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Lesson: 16

Structured Interview Guide

Contents:
o Applicant interview guide
o Information technology and HR
o Lighter side to HRM

APPLICANT INTERVIEW GUIDE

To the interviewer: This Applicant Interview Guide is, intended to assist in employee
selection and placement. If it is used for all applicants for a position, it will help you to
compare them, and it will provide more objective information than you will obtain from
unstructured interviews.

Because this is a general guide, all of the items may not apply in every instance. Skip
those that are not applicable and add questions appropriate to the specific position. Space
for additional questions will be found at the end of the form.

Federal law prohibits discrimination in employment on the basis of sex, race, color,
national origin, religion, disability, and, in most instances, age. The laws of most states
also ban some or all of the above types of discrimination in employment as well as
discrimination based on marital status or ancestry. Interviewers should take care to avoid
any questions that suggest that an employment decision will be made on the basis of any
such factors.

Everybody let us now try to fill up this form

Job Interest

Name ___________________________________________________________

Position applied for_________________________________________________

What do you think the job (position) involves?

__________________________________________________________

Why do you want the job (position)? ___________________________________

Why are you qualified for it? __________________________________________

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What would your salary requirements be? ________________________________

What do you know about our company? _________________________________

Why do you want to work for us? _______________________________________

Current Work Status

Are you now employed? ______ Yes -_________No. If not, how long have you been
Unemployed? _________________________________________________________
Why are you unemployed? _____________________________________________

If you are working, why are you applying for this position?
____________________________________________________________

When would you be available to start work with us?

_________________________________________________________________

Work Experience

(Start with the applicant's current or last position and work back. All periods of time
should be accounted for. Go back at least 12 years, depending upon the applicant's age.
Military service should be treated as a job.)

Current or last
Employer _____________________________________________________________

Address_______________________________________________________________

Dates of employment: from___________________ to___________________________

Current or last job title_____________________________________________________

What are (were) your duties?_______________________________________________

Have you held the same job throughout your employment with that company? Yes ____
No____ If not, describe the various jobs you have had with that employer, how long you
held each of them, and the main duties of each.

What was your starting salary? ______________________________________________

What are you earning now? _________________________________________________

Name of your last or current supervisor _______________________________________

What did you like most about that job? ________________________________________

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What did you like least about it? _____________________________________________

Why are you thinking of leaving? ___________________________________________

Why are you leaving right now? _____________________________________________

Interviewer's comments or observations ______________________________________

________________________________________________

What did you do before you took, your last job?

_______________________________________________________________________

Where were you employed? ________________________________________________

Location____________________________ Job title_____________________________

Duties__________________________________________________________________

Did you, hold the same job throughout your employment with that company? ______Yes

– No ____If not, describe the jobs you held, when you held them and the duties of

each ___________________________________________________________________

_______________________________________________________________________

What was your starting salary? ______________________________________________

What was your final salary? _________________________________________________

Name of your last supervisor ________________________________________________

May we contact that company? ___Yes ___ No

What did you like most about that job?

_______________________________________________________________________

What did you like least about that job? ________________________________________

Why did you leave that job? ________________________________________________

________________________________________________________________________
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Would you consider working there

again?__________________________________________________________________

Interviewer comments or
Observations_____________________________________________________________

What other jobs or experience have you had? Describe them briefly and explain the

general duties of each._____________________________________________________

Have you been unemployed at any time in the last five years_______ Yes _____ No.

