Interview Guide

International Personnel Management Association

HR Center

About IPMA

The International Personnel Management Association was established in January

1973, through the consolidation of the Public Personnel Association,

founded in Chicago in 1906, and the Society for

Personnel Administration, founded in Washington, DC

in 1937. IPMA is a non-profit membership

organization for agencies and individuals in the public

sector human resources field, and others interested

in the Association's objectives. Members are

located in federal, state and local governments

throughout the United States and overseas.

This interview guide is not intended as a substitute for legal advice. Users should be aware that laws in their

jurisdictions may differ from the federal law.

To order additional copies of this interview guide, please see the inside back cover of this guide.

International Personnel Management Association

1617 Duke Street Alexandria, VA 22314 tel: 703-549-7100 fax: 703-684-0948 e-mail: ipma@ipma-hr.org

Internet: www.ipma-hr.org ©1999 IPMA

Interview Guide

Understand the Job, Then Write the Interview Questions

In general, you should only ask questions that are job-related .

The interviewer must thoroughly understand the requirements for the position, based on a job analysis or job description. Set specific, objective criteria that you can assess in your interview and ask the same questions of all applicants. If you follow this approach, you will ensure a fair interview process to help you select a good fit for the open position. This guide will also help reduce the possibility of dis- crimination claims and assist you in defending your hiring practices if claims are filed.

As you are planning the interview and your selection process, consider the following:

1. Define Goals. First determine how the new hire should contribute to your organization and add value. 2. Define New Hire Qualities. Next identify the qualifications a candidate must have to make the contributions your organiza- tion needs. What combination of interpersonal and technical skills does the new hire need to do this job?

3. Existing Skills vs. Training. Then determine whether the qual- ifications are something the new hires must bring to the job or will learn on the job. (If they will learn on the job, you can tai- lor your questions to determine how quickly an applicant may learn and their willingness to adapt and grow.) Will you have time to train the new hire? 4. Evaluating Candidates. Finally you will need to address how you will measure each of the criteria essential for the position. What makes one answer to your interview question(s) better than another? What is essential, acceptable or unacceptable in a response?

IPMA Interview Guide i

Types of Interview Questions

Closed questions elicit specific information—these may be good openers for your interview

Examples: What was your major? Where did you receive training for (X) skill? List 5-10 adjectives that your past supervisor would use to describe you.

Open-ended questions elicit more

than a simple answer. Examples: What are your career goals?

Where do you see yourself in one year? five years? ten years? Why do you feel qualified for this job? What kind of job duties are you interested in? What do you think would be important for the job you are applying for? Why did you leave your former employer? What did you like best/least about your last job? How would you define a good work atmosphere?

Focused questions which elicit focused answers are usually more effective than

generic questions. Ask candidates to give very specific examples demonstrating a particular skill or reacting to a specific job- related scenario. For example, if teamwork is essential in the position, you could ask, “How were you able to demonstrate teamwork in your last job?” Or - instead of - “Tell me your experience in training.” try: “Think back to when you trained a new employee. Describe exactly what you did to train that employee and help the person understand the job’s perfor- mance standards.”

IPMA Interview Guide ii

Leading questions can be answered with a yes or no and are used to verify information and see how an applicant expresses him/herself further.

Examples: You majored in business? You were a supervisor at the

time? Situational or hypothetical questions usually involve a critical situa- tion developed through job analysis.

Examples: If you were a customer service representative and a citizen began to yell over the phone, what would you do?

Situational or behavioral questions provide a more personal point of view.

Examples: Describe a situation where you had to calm or subdue an angry customer. Tell us about a time a team fell apart. Why did it happen? What did you do? Tell us about a time when you needed to get an understanding of another’s situation before you could complete your job. How did you get the information? Did you encounter any problems? Give an example of the biggest challenge you had in <a certain aspect> in the past and how

you solved it successfully. The aspect/subject must relate to the job for which people are interviewed (e.g. people skills, initiative, problem-solving, technical skills, etc.)

IPMA Interview Guide iii

Follow-up questions. Keep probing and asking questions until you get clarification on the questions you’ve asked. For example, if you ask about a situation and you don’t have a clear understanding of the appli- cant’s response, ask: “Specifically, what was your role in <X> situa- tion?” If you ask, “What was your major in college?” and the candi- date responds, “English.” The interviewer can use, “How does your major prepare you for this position?”

Keep the questions consistent. For each open position, you should ask all candidates the same questions; then you can better compare applicants and reduce the possibility of discrimination charges.

Determine what is a good answer. In advance, think of what type of answer is acceptable and how you would rate an answer. What specif- ically are the criteria for a good answer?

Sample questions: Following are merely sample questions. Remember: you should only ask job-related questions. For instance, if the applicant will not be supervising anyone, you should not ask about their supervisory skills.

