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HUMAN RESOURCES

Candidate Selection-Form B

 

The Candidate Selection-Form B is used to document both Phone/Skype interviews and in-person interviews for USS and non-teaching UP positions.  Its purpose is to help the Search Chair evaluate each candidate’s qualifications while providing a compliant method for documenting the search process.

It should be completed by the Search Chair and should include the feedback from the search team.

These instructions apply to USS and non-teaching UP searches.
For information on Faculty searches, please contact the Office of Academic Affairs


Note: Any search committee member who is unable to participate in all phone/Skype interviews or all in-person interviews will have to recuse themselves from all input for that interview phase.

How to Get the Candidate Selection-Form B

  1. Go to Banner Reporting Services
  2. Do not add, change or delete columns on the form.  All relevant information should be evaluated using the columns provided.
  3. Find the HR - Hiring Reports folder
  4. Select the UP and USS-Candidate Selection-Form B link.
  5. Choose your position number from the Select Position Number in the drop-down menu.
  6. Choose your posting number from the Select Posting Number drop-down menu. If you don't know your posting number, choose the highest number between the hyphens.
  7. Your Candidate Selection-Form B will populate in your browser.
  8. You cannot fill out or save this populated document at this point. You must export it to your computer to use it.
  9. From the Select a Format drop-down choose Excel (spreadsheet).
  10. Press the blue Export link directly to the right of this box.
  11. A box will open at the bottom of your browser window asking if you want to Open, Save or Cancel.
  12. Press the Open button (you can save it to your computer later).
  13. At the top of your spreadsheet or document you may have a gold bar with a button to "Enable Editing." Press this button.
  14. You can now save the spreadsheet on your computer to a location and under a name of your choosing.
  15. This file will contain one spreadsheet.

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The Purpose of the Phone/Skype Interview

The phone/Skype interview is optional and is used for geographic limitations, budget constraints, or narrowing large candidate pools, and should be a collaboration between the search chair and the hiring manager.  Questions utilized during this phase should be based the matching applicant qualifications to the position description to determine if they are a good fit for the position and the department.

Remember that applicants apply to positions based on information published in the online posting of the Position Description. You cannot alter, infer or add criterion to screen out applicants for the search process which were not part of the published Position Description. Conversely, you cannot alter, remove or exclude criterion to screen in applicants for the search process which were not part of the published Position Description.

Note: If phone/Skype interviews are done, they must be done on all applicants that could move to in-person interviews. Applicants going to in-person interviews cannot skip the phone/Skype interviews and go directly to in-person interviews if phone/Skype interviews are done.

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How to Get the Candidate Selection-Form B

