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Screening, Interviewing, and Referral Process

The HR Officer reviews applications, conducts interviews, and refers the most qualified candidates to the hiring department. Internal and external candidates are interviewed to determine if their skills, experience, and knowledge match the requirements for a particular job opening. The HR Officer will determine with the supervisor the most effective way to conduct the screening, interviewing, and referral process. For example, the hiring manager may request that they conduct all initial screening of applicants and then refer the most qualified candidates or the hiring manager may want to review all applicants’ resumes for the position.

Applying for a position:

Step 1: Candidates apply for jobs online through PeopleAdmin.

Both employees and external applicants use online applications.

Step 2: Candidates take a pre-employment skills test (if appropriate).

For jobs that require basic computer skills, the Office of Talent, Learning and Organizational Development has software that allows them to test proficiency in all basic office applications. If a candidate passes, he or she moves on to the interviewing process. If the candidate does not pass, he or she may be considered for another vacancy or may be able to retake the test for that particular position at a later date. Note: Units must confer with the Office of Talent, Learning and Organizational Development on any pre-employment testing.

Step 3: Applicants are interviewed by the department.

If the HR Officer determines that a candidate meets the qualifications for the job opening, the individual is referred to the hiring department for an interview. Interview questions must be focused on job-related areas only, without any reference to race, gender and/or gender identity or expression, color, creed, religion, age, national origin, ethnicity, disability, veteran or military status, sex, sexual orientation, marital or parental status, citizenship status, or any other legally protected basis. They must focus on the applicant's ability to do the job.

AgeUnacceptable: Questions about age, birth, or dates of completion of elementary or high school. Acceptable: A statement that age is to be verified for legal age requirements. Are you over 18 years of age? If under, can you, after employment submit a work permit?

BirthplaceUnacceptable: Questions about the birthplace of an applicant, applicant’s parents, spouse, or other relatives. Acceptable: Are you authorized to work and remain in the United States?

Race or ColorUnacceptable: Questions about race or the color of the applicant’s skin, eyes, or hair; requiring that a photograph be affixed to an application; requesting that the applicant submit a photograph at his or her option; requiring a photograph after the interview but before employment. Acceptable: A statement that a photograph may be required after hire.

National OriginUnacceptable: Questions about the nationality of the applicant’s spouse or parent; what the applicant’s native tongue is; how the applicant acquired the ability to read, write, or speak a foreign language. Acceptable: Asking the applicant about foreign languages applicant reads, speaks or writes, if job-related.

Marital or Parental StatusUnacceptable: Questions that indicate the applicant’s marital or parental status. Acceptable: Statement of policy regarding work assignment of employees who are related. Asking for the names of the applicant’s relatives already employed by the University.

Sex or FamilyUnacceptable: Questions which indicate an applicant’s sex; sexual orientation; the number or ages of children or dependents; questions regarding childbearing or birth control; the name of a spouse or child; questions regarding child care.

Criminal RecordUnacceptable: Asking if the applicant has ever been arrested. Acceptable: Have you ever been convicted of a crime?

DisabilityUnacceptable: Asking if the applicant has any physical handicaps, physical conditions, or disabilities that may limit his or her ability to do the job; the applicant’s general health; if the applicant has ever received worker’s compensation benefits. Acceptable: Are you able to perform the essential functions of the position that you have applied for?

Religion or CreedUnacceptable: Questions regarding the applicant’s religion, doctrine, or beliefs; religious days observed; if the applicant’s religion or creed prevents them from working weekends or holidays. Acceptable: A statement of regular days, hours, or shifts to be worked.

OrganizationsUnacceptable: Requiring that the applicant identify all organizations, clubs, societies, and lodges to which he or she belongs. Acceptable: Asking about membership in organizations that the applicant considers relevant to his or her ability to perform the job.

Prior EmploymentUnacceptable: Asking if the applicant was ever fired because of filing a Title VII claim.

About This Policy

Effective Date: April 01, 2000
Issuing Authority: Office of Human Resources
Responsible Officer: Vice President
Office Name: Human Resources
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