Education and training: What special skills do you have? What certifications do you hold that are

related to this position? What was your major? Why? How does it relate to this position?

Work history: What previous position has given you the most satisfaction? Why? Describe a typical day at your last job? What were some of the problems involved in your last job? Which problems frustrated you most? What position did your immediate supervisor hold?

IPMA Interview Guide iv

Leadership/initiative skills: You are serving on a committee and a problem arises that the group cannot solve. You realize the group is disorganized and has not collect- ed some important information. What do you do? While your supervisor is on vacation, in spite of instructions left behind, your work group’s productivity is faltering. What do you do? If you had an idea to improve your work or the work of your depart- ment, what would you do? How? How would you rate your ability to predict needs before they arise?

Interpersonal/Teamwork: Tell me about a time when you had to convince a coworker or a super- visor to accept your solution to a problem. For what advice or assistance do your co-workers turn to you? How do you persuade others to your way of thinking?

Innovation skills: What did you do that was innovative in your last position? What new ideas did you implement in your last position? Knowing what you know about our organization, what would be the first idea for improvement you would have?

Management/supervisory skills: How would your subordinates describe your management style? Describe how you assign a task to a subordinate. How do you follow-up on work assigned to subordinates? How do you typically monitor your staff’s performance?

How do you motivate employees? Give me an example when you suc- ceeded in motivating an employee. When you didn’t succeed? Describe how you evaluate the effectiveness of your leadership.

IPMA Interview Guide v

Customer service skills: If a citizen approaches you on the street with a problem that is not han- dled by you or your department, what would you do? Who do you think your customers would be in this position? What are your top three customer service skills? What should the organization’s customer service priorities be?

Interest: Why would you like to work for us? What do you think is the greatest challenge facing this organization?

Career field: What do you think is the greatest challenge facing your field today? How would we address those challenges in this organization? What do you see as the major trends in your field?

IPMA Interview Guide vi

Personal 1-2 Race 3 National Origin 3 Religion 4 Age 4 Disability/Health 5 Criminal Activity 5 Gender & Sex 6 Military 7 Discrimination 7 Sick Leave 8 Financial 8 Residence 9 Unions 9 Workers’ Compensation 10

Each section includes: Questions to Avoid Alternate Questions Legal Implications

These questions could increase the risk of litigation because employers could use the responses to these questions to discriminate against candidates.

These questions could elicit the information you need to make hiring decisions.

Different laws prohibit employers from using information to discriminate against applicants.

Personal 1 Questions to Avoid Alternate Questions Legal Implications

Are you married? divorced?

What is your spouse’s name?

What is your maiden name?

What are the names of your relatives?

Do you have any children or plan to have children? How many children do you have?

Are you pregnant? What arrangements do you have for child-care?

Would you be willing to relocate if necessary? Have you ever worked under a different name? Have you ever been convicted of a crime under another name? (Ask only if this is job related.) Would you be able and willing to travel as needed on the job? (If asked, should be asked of all applicants.) Are there specific times you cannot work? Do you have responsibilities other than work that will interfere

with specific job requirements such as traveling? Would you be able and willing to work overtime as neces- sary? (If asked, should be asked of all applicants.)

Potential Title VII of the Civil Rights Act violation. Gender discrimination. Cannot deny employment because applicant is pregnant or planning to have a child in the future. Potential Title VII of the Civil Rights Act

violation. Gender dis- crimination.

Personal 2 Questions to Avoid Alternate Questions Legal Implications

Do you have a car? How will you get to work?

Whom do you live with?

How tall are you? (Not acceptable unless minimum standards are essential to the job.)

How much do you weigh? (Not acceptable unless minimum standards

are essential to the job.)

What color are your eyes/hair?

We require a photo of all applicants.

A car is a job requirement - do you have one? Can ask for the name and address of the person to be notified in case of an emergency only after hired. Are you able to lift a 25-lb weight as is necessary for this position? Photograph may be required after employment.

Race/Gender/ National Origin discrimination Americans with Disabilities Act (ADA) Race/Gender/ National Origin discrimination Americans with Disabilities Act (ADA)

Race 3 Questions to Avoid Alternate Questions Legal Implications

What is your race? Not job

relevant. Title

VII - Race discrimin

ation.

National Origin Questions to Avoid Alternate Questions Legal Implications

Where were you born?

Where were your parents born?

Are you a U.S. citizen?

What is your native tongue?

Where are your naturalization papers?

When did you acquire U.S.

citizenship?

If hired, are you authorized to work in the U.S.? What language(s) do you read, speak or write fluently? (Ask only if this is job related)

Title VII - National Origin Discrimination

Religion 4 Questions to Avoid Alternate Questions Legal Implications

What is your religion?

Which church do you attend?

