Interview Protocol

Step 1 - Access the Applicant Tracking System (ATS)

Step 2 - Locate Applications

  • You can view applications within the Applicant Tracking System (ATS) from either:

    • The Job Openings tab.

      • Select the Appropriate Job Opening.

    • The Candidates tab.

Step 3 - Prepare and Submit Interview Invitation Email

  • Identify the applicant(s) you are ready to communicate with by setting the Candidate Status to Interview - Prepare Invitation.

  • Initiating with the appropriate Email Template.

    • For preparing an Email Template on a per application basis, either:

      • Select an applicant’s Send Email icon (right side of the list entry) from either the Job Opening’s page or the Candidates tab;

      • Select an applicant’s checkbox from the Job Opening’s page, then select the mail icon near the top-corner of the Candidates list; or

      • Select an applicant’s name from either the Job Opening’s page or the Candidates tab and select the New Email button near the top-right of the page.

    • Prepare either the Interview Invitation (Online Interview) or Interview Invitation (In Person Interview) Email Template.

    • Replace the [MMDD - MMDD] placeholder with a range of dates (usually a weeks’ period of time) in accordance to your availability and discretion.

    • No further additions or modifications should be made to the Email Template without prior approval from the HR department.

    • Submit the Email Template to the applicant by selecting the Send Email button.

  • Update the appropriate applicant(s) Candidate Status to Interview - Awaiting Confirmation.

  • Await the applicant’s response to confirm the interview.

    • To locate the submitted email, in addition to any subsequent or proceeding email communications, select the Email tab from an application page.

      • If the applicant replies to an email you submitted, you will also receive a response to your work email account.

        • Generally, you should only communicate with applicants using Email Templates which are available within the Applicant Tracking System (ATS), currently BambooHR.

Step 4 - Processing Response to Interview Invitation Email

  • Upon receiving a response from the applicant with dates/times they are available to interview, check your calendar, or hiring manager’s calendar you are processing the request on behalf of the hiring manager, and choose a date/time that works for all parties.

    • Notify HR of scheduled interview date via email, teams or addition to the calendar invite.

  • If the interview is to be conducted online, the HR department, or assigned designee, shall:

    • Set up an online invitation for the interview via Teams or Webex.

    • Prepare and submit the Interview Confirmation (Online Interview) email template.

      • Replace the day and time placeholder text (i.e. WEEKDAY, MONTH DAY, YEAR at HOUR:MINUTES AM/PM) in accordance with the agreement.

      • If interview to be held via Teams:

        • Set up calendar invite in Teams and add applicant to request using their personal email.

      • If interview to be held via Webex:

        • Copy and Paste Meeting invite info and links from Webex into the email.

      • Submit the Email Template to the applicant by selecting the Send Email button.

    • Update the appropriate applicant(s) Candidate Status to Interview - Scheduled.

  • If the interview is to be conducted in-person, the HR department shall:

    • Prepare and submit the Interview Confirmation (In-Person Interview) email template.

      • Replace the day and time placeholder text (i.e. WEEKDAY, MONTH DAY, YEAR at HOUR:MINUTES AM/PM) in accordance with the agreement.

      • Submit the Email Template to the applicant by selecting the Send Email button.

    • Update the appropriate applicant(s) Candidate Status to Interview - Scheduled.

    • Notify the position’s Hiring Lead of the interview’s schedule being confirmed via a calendar invite that includes:

      • Applicant’s first and last name; and

      • In-Person interview date and time.

Step 5 - Interview

This step is currently in development…content contained herein will be incomplete.

  • Avoid making any comments or asking any questions about an applicant’s legally protected characteristics, whether directly to the applicant or a fellow coworker.

    • These characteristics include age, color, disability, genetic information, national origin, race, religion, sex (including gender identity, sexual orientation, and pregnancy), and veteran status.

      • Avoid the use of words such as young, old, seasoned, boomer or millennial, son/daughter, “you people”, strong, disabled, dumb, religious faith, cute, ugly, heterosexual or homosexual (and any other less formal terms), etc.

        • Acceptable terms include experienced, educated, qualified, etc.

      • Keep away from any non-communicated characteristic thoughts about applicants as well to avoid any personal biases, whether conscious or unconscious.

    • Select here for applicant question guidelines >

  • Reconsider whether the application’s star rating should be updated based on the information gathered from this phase of the hiring protocol.

    • Highest ranking is five (5) stars and lowest ranking is one (1) star.

    • Upon updating a star rating, include a note explaining the reasoning for your choice.

    • The application rating may be set from either the:

      • Job Opening’s page;

      • Candidates tab; or

      • Application page.

  • Record notes in the applicant’s Comments tab.

    • Include likes, dislikes, and other key details that may be later used to determine hiring selection or that may be subject to a merit based hiring audit.

Step 6 - Determining Candidate Status

Set the applicant’s Candidate Status for continued consideration to:

Set the applicant’s Candidate Status for discontinued consideration to:

  • Interview - No Appearance - If the applicant has failed appear for an interview.

  • Interview - Candidate Withdrew - If the applicant has declined to be continued for consideration before, during, or after an interview.

  • Interviewed - Discontinued Consideration - If the applicant’s interview results were dissatisfactory or below other active applicants for the same position.

Step 7 - Send Email Template to Applicant for Discontinued Consideration (If Necessary)

For Discontinued Consideration, send the following email template to the applicant:

  • Email Template | Regret to Inform - Applicant

    • Candidate Status | Interview - No Appearance

  • Email Template | Candidate Withdrew - Reason Provided

    • Candidate Status | Interview - Candidate Withdrew

  • Email Template | Regret to Inform - Screened/Interviewed

    • Candidate Status | Interviewed - Discontinued Consideration



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