|What you, the supervisor, should do||How to do it|
|1||Review job applicants' resumes and applications|
- Log in to Hiring Manager to review and screen applicants.
- Give first consideration to any preferential rehire applicants.
- Carefully review each applicant's skills, knowledge and abilities (SKAs) using the Applicant Evaluation Matrix.
- Use the preliminary codes, A, B, C, to sort candidates according to qualifications.
- Use only A, B, C codes until the end of the recruitment process.
|2||Respond to candidates|
- Send a thank you letter to those applicants who do not meet your minimum requirements.
- Call your prospective candidates. You may wish to conduct a phone screening to determine salary requirements, level of interest in the position, and/or other qualifications. Use the Telephone Interview Guide.
- If candidates are out of the area, consider using an online interview as an alternative to the expense of bringing the candidate to campus.
- Schedule the candidates for an interview. Tell them where to park, let them know what the interview process entails, and approximately how much time they should plan to spend.
- Send them a copy of the job description to review prior to the interview, (together with a Confirmation Letter or e-mail, if you wish).
|3||Prepare for the interview|
- Choose an interview committee of not more than 5 participants.
- Prepare key questions exploring past job performance and covering all essential functions. See the Sample Interview Questions.
- Review your interview questions with your recruiter prior to the interviews. Questions to Avoid During an Interview will help to ensure that you ask only job related questions.
- Meet with the interview committee to review the questions and logistics that will affect the interview process.
- Be sure to use the same interview format for every candidate and that the interview appointments are of the same length.
- The Interview Rating Guide will assist you in evaluating the candidates.
|4||Conduct the interview|
- Choose an appropriate and comfortable interview environment where you will not be interrupted.
- Welcome the candidate and provide him/her with an overview of the interview.
- Ask your questions and then sit back and listen (ideally, you should talk no more than 20% of the time).
- Comment on what the candidate says to show interest and encourage further discussion.
- Use follow-up questions to elicit additional information about past performance or behavior indicated on the resume/application.
- Ask the candidate if they have questions and respond as accurately and thoroughly as possible.
- Conclude the interview by thanking them and explaining the 'next steps' in the process. Ask permission to contact references.
- If a second level interview is necessary for final candidates, contact them and schedule the interviews and explain the interview process.
- Inform non-selected candidates of their status by telephone or e-mail and follow up by sending a letter.
Information obtained from candidates is confidential and should not be shared with others who are not part of the hiring process.
|5||Check references of your final candidates|
- Prepare reference questions in advance. A Guide to Reference Checking is available. Tailor your questions to reflect the job requirements for the position.
- Call references and ask specific questions about the candidates' background, skills and qualifications.
- Background checks are required of external staff hires as part of the pre-employment process and conducted by the UCIPD. The background check consists of a Department of Justice (DOJ) LiveScan and a Department of Motor Vehicles (DMV) check for positions required to drive University vehicles.
- Please provide your new hire with the requisition number (Ex. 20XX-XXXX) for the position they are being hired into
- Have your new employee contact HR at (949) 824-9972 to schedule a background check appointment.
- HR will ask the candidate/new hire for the job number, and will then provide the new employee with all forms and instructions for the DOJ LiveScan process
- If the position requires driving a University vehicle, UCIPD will also conduct a California DMV check.
- Internal UCI candidates who are promoted or transferred into a position deemed "critical" are required to have a background check. See Critical Elements Definitions for more information.
- You will be notified by HR upon completion of the background check.