Skip to main content

COVID-19 Recruitment Process Modifications

The Executive Vice Chancellor- Academic Affairs has called for the academic recruitment process to use a remote interview process for all candidates using teleconferencing options. Below are the recommendations from the OARS office on instituting an applicant accommodation and virtual interview process. 

Why do we need to accommodate disabled or COVID restricted applicants when applying?

The Americans with Disabilities Act of 1990 prohibits employers from discriminating against applicants based on disabilities. It also requires employers to provide accommodations for qualified applicants and employees with disabilities. This means we need to facilitate the ability for everyone to apply, including applicants affected by situations that arise from disabilities or COVID restrictions. 

How do disabled or COVID restricted applicants apply to jobs?

The process of applying to the position is the same for all applicants.  Applicants need to be directed to apply and complete the application through Recruit. Recruit’s platform is accessible and compatible with the following technology: 

  • Recruit supports the use of off-the-shelf screen reading technologies, and all of our tutorial videos are fully captioned. We meet the Web Content Accessibility Guideline (WCAG) 2.0 AA standards.
  • Recruit works on multiple operating systemsMicrosoft Windows 8.1+ or Apple Mac OS X 10+. 
  • Recruit's responsive design is compatible with up-to-date mobile devices. 
  • Recruit works on all browsersAutomatic updates are always recommended to ensure a secure and modern browsing experience, as certain technologies may lead to a degraded or otherwise suboptimal browsing experience. Each of the latest browsers are supported along with backwards compatibility for one full version still supported by the vendor: 
  • