The Hiring Process

In order to hire a new employee for the University, they must go through the Hiring Process. The Hiring Process is composed of the participation of the direct supervisor and/or the Search Committee. The direct supervisor is the person the new employee (candidate) will be working for while the Search Committee is composed of two or more members and are in charge to interview the candidates for the job position. Below are some tasks that the direct supervisor and Search Committe are in charge of.

A. Identifying the Needed Job Skills

Below are some tips recommended to the direct supervisor or hiring person.

• Understand the job – Update the job description to be current with the job expectations for the vacancy
• Identify the content skills this person will need – For example, knowledge that is work specific such as: computer programming, accounting, typing, data entry
• List functional or transferable skills this person will need – such as: organizing, managing, developing, communicating
• Mention what behavioral traits are you looking for in a candidate – internal traits such as: showing up on time, being a team player, being self-motivated
• Write the advertisement to match these skills – Match the U.T. System approved education and experience and then add the content and functional skills. Include an end date as to when this position should be advertised for vacancy. If you do not include an end date, vacancy is assumed to be opened until position is filled.

B. Writing the Questions

Depending on the Hiring Person and Search Committe, the questions to be asked during an interview can all be done by the the hiring person, just by the Search Committee, or in participation of both. Below are some tips when preparing such questions:

• Avoid questions regarding race, color, religion, sex, age, national origin, marital status, disability, sexual orientation, veteran status, arrest record, weight, height, and organizations that are not job-related.
• Write questions that ask for examples of past behavior in regard to the content skills, functional skills and behavioral traits such as: "What are the typical customer interactions you have in your present position? Please give us an example." Or "Have you ever been in a situation where you had to take on new tasks or goals? Describe the situation and what you did."
• Remember, we usually hire people for what they know and fire them for who they are (coming in late, not completing work on time) so you need to have behavioral traits questions of past behavior in order to learn about the whole candidate.
• Decide on the screening process (face-to-face interviews, telephone interviews or presentations). All candidates must go through the exact same process.

C. The Search Committee

• The size of the committee depends on the importance of the job. Committee is usually composed of the Search Committee Chair and members.
• All committee members must be present for all interviews (no arriving late, leaving early or sending a substitute).
• Days, times and places where interviews will be held should be arranged by the Hiring Person or Search Committee Chair and should notify all committee members.
• Search Committee Chair receives all qualified applications and a hiring packet from Human Resources and delegates who will look at them and who will complete the selection matrix.
• Each committee member should get a copy of the questions and what responses are expected.
• Decide before interviewing who will ask what question of the candidates.
• Search Committee Chair should remind committee members of inappropriate questions not to ask.

D. Creating the Right Atmosphere

• Using a round table is best for an interview.
• No interruptions unless it is an emergency.
• No distractions.
• Dress appropriately for the level of the position.
• Reserve and arrange the room for the interview ahead of time.
• Put away any clutter in the room.

E. Taking Notes

• Remember that notes are subject to open records.
• Summarize key responses.
• Evaluate by comparing responses with agreed upon expectations.
• Observe factual information only – no opinions!

F. Parts of an Interview

Below are some tips when conducting an interview. These apply to the Search Committe and Hiring Person.

• Introduction – All committee members should be introduced to each candidate.
• Rapport Building – Search Committee Chair asks rapport building question to put the candidate at ease.
• Process – Explain to each candidate how the interview will be conducted and that notes will be taken.
• Committee’s Questions – Have the questions typed up ahead of time for each member leaving them space to write down their notes. Allow for the candidate’s silence when answering questions.
• Candidate’s Questions – Allow for the candidates to ask questions.
• Closing – Chair explains to each candidate what the next step will be and thanks the candidate for coming. Candidate should be walked out of the interview room.
• Post-Interview – Evaluation and selection of final candidate (s).
• Remember - the candidate is forming an opinion of you!

G. References

When reviewing the references from the candidate's application form, please keep the following in mind:

• You can only check those references listed on the application.
• Do not hold it against a candidate if no reference is given.
• Sometimes what is not said is just as important as what is said.

H. Human Resources Paperwork

The Hiring Packet, given to the Search Commitee and/or Hiring Person for each candidate to be interviewed, consist of the following documentations:

• Criminal Background Check (done before offer is made)
• Search Committee Report (Justification Summary)
• Non-Discrimination Form
• Selection Matrix
• All questions/answers/notes
• Memorandum Of Employment (with all appropriate signatures)
• All other applications provided by Human Resources

You may access the Hiring Packet on the web at: --