Interviews (via Phone & In-Person)

The interviewing process should not be conducted until the posted position has closed, and evaluations have been completed for all applications released to the hiring department so that all qualified applicants can receive full consideration. A justification should be identifiable on the evaluation matrices/scoring tools for moving selected applicants to the next stage of interviews. There should be one final completed copy of the evaluation matrix with all evaluation scores captured for all applications received.

If a position is posted ‘Open until Filled,’ managers are required to continuously review and evaluate `all applications released by HR periodically up to the point that they are ready to extend an offer.  At that point, HR should be contacted so that the posting can be closed.

A standard set of job requirement based interview questions should be prepared in advance of scheduling interviews. Review the Position Description when preparing the interview questions. Ask questions about the technical skills and related experience necessary to fulfill the duties of the position. Interview questions should be designed to permit a fair and objective evaluation of each applicant.

Each applicant interviewed should be asked the same standardized questions, and all (job-related) responses should be documented in writing on a standardized interview questionnaire. Each interviewee participating in the interview process should complete a questionnaire for each interview conducted.

The hiring department will maintain all required written evaluation and interview documentation for a minimum of five (5) years.

Remote Interviews

• If you have a vast pool of applicants, you may want to perform remote or telephone interviews to determine whom you want to bring to campus for an in-person interview. The same standardized interview process and documentation should be used for remote interviews.

Campus Interviews

• Prior to extending campus interviews to finalists, the hiring official must confirm approval.
• Search committee chairs or review panel leads serve as the liaison for discussions with the hiring officials for confirmation of approvals for campus interviews. (Search-Committee-Process-Training)

Interviewing Candidates with Disabilities  (ADA Accommodation)

• The individual must request accommodation for the interview process. Employers cannot ask about a disability during the interview process.  If an applicant reveals a disability, it is acceptable to question whether the individual could perform the essential functions of the job with or without reasonable accommodation.
• It is important that you focus on the essential functions of the position when conducting the interview. Remember to avoid making assumptions; a candidate may tell or show you how they can perform the essential and necessary functions. Use regular interviewing techniques as much as possible.  Finally, remember to be consistent and relax.  If you are comfortable, the candidate will be too, and you should have a pleasant interview experience.

Veteran Employment Preference Interview

If a disability accommodation is requested prior to or during the interview process either remotely or in person, contact the Office of Equal Opportunity for assistance at (936) 261-1792

Interviews Illegal Questions ~ (Questions Not to Ask-Non-Job Related)

• Prior to any scheduled interviews, the review panel or search committee members must review the list of illegal questions not to ask during an interview with candidates. It is permissible to ask candidates if they are legally eligible to work in the U.S. and whether or not they require any type of visa sponsorship.
• If a candidate requires visa sponsorship, it is important to contact HR immediately. Human Resources will assist the hiring official with the university’s responsibility.

The goals of the interview processes are to:

1. Present a realistic description of the position.
2. Gather job-related information from candidates to assist in making a hiring decision.
3. Promote a positive image of the university—discuss the mission statement, opportunities for career growth, etc. It is important to realize that candidates are assessing PVAMU at the same time they are being assessed for the position.

Questions Not to Ask During Interviews

VETERAN’S PREFERENCE

Per System Regulation 33.99.01, an individual who qualifies for a veteran’s or former foster child’s employment preference is entitled to a preference in employment over other applicants for the same position who do not have a greater qualification.

Interviewing Veterans

• If six (6) or fewer applicants are chosen for an interview, an applicant qualified for veteran’s preference must be interviewed.
• If more than (6) applicants are interviewed, 20% of the interviewees must claim veteran’s preference.
• For an announced open position that does not yield applicants who qualify for a veteran’s employment preference, Sections 5.2.1 and 5.2.2, do not apply.

Applicant Status Changes

• It is important to document/notate why each applicant received and evaluated was eliminated from further consideration.
• Document in writing any disqualifying factors for the applicants you did not choose to interview as notes on the evaluation matrix.
  • Ex: Did not meet minimum (education/experience) requirement.
• Hiring officials or designees are responsible for dispositioning all applicant statuses during the selection process in Workday.
  • Examples of applicant status changes during the selection process:
    1. Initial Interview
    2. Screen
    3. Interview

For assistant contact: employmentteam@pvamu.edu

References

• Checking work references is essential in making the best selection decision.  Reference checks are required on the finalist prior to any job offer.  The number of work history years to check references on should equal the number of required years of experience listed in the job posting.
• The same questions must be asked for each reference check. As a professional courtesy, the hiring manager/search chair should inform candidates prior to checking any references in order to avoid jeopardizing the candidate’s current employment status.

**For search committees only – the hiring official or their designee should conduct reference checks on the finalist (not the entire search committee). The designee assigned to conduct reference checks should be at the same job rank or higher as the position being recruited.

**For review panels only – the hiring official or their designee should conduct the reference checks (not the entire review panel).  The designee assigned to conduct reference checks should be at the same job rank or higher as the position being recruited.

Sample Reference Check Questions

Records Retention (Filled and Unfilled Positions)

• Each hiring department will maintain all required written evaluation documentation for all applications received; from each committee member, reviewer, or panel member.
• Each hiring department will maintain all required written interview process documentation to include a list of standardized questions and written responses from each applicant interviewed by each (participating interviewer)
• List of all participants involved in the evaluation, interview, and selection process

In accordance with the respective retention periods in The Texas A&M University System Records Retention Schedule, employment selection records and other records that document the selection process on all job applicants must be maintained by the Hiring Department for a minimum of (5) years.  This requirement includes documentation for unsuccessful candidates.

All final selection process records are subject to internal and external compliance audits, release under the Texas Public Information Act, or other legal proceedings and audit purposes.