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Chapter 7: The Interview Stage

Process Review and Interviewing Pointers

Approval of Interviews

Reminder: From the effective date of this manual, the Search Process Summary will be used to submit information about the search and finalists before they are interviewed. OAE's approval of these qualified and recommended candidates obviates the need for further review of offers tendered to candidates from the approved list of finalists. In the event that a finalist candidate from the approved list is not selected, a new Search Process Summary will have to be submitted. (See Figure 5.)

It is not advisable to interview candidates without approval from OAE. Tentative interviews, even by phone, can result in a delayed or altered appointment. If time restraints are great, verbal approval for an interview can usually be obtained if the search has been fair and orderly. Written approval is, of course, preferred and is still required even when verbal approval has been obtained.

The Interview

Once a position has been Interviewing applicants judged best suited by a committee or appointing officer need not be the most difficult part of searches for academic staff. Foresight and planning will make this last structured stage of the recruitment and hiring process a smooth one. Ten recommendations follow:

1. Have more than one person interview qualified, selected candidates and/or interview finalists more than once.
2. Use interviews to gain vital information about that candidates's views on substantive job- and campus-related topics and to measure how the candidate will come across to those he or she will work with on campus.
3. One member of the search committee or the appointing officer needs to direct the interview, especially when more than one person is interviewing the candidate. For one-on-one interviews, this individual may find it helpful to rehearse interviewers to ensure that things stay on track during interviewing sessions.
4. Plan interviews in advance. Decide what topics to explore and what practical information can be elicited in the time allotted.
5. Meet at least briefly with the other interviewers both before and after the interviews--before to plan and after to catch the essence of the information and reactions elicited during the interviews.
6. Have each interviewer complete an informal or formal (with questions or topics and a rating system) summary of reactions from each interview.
7. Make certain that interviewers gather information and impressions for the purpose of contributing to a decision rather than trying to choose the preferred candidate.
8. Listen to the candidates. Let them do most of the talking, but know also that some candidates, particularly female and minority candidates, may be assessing us as well.
9. Make certain the candidate can do the job advertised and that he or she wants to grow on the job.
10. Make certain that the interview is centered upon assessing qualifications to perform the job requirements in an effective manner. Bias and stereotyping about gender, race, ethnicity, physical appearance, disability, sexual orientation, age, national origin, or ancestry should not cloud interviews in any way. Prohibited by law are pre-employment inquiries about race, creed, color, national origin, gender, age, disability, marital status, or arrest records unless they are asked with reference to bona fide occupational qualifications. University policy prohibits discrimination on the basis of sexual orientation.

Inquiries Not Permitted During the Application Process

Search committees, interviewers, and appointing officers may not ask certain questions, either in an application form or in a personal interview before selecting an employee. The following types of direct inquiries are not permitted. (Roman type indicates inquiries which are not permitted, while italic type indicates permitted inquiries.) Indirect inquires are acceptable where they relate to performing functions of the position in question.

Note: Many of the topics discussed below may surface during the interview process. Unsolicited personal information volunteered or introduced by an applicant is frequent and unavoidable. It is permissible as long as the originator of the topic was the candidate, not the interviewer.

RACE

Impermissible:

1. Attach a photo in the application process.
2. Inquire as to race or color before the hiring decision has been made.
3. List all clubs, societies, and lodges to which you belong.

Permissible:

1. To request racial information from applicants when information is seen by individual or office not involved in making a hiring decision.
2. List professional organizations or associations to which you belong.

RELIGION OR CREED

Impermissible:

1. What is your religious denomination, religious affiliations, or church?
2. What religious holidays do you observe?

Permissible:

1. (If required for the job) Are you available for work on weekends?

NATIONAL ORIGIN

Impermissible:

1. What is your country of origin? What is your descent?
2. What is your native language? What is the birthplace of your parents? Have you ever been in the military?

Permissible:

1. If you are not a citizen of the United States, have you the legal right to remain permanently in the United States? Do you currently hold a visa for employment?
2. Are you fluent in any language other than English?
3. Describe your military experience in the U.S. armed forces.

SEX OR GENDER

Impermissible:

1. Do you wish to be addressed as Mrs., Miss, or Ms.?
2. What is your maiden name?

Permissible:

1. (See example under "Marital Status".)

MARITAL STATUS

Impermissible:

1. What is your maiden name? What is the name of your spouse?
2. Where is your spouse employed?

Permissible:

1. Have you ever worked for this University under a different name?
2. For purposes of checking your work record or credentials, have you ever changed your name or assumed another name?

PARENTAL OR FAMILY STATUS

Impermissible:

1. What are the ages of your children?

Permissible:

1. Do you have any relatives, or spouse, already employed by the University?

AGE

Impermissible:

1. What is your date of birth?

Permissible:

1. Are you between 18 and 65 years of age? If not, state your age.

DISABILITY

Impermissible:

1. Do you have a disability?
2. Have you ever been treated for the following diseases?
3. Does your family have a history of ... ?

Permissible:

1. Do you have any impairment, physical, mental, or medical, which would interfere with your ability to perform the job for which you have applied?

ARREST RECORD

Impermissible:

1. Have you ever been arrested?

Permissible:

1. Have you ever been convicted of a crime? If yes, give details.

Checking References

It is advisable to check candidates' credentials and references before interviewing them. The appointing officer or search committee member should make confidential inquiries not only about educational and experiential qualifications but also about the candidates' working relationships and reasons for wanting to leave their present posts. All information so gained, including any detrimental information, should become part of the official search record.

For searches, voluntary return of the "Equal Employment Opportunity Information Request" form by candidates is vital. Generally, when these forms are sent promptly to applicants, there is a high rate of return.

If a hiring officer or search committee chairperson requests the gender and/or ethnic identity of a viable candidate for the purpose of creating a diverse pool of candidates, OAE staff will divulge such information if the "Equal Employment" form has been returned by the candidate. Also, upon request OAE staff will notify a search committee chairperson or hiring official when minority individuals return these forms or on the general composition of the pool of candidates. A tally of EEO forms returned to OAE will be attached to the Search Process Summary.

Searches Not Producing an Adequate Applicant Pool

OAE should be notified if a search produced only a few qualified candidates so that it may help in designing and implementing a broader recruitment effort or extend the search for further recruitment. A search can be reopened where a pool is small or inadequate.

Many, if not most, positions at the University will attract many diverse applicants if the recruiting efforts are adequate. OAE may recommend that further time and effort be devoted to advertising or that additional recruitment efforts be undertaken. Extended and reopened searches must be readvertised with the notification "search extended" or "search reopened."

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