UW Health Sciences Administration Phone Screen Questionnaire – Interviewer Notes To be used in Conjunction with the HSA Phone Screen Questions form

Candidate Name: Name	Interviewer: Name(s)
Phone Number: (area code) number	Email: ___@
Interview Date: Day, Date	Interview Time: Time am/pm
Position: Job title

Preparation:
Place call 2 minutes before the scheduled time; checks if candidate is prepared and allows time if there is a wrong number.
If no answer on early call, call back at the exact scheduled time. If no answer, leave a voice message “This is [YOUR NAME] from [DEPARTMENT]. I called you at the number you left as your contact number for your [TIME AM/PM] introductory call and did not receive a response. Please e-mail your continued interest in this position and suggest alternate times or a different contact number. I will not be able to respond until I have completed the first round of calls today.”

Introductions and Process Overview:
Intro self, ask if it’s alright to have them on speaker phone, introduce other callers, describe first step or process, best practices.
Lead with, “I know you have already provided some of this information to UW Hires. Most of these questions are part of our HSA Interviewing Best Practices and some are UW HR requirements. To promote fairness for all candidates, each candidate is asked the same set of questions and I/we take notes during the call. Please don’t be concerned if we are silent for a minute while we take notes to accurately capture your response. This call will last from 20 – 25 minutes. At any time, please feel free to ask clarifying questions or request that we revisit the question at the end of the call. If you prefer to defer a question to the end of the call, we can come back to it at that time. We should have time at the conclusion of the standardized questions to respond to questions you may have. Ready to start?”

Availability:
State if there are multiple locations in the department, the general area, where they can expect to spend most of their time/activity. Describe transportation options if they need to work at another facility. Mention that some facilities are secure and require key card access and background checks for certain positions.

Salary Range Confirmation: Monthly $_________ Annually $__________
Classified Salary Range:
Have the salary information available and read the annual and monthly range. About half of the candidates either don’t remember or couldn’t find the information. Can be a red flag or a sign of altruism. If there is latitude in the salary, explain briefly what criteria determines placement within the range.
Professional Hiring Range:
If this is well out of the range, don’t waste any more time unless you are convinced you need really need this person and have guaranteed salary authority/ latitude.
If the candidate says no, thank them for their time and wish them well.

Minimum Qualification Verification: (UW requirement that we ask)
Education:
Experience:
Tell me how your background matches the requirements of this position. When asking how the candidate’s background matches the requirements of this position, have the job description available as a references document.
What interests you about this position? Response should match the approximate age, experience level of the applicant. Be wary of overly passionate responses “This is my dream job or I’ve always wanted to work with you, department, UW, Huskies, etc.”
Employment History:
Ask about breaks in employment, “demotions,” etc. in resume that are concerning. Reasons valid? School, work to earn money to continue school, travel, family reasons, unusual career trajectory, etc. Prepare notes on each candidate’s form to prompt this discussion.

Health Sciences AdMinistration:
Can you tell us about what we do, units that report to HSA, relationship within UW? If they say no, it’s a red flag. If they didn’t bother to prepare with a simple Google search, do you want them?
How do you feel about using animals in research settings? Look for boilerplate responses that seem rehearsed or overly passionate. If their response seems ill-formed, try to draw out a response that aligns them with pro – or anti-research.

sERVICE oRIENTATION:
Can you tell me about a time when you provided excellent customer service by going beyond your primary job responsibilities? OR Have you had the opportunity to develop and ‘roll out’ or introduce a new system, program, or product?	Criteria: Response demonstrates candidate went out of his / her way to help the customer. Response describes specific candidate behaviors and demonstrates – Active listening with the customer. Candidate looked for ways to provide/introduce service. Candidate did not pass off the problem to someone else; candidate owned the task/acquired data, materials. Candidate sought to put the customer at ease and/or to calm him/her. Planned, implemented, collaborated process.

-OR-
InterpersonAL sKILLS
Describe a situation when you encountered an irate customer or co-worker. How did you handle the situation? What was the outcome? Candidates should self-divulge approach, success, failure, in an analytical manner and what they learned from the process.	Criteria: Candidate describes positive outcome encounter OR reflective self-evaluation, i.e. additional measure that could have been taken to improve the situation Candidate’s response does not include assigning blame or criticism. Candidate’s example demonstrates: Use of “I” statements. An Empathetic role. Asking clarifying questions. Taking ownership of the problem and seeking resolution to closure. Establishing common ground.

Revisit any questions still in process or deferred till the end of the call
Are there any questions for us?

Availability to Interview If you are selected for an in-person interview how soon are you available to come in? Give them a sense of urgency if you need to complete the process within 2 weeks. You can be less invitational with this question and state the interview timeline.
Contact Information Verify all contact information on the resume. Verify preferred email account for continued contact.

Themes: General terms/concepts to be alter to in Candidate’s responses	Notes:
Ownership
Ambiguity
Roles/Responsibilities/Reporting
Liaison
Relationships
Authority
Developing jobs/process
Soliciting/utilizing feedback
Strategic Planning
Efficiencies
Collaboration
Compliance
Electronic vs. Verbal Communication

Key Position-Related Terms: Customize to position, specific software, or program acronyms	Notes:
OPUS	This sample is for a payroll related position
GCCR
OWLS
FECs
LTR
PTR
ETR
UW Hires—Workbench
KRONOS
FIN
Financial Desktop
ADP
PAS
Arriba Travel