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  1. 1. Interviewer Certification “Finding the Right Fit” Presented by: Human Resources – Recruitment employment@ucf.edu or 407-823-2771
  2. 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. 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. 4. Steps to Identify Essential 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. 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. 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. 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
  8. 8. “Gut Feeling” Discussion
  9. 9. Online Employment Systems PeopleAdmin • 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
  10. 10. How to Gain Access • Create a user account on: www.jobswithucf.com/hr
  11. 11. How to Gain Access
  12. 12. How to Gain Access • Complete the On-line Security Access Form & fax to Recruitment at 823-1095 • HR will email new user when approved
  13. 13. 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.
  14. 14. Where else can you post your Position?
  15. 15. PeopleAdmin Reference Guides https://hr.ucf.edu/files/PeopleAdminUserManual.pdf
  16. 16. PeopleAdmin Home Page
  17. 17. Online Job Posting
  18. 18. What Will I See as a CI or HM?
  19. 19. PeopleAdmin Position Applicant Listing
  20. 20. Preferences Veteran’s USPS (Staff) Alternative Employment
  21. 21. 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
  22. 22. Veteran’s Preference Granted Not Granted
  23. 23. 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)
  24. 24. USPS Preference Granted Not Granted
  25. 25. 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
  26. 26. Recall Preference Granted Not Granted
  27. 27. 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
  28. 28. 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
  29. 29. 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
  30. 30. Interviewing Tools: Checklist to Prepare for Interview
  31. 31. Interviewing Tools: Examples of Behavioral Interview Questions
  32. 32. Interviewing Tools: Interview Questions to Avoid
  33. 33. Interviewing Tools: Telephone Reference Checks Form
  34. 34. 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
  35. 35. 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 qualifcations must submit transcripts
  36. 36. 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
  37. 37. Other Resources Human Resources Website: http://hr.ucf.edu/ (Click on Managers & HR Liaisons)
  38. 38. Other Resources Hiring Packet Checklists
  39. 39. 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
  40. 40. Other Resources Physical Exams: Instructions & Requirement List (For USPS positions)
  41. 41. Review 1. When are requisitions due to HR? 2. How long are positions posted? 3. What is the minimum # of candidates to select for on campus interviews for both USPS and A&P positions? 4. How many of the 3 candidates selected for interview for USPS positions should be internal?
  42. 42. Review 5. True or False: Top candidates must receive an in person interview. 6. How many telephone reference checks must be performed on the selected candidate? 7. True or False: Is it ok if some candidates interviewed don’t meet the minimum qualifications? 8. True or False: Individuals granted alternative employment preference must be interviewed by the department.
  43. 43. 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
  44. 44. 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
  45. 45. Any Questions?