Interviewer Certification

1. Interviewer Certification “Finding the Right Fit” Presented by: Human Resources – Recruitment employment@ucf.eduor 407-823-2771

2. 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)

3. 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

4. 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

5. 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

6. 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

7. “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

12. “Gut Feeling” Discussion

13. 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

14. How to Gain Access • Create a user account on: www.jobswithucf.com/hr

15. How to Gain Access

16. How to Gain Access Complete the On-line Security Access Form & fax to Recruitment at 823-1095 HR will email new user when approved

17. 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.

18. Where else can you post your Position?

19. PeopleAdmin Reference Guides https://hr.ucf.edu/files/PeopleAdminUserManual.pdf

20. PeopleAdmin Home Page

21. Online Job Posting

22. What Will I See as a CI or HM?

23. PeopleAdminPosition Applicant Listing

24. Preferences Veteran’s USPS (Staff) Alternative Employment

25. 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

26. Veteran’s Preference Granted Not Granted

27. 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)

28. USPS Preference Granted Not Granted

29. 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

30. Recall Preference Granted Not Granted

31. 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

32. 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

33. 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

34. Interviewing Tools:Checklist to Prepare for Interview

35. Interviewing Tools:Examples of Behavioral Interview Questions

36. Interviewing Tools:Interview Questions to Avoid

37. Interviewing Tools:Telephone Reference Checks Form

38. 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

39. 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 qualifcationsmust submit transcripts

40. 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

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

42. Other Resources Hiring Packet Checklists

43. Other Resources Online PeopleAdmin Training Videos http://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 Guide http://hr.ucf.edu/files/PeopleAdminUserManual.pdf

44. Other Resources Physical Exams: Instructions & Requirement List (For USPS positions)

45. Review • When are requisitions due to HR? • How long are positions posted? • What is the minimum # of candidates to select for on campus interviews for both USPS and A&P positions? • How many of the 3 candidates selected for interview for USPS positions should be internal?

46. Review • True or False: Top candidates must receive an in person interview. • How many telephone reference checks must be performed on the selected candidate? • True or False: Is it ok if some candidates interviewed don’t meet the minimum qualifications? • True or False: Individuals granted alternative employment preference must be interviewed by the department.

47. 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

48. 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

49. Any Questions?