Classified Position: Evaluate Candidates

Review applications and responses to supplemental questions

Your next task is to screen the applications received via MyTrack and identify those candidates you wish to consider further. 

  • MyTrack contains functionality for all search committee members to review candidate materials and evaluate on minimum and preferred requirements, and professional competencies on a meets/exceeds/does not meet/cannot determine basis.
  • If you wish to use an alternative evaluation and selection process, including a scored search, in order to assist in your initial evaluation and ensure adequate documentation of your selection process, please complete the Candidate Evaluation Form. Other substantially similar forms may be used. If you have questions about whether your unit/department form meets documentation requirements, please email your form to talent@uoregon.edu to request review.
    • It is the responsibility of the search committee to confirm that applicants meet or do not meet minimum qualifications.   Please see proposed interviewee review below for additional information. 
    • Minimum qualifications determinations should not be scored; whether a candidate meets minimum qualifications is a yes/no decision. Candidates who do not meet minimum qualifications should not be considered further. It is acceptable for search committee members to bring questions about candidates to the first search committee meeting. Search committees should discuss the minimum qualifications in advance of review to ensure there is consistent understanding of these requirements and bring any questions to the first search committee meeting.
    • If you use a scored method to further evaluate preferred qualifications and supplemental questions, it is essential to identify the selection criteria that are being scored, the number of possible points for each criteria, and the total possible score at the application review stage.
  • When you have completed this evaluation and before you schedule any interviews, please upload your Candidate Evaluation Form into MyTrack using the "Documents" tab in the requisition.
    • Select "document from a file" and locate the document on your computer or cloud service drive.
    • Select "recruitment process" for document category and name the file with the requisition number and job title in the title box.
    • Once the file has uploaded, go to the "Notes" tab and insert a note and email hrrecruiter@uoregon.edu to notify the Talent Acquisition unit that you are requesting approval to interview.  You may send an email via your email client.
    • Alternatively, you may upload the document to a note in the "Notes" tab and email that note to hrrecruiter@uoregon.edu.  Any document added to the "Notes" tab will also appear in the "Documents" tab.
  • Your proposed interviewees will be reviewed by the Talent Acquisition unit.
    • Your list will be reviewed to see ensure that veterans’ preference has been applied for all eligible veterans.
      • The Oregon Veterans' Preference Act requires that public employers grant a preference in employment to veteran (5%) or disabled veteran (10%) applicants who meet minimum qualifications. Eligible veterans who meet minimum qualifications must be given a preliminary interview to highlight transferable skills from their military or other experience.
      • If you used a scored method, veteran's preference will be added by Talent Acquisition and Development and you will be notified of the adjusted scores. 
      • If you used an unscored selection method, your search chair must describe on documentation how the preference was applied.
      • Eligible veterans must continue to receive this preference throughout the selection process.
      • For more information regarding veterans' preference requirements, see Oregon's Veterans' Preference in Employment.
    • Submission of a proposed interviewees list affirms that the committee or search administrator has confirmed all proposed interviewees meet the minimum qualifications as described in the posted vacancy announcement. Talent Acquisition will perform a final verification at the time of offer to ensure the finalist meets minimum qualifications. If uncertain whether a particular candidate meets minimum qualifications, please consult with a Talent Acquisition team member prior to submitting them for interview approval.
    • Talent Acquisition may recommend continued outreach to increase diversity in the applicant pool in order to meet affirmative action job goals.
  • You will receive email notification that your interviews have been approved, and you may proceed with scheduling interviews and updating applicant statuses.
    • Update the applicant status for all applicants. Individuals who were not selected to proceed may either remain at "under review" status or, if they are not going to be considered further, should be set to a final disposition status and appropriate reason selected. Please note: any applicants given a final disposition status will receive an automatic courtesy notification via MyTrack that they are no longer being considered for the position at the time the status is saved.

Conduct interviews

Interviews are an excellent way of learning the specifics of the work experience, knowledge, and abilities each candidate would bring to the job.  Interviews give you an opportunity to evaluate the candidate, and it provides the candidate information about the job and department.  Interviews may be conducted face-to-face, over the telephone, or via Skype.

The search committee can assist in developing appropriate interview questions which elicit the information needed to assess the qualifications of candidates.  Use the same set of interview questions for each candidate.  Different follow-up questions can be used to make sure their responses are complete, and it is also permissible to ask candidate-specific questions regarding their application materials.

You may want to ask candidates to complete a work sample exercise in which applicants perform typical activities found in the position. For example, applicants can be asked to complete a word processing exercise in which they prepare, edit, and print letters or forms and are evaluated on the quality and quantity of work completed in the time allotted.  Other examples include drafting correspondence; setting up a spreadsheet; prioritizing a list of tasks to complete a project.  For a custodial position, you could ask candidates to make notations of special cleaning and routine repairs in a room. If a work sample exercise is included in the interview process, all interviewed candidates are to complete the same exercise.

If work samples are used, document the process and keep the completed exercise and evaluation summaries.

Verify Employment and Check References

Evaluate information learned from your review of written materials, interviews, and work samples (if used) to narrow your field to one or two finalists. Your consideration should focus on the candidate's ability to perform the essential functions of the job.  The next step should be employment verifications and reference checks.

Since on-the-job performance is the most accurate predictor of future job success, we strongly encourage search committees to verify employment with past employers, including contacting previous supervisors.

  • Notify an applicant before contacting a current supervisor, in order to give them time to disclose their candidacy to that employer. The candidate’s submission of the application materials includes permission to contact prior employers and references.
  • Get permission from the applicant to contact a current employer.  If applicants are reluctant to allow a current employer to be contacted, you can advise them that you will make the selection decision based on the limited information that is available. 
  • If a candidate is a UO classified employee, you may review the employee's personnel file located in Human Resources.

As with other parts of the recruitment and selection process, information solicited in an employment verification and reference check should focus on the applicant's ability to perform the essential functions of the job.  Because former employers are sometimes reluctant to give negative references, they should always be asked if the employee is eligible for rehire or if there were any performance problems.  Document reference information.

Select final candidate

Evaluate each component of the selection process to determine the most qualified candidate, taking care to include veterans and disabled veterans preference in determining overall qualifications for eligible veterans.  If two candidates are equally qualified, affirmative action may be considered.  Another factor to consider with two equally qualified finalists is whether they are current classified employees.  In this case, select the person with the greatest seniority.

If it is impossible to make a selection at this point, you may consider scheduling an additional interview or conducting additional reference checks.  In some instances, it may be appropriate to re-recruit. The Talent Acquisition unit in HR is available to consult.