Interviewing And SelectionQuick Reference Guide

With

Research Specific

Supplemental Information

I.Candidate Assessment

The guiding principle behind any question to an applicant is: can the employer demonstrate a job-related necessity for asking the question? Therefore, an applicant should only be asked questions that are job related. When asking questions, the interviewer should ask himself/herself if this information is really needed in order to judge the applicant's qualifications, level of skills and overall competence for the job in question.

Assess Overall Fit For Position

As well as assessing whether or not a candidate has the knowledge, skills, and abilities to perform the duties of the position, it is important to determine if the candidate matches the culture of the business unit and possesses the personality and dedication to be a success in the position. Following are some considerations to help you structure your candidate assessment process:

  • Are they responsible, trustworthy, imaginative, practical?
  • Are they effective decision makers?
  • Is the person productive and efficient?
  • Are they enthused about the type of work to be done?
  • Does the person work better as part of a team or as an individual contributor?
  • Does the person understand the mission of the business unit as well as UNMC as a whole?
  • How is the culture of your work business unit defined?

(HR-Staffing is available to help with interview question development to assess these items)

Specifically Related to Sensitive Research Issues

Interviewers should not directly ask applicants if they are a member of an organization that has been associated with violent activity related to a specific area of research. A person could be a member of such an organization yet fully support the research activity of UNMC. It is okay to ask open ended questions that draw out a person’s thoughts and beliefs relative to sensitive research topics, as long as they relate to the position being applied for by the applicant.

Examples of acceptable questions would be as follows:

  • Do you belong to any organizations that you consider relevant in your ability to perform the position for which you have applied? If yes, what organizations and why is it relevant?
  • What ethical issues are you aware of relating to scientific research? What are your views on these issues?
  • What are your thoughts on the use of ______in scientific research?
  • Do you think it is morally right to use ______in scientific research?
  • Have you ever worked in a position where you handled ______that are being used in scientific research? Tell me about the experience.
  • What would you do if you saw someone you didn’t recognize in a restricted access research facility?

Additional questions to reveal moral character/ethical behavior:

  • Tell me about a moral or ethical dilemma you have faced. What was it and how did you deal with it?
  • Give me an example of what you consider to be unethical behavior.
  • What would you do if someone asked you to do something unethical?
  • In what work situations do you feel honesty is important?

General Interview Issues

Avoid any questions relating to:

-Race / -Gender / -Disabilities / -Marital status
-Color / -National origin / -Pregnancy / -Caregiver responsibilities
-Religion / -Age / -Sexual Orientation

Following is a list of unacceptable and acceptable questions. It is NOT all-inclusive.

TOPIC / UNACCEPTABLE / ACCEPTABLE
Reliability,
Attendance / -Number of children?
-Who is going to baby-sit?
-What religion are you?
-Do you have pre-school age children at home?
-Do you have a car? / -What hours and days can you work?
-Are there specific times that you cannot work?
-Do you have responsibilities other than work that will interfere with specific job requirements such as traveling?
Citizenship/
National Origin / -What is your national origin?
-Where are your parents from?
-What is your maiden name? / -Are you legally eligible for Employment in the United States?
-Have you ever worked under a different name?
For Reference
Checking / -What is your father's surname?
-What are the names of your relatives? / -Please see section III. Verifying Applicant Qualifications for more information.
Arrest and
Conviction / -Have you ever been arrested? / -Have you ever been convicted of a crime? If so, when, where and what was the disposition of the case?
Disabilities / -Do you have any job disabilities? / -Can you perform the duties of the job you are applying for with or without reasonable accommodation?
Emergency / -What is the name and address of the relative to be notified in case of an emergency? / -What is the name and address of the person to be notified in case of an emergency? (Request only after the Individual has been employed.)
Credit Record / -Do you own your own home?
-Have your wages ever been garnished?
-Have you ever declared bankruptcy? / -None
-Credit references may be used if in compliance with the Fair Credit Reporting Act of 1970 and the Consumer Credit Reporting Reform Act Of 1996.
-None
Military Record / -What type of discharge did you receive? / -What type of education, training, work experience did you receive while in the military?
Language / -What is your native language? Inquiry into use of how applicant acquired ability to read, write or speak a foreign language. / -Inquiry into languages applicant speaks and writes fluently. (If the job requires additional languages)
Organizations / -List all clubs, societies and lodges to which you belong / -Inquiry into applicant's membership in organizations which the applicant considers relevant to his or her ability to perform job.
Race or Color / -Complexion or color of skin. Coloring. / -None
Worker's
Compensation / -Have you ever filed for worker's compensation?
-Have you had any prior work injuries? / -None
Religion or Creed / -Inquiry into applicant's religious denomination, religious affiliations, church, parish, pastor or religious holidays observed. / -None
Gender / -Do you wish to be addressed as Mr.?, Mrs.?, Miss?, or Ms.? / -None
Addresses / -What was your previous address?
-How long did you reside there?
-How long have you lived at your current address?
-Do you own your own home? / -None
Education / -When did you graduate from high school or College? / -Do you have a high school diploma or equivalent?
-Do you have a university or college degree?
Personal / -What color are your eyes, hair?
-What is your weight? / -Only permissible if there is a bona fide occupational qualification.

