applicant with disabilities, be sure to review these guides to interviewing applicants with disabilities and extending interviewing courtesies to individuals with disabilities.

Prepare materials for the applicant. These include the position description (information describing the essential functions, requirements and working hours for the position), information describing the department, and your business card.

Review the applicant's online application (information in ACCESS) again prior to the interview to refresh your recollection. Identify areas in the applicant's history that need clarification or elaboration. Look for gaps in employment or inconsistencies that you would want to address.

Clear your mind from other tasks you need to perform so that you can devote your full attention to the interview.

Introduction
Introduce yourself and others who will be conducting the interview (refer to tips on team interviews) and explain what's going to happen/share the agenda. You may wish to give the applicant a copy of the position description to review. Be sure to state that you are going to take notes during the interview so you can objectively evaluate all applicants.

Interview Questions

Wrap Up/Closing the Interview
Informally summarize, based on your notes and recollection, what the applicant has discussed about his/her background, qualifications, reasons for wanting the job, and strengths and weaknesses. This gives the applicant an opportunity to add new information or clarify miscommunications. Also, it assures the applicant that the interviewer (you) has been a careful listener and reinforces the impression that the hiring decision will be fair.

Ask if the applicant has any questions about the workplace or the position and let him or her know what to expect next, such as follow-up interviews by others. Tell the applicant when you anticipate making a decision on offering the position.

Invite the applicant to phone you if he/she has any additional questions and thank him or her for taking time to interview with your department.

Stand, offer a handshake, and close with friendly conversation. Try to leave the applicant with an up-beat, positive last impression of the department and you. Walk him or her to the door.

Preparing the Setting

Be sensible and thoughtful. For example, take measures such as holding phone calls and closing the door. This helps limit distractions or interruptions during the interview.

Select a private and quiet place to conduct the interview. Take precautions to avoid disturbances if your interview must be conducted in a busy setting.

To avoid obstacles, position the furniture so that you are not separated from the applicant by a barrier such as a desk or table. Certain objects can become physical and psychological barriers to establishing a relationship with the applicant.

The setting must be accessible to the disabled.

Employment Laws

The following is a list of employment/workplace legislation affecting human resources management: