Application, Interviewing, and Referral Process

University recruiters review applications, conduct interviews, and refer 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 recruiter will determine together with the applicant's prospective supervisor the most effective way to conduct the application, interviewing, and referral process.  

Applying for a position:

Step 1: Candidates apply for jobs online through iCIMS.

Both internal 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, which must be job-related, consistent with business necessity, and otherwise in accordance with applicable law.

Step 3: Applicants are interviewed by the department.

If the recruiter determines that a candidate meets the qualifications for the job opening, the individual is referred to the hiring department for an interview. Interview questions should be job-related, 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, pregnancy or child birth (including related medical conditions), sexual orientation, partnership status, marital, parental, or familial status, caregiver status, alienage or citizenship status, predisposing genetic characteristics, domestic violence victim status, unemployment status, credit standing, criminal history, or any other legally protected basis.

Below are some examples of acceptable and unacceptable interview inquiries:

AgeUnacceptable: Questions about age, birth, or dates of completion of primary or secondary school. Acceptable: A statement that age is to be verified for legal age requirements. Are you at least 18 years of age? If not, can you submit a work permit upon hire?

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, parent, or other relatives; 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, Parental, or Familial StatusUnacceptable: Questions that indicate the applicant’s marital, parental, or familial status that are unrelated to the job. 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 Family or Caregiver StatusUnacceptable: 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, the care of a relative with a disability, or the care of any other person with a disability who lives with the applicant.

Criminal Record or Credit StandingUnacceptable: Asking the applicant about his or her criminal record or credit standing. 

DisabilityUnacceptable: Asking if the applicant has any physical handicaps, physical conditions, or other 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 for which you have applied with or without reasonable accommodation?

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.

Unemployment Status—Unacceptable: Asking if the applicant is currently unemployed. Acceptable: Asking if the applicant has a current and valid professional or occupational license; a certificate, registration, permit, or other credential; a minimum level of education or training; or a minimum level of professional, occupational, or field experience. Asking if the applicant is currently employed by the University.  

Prior EmploymentUnacceptable: Asking if the applicant was ever fired because of filing a lawsuit, complaint, or charge.

  1. Dates of official enactment and amendments: Not Available
  2. History: N/A
  3. Cross References: N/A