Once your position has been posted and applicants begin to apply, the next step is reviewing candidates in a consistent, fair, and organized way.
This stage is critical to ensuring you are selecting the most qualified candidates while maintaining a clear and defensible hiring process. The tools and resources below are designed to help you stay organized and make informed decisions as a search committee.
Organizing Your Review Process
Every search is unique. Select screening methods that match the position's level and requirements. Not every search will require every step. Some may only need resume screening and a short interview, while other positions may benefit from a more in-depth review process.
- Resume Screening: Verify candidates meet the minimum qualifications and identify those who should advance.
- Skills Assessments: Evaluate job-related skills through a brief, objective assessment.
- Phone Screens/Written Responses: Conduct a brief, consistent evaluation to identify candidates who should move forward in the process.
- First-Round Interviews: Use consistent questions to identify the most qualified candidates for further consideration.
- Second-Round Interviews: Assess behavioral competencies, motivation, and overall fit for the role.
- Campus Visits: Provide finalists an opportunity to engage with stakeholders while evaluating their fit and potential contributions.
- Reference Checks: Confirm qualifications and gather additional insight into past performance and work style.
Using a Hiring Matrix
A hiring matrix is a structured evaluation tool (spreadsheet, rubric, or similar) that helps search committees assess candidates using the same predetermined criteria, such as qualifications, core competencies, interviews, and other screening methods. Using a hiring matrix helps reduce the influence of bias and provides clear documentation to support hiring decisions.
The templates below can be used as-is, however we recommend tailoring them to include all rounds of screening used during your candidate review.
Accessing Applications
Before reviewing candidates, make sure all committee members are able to access the system and view application materials.
Within the system, you can:
- View resumes, cover letters, and additional documents
- Access responses to pre-screening questions
- Download and/or print applications for review outside the system
- Change candidate statuses to track the progress of your search
Interviews
Planning Your Interviews
Before interviews begin, take time to align as a search committee on your approach.
Consider:
- What format will you use (phone, virtual, in-person)?
- Who on the committee will be involved in each stage of interviews?
- What criteria will be used to evaluate candidates?
- How will feedback be collected and documented (Interview Rubric)?
Having a clear plan ensures a smoother experience for both the committee and the candidates.
Developing Interview Questions
Strong interview questions help search committees evaluate candidates consistently and focus on job-related qualifications and competencies. Tailor your interview questions to match the position's level of complexity, focusing on the most important qualifications, competencies, and skills for success.
Use the resources linked below as a tool when writing your questions.
Note: During an interview, you may ask whether a candidate is legally authorized to work in the United States and whether they will now or in the future require employment sponsorship, but you should not ask about citizenship, national origin, or specific immigration or visa status.
Committee Action Required
You may see candidates who are marked with a Committee Action Required tag.
- Veterans’ Preference: This candidate qualifies for the Veterans' Preference program. If this candidate meets the minimum qualifications in your posting, your committee must grant a first-round interview.
- Dual Career Assistance (DCA): This candidate qualifies for the DCA program. HR may contact you with special instructions. If not, your committee must grant a first-round interview if the candidate meets the minimum qualifications in the posting.
- Reduction in Force (RIF): This candidate qualifies for career assistance due to a RIF. Your committee must grant a first-round interview if the candidate meets the minimum qualifications in the posting, and the salary grade is equal or lower to their previous role.
- Contact HR: Contact the HR Solution Center at (435) 797-0122 before taking action on this candidate.
Best Practices to Keep in Mind
- Evaluate all candidates using the same criteria
- Base decisions on job-related qualifications only
- Retain search records according to university policy
- Move candidates through the applicant tracking system as decisions are made
Staying consistent and organized during this stage helps ensure a fair process and supports compliance with university guidelines.