Preparing for Candidate Interviews

Manager Interview Resources

Your first impression of the candidates who have applied for your open position will generally come from the employment application, resume, and other written materials submitted by the candidate. Interviews provide the opportunity to focus on specific details surrounding experience and background and are, therefore, a critical step in your process to hire the best person for your opening.

 

The Recruiting Consultant can assist in conducting pre-screening interviews with candidates to help you narrow the field of candidates, interview finalists, and assess candidates. If you are using a search committee, you consultant is available to participate on the committee and can provide a variety of resources to that effort. So that your interview time with candidates can be devoted to exploring their qualifications for your opening, the Recruiting Consultant will provide an overview of applicable University benefits.

Optional Interview Resources:

Video Conferencing

The ND Video Conferencing System is a joint venture between the Office of Human Resources and the Career Center. Located in Flanner Hall, the conference room is equipped with state of the art technology that can allow multiple people to interview a candidate miles away! In addition to interviewing, the system can be used to conduct business meetings and presentations.

Benefits of Video Conferencing

  • Cost
    A one-hour video conference can cost as little as $250. In comparison to the cost of airfare, hotel accommodations, and other travel expenses, the cost savings can be significant. Video conferencing costs include a room fee (for the remote site) and long distance telephone fees.
  • Increased Productivity
    Video conferencing increases workplace productivity by alleviating the time and mental duress incurred through extensive travel.
  • Increased Participation
    Increased participation means more productive meetings and less need for debriefing staff unable to attend.
  • More Timely And Frequent Communications
    Video conferencing allows meetings to take place with little advanced notice and has allowed for shorter, more frequent interaction.
  • Visual Advantages
    The visual aspect of video conferencing makes multiple participants less cumbersome to deal with. Participants also cite the ability to share graphics interactively as a key advantage of video.
  • Other Advantages
    Ability to videotape your interview for future viewing.

Please consult with your Recruiting Consultant to make the necessary arrangements for your video conference including identifying a remote site for your candidate or group.

Interviewing Guidelines

Before the Interview:

  • Take time to prepare for the interview. Review the Position Description.
  • Develop a list of job-related interview questions. Use it consistently for all applicants for the same position.

During the Interview:

  • Make the candidate feel at ease with introductory and welcoming remarks.
  • Ask open-ended questions which focus on behavioral descriptions rather than simply "yes" or "no" questions (i.e. have them describe a work situation in which they handled stress well rather than just asking if they can "handle stress well").
  • Listen; do not do all the talking.
  • Ask job related questions
  • Ask the same core questions of every Candidate
  • Take notes during the interview
  • Keep reactions to yourself
  • Probe for specifics

After the Interview:

  • Answer any candidate questions
  • Provide an overview of the next steps in the process
  • Provide timely communication to candidates

Acceptable vs. Unacceptable Questions

The following are examples of acceptable and unacceptable interview questions by subject matter. During the interview process, questions about race, gender, age, national origin, disabilities or perceived disabilities, marital status, family status, or veteran status are inappropriate and should not be asked.

Acceptable Unacceptable to Ask

Gender, Sex and Family Arrangements
If applicant has relatives already employed by the organization
  • Sex of applicant
  • Number of children
  • Marital status
  • Spouse's occupation
  • Child care arrangements
  • Type of health care coverage of spouse
  • Sexual preferences

Race
NONE - Applicant's race or color of skin
- Photo to be affixed to application/resume

National Origin or Ancestry
  • Whether applicant has a legal right to be employed in the US
  • Ability to speak/write English fluently (if job related)
  • Other languages spoken (if job related)
  • Ethnic association of surname
  • Birthplace of applicant or applicant's parents
  • Nationality, lineage, national origin
  • Nationality of applicant's spouse
  • Whether applicant is from another country
  • Applicant's native tongue/English proficiency
  • Maiden name (of married woman)

Religion
NONE
  • Religious affiliation
  • Religious holidays observed

Age
  • If applicant is over age 18
  • If applicant is over age 21 if job-related (i.e. bartender)
  • Date of birth
  • Date of high school graduation
  • Age

Disability
Whether applicant can perform the essential job-related functions
  • If applicant has a disability
  • Nature or severity of a disability
  • Whether applicant has filed a workers' compensation claim
  • Recent or past surgeries/dates
  • Past medical problems

Other
  • Convictions, if job related
  • Academic, vocational, or professional schooling
  • Training received in the military
  • Membership in any trade or professional association
  • Job references
  • Number and kinds of arrests
  • Height or weight, except if a bona fide occupational qualification
  • Veteran status, discharge status, branch of military service
  • Contact in case of an emergency (at application/interviewing stage)
  • Financial status -- if applicant owns or rents a home or car, or if wages have been previously garnished, unless financial considerations for the job in question exist.

In almost all instances, the following topics should be avoided in an interview:

Age - is irrelevant unless you are concerned about child labor violations under the Fair Labor Standards Act, in which case you can ask for proof that he/she is old enough to work.

Arrest record - do not ask at all -- you may ask about convictions, but even then it would have to be relevant to the position in order to lead to immediate rejection.

Bankruptcy and credit affairs - never ask about bankruptcy since it is illegal to discriminate on this basis under the Federal Bankruptcy Law -- all credit inquiries must comply with the Fair Credit Reporting Act.

Citizenship - unless required by law or regulation, you may not ask applicants if they are US citizens since it is considered discriminatory under the Immigration Reform and Control Act. You may ask if candidates are authorized to work in the United States.

Disability - the Americans with Disabilities Act makes it illegal to ask questions about an applicant's disability or perceived disability -- it is crucial to focus on the job, not on the disability.

Driver's license - avoid asking about it unless the job requires one since it could statistically screen out females, minorities and/or individuals with disabilities.

Educational attainment - relevant if it is directly related to successful job performance if not, avoid it.

Emergency contact information - unnecessary at the application stage -- and it can be discriminatory if it reveals information about the applicant's membership in a protected class.

English language skills - only ask if it is a requirement of the job (i.e. an English teacher) -- otherwise it could be construed as national origin discrimination.

Height and weight - it is important to focus on what the job requires, not the person's physical characteristics.

Marital status/name changes/spouse/children - any questions relating to these issues may be construed as discriminatory, especially against women - - none are job-related.

Organization or club membership - this might reveal protected class information and it is irrelevant (i.e. Knights of Columbus, NAACP or Diabetes Association).

Race, color, religion, sex, or national origin - EEOC guidelines prohibit asking questions that may reveal this information.

Union affiliation - could be considered an unfair labor practice under the National Labor Relations Act if the applicant claims he or she was not hired because of the union affiliation.

Veteran status/military records - general questions about a person's background in the military should only be asked if based on business necessity or job-related reasons. If requested, such information should include a statement that general or dishonorable discharge will not be an absolute bar to employment but that other factors will be taken into consideration.