Guidelines for Managers on how to proceed with candidates of interest.

1. Interview Guidelines/
Suggestions
Fall 2012

2. Purpose
• The recruiting task force suggested sharing
“tips “ and guidelines to hiring managers.
• Many of these suggested guidelines have been
shared by staff. They are intended to help you
in maintaining a relationship with candidates,
phone screening, and interviewing candidates
in person.

3. Preparing for a Phone Interview
• If interested in a candidate, set up a time for a phone
interview. (This is a time convenient to you and the
candidate).
– Establish a time frame to conduct the phone interview.
• If you can do the interview right away, continue with
the interview but if not, at least let the candidate know
of your interest.
• Prepare questions that allow you to determine if the
candidate has an interest in the position and brings the
required skills.
• If travel is necessary, check on candidate’s limitations.

4. Preparing to interview - continued
• Prepare open-ended questions that get the
candidate talking.
• Focus on the skills/ credentials needed.
– Ask for examples.
– Let the candidate talk, but keep the conversation focused.
– If the candidate is not as good as you thought, remember
you are offering an impression of Easter Seals and they
could lead to a referral.

5. Suggested interview questions that open discussion
Use of Open and Closed Questions
Open-ended questions engage the candidate in providing
answers that respond to words like:
• Tell me about a time when….
• Explain how you….
• Describe a time when….
• Provide an example of….
• Share an experience you had when ….
These questions encourage the candidate to provide the
background, and some description of the work they did and
how they did it.

6. Suggested interview questions that clarify
information
• Closed-ended questions clarify responses from a candidate, and
give you specific information. Closed-ended questions can also elicit
a “yes or no” response. For example, a closed-ended question may
be, “Did you finish the class?” “What technique did you use to
address……?”
• All closed-ended questions can tend to sound like an interrogation.
A mix of open and closed questions provides for a conversation.
• Closed-ended questions usually follow an open-ended question so
that the interviewer can obtain specific information and better
understand what the candidate has shared

7. Phone Interviews
• When to conduct a phone interview:
– To screen for difficult to fill positions and determine level of interest or
to clarify your understanding of the candidate’s experience.
– To narrow the pool of viable candidates so that you are interviewing
those who best meet the criteria.
• In a phone screening, you want to ask questions that will rule
out a candidate, or confirm that they are worth considering.
• Phone screening allows you to “buy time” if you cannot see
the candidate within the next 2-3 days. Making the contact is
important.
• Candidates today expect prompt responses, as they can easily
look to other positions.

8. After Conducting Phone Interview
• After conducting a phone screening, it is
suggested that you confirm details for the “on
site” interview.
• See next page for a sample format of follow up
tips when confirming the on-site interview.

9. Sample note to follow up after phone interview
• Candidates Name,
• It was a pleasure speaking to you today. Your interview is confirmed for Thursday, 5/24/12 at 3:00pm.
• The rough agenda will be as follows:
• 3:00 EI Building Tour/Classroom Observation
• 3:30 Sit-Down Interview with XXXXXXX
• Please dress professionally, yet comfortably, as you'll most likely be interacting with students that day.
• An application is attached in word format. Please complete it prior to your interview, as it will help us best utilize your time
that day. I have also attached a copy of our position description for your reference. The position description best details the
day-to-day work of our SLP’s.
• The address is 3905 Ford Road Philadelphia, PA 19131. It's a large building that contains multiple programs. Some outdated
websites still reference it as a branch of Jefferson Hospital.
• Park in the visitor’s spots, the parking lot, on Daphne Road, or on Ellington Road. Use the Ellington Road entrance in the
back. You'll see a carport for bus loading and signs for Easter Seals and the Center for Autism. When you enter the building,
immediately turn left and walk down the long hall. Go through the double doors and check in with the administrative
assistant at the front desk. She'll page me in the building.
• If you have any questions or comments in the meantime, please feel free to contact me at this email address or my office
line 267-292-XXXX. In addition, my home number is XXX-XXX-XXXX.
• I look forward to speaking to you in person.
• Sincerely,
• Your name

10. Additional Samples
• Candidate-
• It was a pleasure speaking to you last week. Your interview is confirmed for Tuesday 3/27 at 12:00 PM.
• The rough agenda will be as follows:
• 12:00 Yaffe Building Tour
• 12:45 EI Center Tour/Classroom Observation
• 1:30 Sit-Down Interview
• Please dress professionally, yet comfortably, as you'll be interacting with students that day.
•
• An application is attached in MS word format. Please complete it prior to your interview, as it will help us best utilize your
time that day. You will not need an additional copy of your resume unless any information has changed.
• The address is 3975 Conshohocken Avenue, Philadelphia PA, 19147. The building is brick with a white sign. Feel free to park
on the street or in the lot behind the building. If you opt for the parking lot, turn in the driveway shared with Sharon Baptist
Church. Then turn left again into the Easter Seals lot (immediately following the playground).
• Enter through the doors and check-in with the secretary. She'll page me in the building.
• If you have any questions or comments in the meantime, please contact me at this email address or my office line, XXX-XXX-
XXXX. In addition, my home number is XXX_XXX_XXXX.
• I look forward to meeting you.
•
• Sincerely,
•
• XXXXXXX

