Prepare and conduct the interview

Interviews are your opportunity to ask qualified candidates pertinent questions regarding their skills and to sell the job.

You are not required to interview every candidate. Evaluate all the applications based on the qualifications and skills you are seeking, and interview those who appear most qualified. Interview enough candidates to ensure a fair comparison. Certain collective bargaining agreements may require that a minimum number of qualified bargaining unit applicants be interviewed per open position in the same bargaining unit. Consult the applicable collective bargaining agreement in advance of selecting candidates to interview.

Prepare for the interview

Develop an assessment rubric. One of the most effective methods for maintaining balance and consistency is to use a rubric. A rubric is an assessment tool that aligns the stated position requirements in a way that can be used to evaluate an application. Though time-intensive to create at the beginning of the process, the use of a rubric minimizes subjectivity and increases opportunity for a more thoughtful and objective approach to screening.
Review the Fair Pre-employment Guidelines in preparation for developing your interview questions. Establish interview questions and utilize the same questions for all candidates interviewed. As a hiring manager or interview panelist, you are responsible for following federal and state employment laws and University Administrative Policy 46.1 on unfair pre-employment inquiries.
- Consider behavioral/competency based interviewing questions
- Consider including diversity, equity, and inclusion questions and understand what a quality answer looks like
You cannot ask about a candidate’s disabilities. Learn about Interviewing Courtesies for Individuals with Disabilities and disability accommodations.
Contact the Disability Services Office and review the Campus Access Guide for Persons with Disabilities in case a candidate requests an accommodation.
Prepare a copy of the complete job description to provide to each candidate.
Review the checklist for interviewing/hiring committees.

Screening

Conduct initial screening. While your recruiting partner will screen for minimum qualifications, as you screen further, it is important to maintain consistency to stay true to the priorities identified when the job posting was created. Attempting to vastly narrow the pool at this stage is unnecessary and can disadvantage candidates who might not appear as qualified at first glance.
Of the candidates remaining, carefully review each candidate’s application. During the review, be mindful of biases that may be present. Beware of over-valuing applications that were submitted first, or simply giving them more attention. Wait until the priority deadline before reading any applications, and organize applications by some method other than order of arrival.
Once interview candidates are selected, review the candidate’s resume and any additional material before the interview. Highlight any areas of the resume that will need clarification at the time of interview, for example, breaks in employment.
Develop an interview protocol that is within the scope of the position and use it consistently.
Provide each member of the interviewing panel/team with a copy of the resumes and the interview questions.

Conduct the interview

Each candidate should be interviewed by the same person(s)/panel and be asked the same questions. Make notes about the candidate’s responses.
Describe the job and how it fits into the department. Explain the role of the department within the University.
Review the job description with the candidate and identify the relative importance of various job responsibilities.
If possible, show the candidate the work setting and any challenges of the physical space.
Ask each candidate if they can perform the essential functions of the position with or without a reasonable accommodation.
Explain the expectations for quality of work, punctuality, attendance, work schedule, working conditions, etc.
Review topics such as overtime, work schedules, vacation scheduling (peak workloads), collective bargaining agreements, etc.
Review the salary range for the position.
Make sure to talk about UW’s excellent benefits package including a wide range of medical/dental/life insurance options, retirement program, tuition exemption, U-PASS, etc. If a candidate has questions about specific details of University benefits, it’s best to refer them to the Benefits Office or your employment representative.
Provide the candidate an opportunity to ask questions.
Advise candidates that references will be checked on final candidates. Let the applicant know the time frame for making the hiring decision and any change or delays. Good candidates may have several positions from which to choose, so it is important to make your job attractive and move quickly.

After the interview

Debrief with the interview panel immediately.
Discuss strengths first for every candidate.
Group candidates by how qualified they are and discuss candidates who are scored differently.
Collect notes from each person/panelist for the recruitment file and retain for three years. Consider consolidating collected interview notes into an interview summary. If you do so, you may dispose of the individual interview notes.