Interview
Interviews are a required step in the selection process and must be conducted before an offer of employment is made to a finalist for the position. Two or more applicants should be interviewed for a position. In rare circumstances, a search committee or interview panel may interview only one applicant, but this must be approved by VCU HR.
Prior to formal interviews, consider phone or zoom interviews as an efficient and cost effective way to obtain information from candidates.
The purpose of an interview is to elicit information from an applicant to determine their ability to perform the job. Successful interviewers learn how to ask relevant questions, how to keep the applicant talking about relevant information and how to listen. A successful interview should gather information about a candidate, present a realistic description of the position, ensure a fair selection process, establish adequate records in the event that the hiring decision must be justified and determine whether the candidate would be successful in the position.
In preparing for interviews, search committee or interview panelists should:
- Develop a uniform set of questions to ask applicants being interviewed
- Review the required application materials for applicants being interviewed, such as presentations, writing samples and other relevant work products
- For some positions, consider requiring finalists to demonstrate their competency for the position through oral presentations or written exercises
- Develop a uniform set of criteria to be used in evaluating each applicant’s strengths and opportunities for growth in comparison to the minimum and preferred qualifications
- Avoid questions that probe for information about race, sex, age, religion, or national origin to avoid any propensity for discriminatory treatment
Diversity and inclusion is a VCU core competency. The staff candidate assessment includes a process for evaluating a candidate's understanding of the importance of diversity and inclusion at work. All interviews will include the following question for assessing a candidate’s understanding and application of diversity and inclusion: “Describe your understanding of diversity. How do you promote equity and inclusion in the workforce?” This is a required component of all interviews for full or part-time staff and hourly staff positions.
In order to prepare candidates to respond to the diversity and inclusion competency assessment item, as part of the application process, the VCU Jobs home page includes the following verbiage: “VCU’s unwavering commitment to diversity, inclusion, equity and student success is why INSIGHT into Diversity magazine has named us a Diversity Champion five times in a row as part of its annual Higher Education Excellence in Diversity Awards. During the interview process, please be prepared to discuss your understanding of diversity and how you promote equity and inclusion in the workforce.”
The interview questions are designed so that candidates for jobs from entry to executive level can share their perspectives and experiences. This item is a way to ascertain if applicants meet job qualification(s) pertaining to diversity, equity and inclusion in the posting. An answer that shows evidence of an understanding of diversity and promotion of equity and inclusion in the workplace can serve as a factor to recommend a candidate for hire.
Sample responses could include, but are not limited to:
- “I define diversity as a group of people with different thoughts, perspectives, racial, ethnic, socioeconomic and cultural backgrounds. I promote equity and inclusion by making sure everyone I work with feels included by taking time to ask them how they are and by speaking up when I hear a biased comment.”
- “I define diversity as recognizing different types of people in the same place. I promote equity and inclusion by asking my coworkers how I can help them if I sense they feel uncomfortable in a certain situation.”
- “I define diversity as understanding that every person is unique and recognizing those individual differences. I promote equity and inclusion by accepting people who are different than I am. I try to educate myself about other cultures so I can help educate others.”
Please note:
VCU’s commitment to diversity, inclusion and equity is not aimed at producing ideological conformity. The university is also committed to sustaining an environment built on the free exchange of ideas and viewpoints.
VCU’s commitment to inclusion means that VCU strives for a community in which all members are and feel respected, have a sense of belonging, and are able to participate and achieve their potential, including those with minority, dissenting, or unpopular views.
Therefore, VCU’s evaluation of a candidate’s response to the diversity and inclusion competency assessment will be viewpoint-neutral. VCU does not engage in unlawful discrimination in the context of hiring decisions, to include based on the ideological beliefs or viewpoints of the candidate or a perception of such beliefs or viewpoints. VCU is committed to an environment free from unlawful discrimination and that promotes freedom of inquiry and expression.
Interview guide
The employment interview is a vital component in the hiring process. Interviews also perform an important public relations function – you’re representing VCU! In order to hire the most qualified applicant, the interviewer must understand how to conduct effective interviews. It is important to develop well-worded questions, use follow-up questions to clarify and get more detail, take good notes, and control the pace of the interview.
Phone and zoom screening interviews to narrow the applicant pool
Preliminary phone or zoom screening interviews are a recommended first step in the interview process. They are an efficient and cost effective way to obtain additional information on candidates and help narrow down a pool to a few top candidates. Prepare a list of job-related questions for the phone or zoom screening interviews and use these questions for all applicants. Interview questions should never include anything that is related to hobbies, personal relationships, health, religion, protected characteristics, etc. If the job requires heavy lifting, use of special equipment or clothing, safety devices, chemicals or weekend work, fully describe these requirements during the phone interview process.
Phone interview tips:
- Ask short and direct questions to help you assess qualifications.
- Discuss salary/budget if this is a concern or issue.
- Determine if the applicant can work during the times and days needed.
- Stay sharp during the phone interview to determine how well the person listens and responds to your questions and if they seem excited about the job.
Good interviewing begins with a pre-planned agenda. It helps the interviewer to know in advance what to ask the applicant; keeps the interview process on track and generally provides information needed to make the hiring decision. Because all applicants are treated consistently, it also is important documentation to support non-discrimination in hiring and selection.
- Use the qualities already identified as most important for someone in the position and design questions that can assess whether the candidate possesses these traits.
- The same set of interview questions should be used for all candidates, however, you are permitted to ask follow-up or clarifying questions when necessary.
- Provide each interviewer with an interview packet (optional).
Federal and state legislation precludes you from asking certain questions during an interview, and these regulations apply to virtually every aspect of the employment process.
- Title VII of the 1964 Civil Rights Act prohibits discrimination based on race, sex, color, national origin and religion.
- The Age Discrimination in Employment Act prohibits questions about a person’s age.
- The Americans with Disabilities Act (ADA) of 1990 protects qualified individuals with disabilities from discrimination in employment.
Questions relating either directly or indirectly to age, race, color, national origin, gender, religion, sexual orientation, veteran’s status, political affiliation or disability must be avoided. If information is needed about an applicant that potentially infringes on any of the above categories, the question must relate to a bona fide occupational qualification or to a federal or state requirement. Examples include:
- “If you get the job and need to move, will your family move with you?”
- “Richmond offers a lot of fun activities for families. What do you enjoy doing with your children?”
If you are not sure if a question violates federal or state law, either don’t ask it or check with your HR Professional.
Competency-based interviews are based on the premise that past performance is the best predictor of future performance. The questions in a competency-based interview are designed to reveal the extent to which the candidate exhibits the knowledge, skills, abilities, or characteristics of the desired behavior/competency.
Competencies are a collective of specific knowledge, skills, abilities, and characteristics learned and developed over time or through specific experiences. Competencies are not just about what a candidate knows, but how candidates apply what they know to meet the job expectations.
Identifying and defining the specific competencies needed to perform the essential duties in each position will help set clear expectations for the role, provide flexibility as needs and technology evolves, and provide a foundation for equitably assessing whether or not a candidate is the best fit for the role.
Technique
Effective use of this technique will increase the likelihood that the candidate selected will possess both the skill set and values essential to the success of your team. You can develop competency-based interviews by first identifying and defining the essential competencies or behaviors required to be successful in the role prior to developing interview questions. Then develop the interview questions, which should correlate with specific behaviors or competencies.
For a list of sample interview questions directly applicable to VCU’s core competencies, visit the Sample Interview Questions page.
Source: University of Washington Human Resources
A successful interview is essential for uncovering details that lead to productive hiring decisions. They also often provide candidates with their first face-to-face experience with a potential employer. Here are some important tips for ensuring that the interview process is successful.
Pre-interview: As an interviewer, part of your job is to draw out the best in every applicant so you can hire the most qualified person for the position. When designing your interview guide:
- Include an explanation of the interview process for each applicant, including the kinds of questions that will be asked. Stress the importance of learning the individual’s strengths
- Clearly identify the specific needs of the organization
- Target the interview questions toward the content of the position
- Structure questions so that they focus on a specific aspect of the job, require more than a “yes” or “no” answer, provide sufficient information to make an appropriate candidate selection and do not lead the applicant to the answer.
- Think through accommodations
- Has the applicant been asked if they will need accommodations in the interview process?
- Is the location of the interview accessible?
- Has the applicant been informed and prepared for the interview process?
- Provide as much information as you can to help the applicant feel prepared and comfortable. This includes information about the organization and position, proposed timeline for the interview and hiring process, and next steps. Be transparent and encourage the applicant to ask questions.
What to include in the interview packet for interviewers (optional)
- Interview schedule
- Job announcement
- Position description (if available) or posting
- Interview questions and space for interviewer’s notes
- Copy of the interview questions to share with applicants
- Copies of the interviewees’ applications/resumes
Opening the interview
- Put the applicant at ease by beginning in a welcoming manner
- Do introductions and provide context for each person’s presence during the interview, e.g., hiring manager or member of the search team
- Ask the candidate their preferred pronouns before beginning
- Express appreciation for the applicant’s interest in the position
- Mention that you will be taking notes
During the interview
- If interviewing over zoom, put interview questions in the chat
- Listen, observe and take notes
- Realize that as much as we are interviewing the candidate, they are also interviewing us
- Provide them with information about the school/ unit: powerpoint, org chart, etc.
- Share how they will fit into the larger team structure, mission and vision
- Does the candidate:
- Avoid certain questions?
- Digress to other topics?
- Demonstrate reluctance (or inability to) answer questions?
- Listen to the applicant’s responses to all questions rather than focusing on one (good or not-so-good) response to get a sense of the person’s overall strengths and weaknesses
- If the applicant is entry level with less work experience, pay attention to experiences and qualifications they share that are relevant to the duties of the role for which they are interviewing
- Observe if they have done research on VCU or the school/ unit/ department where they are interviewing.
- Take notes to document the interview and your observations
- Take notes to recall and review the interview when evaluating applicants and to make the hiring decision
- Take notes to defend the accuracy of selection decision
- Consider the implications of candidates using AI during interviews
- Some applicants may put questions in ChatGPT or other generative AI tools and read the answers
- Listen for pauses, watch to see if it appears the applicant is reading, or if the answer sounds “too good to be true”
- Finalize the interview by reminding the applicant of next steps and who they can contact if they have any questions moving forward.
Diversity, Inclusion, Equity and Belonging in the Interview Process
Ensure that historically underserved groups feel welcome and know they will have access to the same opportunities as everyone else. One effective approach is to involve leaders from underrepresented groups in interviews or hiring processes. By showcasing these role models and sharing their stories with candidates, you can demonstrate that there is a path for success and growth for all employees, regardless of their background.