Interview & Selection

Guidelines for hiring managers

School of Science
October 22, 2007

The Interview Process

Pre Interview

Interview

Define the need

Advertise the position
Resume screen (refer to handout page 1)
Telephone Screen
Plan the interview
Conduct the interview

Post Interview

Debrief the interview

Validate applicant
Extend the offer
Upon acceptance

Pre Interview

Telephone Screen

The phone interview is intended to explore the

applicants background and experience with a focus
on his or her track record of results. The phone
interview should follow a thorough screen of the
applicants resume and be used to narrow the
applicant pool before bringing applicants on-site for
interviews.

Refer to handout page 2 for sample

Planning the Interview

Determine who covers what content

Make sure messages are consistent
Appoint someone to own the process
Find an interview room
Verify applicant has directions to meeting
location

Conducting the Interview

Host the applicant

Be

on time
Greet/Make introduction
Offer refreshments/restrooms

Open the Interview

Set

the agenda, including the amount of time for the

interview and who they will be meeting
Provide information about your history/experience
with the organization

Conducting the Interview (cont)

Ask Your Questions

Qualify

their Experience/Skills
Validate their Education/Technical Credentials
Discover their Opinions on important aspects
of the job

Ask questions based upon selected core

competencies (behavioral based)
Refer

to handout page 3 for sample questions

Conducting the Interview (cont)

Legal Dos and Donts

If

in Doubt, leave it out

Avoid questions dealing with:

Age
Gender
Marital status
Ethnic origin
Religion
Sexual orientation
Disabilities

Conducting the Interview (cont)

Legal Dos and Donts (cont)

You

can ask or answer questions such as:

Are you authorized to work in the US?

Do you have responsibilities or commitments that will prevent
you from meeting specified work schedules?
Tell me about your educational background.

Note

taking

Do Not write on the front of a resume

Only record the applicants responses

Conducting the Interview (cont)

Selling

Strategy

Emphasize the organizations culture, technology,

leadership, future
Benefits overview
Focus on the positions challenges, opportunities,
visibility, internal/external audiences

Conducting the Interview (cont)

Closing the Interview

Set

decision making timeframe

Distribute your card, marketing literature, and
other takeaways
Invite the applicant to follow-up with any
questions/issues
Thank them for their time
Hand-off to the next interviewer

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Post Interview

Debrief after the Interview

Regroup as a team
Assess the applicant(s) and decide next steps

Inform the candidate and Recruiting/HR of your decision

Refer to handout page 5

Validate the Applicant

Check References

Refer to handout page 6

Establish a realistic timeframe

Reaffirm the candidates interest

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Post Interview (cont...)

Local approval process within DLCs, if applicable

Extend the Offer

Upon Acceptance

Verbal Offer
Project a start date
Offer Letter (offer confirmation form)
Set expectations for a reasonable response time
Take care of logistics schedule, parking, phone, computer, who
to ask for, etc
Plan for Orientation (MIT and local DLCs)

Notify finalists of position status (local)

Second place applicants

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MIT Policies
1.0 Employment Policies
http://hrweb.mit.edu/policy/1/index.html
2.0 Hiring Policies
http://hrweb.mit.edu/policy/2/index.html
7.1.1 Nondiscrimination Policy
http://web.mit.edu/policies/7.1.html#7.1.1
7.1.2 Equal Opportunity/Affirmative Action Policy
http://web.mit.edu/policies/7.1.html#7.1.2
7.1.3 Affirmative Action Serious Search Policy
http://web.mit.edu/policies/7.1.html#7.1.3

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MIT Resources
Human Resource Officers
http://web.mit.edu/hr/empservices/hro.html
Compensation
http://web.mit.edu/hr/compensation/index.html
Staffing Services
http://hrweb.mit.edu/staffing/index.html
Disability Services
http://hrweb.mit.edu/benefits/disability/dis_obtain.html
New Employee Orientation
http://web.mit.edu/hr/connections/
Benefits
http://hrweb.mit.edu/benefits/
http://hrweb.mit.edu/worklife/index.html

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Search and Selection Guidelines for Hiring Managers

School of Science
October 22, 2007

Resume Screen Criteria

1. Confirm experience match

a. Number of years
b. Relevant industry(ies)
c. Relevant job function(s)
d. Degrees/education

2. Identify track record of results

a. Number of types of jobs
b. Key accomplishments

3. Confirm relevant domain knowledge

a. Functional knowledge (managing changing priorities)
b. Industry knowledge
c. Customer/market knowledge

4. Confirm relevant technical capabilities

a. Specific technology skills (troubleshooting and installing software for PC and MAC
b. Specific package/program knowledge (MSOffice, email)
c. Technology project experiences

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Telephone Interview

Explore the applicants background and experience with a focus on his or her track record of results.
Use to narrow the applicant pool before bringing applicants on-site for interviews.
1. Confirm with the applicant the length of the interview and his or her availability to talk.

2. Convey that the purpose of the interview is to explore a little further the applicants background and interests
as well as answer any questions he or she may have at this time.