Basic Excel skills are necessary to use and format the Search forms. Extra columns or formulas are not needed. Do not add, change or remove criteria.
  1. Download the Candidate Selection-Form B as outlined above.
  2. This form should be completed on each candidate who received a Phone/Skype interviews. 
  3. For the most accurate results, the form should be filled out immediately following the phone/Skype interviews and include feedback from the search chair and all participating search team members.
  4. Select the Phone/Skype checkbox.
  5. Fill out Candidate Name, Evaluated By and Date fields
  6. Select the appropriate checkbox for Veteranss Preference (these candidates will have an asterisk * beside their name on the Applicant Document Review-Form A).
  7. The search chair will then record information from the interview on following 6 areas:
    1. Education
    2. Experience
    3. Knowledge, Skills, & Abilities
    4. Communication Skills
    5. University Competencies
      1. Teamwork – Works cooperatively and effectively with others to achieve common goals.  Participates in building a group identity characterized by pride, trust and commitment.
        • Provides guidance, delegates responsibility, and ultimately approves methods of accomplishing given goals.
        • Accepts responsibility for implementation of team goals.
        • Values the contribution of all team members and engenders group integrity.
        • Encourages and expects equal contribution from all team members.
      2. Inclusiveness - Demonstrates the ability to work effectively in an environment consisting of diverse individuals from varying backgrounds and cultures.
        • Values the perspectives and contributions of all people.
        • Recognizes that individuals from different communities have different strengths and needs, and that different cultures impact how people think and behave.
        • Helps ensure that all employees are heard and that all backgrounds are respected.
        • Is open to change and works to encourage open, honest dialogue that helps foster an inclusive work and learning environment.
      3. Initiative - Takes action beyond required or expected effort and proactively originates action rather than only responding to suggestions and directions from others.
        • Establishes goals for oneself and others that are reachable, but also challenge to do better than before.
        • Proactively seeks out and seizes opportunities that will further the University’s mission.
        • Demonstrates perseverance in working and focusing on a difficult problem until it is resolved.
        • Coaches and motivates others to put extra effort into assignments and assume additional responsibilities.
      4. Adaptability - Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
        • Acts as a change agent by adapting to and implementing appropriate changes in culture, strategy and regulatory requirements.
        • Balances and prioritizes competing needs such as worker comfort, safety and fiscal concerns and demonstrates and promotes flexibility in a changing environment.
        • Encourages others to identify options and make recommendations to meet competing needs.
    6. Leadership (if the position will be supervising others)
  8. Other pertinent information regarding the candidate can be entered into the Comments field.
  9. In the Candidate Status field, the search chair will record the final analysis of the candidate.  Examples: “Move to Interview,” “Not recommended for interview,” “Possible backup”
  10. The search chair will sign and date the completed form.  It should be retained in the search file.
  11. These completed forms should be used to identify candidates selected for in-person interviews.
  12. The search chair will then contact the candidates for in-person interviews.

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How to Use Skype

Skype is a cost effective way to meet with a candidate electronically and reduce travel costs. Using Skype can be an advantage or disadvantage for candidates depending on their familiarity with the technology and their comfort level in front of a camera. Therefore, if you use Skype for one interview, you must use Skype for all interviews at that level of the screening process.
This form of interviewing is ideal for the candidate who would have to travel for the interview. Skype is a great way to narrow down the group of truly final candidates before you spend money on travel costs. One con to a Skype interview is any potential problems with technology, such as bad internet connection.

Tips for Successful Skyping
Make sure you are using a computer with internet, sound, and video capability – to make sure you will be able to make voice and video calls. Using video requires a webcam connected to your computer. Before you contact the candidates for a Skype interview, make sure you have the software on the computer by following the instructions below. Do a test Skype with a coworker to make sure the technology does not have an issue on your end. Give yourself an extra few minutes to set up before the interview itself.

Downloading Skype and Creating an AccountSkype screen
1. Download Skype for Windows or Mac
Follow the instructions to install Skype on your computer.
2. If you are new to Skype, you will need to register an account with Skype. Create an account for the department interviews, not a personal account.
Once you have registered an account, open the downloaded software and sign in to Skype

Practice Making a Call
First, you need to add a friend to your contact list.
1. Select the add contact icon and then type the person’s name, Skype name, or email address.
2. Add the contact.
3. Select the Video call button to begin a Skype session.

Interview with the Candidate
When scheduling the interview, you will need the candidate to provide a skype name or email address to add them to your contact list. Be aware that during the Skype call, time lags are common. Give the candidate extra time to answer your questions and be willing to forgive them if they accidentally speak over you. Like any phone call, speak clearly and loudly.

Because it is harder to connect personally with candidates than in a normal interview, you may have to make an effort to be more personable and make your non-verbal communications more obvious.

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The Purpose of the In-Person Interview

In-Person interviews are the final step and opportunity for the Search Committee to interface directly with the final selected candidates and determine which one is the best recommended fit for the position. In-Person interview questions should be based on the Position Description and focused on exploring in greater depth applicants qualifications as well as the alignment of the needs of the office, department, and/or team. 

In-Person interviews are required and should be a collaboration between the Search Chair and the hiring manager. Questions, projects, presentations and role plays utilized by the search committee should be focused on whether the candidate has the necessary and desired qualifications as well as determining if they are a good fit for the position, office, department and/or team.

The results of this process should determine the candidate recommended for hire.