II. Red Flags

Aside from information gained through an applicant’s responses to interview questions, there are other factors that can be taken into consideration in evaluating a candidate’s fit for a particular position. Following are some warning signs to watch for that could mean a candidate is not necessarily a good fit for the position. These items alone should not necessarily be a sole reason for declining a candidate, but should be considered along with other factors such as the candidate’s responses to interview questions, education, experience, and work history. As appropriate, probe the candidate on red flag issues during the interview. Other pieces of the selection process such as reference checking and background checks can provide further information on red flag issues.

  • Frequent job changes
  • Reasons for leaving previous employment
  • Gaps in employment
  • Criminal history related to job
  • Avoidance of specifics in recalling experience
  • Poor communication skills
  • References refuse to discuss candidate’s qualifications
  • Applicant appears overly interested in sensitive research issues

III. Verifying Applicant Qualifications

Reference Checks (performed by the hiring department)

Talking to former employers of potential hires is an important piece of the selection process. It provides an opportunity to verify all major resume claims, dates of employment, attendance history and any other relevant knowledge, skills, and abilities. Following are some reference checking tips. The following page contains a reference checking template.

–Use a list of contacts provided by the candidate

•Ensure they are business contacts

–Current boss (where feasible)

–Past bosses

–Peers in the same function

–Subordinates (if in management)

–Customers or clients if applicable

–Employers may be reluctant to provide info for fear of a defamation law suit

•Tips for gaining information

–Keep questions job related

–Ask specific questions

–Put request in writing

–If nothing else, ask if eligible for rehire

–Explain to candidate that you cannot make an offer without a complete reference check

REFERENCE CHECKING FORM

Position Title: ______

Is this position responsible for regularly working with confidential and/or otherwise protected/sensitive information? Yes ____ No ____ If yes, a reference check must be completed pertaining to the candidate’s ability and aptitude in handling “covered data and information” in accordance with the law and University policy (see Executive Memorandum #26) Please see question 1(b).

Explain the reason for your call and verify the following information with the supervisor, including the reason for leaving.

Candidate Name: ______Reference’s Name & Title: ______

Company Name: ______Dates of Employment: ______

Position(s) Held: ______Reason for Leaving: ______

In what capacity did you know the person:______

1(a). Please describe the type of work for which the candidate was responsible.

______

______

(b). Did these responsibilities include regularly working with confidential and sensitive information? If so, explain how the candidate demonstrated the ability and aptitude to handle confidential and sensitive information.

______

______

2. How was his/her attendance?

______

3. How did the applicant demonstrate team focus when working with coworkers, subordinates (if applicable, and superiors to achieve common goals?

______

______

4. Did the candidate have a positive or negative work attitude? Please elaborate.

______

______

5. How would you describe the quantity and quality of output generated by the former employee?

______

______

6. What were his/her strengths on the job?

______

______

7. What were his/her weaknesses on the job?

______

______

8. Would you recommend him/her for this position? Why or why not?

______

______

9. Would this individual be eligible for rehire? Why or why not?

______

______

Other Comments:

______

______

______

Conducted by:

Name: ______Title: ______Date:______

Background Checks

UNMC conducts background checks on all new hires in accordance with policies 1010 Background Check policy and 6075 Faculty Personnel Records policy. Hiring departments are responsible for initiating the check through HR that is conducted by a third party. Following are the items covered during the background check:

Basic check for all employees / Trustworthy and reliable check for employees with access to nuclear irradiators
  • Criminal history (back 7 years)
  • Sex offender registry
  • Positive ID
  • US Gov. Terrorist List search
  • Maiden/AKA name search
  • Sanction check
/
  • Includes all items listed under basic check plus the following
  • FBI fingerprint background investigation
  • Employment verification – 2 most recent
  • Education verification – highest completed
  • Personal references – 2

  • A criminal conviction does not automatically disqualify an applicant from consideration for employment with UNMC. The following items will be considered when evaluating the conviction:
  • Nature and gravity of the criminal offense
  • Nature of the duties and responsibilities of the position
  • Pattern of other related criminal convictions
  • Age of the applicant when the criminal offense occurred
  • Time since the criminal conviction and/or completion of the sentence
  • The applicant’s record of performance and behavior on other jobs.

If the criminal history check reveals criminal convictions which the applicant failed to disclose on the application, the offer of employment will normally be withdrawn, unless the individual shows that the report is in error.

Unless otherwise required by law, departments may determine whether people hired into “temporary” positions will receive a background check; however, it is strongly encouraged, especially when the temporary employee could have access to sensitive research material. Temporary employees hired through Kelly Services have had a background check and signed the UNMC Statement of Understanding.

Internet Searches Of Applicant Names

Internet searches are not done by HR and are not recommended by legal counsel. If they are done the following items should be kept in mind:

  • Items discovered but not related to a person’s qualifications for the job cannot be considered.
  • Items discovered that are job related need to be verified with the person directly and through a formal background or reference check.

IV. Contact Information

For help with questions related to any of the above topics please feel free to contact the following individuals in Human Resources.

Name Title Phone Email

Glen Houpt Div. Director, Staffing & Comp 559-5905

Sandra McKenzie Employment Specialist 559-5906

Tina Randle Staffing/Compensation Associate 559-4101

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