3. Describe to the applicant the basics of the position including duties, hours, location, and context for the job.
a. Be sure to specifically mention any negative aspects of the job
i. Does the description of the Senior Administrative Assistant position still interest you?
b. Inquire about the applicants current compensation and compensation expectations for this position:
_____________________

4. Why are you looking to leave your current position?

5. What does your current position entail?

6. What do you like/dislike about your current job/company?

7. What skills could you bring to MIT?

8. What are you looking to do in your next role?

9. What else should we know about you/your qualifications?

10. Overall Impressions (note any issues or concerns)

11. Next Steps/ Refer to:

12. Future Interest:

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Interview Guide
I. Confirming Interest
a. Confirm with the applicant the length of the interview
b. Convey that the purpose of the interview
c. Describe the day-to-day responsibilities of the position to the applicant
i. Question: Does the description of the Senior Administrative Assistant position still interest you?
(Yes/No)
d. Current Compensation and Compensation Expectations

Note any issues or concerns:

II. Exploring Roles and Capabilities

a. Once the applicant's interest in the position is confirmed, the next portion of the interview will focus on the
candidate's work history, and their track record of job performance.
b. The objective of this section is to determine if there is a match between the applicant's past experience and
the experience necessary to perform the position being screened. In addition, you will be assessing the
applicant's ability to meet the Domain Knowledge and Technical Capability requirements of the position.
c. While this portion of the interview is not intended to explore additional capabilities, please make note at the
end of the section any information that may help to determine the applicant's fit with the organization.
d. Current or Last Position
i. Question: What are/were the most important responsibilities in your current/last position?
ii. Question: What would you say were your greatest accomplishments in that position?
e. Previous Position
i. Question: Tell me about your previous position. What results were you responsible for and who was
your "customer"?
ii. Question: In that position, how did your work contribute to the organization's objectives?
f. Team Orientation
i. Question: Tell me about a situation where you motivated others to work together toward a common
goal. How did you handle the situation?

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ii. Question: Give me an example of a time when you had to build relationships outside of your group.
What did you do and how did things turn out?
g. Customer Focus
i. Question: In your current role, who are your customers- the people who count on what you do? What
are their needs, concerns, and priorities?
ii. Question: Can you share a time when it was difficult to understand the specific point or request a
customer was making? How did you make sure that you understood the request?
h. Domain Knowledge
i. Question: Give me an example of a time when you used your knowledge of _________ to develop a
solution to a problem.
ii. Question: How do you stay informed of whats going on in the industry? Tell me about a time when
you used this information.
i. Leadership
i. Question: Tell me about a time you had to quickly get a group of people up to speed on an issue.
How did you get the key message across?
ii. Question: Describe a situation when you did not have sufficient resources to complete a project.
What did you do? How did you overcome the challenge?
j. Flexibility and Adaptability
i. Question: Tell me about a time when a project or assignment was changed significantly after you had
already made progress. How did you adjust to the changes?
ii. Question: Describe a time when you had to adjust your behavior, style, or communications to a
particular situation in order to have influence. What did you do? What were the results?
k. Technical Capability
i. Question: Tell me about your experience with (technical capability). How have you used those skills on
the job?
l. Integrity and Trust
i. Question: What are the most important qualities and beliefs you bring to your role and your work?
Can you talk about a specific time when one of these qualities and beliefs have been apparent in your
approach to a situation or task?
ii. Question: Tell me about a time when you needed to gain someones trust. What approach did you
use and was it successful?
m. Competitive Drive
i. Question: Tell me about a time when you recognized an opportunity to improve a process or product.
How did you go about implementing your idea?
ii. Question: Where have you found ways to improve a process, product, or service by going beyond the
customary approach?
iii. Question: Tell me about a time when a colleague had a great idea and you were able to help them
get it implemented. What specifically did you do to support your colleagues efforts?

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Additional Comments:

III. Conclusion
a. Inform the applicant that this concludes your questions for him or her. Explain that you would now like to tell
him or her a little about MIT.
i. Spend 3-5 minutes telling the applicant about MIT's organization and culture. Keep in mind topics that
may be of particular interest to the candidate.
ii. Ask the applicant if you can answer any questions for him or her about the position or the Institute.
Note any issues of concerns:
iii. Explain to the applicant the next steps in the selection process.

IV. Assessment
Does Not Meet
Requirements

Meets
Requirements

Exceeds
Requirements

No Opportunity to
Observe

Experience Match
Track Record of
Results
Team Orientation
Customer Focus
Domain Knowledge
Leadership
Flexibility and
Adaptability
Technical Capability

Disqualify applicant for the following reasons:

Qualify applicant for the following reasons:

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Reference Check Questions

1. Could you describe your professional relationship to the applicant? (Where did you work together? How
long did you work together and when?)
2. Did the applicant report to you?
3. What was the nature of his/her work and responsibilities?
4. Describe the size and scope of the department in which he/she worked?
5. Did the applicant supervise anyone?
6. What are the applicant's principal strengths?
7. Describe the quality and the volume of the work he/she handled?
8. What are the applicant's areas of development? (areas for improvement)
9. How does he/she interact with customers, co-workers, and different levels of management?
10. What progress did he/she make? Any promotions?
11. How does he/she compare to other employees in the same classification (technically)? (Would you
characterize the candidate as a caretaker or as an innovator?)
12. Please comment on the following:
a. Attendance/Dependability
b. Independent Judgment
c. Initiative
d. Potential for advancement
e. Amount of supervision required
f. Ability to plan and organize
g. Ability to problem solve
h. Ability for thoroughness
13. What is your overall evaluation of the applicant?
14. What is his/her reason for leaving?
15. Is this applicant eligible for rehire?
16. How well does the applicant work under pressure?
17. By what is the applicant naturally motivated?

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