| n Selection Interview n Ranking Interview n Inappropriate Interview Questions n Interview Subjects |
The ranking interview (usually
by a panel) is useful when there is need to evaluate and reduce the number of qualified
candidates referred for promotion and/or placement. For example, this type of interview
may be used in filling supervisory or managerial positions, filling highly
specialized/technical positions, and filling positions with growth potential under the
Upward Mobility Program, the Worker-Trainee Opportunities Program (WTOP), student intern
programs, or other special employment programs.
Since this type of interview is a step in determining who will be referred for
consideration or other rank order purposes, it is important that the interview is well
developed and well documented. Suggested steps that should be followed in the ranking
interview are as follows:
DEVELOPMENT
Interview questions should developed from information in the Job Analysis. The knowledge,
skills and abilities (KSAs) developed through the job analysis process should be used as a
basis for ranking interview questions. The KSAs that are not rated through crediting plan
should be evaluated in this type of interview.
Next, the rating scale is developed. This scale indicates the different levels of
experience, education, training, etc., that are being sought to demonstrate possession of
KSAs. Give numerical values to levels of the scale. Allow enough points on the scale so
that meaningful distinctions among the candidates can be made. (i.e., 5-10-15 points
awarded is better than 1-2-3 points awarded.) Rating scales will provide a standardized
method of making rating decisions, and will also provide the basis for documenting the
interview process.
CONDUCTING THE RANKING INTERVIEW
Ranking interviews are usually conducted by a group or panel of interviewers. For each
group there is a leader or panel coordinator.
Before the interview, the panel determines which member(s) will ask what questions. Panel
members should be sure they get enough information from the candidate to make an objective
rating.
The panel coordinator introduces the interviewee to the panel. The person being
interviewed should
be made to feel comfortable; they should be told something about the interviewer (what
position they hold, etc.), how many people are being interviewed, and so forth. The panel
coordinator should tell the interviewee to ask for clarification of a question if he/she
doesn’t understand it, and that panel members will probably take notes.
Each person interviewed should be allotted approximately the same time frame for the
interview. This will vary; some just naturally talk more than others. Interviewers should
make sure the candidate understands the questions. Interviewers may ask follow-on
questions if they feel they’re necessary to obtain a complete and meaningful
response.
When questioning is completed, the panel coordinator should answer questions the candidate
might have, and give an estimated date when he/she will be informed of the interview
results.
After the candidate leaves, each panel member should individually rate the
candidate’s response. The panel should discuss these ratings. If some of the ratings
differ a lot, the ratings should be further discussed. If some raters feel that some
important factors were overlooked or misunderstood, they should discuss these factors.
Raters may change ratings at this time, but they should not be made to do so.
DOCUMENTATION
The results of the interview should be well documented. An interview worksheet, or
something similar, should be used for this documentation. The records of the ranking
interview should be retained with all promotion records.
The questions and rating scale will be included with these rating sheets, so only the
question number needs to be referred to on this sheet. The "importance" column
refers to the numeric value that was given to the KSA from which this question is taken.
We want to carry that "importance" rating over to this step of the process.
Enter that value in this "importance" column. In the next column, enter the
rating that the panel member gives the candidate on this question. For the
"score", multiply the importance by the rating. Add all "scores" to
get the final rating.
Document the sheet with signature and title of panel members and the date. Notes on rating
should also be included, if they are meaningful.
For an example, look at the sample ranking interview worksheet.
RELATED TOPICS: Interviews; Uniform
Guidelines on Employee Selection Procedures; Merit Promotion
Program.
