Conducting Timely Interviews: Hiring Officials’ Responsibility

1. Hiring Officials’ Involvement and Accountability: Conducting Timely Interviews

2. Hiring Officials’ Responsibility • Interviews are typically used for one of two purposes in the Federal Government: • As a part of the formal selection process in which candidates are screened or ranked based on their score, or • As a “selecting official's interview” to verify candidates’ qualifications for a job after they have been rated using other assessment methods, but prior to making a hiring decision

3. Hiring Officials’ Responsibility • Active involvement in the hiring process: conduct timely interviews of candidates on the certificate(s) of eligibles

4. Hiring Officials’ Responsibility Research shows: Involved hiring managers drive effective recruitment and hiring Quality of the hiring manager in addition to base pay is key in attracting and retaining new hires 4

5. Hiring Officials’ Responsibility Plan and make timely decisions to reduce the time to hire 5

6. Using the Certificate(s) of Eligibles Determine the best eligible candidates for the position (maintaining veterans’ preference) • Review résumés • Interview • Conduct reference checks

7. Using the Certificate(s) of Eligibles Review application packages of eligible candidates on the certificate(s)

8. Using the Certificate(s) of Eligibles Check your organization’s interview policy, for example: Whether the selecting official or the person(s) designated to conduct interviews interview some or all candidates

9. Using the Certificate of Eligibles Block out time on your calendar before you receive certificate(s) of eligibles 9

10. Using the Certificate of Eligibles How much time you block out on your calendar depends on a number of factors, such as: Number of positions you are filling Whether you interview some or all candidates on the certificate(s) of eligibles Level of the position (typically, the higher the level, the longer the interview) Whether you are interviewing solo or with a panel Number of questions you will ask, etc. 10

11. Preparing to Conduct Interviews Develop job-related questions Determine interview question type 11

12. Preparing to Conduct Interviews Develop job-related interview questions to learn more about candidates’ experience, knowledge, training • Create questions in advance using the: • Job analysis • Position description • Requirements in your job opportunity announcement 12

13. Preparing to Conduct Interviews Interview questions cannot be used to find out personal information Prospective employers are prohibited from asking questions about about race, color, sex/gender, religion, marital status, age, disabilities, ethnic background, National origin/country of origin, sexual preferences, age, disability, marital/family status • Job-related questions developed ahead of time help keep interviewers “on topic” 13

14. Types of Questions Behavioral Tell me about a time when you… Situational Imagine you are in the following situation… What would you do? Résumé-Based Tell me about your job working at…

15. Responses to Behavioral Questions Use the STAR Model to obtain three important pieces of information • Situation or Task • Action: Describes exactly what candidate did • Result: Look for specifics about the outcome

16. One-on-One Interview Formats 16

17. Panel Interview Formats 17

18. Telephone/Video Conference Interview Formats 18

19. Before the Interview • Review Job Opportunity Announcement • Major duties • Requirements (e.g., travel, knowledge, skills and abilities) • Share questions with all interviewers 19

20. Before the Interview • Review candidate’s résumé • Consider candidate’s paid and unpaid accomplishments and how they link to the position’s requirements

21. Before the Interview If your candidate has requested an accommodation, confirm it has been addressed 21

22. Before the Interview Bring a copy of the candidate’s résumé • Respect candidate’s time and arrive early 22

23. During the Interview Turn off your electronic devices or, at least, turn them to vibrate 23

24. During the Interview Conduct interviews in a quiet, private room Provide a separate area for candidates waiting to be interviewed • Interview room and facilities must be accessible to candidates with disabilities 24

25. During the Interview Ask open-ended job-related questions Be enthusiastic Be honest (provide realistic job preview) • Listen carefully • Take notes 25

26. Questions Candidates May Ask: Examples • What workplace flexibilities are available? • When do you expect to make a decision? • What is a typical day like? • What projects or assignments would I be responsible for? • What is your management style?

27. After the Interivew Conduct reference checks before you sign the certificate(s) Contact at least two previous employers, including the current supervisor listed on the résumé Ask only job-related questions 27

28. After the Interview Candidates may send you a thank you note or email. Respond in a timely manner. 28

29. Make Your Selection(s) Sign and return the certificate identifying the selected individual(s) for the position(s) Within 1 day (2 at most) of completing the interviews/reference checks

30. Hiring Officials’ Accountability Using the Certificate of Eligibles in 15 days or less (based on 80-day hiring model) Review applications/résumés Conduct interviews Check references Make selection(s) and return certificates NOTE: Agencies may need to adjust the number of days for each step within the 80-days based on their particular practices and procedures. ww.opm.gov/publications/EndToEnd-HiringInitiative.pdf 30

31. Hiring Officials’ Responsibility Questions? 31