X. Panel Interviews
If it is determined that the candidates will be interviewed by a panel, as a courtesy, it is recommended that the applicants be informed prior to the interview. Your decision to use a panel interview instead of an individual interview will be based on your assessment of the specific contributions others could make to a selection decision. A panel may be used to provide recommendations or the final selection decision. Per University policy, search committees (Panel Interviews) are required for Assistant Director positions and above.
The individual responsible for making the selection decision and planning the interview process is responsible for ensuring that guidelines are followed by the panel, even if he/she is not participating in the panel interview.
Advantages of the Panel Interview
· It may provide additional technical expertise necessary for a complete evaluation of the applicants' backgrounds.
· If the position demands that the incumbent work with different organizational units, representatives of these units might be included in the panel to assist in the evaluation of the applicant's suitability for the position.
· The applicant is exposed to several representatives of the organization and therefore may be provided with more complete information about the job and the organization.
· Panel interviews, if properly conducted, tend to be more reliable and job-related. Questions tend to be more to the point and personal biases are reduced.
· Interviewers are able to base their decisions on the same sample of behavior.
· The panel interview is less time-consuming for the applicant than a series of individual interviews.
Disadvantages of the Panel Interview
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Rapport may be difficult to establish.
The panel should make every effort to establish rapport with the applicant and put him/her at ease. Both the interview setting and the seating of panel members should be arranged to maximize the applicant's comfort.
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There may be a tendency for one panel member to dominate the interview.
The impact of a domineering panel member can be reduced by defining in advance the roles of the members, assigning a chairperson, and structuring both the interview and the post-interview discussions.
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Questions may be duplicated.
As the size of the panel increases, there is a greater tendency for similar questions to be asked by the different panel members. Planning and assigning specific topics or interview questions will eliminate repetition.
Preparation for the Panel Interview
The hiring manger is responsible for making the panel selection and planning the interview process to ensure that interviews are conducted lawfully. Good interviews are effective in generating information about candidates that will assist in making successful employment decisions. The guidelines that apply to individual interviews also apply to panel interviews. There are, however, additional steps that should be incorporated into the preparation for panel interviews.
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Select panel members.
Only panel members who can make a specific contribution to the interview process should be selected. The panel should include at least three (3) members. It is recommended that the panel be diverse in gender and race and generally should not exceed five (5) members. The panel should include the immediate supervisor who can provide specific job information to panel members and applicants, and whose presence is essential for the applicants to evaluate whether they would want to work for that supervisor. Once established, the panel should be identical for each applicant.
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Select the panel chairperson.
The role of the chairperson is one of leadership (not domination) and mediation. The same individual should be chairperson for all of the interviews to ensure consistency. Some consideration should be given to selecting a chairperson who is an experienced and effective interviewer and who will be skilled in establishing rapport with the candidates.
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Record responses and evaluate applicants.
After selection criteria are identified, a means of recording interview data must be developed. Note taking should include only the applicant’s responses to questions. Committee members should review the applicant’s interview performance immediately at the end of the interview while specific recollections are clear.
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Train the panel members.
Panel members should be prepared in advance for their role as interviewer.
- Inform each member of his/her responsibility to conduct a lawful interview.
- Define their roles in the interview.
- In advance of the interview, provide panel members with the interview schedule, the position description and qualifications, the determined selection criteria, and the topics to be addressed. Panel members should have the opportunity to review the resume and application of the candidates prior to the interview.
- Solicit panel member questions for review in advance of the interview.
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Conduct the interview.
Introduce panel members.
The chairperson should introduce each panel member to the applicant and explain the role of the panel and the interview format. Inform the applicants that notes will be taken.
Establish rapport
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The interview should begin with a non-threatening, job-related question that can be readily answered. Throughout the interview each panel member should be careful to maintain interest and rapport, even during other panel members' questions.
Follow established interview structure.
The Chairperson should allow each panel member to ask assigned questions and to follow-up on responses needing clarification. It is important that control of the interview be maintained to avoid irrelevant questions.
Close the interview
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Provide applicants with sufficient time to provide additional information relating to their qualifications and to also ask questions at the end of the interview.
The Chairperson should explain the potential need for second interviews, when a decision will may be made and how the applicant will be notified, and should also thank the applicant for his/her participation.
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Evaluate applicants
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The panel should review the applicant’s qualifications and performance immediately following the interview while recollection is clear and strong. It is important that no single panel member dominates the discussion or the final selection decision. The discussion of the applicants' suitability should be restricted to job-related areas.
The interview records should be collected from the panel members to be included in the documentation of the selection process. Panel members should be reminded that the entire interview and selection process is confidential.
