Interviewer Certification

“Finding the Right Fit”

Presented by: Human Resources – Recruitment

employment@ucf.edu or 407-823-2771

Objectives

• Understand the benefits of “behavioral interviewing”• Review UCF’s Interviewing Procedures• Briefly discuss the online hiring process• Learn steps for conducting an effective interview and

review guidelines for writing good interview questions (DVD)

• Understand the equal opportunity affirmative action process as it applies to workforce diversity and the avoidance of discrimination - Ms. Maria Beckman (Director of EOAA)

What is PBI and why is it Important?

• Philosophy of Performance Based Interviews (PBI) is that:

Past actions are the best predictors of future performance

• Why is effective interviewing so important?– Hiring top quality individuals

– Define the relevant experience, skills and abilities needed to perform the job successfully will help to identify the best qualified candidate

– Above information is also useful for posting and screening

Steps to IdentifyEssential Tasks of the Position

• Review the position description

• Talk to individuals in a similar or the same position

• Document detailed tasks to be performed outside of PD

• Identify most important competencies/tasks for the position

• Review the history of turnover and future expectations

• Use this information in developing various materials– Job posting and behavioral interview questions

Performance Based Interviews• Selecting the best candidate can:– Increase output, productivity and the success of the

organization

– Reduce training time

– Decrease turnover

• Utilizing Performance Based Interview techniques can:– Prevent the interviewer from using personal impressions

– Reduce candidate “faking”

– Ensure that the interviewer is asking job related questions

Interview is Not the Only Tool

• It is important to remember that the Performance Based Interview process is a useful tool to assist in candidate selection, but it should not be the only decision-maker factor.

• Should also consider:

– Relevant experience and credentials indicated on the application or resume

– Information provided in reference checks

“Gut Feelings” Activity

• View each image individually for about a minute or two, choose four adjectives to

describe each image

• After, break into groups to compare and discuss the adjectives chosen

“Gut Feeling” Discussion

Online Employment SystemsPeopleAdmin

• Hiring Managers (HM) & Certified Interviewers (CI) - www.jobswithucf.com/hr

– Create requisitions for job postings

– Review applications

– Input selection/non-selection reasons

– Complete & submit hiring documents

• Applicants – www.jobswithucf.com

– Search for open positions

– Check status of applications

How to Gain Access

• Create a user account on: www.jobswithucf.com/hr

How to Gain Access

How to Gain Access

• Complete the On-line Security Access Form

& fax to Recruitment at 823-1095

• HR will email new user when approved

Recruiting for the Job• USPS (Staff) and A&P Positions

– Create online requisition & activate guest user access– Due in HR by Wednesday at noon

• Positions must be advertised for a min. of 5 days– CareerBuilder Option

• Cost is $175.00 charged to department• Due with the requisition to HR by Wednesday at noon (Account Number)

– HigherEdJobs Option• Free to departments/colleges that are participating in contract.• Check with main HR Liaison in department/college to see if your area is

participating. – External A&P postings must have a 2nd advertising source. – Internal A&P posting do not need a 2nd ad.

Where else can you post your Position?

PeopleAdmin Reference Guides

https://hr.ucf.edu/files/PeopleAdminUserManual.pdf

PeopleAdmin Home Page

Online Job Posting

What Will I See as a CI or HM?

PeopleAdmin Position Applicant Listing

Preferences

Veteran’s

USPS (Staff)

Alternative Employment

Claiming and Earning Veteran’s Preference

• Applicants must complete the Veteran’s Preference section on the online application and send or fax a copy of DD-214 to Recruitment

• Recruitment will verify the information granting the preference status to Veteran

• Veteran Preference is only available for USPS (Staff) positions

• Veteran Preference status is indicated on the online applicant list

• Veteran must meet the minimum qualifications (not preference) to be granted preference

– Note: Veteran’s Preference can be claimed more than once

Veteran Preference Guide: http://hr.ucf.edu/files/VeteransPreference.pdf

Veteran’s Preference

Granted

Not Grant

ed

USPS (Staff) Preference

• Considered internal if employed for more than six months at UCF

• OPS employees are not considered internal candidates for USPS (Staff) Preference

• A minimum of 2 of the 3 candidates should be internal applicants if they meet the minimum qualifications (not preference)

USPS Preference

Granted

Not Grant

ed

Alternative Employment Preference

• Layoff Notification– Notice given to employee about being laid off, still employed– Departments required to interview, but don’t have to select them– If individual not selected for hire, must have a significant valid

business reason• Recall Rights

– Individual officially laid off from the university– Departments required to interview– If individual not selected for hire, must have a significant valid

business reason– Must provide documentation of reason– Reason will be reviewed by a committee

