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Managing On-Demand Candidates

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Extending Interview Window

The interview window for a candidate can be extended to grant them additional time to complete their on-demand interview. Only Interview Coordinators and Interview Admin have the permissions to modify interview windows.

To extend the interview window for a candidate, follow the below steps:

  1. Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
  2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
  3. Select the Interviews tab and find the name of the candidate.
  4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
  5. The expiration date for the interview invitation is in the Expires After field. To edit, select the pencil icon.
  6. Select the Expires After field and choose a new date from the pop-up calendar.
  7. Select the Save button to the right of the Expires After field, then select the Save button below the Expires After field to save your changes. Screenshot of the Interviews tab highlighting how to extend the interview window.

Applying Reasonable Accommodations

Accommodations may be granted to candidates who request, and are adjudicated for, an accommodation. For post-certificate interviews, the reasonable accommodation process will be managed by the customer agency delivering the interviews. Contact your agency reasonable accommodation point of contact for online interviews for additional information and guidance.

Accommodations for on-demand interviews include

  • Additional time
  • Essay-style interview
  • Other accommodations

Grant Additional Time During the Interview

Additional time during an interview can be granted to candidates who request, and are adjudicated for, an accommodation. Only Interview Coordinators and Interview Admin have the permissions to apply additional time to a candidate interview.

To apply additional time to a candidate interview, follow the below steps:

  1. Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
  2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
  3. Select the Settings tab and confirm how much time candidates are granted to complete each interview question by reviewing the time indicated in the “Response Time (Minutes)” field. This is the standard amount of time candidates are granted without an accommodation.
  4. Select the Interviews tab and find the name of the candidate.
  5. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
  6. The amount of time the candidate is currently granted to complete each interview question is in the Response Time (Minutes) field. To edit, select the field and either type in a new amount of time (in minutes) the candidate should be granted to complete each question, or, use the up and down arrows on the right-hand side of the field to increase or decrease the allotted time.
  7. Select the Save button below the Expires After field to save your changes. Screnshot of the Interviews tab highlighting how to grant a candidate additional time to complete an interview.

Candidates are not sent a new email invitation if their response time is modified. Work with your reasonable accommodation team to determine whether an email communication should be sent to the candidate outside the USA Hire Interview system confirming that their accommodation has been adjudicated and granted.

Deliver Essay Style Interview

An on-demand interview can be swapped for an essay-style interview for candidates who request, and are adjudicated for, an accommodation.

This accommodation cannot be applied automatically and requires manual intervention to deliver to the candidate.

To deliver an essay-style interview for a candidate, follow the below steps:

  1. The customer agency reasonable accommodation team emails their USA Hire Interview vendor project manager (if you are uncertain who your vendor project manager is, contact your USA Hire Interview project manager at the USA Hire Program Office).
    • Include the name of the candidate, the approval for the accommodation, the name of the on-demand interview template in USA Hire Interview, and the assessment window the candidate should be granted for the essay-style interview (e.g., 7 days).
  2. The vendor builds an essay-style version of the on-demand interview for the candidate and provides the reasonable accommodation team with a unique link for the candidate to complete the assessment.
  3. The reasonable accommodation team emails the candidate and provides the unique link and instructions for completing the essay-style interview. Candidates should be encouraged to ignore their original on-demand interview invitation.

Add or Remove Raters from a Single Interview

To add or remove raters from a single on-demand interview, follow the below steps:

Add Rater

  1. Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
  2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
  3. Select the Interviews tab and find the name of the candidate.
  4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
  5. Confirm in the “Status” field that the interview is not in “Complete” status. New raters can only be added if the interview is in “Provisioned” or “Review” status.
  6. The assigned raters for the candidate are listed in the “Participants” section.
  7. To add an additional rater, select the Participants field, then select the name of the rater from the dropdown menu. Note that no more than 6 raters can be added to a single on-demand interview.
  8. Select the Add button.
  9. Select the Save button below the “Expires After" field to save your changes.
  10. If the candidate has already completed their interview, the newly added rater will receive the email notification from the system notifying them that an interview is ready for them to review and rate. Screenshot of the Interviews tab highlighting how to add Raters to a single interview.

Remove Rater

  1. Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
  2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
  3. Select the Interviews tab and find the name of the candidate.
  4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
  5. Confirm in the “Status” field that the interview is not in “Complete” status. Raters can only be removed if the interview is in “Provisioned” or “Review” status.
  6. The assigned raters for the candidate are listed in the “Participants” section.
  7. To remove a rater, select the trash can icon in the same row as the name of the rater.
  8. Select the Save button below the Expires After field to save your changes.
  9. The removed rater will not receive an email notification notifying them that they have been removed from the interview. If the candidate has completed the interview, and the rater received the email notification from the system notifying them that an interview is ready for them to review and rate, the rater will receive an error message when they select the link to the candidate interview. Screenshot of the Interviews tab highlighting how to remove Raters from a single interview.

Add or Remove Raters from all Future Interviews

Before candidate invitations are sent for on-demand interviews, a rater panel is identified and added to the Interview Template so that the rater panel is automatically assigned to candidate interviews when invitations are sent. This rater panel can be modified at any time so that the appropriate raters are assigned to future candidate interviews. Only Interview Coordinators and Interview Admin have the permissions to modify a rater panel.

To add or remove raters from an on-demand Interview Template, follow the below steps:

Add Rater

  1. Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
  2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
  3. Select the Participants tab to view the list of raters assigned to all interviews associated with this Interview Template.
  4. To add an additional rater, select Individual in the “Type” field then select the Name field. Select the name of the rater from the dropdown menu. Note that no more than 6 raters can be added to a single on-demand interview.
  5. Select the Add button.
  6. Select the Save button in the bottom, right-hand corner of the screen to save the changes made to the Interview Template.
  7. The newly added rater will now be automatically assigned to future candidate interviews. Any candidate interviews already associated with the Interview Template will not reflect this change. Screenshot of the Interviews tab highlighting how to add Raters to all future interviews.

Remove Rater

  1. Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
  2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
  3. Select the Participants tab to view the list of raters assigned to all interviews associated with this Interview Template.
  4. To remove a rater, select the trash can icon in the same row as the name of the rater.
  5. Select the Save button in the bottom, right-hand corner of the screen to save the changes made to the Interview Template.
  6. The removed rater will no longer be automatically assigned to future candidate interviews. Any candidate interviews already associated with the Interview Template will not reflect this change. Screenshot of the Interviews tab highlighting how to remove Raters from all future interviews.

 

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