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When you are ready to start scheduling interviews: 

• Set aside enough time:   Avoid scheduling distractions and block time to focus on the candidate and your recruitment search.  
• Provide detailed instructions:  When scheduling the interview, provide the interview location, parking details, and who to ask for upon arrival.

• Offer accommodations if needed:   Ask the candidate if they require any accommodations to ensure they have a fair opportunity to succeed in the interview.

• Reserve an appropriate space: Choose a quiet, professional space free from interruptions (e.g., phones, emails, hallway traffic) to conduct the interview.

• Prepare interview packets: Prior to the interview, packets should be provided to the interview panel which include a scoring card with the interview questions, candidate resumes, job description, and at least two working pens or pencils.

• Clarify your selection criteria: Know your "must-haves" and "nice-to-haves," and what can reasonably be taught on the job.

• Review the candidate's resume in advance: When reviewing the candidate’s resume, note specific questions you would like to ask the candidate related to their past roles, gaps in employment, or relevant achievements.

When you are ready to start interviews: 

1. Introduce yourself
   • Greet the candidate courteously and with respect to put them at ease.
   • Share your role and give a brief overview of the department.
   • Make the interview space presentable and silence your cell phone.
2. Set the stage
   • Set the tone by telling the applicant what to expect during the interview.
   • Keep the tone balanced by being professional, but approachable.
3. Review the job.
   • Provide more specific details about the role.
   • Explain daily duties, work conditions, and schedule expectations.
   • Clarify any working conditions that may affect them.
   • Highlight whether the position is permanent or temporary.
4. Start with generalized questions.
   • Begin with questions about the candidate’s background and interest.
   • Explore how they see themselves contributing to the role.
   • Ask relevant follow-up questions based on their resume.
5. Ask consistent questions.
   • Use the same set of core questions for all applicants interviewed, to help you fairly compare candidates and their qualifications.
6. Ensure all applicants are treated the same.
   • Prepare similar interview schedules for each applicant.
   • If activities such as meals or receptions are a part of one applicant’s interview schedule, they must be a part of each applicant’s interview schedule.
7. Vary your questions.
   • Ask job-specific questions that uncover a candidate’s strengths and areas for growth.
   • Use open-ended questions to encourage thoughtful responses.
8. Give candidates a chance to ask questions.
   • Be ready to answer questions clearly and confidently.
   • Allow time for candidates to ask their own questions.
   • Their questions reveal preparation and genuine interest.
   • Try the 80/20 rule: listen 80% of the time and talk 20%.
9. Provide a timeline.
   • Always provide an estimate of the length of time until final selection is made.
   • Share when they can expect to hear about next steps.
10. Maintain a Professional Environment
    • Understand that social situations (i.e. lunch or dinner with a candidate) are still a part of the interview process. Stay professional and avoid off-hand remarks.
11. Ensure Legal Compliance
    • °Ù»¨ÊÓƵ complies with federal and state employment laws. Do not ask any questions related to:
      • Age
      • Religion
      • Marital or family status
      • Pregnancy
      • Race or ethnicity
      • National origin or citizenship
      • Disabilities or medical history
      • Sexual orientation
      • Political affiliations
      • Military discharge status
      • Arrest records
      • Financial or credit history
      • Childcare arrangements
    • When in doubt, contact Human Resources for guidance.

Reference checks are a critical part of the hiring process. They provide valuable insights into a candidate’s past performance, reliability, and work style that may not always be clear from interviews or application materials. Speaking with former supervisors or colleagues can help confirm strengths, uncover potential concerns, and ensure the candidate is a good fit for your team.

To support you in this process, the TA Team has developed a Candidate Reference Check Guide. This tool offers sample questions, tips for structuring the conversation, and best practices to help you gather meaningful information while staying consistent and compliant with university policy.

Using this resource will help you make well-informed decisions and select candidates who are best prepared to succeed at °Ù»¨ÊÓƵ.