Recall Preference

Granted

Not Granted

Interviewing Procedures

• Check for a diverse pool

• Select minimum of 3 candidates for A&P and USPS interviews

• Must meet minimum qualifications for position

• Telephone screening interviews for first interview are not required

• Top candidates must receive face-to-face interview

• Be consistent/fair in interview method

Behavioral Interviewing(DVD – Actions Speak!: Behavior Based

Interviewing)• “Past actions are the best predictors of future

performance”

• OBJECTIVES:

– Understand the concept of behavioral interviewing

– Learn steps for conducting an effective interview

– Develop good behavioral interview questions

Interview Tips• Establish rapport

• Provide a preview of position

• Ask specific questions about past performance (behavioral predictors)

• Probe for specific information

• Ask for reverse information/questions (fair and balanced)

• Respect and manage silence

• Allow the candidate to ask questions

• Close the interview

• Review notes and summarize your impressions

Interviewing Tools:Checklist to Prepare for Interview

Interviewing Tools:Examples of Behavioral Interview

Questions

Interviewing Tools:Interview Questions to Avoid

Interviewing Tools:Telephone Reference Checks Form

Telephone Reference Checks• 2 telephone reference checks must be performed

– UCF employers do not have to be the only references contacted

• Professional references are required– Acceptable: supervisors, managers, directors

– Unacceptable: co-workers, personal references

• Use Telephone Reference Check form to verify dates of employment, duties & past behaviors

• If organization unable or unwilling to provide a reference, request the applicant to provide copy of his/her most current performance appraisal

Ready to Hire?What You Need to Submit to HR

For USPS

•Ensure qualified veterans and at least 2 internal candidates were interviewed

•Complete 2 telephone reference checks on the selected candidate and annotate the results

•Review application to ensure all sections are complete and accurate

•Complete the hiring proposal with name, salary, and start date of selected candidate

•Change status of all applicants online indicating who was selected and who was and was not interviewed and why

•Forward the online Job Posting and Hiring Documents to Recruitment

•Unofficial transcript is acceptable for processing, but an official transcript must be provided within 30 days for domestic universities and 90 days for international universities.

– Applicants using college credit hours to meet minimum qualifcations must submit transcripts

Ready to Hire?What You Need to Submit to HR

For A&P•Complete 2 telephone references

•Review application to ensure all sections are complete and accurate

•Unofficial transcript is acceptable for processing, but an official transcript must be provided within 30 days for domestic universities and 90 days for international universities.

•Complete the online A&P Agreement Request Form and online A&P Employment Certification Form in the system on the selected candidate

•Change the status of all the candidates indicating who was selected and at which round of the search the rest of the candidates were eliminated

•Upload the advertising, telephone references and search committee meeting minutes and notices

•Forward the online Job Posting and Hiring Documents to Recruitment via your EU

Other Resources

Human Resources Website: http://hr.ucf.edu/ (Click on Managers & HR Liaisons)

Other Resources

Hiring Packet Checklists

Other Resources

Online PeopleAdmin Training Videoshttp://hr.ucf.edu/liaisons-and-managers/interviewing-and-hiring/preparing-to-hire/

faculty-procedures/online-employment-system-tutorial/online-hiring-training/

Online Employment System Reference Guidehttp://hr.ucf.edu/files/PeopleAdminUserManual.pdf

Other Resources

Physical Exams: Instructions & Requirement List (For USPS positions)

Review1. When are requisitions due to HR?

2. How long are positions posted?

3. What is the minimum # of candidates to select for on campus interviews for both USPS and A&P positions?

4. How many of the 3 candidates selected for interview for USPS positions should be internal?

Review5. True or False: Top candidates must receive an in person interview.

6. How many telephone reference checks must be performed on the selected candidate?

7. True or False: Is it ok if some candidates interviewed don’t meet the minimum qualifications?

8. True or False: Individuals granted alternative employment preference must be interviewed by the department.

They are Hired, Now What?

First Day of Employment

•Schedule payroll sign-in & orientation

•Obtain UCF ID card

•Explain nearest parking lot & decals

•On Line USPS handbook, policies & procedures, departmental procedures/norms, confidentiality agreements, etc.

•Provide blank copy of Performance Appraisal

They are Hired, Now What?

After 30 Days On the Job

•Supervisor asks new employee:

– What’s working well so far?

– Based on your prior work, what ideas for improvement do you have?

– How do we compare with what we said in the interview?

– Discuss performance thus far

Any Questions?