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How to Complete the Candidate Selection-Form B for In-Person Interviews

Basic Excel skills are necessary to use and format the Search forms. Extra columns or formulas are not needed. Do not add, change or remove criteria.
  1. Download the Candidate Selection-Form B as outlined above.
  2. Do not add, change or delete columns on the form.  All relevant information should be evaluated using the columns provided.
  3. This form should be completed on each candidate selected for interview on the Applicant Document Review-Form A
  4. For the most accurate results, the form should be filled out immediately following the in-person interview and include feedback from the search chair and all participating search team members.
  5. Select the Interview checkbox.
  6. Fill out Candidate Name, Evaluated By and Date fields
  7. Select the appropriate checkbox for Veterans Preference (these candidates will have an asterisk * beside their name on the Applicant Document Review-Form A).
  8. The search chair will then record information from the interview on following 6 areas:
    1. Education
    2. Experience
    3. Knowledge, Skills, & Abilities
    4. Communication Skills
    5. University Competencies
      1. Teamwork – Works cooperatively and effectively with others to achieve common goals.  Participates in building a group identity characterized by pride, trust and commitment.
        • Provides guidance, delegates responsibility, and ultimately approves methods of accomplishing given goals.
        • Accepts responsibility for implementation of team goals.
        • Values the contribution of all team members and engenders group integrity
        • Encourages and expects equal contribution from all team members.
      2. Inclusiveness - Demonstrates the ability to work effectively in an environment consisting of diverse individuals from varying backgrounds and cultures.
        • Values the perspectives and contributions of all people.
        • Recognizes that individuals from different communities have different strengths and needs, and that different cultures impact how people think and behave.
        • Helps ensure that all employees are heard and that all backgrounds are respected.
        • Is open to change and works to encourage open, honest dialogue that helps foster an inclusive work and learning environment.
      3. Initiative - Takes action beyond required or expected effort and proactively originates action rather than only responding to suggestions and directions from others.
        • Establishes goals for oneself and others that are reachable, but also challenge to do better than before.
        • Proactively seeks out and seizes opportunities that will further the University’s mission.
        • Demonstrates perseverance in working and focusing on a difficult problem until it is resolved.
        • Coaches and motivates others to put extra effort into assignments and assume additional responsibilities.
      4. Adaptability - Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
        • Acts as a change agent by adapting to and implementing appropriate changes in culture, strategy and regulatory requirements.
        • Balances and prioritizes competing needs such as worker comfort, safety and fiscal concerns and demonstrates and promotes flexibility in a changing environment.
        • Encourages others to identify
    6. Leadership (if the position will be supervising others)
  9. Other pertinent information regarding the candidate can be entered into the Comments field.
  10. In the Candidate Status field, the search chair will record the final analysis of the candidate.  Examples: “Recommended for hire,” "Backup candidate," “Not acceptable for hire”
  11. Other pertinent information regarding the candidate can be entered into the Comments field.
  12. The search chair will sign and date the completed form.  No other approval is needed at this time.  It should be retained in the search file.
  13. These completed forms should be used to identify the candidate selected to receive an offer of employment.
  14. Should additional interviews be needed to determine the final candidate, the Candidate Selection-Form B should be used for each round of interviews.
  15. Once a final candidate is selected, search chair will need to conduct employment reference checks (see Final Selection)
These instructions apply to USS and non-teaching UP searches.
For information on Faculty searches, please contact the Office of Academic Affairs.

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Who to contact

If you have questions about any of the materials or would like further assistance, please contact:

Julie Windham
Employment Manager
julie.windham@wichita.edu
Phone: (316) 978-3554

Tonya Cruz
Employment Advisor
tonya.cruz@wichita.edu
Phone: (316) 978-3061

Lloyd Hatfield
Employment Advisor
lloyd.hatfield@wichita.edu
Phone: (316) 978-3556

Dale Catlin
Operations Project Coordinator
dale.catlin@wichita.edu
Phone: (316) 978-6150

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Reviewed: 01/21/2016 JW