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Office of Human Resources

Supervisor's Guide to Hiring Process

Screening and Interviewing

This stage of the process typically has three phases; Paper Screening, Phone Screening and Interviewing. These three interactions with the applicant provide enough interaction and opportunity to make a solid decision on who may be the final candidate.

  • Paper Screening - This is the first step in reviewing applications. Education, experience and overall background should be reviewed and considered in determining which candidates will be contacted. In addition, longevity in each position, reasons for leaving positions and gaps of employment should be identified and scrutinized before considering the applicants. Once it has been determined who has the appropriate background and qualifications a letter to those not chosen should be provided. For those being considered the next step is a phone screen.
  • Phone Screening - This step provides the hiring manager the first opportunity to interact with the applicant. A standard list of questions should be crafted for each recruitment to ensure that the recruitment process is consistent and that the manager and applicant remain focused. It is also important to address issues or topics not on the script if the applicant offers pertinent information worth discussing in more detail. In addition, you will want to note the applicant's communication skills, attitude, preferences and ability to answer questions without preparation. Applicants can be scheduled for an interview at the conclusion of the phone screen or at a future date. Those not considered for an interview should be provided a letter as to their status in this recruitment.
  • Interviewing - This step offers a second opportunity to interact with the applicant. It is your chance to delve deeper into questions that may have been touched upon in the phone screen. It is also an opportunity to allow the applicant to see the organization, work environment and possibly the team/coworkers. Again, standard questions should be crafted for consistency and to keep on task. Information provided by applicants will often take you off script. This is good. It offers insight into your candidates preferences, experiences, etc. that may not have otherwise been surfaced. You will need to determine if the information is relevant or legal to consider and if not you will want to bring them back by referencing your script once again. The applicant should be given the opportunity to ask questions. At the conclusion of the interview the next step should be discussed with the applicant along with a time line for the final decision. Collection of reference information should also be completed at this time.
  • Accommodations - If an applicant requests an accommodation during the hiring or interviewing process (e.g., the applicant is deaf or hard of hearing and needs an interpreter or has a mobility impairment and needs a close-in parking spot for the interview) and you are unsure how to proceed with obtaining that accommodation please call 585-275-4995 for assistance.

For more information on interviewing please contact your HR Business Partner.

Contact Kathy Miner (585.275.7045) with your comments, and questions about the Supervisor's Guide to Hiring Process.