Interview Checklist & Best Practices
Notice: Outlook Calendar Details
If you are adding the candidate’s name to the interview meeting request in Outlook, please make sure this is a private meeting. There may be internal employees and/or candidates who can view your calendar and it may not be appropriate for everyone to see the candidate’s names.
- Determine the best format for the position with HR Business Partner.
- Determine length of interviews.
- Determine whether a preliminary interview is necessary before
a more in-depth interview.
- Create a rubric.
- Determine interview questions.
- Determine number of interview questions based on the length of
- Ensure a balance of questions that address behavioral and the
required qualifications of the position.
- Draft and select questions with Search Committee and Inclusion
Advocate. Each question should be designed to gather information
about a qualification for the position.
- If there is a presentation, send requirements or guidelines
prior to visit.
- Distribute interview questions and rubric to Interview Panel.
- Determine how the questions will be distributed amongst the
- Search Chairs should bring additional copies to actual interview.
- Determine how Interview Panel will introduce themselves to the candidate.
- Set up and test audio/visual.
- Have additional copies of interview questions available.
Logistics for On-Campus Interviews
- You may want to consider the following for longer interviews:
- Schedule opportunities for candidates to engage students
during the on-campus visit.
- Give the candidate time to explore topics/areas that are
important to them.
- Build in downtime/break time so the candidate has time to themselves.
- Assign the candidate a private space to use while on campus.
- Cater or take candidate to restaurant for lunch or dinner
depending on the time of the interview.
- Ask for food allergies or otherwise prior to visit.
- Solicit input from candidate on what they are interested in
seeing when in Grand Rapids for interview/visit.
- Austin Relocation Services offers tours of Grand Rapids
and the surrounding areas.
- Room reservations for interview(s).
- Choose the location for interview/breaks.
- Ensure that candidates will not have the opportunity to
see each other.
- Choose a location that ensures confidentiality and limited distractions.
- Reserve additional rooms, as needed, if meeting with other
- Have refreshments available for the candidates.
- Point of contact.
- Assign a point of contact for the candidate throughout their
- Person to meet the candidate and bring them to the
- Person to pick candidate up at the airport/hotel, as needed.
- Optional: Hotel and travel accommodations.
- Determine responsible party for hotel and travel
- Department may do the booking, or
- Candidate may do the booking and be reimbursed, if approved.
- When selecting hotel, take into consideration:
- Location of restaurants
- Travel time including traffic
- Arrange for a small GVSU gift (e.g., basket with GVSU
items) or something welcoming to be waiting in the
candidate’s hotel room.
- If arriving by plane:
- Provide local airport information.
- Arrange for a rental car, directions, and parking
permit, if applicable.
- If driving:
- Provide address details and map for location of interviews.
- Request a guest parking permit for the candidate.
- Communicate schedule with candidate.
- Send the candidate the interview agenda.
- Provide any information that will help them be successful,
such as a list of Interview Panel names/titles.
- Provide confirmation numbers for the hotel, if applicable.
- Provide reservation number for car rental, if applicable.
- Provide assigned contact’s cell phone number.
- Include breaks and campus tours (walking and/or driving).
- Send the candidate a campus map.
- Include suggested parking lots based on location of interview
or link to public transit.
Logistics of Virtual Interviews
- Room reservations for interview(s).
- Choose a space with technology available for Zoom.
- Create Zoom link.
- Send link to Interview Panel members, if not meeting together.
- Send link to candidate.
- Assign a Zoom interview lead and a supporter to assist with
technology issues and reviewing questions in the chat.
- Consider pasting interview questions into the chat, as
they are being asked to the candidate.
- Be prepared to shift to a phone interview if Zoom technology fails.
During On-Campus and Virtual Interviews
- Silence all electronics/turn off all chats and notifications.
- If using Zoom, close all windows unrelated to the interview.
- If using Zoom, leave the candidate in the waiting room until
everyone is ready.
- Greeting/Rapport building.
- Provide the candidate with an interview schedule if they are
meeting with several people throughout the day.
- Interview Panel introductions.
- Provide the candidate with information about the structure of
the interview and how questions will be asked. This will allow
for a general idea of how to pace their answers.
- The interview may proceed more smoothly and be more productive
if the candidate and the Interview Panel feel at ease.
- Stay engaged.
- Information gathering.
- Ask questions to obtain factual and objective information
about the candidate’s qualifications, experience, and interest
in the position.
- Information giving.
- Describe the duties and responsibilities of the position.
- Talk about the organizational structure, expectations of the
position, and the culture of the department and university.
- Give general information about the university, benefits, and
salary (if appropriate).
- You can refer candidates to the Human Resources website for
detailed information on policies, benefits, and other resources.
- Candidate’s questions.
- Give the candidate time to ask their questions and respond appropriately.
- Inform the candidate about the next steps in the hiring process.
- Thank the candidate for their time.
Click on the image to download a fillable PDF version of the checklist.