Hiring Officials’ Involvement and Accountability: Conducting Timely Interviews

Hiring Officials’ Involvement and Accountability:

Conducting Timely Interviews

Hiring Officials’ Responsibility

Interviews are typically used for one of two purposes in the Federal Government:

1.As a part of the formal selection process in which candidates are screened or ranked based on their score, or

2.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

Hiring Officials’ Responsibility

Active involvement in the hiring process: conduct timely interviews of candidates on the certificate(s) of eligibles

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

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Hiring Officials’ Responsibility

Plan and make timely decisions to reduce the time to hire

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Using the Certificate(s) of Eligibles

Determine the best eligible candidates for the position (maintaining veterans’ preference)

Review résumés InterviewConduct reference

checks

Using the Certificate(s) of Eligibles

Review application packages of eligible candidates on the certificate(s)

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

Using the Certificate of Eligibles

Block out time on your calendar before you receive certificate(s) of eligibles

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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.

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Preparing to Conduct Interviews

Develop job-related questions

Determine interview question type

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Preparing to Conduct InterviewsDevelop job-related interview questions

to learn more about candidates’ experience, knowledge, training

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Create questions in advance using the: Job analysis Position description Requirements in your job

opportunity announcement

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

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Job-related questions developed ahead of time help keep interviewers “on topic”

Types of Questions

Behavioral Tell me about a time when you…

SituationalImagine you are in the following situation… What would you do?

Résumé-BasedTell me about your job working at…

Responses to Behavioral Questions

Use the STAR Model to obtain three important pieces of information

1. Situation or Task

2. Action: Describes exactly what candidate did

3. Result: Look for specifics about the outcome

One-on-One

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Interview Formats

Panel

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Interview Formats

Telephone/Video Conference

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Interview Formats

Before the Interview

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Review candidate’s résumé

Before the Interview

Consider candidate’s paid and unpaid accomplishments and how they link to the position’s requirements

Before the Interview

If your candidate has requested an accommodation, confirm it has been addressed

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Before the Interview

Bring a copy of the candidate’s résumé

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Respect candidate’s time and arrive early

During the Interview

Turn off your electronic devices or, at least, turn them to vibrate

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During the Interview

Conduct interviews in a quiet, private room

Provide a separate area for candidates waiting to be interviewed

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Interview room and facilities must be accessible to candidates with disabilities

During the Interview

Ask open-ended job-related questions

Be enthusiastic

Be honest (provide realistic job preview)

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Listen carefully

Take notes

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?

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

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After the Interview

Candidates may send you a thank you note or email. Respond in a timely manner.

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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

Hiring Officials’ Accountability

Using the Certificate of Eligibles in 15 days or less (based on 80-day hiring model)

Review applications/résumés Conduct interviewsCheck referencesMake 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

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Hiring Officials’ Responsibility

Questions?

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