Interview Checklist & Best Practices

Notice: Outlook Calendar Details

If you are adding the candidate’s name to the interview meeting request in Outlook, please make sure this is a private meeting. There may be internal employees and/or candidates who can view your calendar and it may not be appropriate for everyone to see the candidate’s names.

  • Determine the best format for the position with HR Business Partner.
    • Determine length of interviews.
    • Determine whether a preliminary interview is necessary before a more in-depth interview.
  • Create a rubric.
  • Determine interview questions.
    • Determine number of interview questions based on the length of the interviews.
    • Ensure a balance of questions that address behavioral and the required qualifications of the position. 
    • Draft and select questions with Search Committee and Inclusion Advocate. Each question should be designed to gather information about a qualification for the position.  
    • If there is a presentation, send requirements or guidelines prior to visit. 
  • Distribute interview questions and rubric to Interview Panel.
    • Determine how the questions will be distributed amongst the Interview Panel. 
    • Search Chairs should bring additional copies to actual interview. 
  • Determine how Interview Panel will introduce themselves to the candidate.
  • Set up and test audio/visual. 
  • Have additional copies of interview questions available.
  • You may want to consider the following for longer interviews:
    • Schedule opportunities for candidates to engage students during the on-campus visit.
    • Give the candidate time to explore topics/areas that are important to them. 
    • Build in downtime/break time so the candidate has time to themselves. 
    • Assign the candidate a private space to use while on campus. 
    • Cater or take candidate to restaurant for lunch or dinner depending on the time of the interview. 
      • Ask for food allergies or otherwise prior to visit. 
    • Solicit input from candidate on what they are interested in seeing when in Grand Rapids for interview/visit. 
      • Austin Relocation Services offers tours of Grand Rapids and the surrounding areas. 
  • Room reservations for interview(s). 
    • Choose the location for interview/breaks. 
      • Ensure that candidates will not have the opportunity to see each other. 
      • Choose a location that ensures confidentiality and limited distractions. 
    • Reserve additional rooms, as needed, if meeting with other campus partners. 
    • Have refreshments available for the candidates. 
  • Point of contact.
    • Assign a point of contact for the candidate throughout their campus visit. 
      • Person to meet the candidate and bring them to the interview space(s). 
      • Person to pick candidate up at the airport/hotel, as needed.  
  • Optional: Hotel and travel accommodations. 
    • Determine responsible party for hotel and travel accommodations. 
      • Department may do the booking, or 
      • Candidate may do the booking and be reimbursed, if approved. 
    • Hotel: 
      • When selecting hotel, take into consideration: 
        • Amenities 
        • Location of restaurants 
        • Travel time including traffic 
        • Arrange for a small GVSU gift (e.g., basket with GVSU items) or something welcoming to be waiting in the candidate’s hotel room. 
    • Travel: 
      • If arriving by plane: 
        • Provide local airport information. 
        • Arrange for a rental car, directions, and parking permit, if applicable.
      • If driving: 
        • Provide address details and map for location of interviews. 
        • Request a guest parking permit for the candidate. 
  • Communicate schedule with candidate. 
    • Send the candidate the interview agenda. 
      • Provide any information that will help them be successful, such as a list of Interview Panel names/titles. 
      • Provide confirmation numbers for the hotel, if applicable. 
      • Provide reservation number for car rental, if applicable. 
      • Provide assigned contact’s cell phone number. 
      • Include breaks and campus tours (walking and/or driving). 
  • Send the candidate a campus map.
    • Include suggested parking lots based on location of interview or link to public transit. 
  • Room reservations for interview(s).
    • Choose a space with technology available for Zoom. 
  • Create Zoom link. 
    • Send link to Interview Panel members, if not meeting together. 
    • Send link to candidate. 
    • Assign a Zoom interview lead and a supporter to assist with technology issues and reviewing questions in the chat. 
      • Consider pasting interview questions into the chat, as they are being asked to the candidate. 
  • Be prepared to shift to a phone interview if Zoom technology fails. 
  • Silence all electronics/turn off all chats and notifications.
    • If using Zoom, close all windows unrelated to the interview. 
  • If using Zoom, leave the candidate in the waiting room until everyone is ready.  
  • Greeting/Rapport building.
    • Provide the candidate with an interview schedule if they are meeting with several people throughout the day. 
    • Interview Panel introductions. 
    • Provide the candidate with information about the structure of the interview and how questions will be asked. This will allow for a general idea of how to pace their answers. 
    • The interview may proceed more smoothly and be more productive if the candidate and the Interview Panel feel at ease. 
  • Stay engaged.
  • Information gathering.
    • Ask questions to obtain factual and objective information about the candidate’s qualifications, experience, and interest in the position. 
  • Information giving. 
    • Describe the duties and responsibilities of the position. 
    • Talk about the organizational structure, expectations of the position, and the culture of the department and university. 
    • Give general information about the university, benefits, and salary (if appropriate). 
    • You can refer candidates to the Human Resources website for detailed information on policies, benefits, and other resources. 
  • Candidate’s questions.
    • Give the candidate time to ask their questions and respond appropriately. 
  • Summary/Closing.
    • Inform the candidate about the next steps in the hiring process.
    • Thank the candidate for their time. 

Click on the image to download a fillable PDF version of the checklist.

If at any point in the process you need assistance, please contact your Human Resources Business Partner. 


Page last modified April 7, 2023
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