Will you be able to work on weekends or holidays as the job requires?

Title VII - Religious Discrimination

What are your religious holidays?

Age Questions to Avoid Alternate Questions Legal Implications

When were you born? What is your birthday?

When did you graduate from high school or college?

If hired, can you provide proof you are over the age of 18? Do you have a high school diploma or equivalent? Do you have a university/college/ technical

school degree?

Possible Age Discrimination in Employment Act (ADEA) problems Asking for date of birth or age on an application is not itself a violation of the ADEA. However, the EEOC recommends including a statement about the ADEA and its prohibition

on age discrimination, if such a question is asked.

Disability/Health 5 Questions to Avoid Alternate Questions Legal Implications Do you have any disabilities?

What is the nature or severity of your disability?

Do you have AIDS or are you HIV-positive?

Do you smoke?

Are you able to perform the essential functions of this job? (After you describe the job.) Can you demonstrate how you would perform the following job-related functions? As part of the hiring process, after a job offer has been made, you will be required to undergo a medical exam. Our smoking policy is

______ can you adhere to it?

Americans with Disabilities Act (ADA). Medical exam results must be kept confi- dential, except med- ical/safety personnel may be informed if emergency medical

treatment is required and supervisors may be informed about necessary job accommodations, based on exam results. You cannot

ask about AIDS or any other medical condition. Some state laws prohibit an employer from excluding applicants for off- the-job smoking.

Criminal Activity Questions to Avoid Alternate Questions Legal Implications

Have you ever been arrested?

Have you ever been convicted of a crime? (If the crime is related to necessary job functions.)

May violate Title VII, as it has the potential to adversely affect minorities. An applicant could have been falsely arrested and

not convicted.

Gender & Sex 6 Questions to Avoid Alternate Questions Legal Implications

Do you wish to be addressed as Mr., Mrs., Miss or Ms.?

Are you homosexual?

Not job relevant Potential Title

VII of the Civil Rights Act violation. Gender dis- crimination. Women are no longer protected under state wage/hour laws re: number of hours worked, lifting restrictions, etc.

Cannot ask questions about a person’s sexual preference in certain states and municipalities.

Military 7 Questions to Avoid Alternate Questions Legal Implications

Were you honorably discharged?

Did you ever serve in the armed forces of another country?

In what branch of the Armed Forces did you serve? How long did you serve? What was your rank at time of discharge? What type of training, education or work experience did you receive in the military?

May violate Title VII.

Discrimination Questions to Avoid Alternate Questions Legal Implications

What clubs or social organizations do you belong to?

List any professional or trade groups, associations or other organizations that you are a member of that

you consider relevant to your ability to perform this job.

May elicit religious or national origin information that could trigger a Title VII lawsuit.

Sick Leave 8 Questions to Avoid Alternate Questions Legal Implications

How much sick leave did you take last year?

How many non-vacation days were you off in the past year?

Did you comply with the attendance policies in your previous jobs? What kind of references would you receive from your present and former employers?

Americans with Disabilities Act (ADA) Violation

How many total leave days did you take last year?

Financial Questions to Avoid Alternate Questions Legal Implications

Have you had any personal, domestic or financial problems that

interfered with your work?

Do you have any

loans outstanding? Have you ever had your wages garnished?

Have you ever declared bankruptcy? Do you own or rent?

Were you consistently able to perform to the best of your abilities? What were your wages at your prior job? Were you satisfied with your level of wages? Was there an incentive pay plan?

Some states, like Rhode Island, prohibit discrimina- tion based on domestic abuse. May violate Title VII because it may tend to screen out minori- ty applicants. Fair Credit Reporting Act and Consumer Credit Reporting Reform Act of 1996—These Acts contain notice and disclosure rules that should be

reviewed prior to any credit check.

Residence 9 Questions to Avoid Alternate Questions Legal Implications

How long have you lived at your present address? What is your previous address? How long did you live there? How long have you lived at your current address?

Unions

What is your present address?

Potential to violate Title VII as it may screen out women and minority applicants. The questions should be asked only if there is a business reason. The answers could reveal credit history and be discriminatory against women and minorities - violating Title VII.

Questions to Avoid Alternate Questions Legal Implications

Are you for or against unions?

Were you ever a union member?

Have you worked in teams before?

Some state laws may prohibit discrim- ination against union members

Workers’ Compensation 10 Questions to Avoid Alternate Questions Legal Implications

Have you ever filed for workers’ compensation?

Have you had any prior work injuries?

Have you complied with safety rules in past jobs?

Potential for violation of the Americans with Disabilities Act (ADA). After an offer is extended, you may ask about workers’ compensation, prior sick leave, illnesses, diseases and physical or mental health. Employers must ask the same questions of all candidates and ensure the

information will remain strictly confidential.

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