What efforts did you make to find work?___________________________________

What other experience- or training do you have that would help qualify you for the job

you applied for? Explain how and where you obtained this experience or____________

Training. _______________________________________________________________

Educational Background

What education or training do you have that would help you in the job for which you

have applied?_________________________________________________________

Describe any formal education you have had (Interviewer may substitute technical

training, if relevant.)____________________________________________________

Off-Job Activities

What do you do in your Off-hours? - Part-time job - Athletics - Spectator sports - Clubs –

Other. Please explain.______________________________________________________

Interviewer's Specific Questions

Interviewer: Add any questions to the particular job for which you are interviewing,

leaving space for brief answers (Be careful to avoid questions which may be viewed as

discriminatory)___________________________________________________________

________________________________________________________________________
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________________________________________________________________________

Personal

Would you be willing to relocate? ______ Yes ______ No

Are you willing to travel? ___Yes____ No

Article

The Time is Here for Automated Time and Attendance Systems

Information Technology and HR

To be strategic players in the organization, HR department employees must have
information at their fingertips. Time and attendance systems provide vast amounts of HR
data that can be used to create valuable management reports, ranging from payroll
information to absenteeism, money transaction, general employee information, actual
hours worked vs. budgeted hours, and employee activity reports. Data can be collected
using punch cards, keypads, bar-coded cards, badges with magnetic strips that employees
swipe through a reader, or a biometric reader that uses measurements of each employee’s
hand to allow him/her to enter information into the system. Time and attendance software
systems can also operate with interactive voice response (IVR). These can be set up to
work through the Internet, on a regular company computer network, across telephone
lines, or on all three. A primary use of an IVR-operated time and attendance system is the
efficient scheduling of staff, one of the most important functions of the HR department.
Today’s sophisticated time and attendance software systems are omniscient— they know
where people are, what they want, what they can and cannot do, and who can and who
cannot be trusted to come in when they say they will. Such software can be programmed
to incorporate dozens—even hundreds—of possible scenarios. Scheduling basics such as
vacation time, overtime and budgets can be taken into account, as well as tracking
functions such as who has signed up to work but not shown up. A key advantage is that
such a system operates 24 hours per day, and can therefore handle last-minute scheduling
changes. An IVR-operated time and attendance system can be invaluable in complex
settings, such as school boards, which have: employees who need to be replaced from
time to time (such as part-time teachers),employees who may have to be replaced at the
last minute (such as full-time faculty members); and employees who are never replaced
(such as the principal). At Edmonton’s Public School Board, for example, a computer-
driven telephone system has automated teacher absence reporting, and handles 600 to 800
placements per day. Using such a system, replacement workers can be contacted based on
a number of different programmed criteria. Such criteria might involve random calls, or
calls in alphabetical order, by seniority or according to the top 10 preferred substitutes.
Key advantages include the fact that the likelihood of several schools calling the same
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person to cover on a particular day can be eliminated, while the likelihood of a school
obtaining the preferred substitute is increased (provided he or she is available, of course).
Such software can assume a personal touch, if so desired. An example would be
permitting a teacher calling in sick to leave a recorded message for his or her substitute
regarding scheduled activities, topics to be covered, etc. The system can also be
programmed so that when the principal calls in sick no replacement is contacted, whereas
when the head caretaker phones in, the system calls the secondary caretaker to advise that
he or she will be assuming the leadership role that day. Another setting in which an IVR
system can be invaluable is one that is volume-driven, such as a hospital. To schedule
staff, hospital unit heads normally discuss any scheduling discrepancies and assign
workers according to their expertise and the unit’s needs, something that can take hours
of valuable (and expensive) time. Because no one group of people can possibly be aware
of all of the hospital’s scheduling needs, one department may end up sending people
home on paid leave while another pays people overtime to fill in. A scheduling system
knows who is currently working, each person’s areas of expertise, and who is needed
where. Because an automated system involves dialing in using a specific telephone and
PIN number,
paperwork is eliminated, as is the need for expensive and bulky equipment such as time
clocks. Another key advantage of both IVR systems and biometric collection devices is
that employee misuse is eliminated, as happens when one employee “punches in” for a
tardy or absent colleague.

Lighter side to HRM

A crow was sitting on a tree, doing nothing all day. A small

rabbit saw the crow, and asked him, "Can I also sit like you

and do nothing all day long? " The crow answered: "Sure, why

not. " So, the rabbit sat on the ground below the crow, and

rested. All of a sudden, a fox appeared, jumped on the

rabbit and ate it.

Lesson:
To be sitting and doing nothing, you must be sitting very,

very high up.