Department Resources

Hiring Guide



Every applicant invited to interview should meet the minimum qualifications of your position. Applicants meeting the minimum and preferred qualifications represent the best qualified candidates. An applicant should be able to articulate his/her experience and qualifications as thoroughly and as positively as possible. Each applicant should have the same interviewing experience, and as a best practice, the HM [Hiring Manager] should ensure that interview questions are well thought-out in advance. If the HM [Hiring Manager] needs assistance in preparing for an interview, an ES [Employment Specialist] can help by developing questions.

  1. Prepare for the interview in advance.
    • If a Search Committee is used, its members should be selected prior to the interview.
    • If a Search Committee is not used, as a best practice, at least one person other than the HM [Hiring Manager] should interview the applicant.
    • The interviewing committee may be different from the application screening committee. Unofficial committee members can be invited to participate in the interviews and give informal feedback (without scoring) to the hiring agent.
  2. Prepare a core set of interview questions to be asked of every applicant.
    • The applications/resumes are carefully-reviewed questions and are prepared to ask specific questions about employment history.
    • Some questions should focus on determining how well the applicant meets the minimum qualifications and responsibilities of your position.
    • A final version of the core questions must be turned in to HR [Human Resources] at the end of your search.
  3. Schedule the interview.
    • Be sure to give information regarding how to get to the interview location, who will be involved in the interview, and what process will be followed.
    • Provide the applicant with contact information for someone that may be able to assist him/her in case of a change or an emergency.
    • Give the applicant an opportunity to ask questions.
    • Maintain discretion when leaving messages for an applicant if you are unable to reach him/her.
    • When scheduling the interview, ask the applicant whether there is anything he/she will need for the interview (e.g.: a map, a disability accommodation, etc…)
    • If an applicant requests a disability accommodation you don’t know how to provide, contact Human Resources for information and assistance. For more information see Institutional Equity Disability Resources.
    • Schedule all interviews in fully-accessible rooms with good lighting.
    • During the interview, provide a copy of the job description or posting to the applicant.
  4. When interviewing individuals qualified for a veterans’ employment preference, follow the guidelines below:
    • If the total number of individuals interviewed is 6 or fewer, at least 1 interview must be with a qualified veteran eligible to claim the veterans’ preference.
    • If the total number of individuals interviewed is more than 6, at least 20% of the total number of interviews must be with qualified veterans eligible to claim the veterans’ preference.
    • If no applications are received from individuals who qualify for a veterans’ employment preference, there is no interviewing requirement.
  5. For consistency, ask the same core questions of each applicant. You are permitted to ask appropriate non-discriminatory follow-up questions to an applicant’s responses.
  6. Change an applicant’s status to “Interviewed” on after he/she has been interviewed.
  7. After the interview, if you determine that a candidate will not be hired —

    Change his/her status to “Not Hired - Interviewed (Send Email)” on to send the applicant an auto-generated email message informing him/her of this result.

    — or —

    Change his/her status to “Not Hired (No Email)” on if you plan to inform the applicant through a personal email message, phone call, etc…

    As a best practice, any applicant that is interviewed but not selected should be personally contacted, thanked, and encouraged to apply for other opportunities.

  8. If a pre-employment test is used as part of the interviewing process, that test must be approved in advance by HR [Human Resources] .