11. Additional Samples
• Candidate,
• It was a pleasure speaking to you this evening. I look forward to seeing you in person.
• This email is to confirm your interview at Easter Seals of SEPA for Thursday 6/16/11 at 10:00am.
Please come to the EI Center located at 3905 Ford Road. You'll see we have many cars here during
that time. Feel free to park in the lot, the street, or the Easter Seals visitors spot as needed.
• Attached is the Easter Seals of SEPA application. Please complete it prior to the interview so we can
best utilize your time here. Note that three references are requested. They may be academic,
professional, or personal references.
• In the meantime, please feel free to contact me with questions or concerns. I can be reached at this
email (szbikowski@easterseals-sepa.org), office (267-292-XXXX), or home (XXX-XXX-4682).
• Sincerely,
• XXXXXX

12. Preparing for the face to face interview
• Some things to keep in mind in preparation for the
actual face to face interview:
– Set aside a quiet place to meet.
– Identify anyone else needing to be part of the interview
process (Program Coordinator, Supervisor, etc.)
– Review the job description so you are prepared.
– Prepare open-ended questions (based on hiring criteria)
that allow the candidate to disclose information.
– Have water available.
– Be prepared to take notes.
– Think of “next steps.”

13. Some sample interview questions
(for specific criteria listed in the job description)
• Interview Questions – based on job description requirements
• Position Title Interview Date
• Candidate Name
• Criteria: 1 year experience of both administrative and direct supervisory roles
• Question: Please give examples of demonstrated administrative and direct supervision experience
• Rating:
•
• Criteria: 24 weeks of experience working with individuals with disabilities
• Question: Describe your responsibilities working with individuals with disabilities
• Rating:
• Criteria: Ability to communicate with staff, agencies and parents
• Question: Describe success and a difficult situation communicating with staff, agencies or parents
• Rating:
• Criteria: Take initiative able to develop and implement programs and trainings
• Question: Provide an example of an initiative that you developed and implemented in your recent job.
• Rating:
• Criteria; Analytical and problem solving skills
• Question: Describe analytical and problem solving skills that have resulted in greater efficiencies at work.
• Rating:
• Criteria: Ability to work evenings
• Yes No
• Overall Interview Rating
• Status :
• Comments:

14. Evaluating Candidate Responses
• Use the rating scale provided on the request
to hire form to evaluate candidates:
–5 Outstanding
–4 Very Good
–3 Meets
–2 Insufficient
–1 Poor

16. Welcome (continued)
• Explain the essential job function – ask if the
candidate can perform those duties. (Do not
give away the job by describing in too much
detail the functions until you have completed
the questions).
• When asking the questions, allow time for
responses.
• Allow time for the candidate to ask questions.
• Ask clarifying questions to better understand
the candidate’s response.

17. Working at Easter Seals /suggested points to
mention after the questions
Candidates may raise their concern about salary at Easter Seals.
Here are some suggested points for discussion:
– We have great benefits; Easter Seals pays for basic medical
coverage for the individual (Aetna).
– Easter Seals provides Dental coverage and Basic Life
insurance. Easter Seals pays for coverage for Long – Term
Disability.
– Compare hours worked (at times may be less hours). Help
candidate make the comparison between Easter Seals and
the market.
– Shorter work days may be beneficial to child care or enable
taking on contract work.
– You will be working with an experienced staff who can
offer mentoring and training.

18. Other Intangible benefits
• We have flexible work schedules depending on client
needs.
• We have dedicated supervision.
• We work with a team of committed and experienced
professionals, who can offer support and guidance.
• We offer support for maintaining/ obtaining
licensure and credentialing.
• We provide professional development programs
offering on site continued education credits.

19. Intangible Benefits (cont.)
• We offer exposure to a diverse pediatric population,
thus increasing learning potential.
• We have a large nationwide professional peer group
for support and mentoring.
• We have a benefit for sick leave if needed (for sick
spouse, child parent or self),
• We are located in a variety of sites in Southeastern
PA.

20. How to respond if the candidate mentions she
has considered going out as a contractor and asks about the
differences of each job.
• Here are some differences to consider and ask about: *
– As a contractor you would be paid an hourly rate when you work and none
when you don’t (holidays, etc.).
– No payment for mileage unless stipulated.
– You would be paid for direct service – very limited time for indirect time
(IEP meetings etc).
– No benefits, no paid holidays, no health and no dental insurance; no 401K
retirement.
– May be working alone without the support of collaboration with other
therapists.
– Would need to provide your own Professional Liability Insurance
– If a new therapist, you would be alone without the guidance of a
supervisor/ mentor or department support.
* taken from notes from a successful hiring manager

21. Follow up after an Interview
• Evaluate the candidates responses against the
interview questions. You will be rating them on a
scale of 1-5 when providing documentation on the
“request to hire” form.
• Review the list of preferred skills and evaluate the
candidate – “scale 1-5”.
• Review general interview responses.
• Determine if you need additional information from
the candidate.
• Decide on candidate to hire.

22. Follow up after an Interview
• Even if you do not decide to hire a candidate,
retaining a relationship is important.
• While we do not traditionally send “you have not
been chosen” letters, consider if a call or email is
warranted to let them know someone was
chosen and encouraging them to keep in touch.
You do not want to go into details but merely
state“a candidate who better met your needs was
selected”.
• You might do so in case your first choice of
candidate declines or for the good name of Easter
Seals.

23. The End
For questions call Sue Collins- 267 292 6033