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Matrix Instructions

Screening, Interviewing and Beyond!

You've posted your position, and you've been collecting applications...what now?  Now begins the crucial step of creating your screening matrix - this tool will help you determine the candidates you will be interviewing and help you keep track of all of the candidates in your search along the way.

  • For all benefited positions, once the job closes for posting or has met the minimum required posting time, you Staffing Partner will send you a Final Applicant List with instructions and a sample matrix template you can use to begin screening all applications received.  The Staffing Partner has already noted the Minimum and Desired Qualifications from your job advertisement in the "Screening Evaluations" sheet, with instructions on reviewing and scoring each criteria. 
    • Please note that candidates that do not meet your posted minimum qualifications should not be interviewed.
    • Human Resources' recommended rubric for scoring is a 0-5 scale outlined below:
      • INDEX
        5 Shows extensive evidence/experience in resume
        4 Shows considerable evidence/experience in resume
        3 Shows moderate evidence/experience in resume
        2 Shows some evidence/experience in resume
        1 Shows minimal evidence/experience in resume
        0 Shows no evidence/experience in resume
        *N/A   Will be determined during interviews

  1. Once you have completed the "Screening Evaluations" sheet and selected candidates to interview, please provide your matrix to your Staffing Partner for review.  After a comprehensive review, you will be provided with approval from HR (and ODEI where required) to proceed.  Please do not schedule your interviews prior to receiving this approval.  We kindly request 1-2 business days to complete the review of your submitted materials and may reach out to you with recommended changes or updates. If your matrix is required to be reviewed by ODEI additionally, please allow 3-5 business days for them to complete their review - please reference ODEI's matrix FAQ page for corresponding searches.
    • In addition, don't forget to update each candidate's status to the appropriate "Request Approval" status.  If you need assistance with this, please visit the Quick Reference Guide or contact your Employment/Staffing Partner for help.
  2. Human Resources encourages you to use the Successful Selection behavior-based interviewing model.  The Staffing/Employment Partners will work closely with their Staff Hiring Managers and Hiring Manager Assistants to help you develop a score/weighted competency-based interview guide.  Although not required for Academic and Administrative searches, it is highly recommended.  Please reach out to your Staffing  Partner to help you develop this tool.
  3. Once your interviews are completed, you'll complete the "Interview Evaluations" sheet within the matrix document.  Once complete, please provide this to your Employment Partner for review and approval to continue on with your second round interviews.
    • If you will only be doing one round of interviews, please work with your Staffing Partner to modify the matrix document to reflect that action - you'll proceed with Skill Survey Reference Checks and the Final Candidate Selection process as normal at this point.
  4. Once your second round or additional interviews are finished, you'll complete the "Final Information" sheet within the matrix document.  Please provide the completed matrix to your Employment Partner for review.  After a comprehensive review, you will be provided with approval from HR (and ODEI, where required) to proceed with the Final Candidate Selection process. Reference Checks using Skill Survey must be completed by this point or prior to offer to the top candidate. 
  5. Once all th above tasks are completed, reviewed and approved by the appropriate offices, the department may start offer negotiations with the top candidate.  Please work closely with your Staffing/Employment Partner during this process and reference appropriate Quick Reference Guides for proceeding.

Congratulations - by this point in the search, you should have determined your top candidate(s) and are most likely negotiating salary at this time.  Please follow the posted processes for the type of search you are completing and ensure you are keeping your Employment Partner apprised of your progress to filling your search.

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Matrix Template

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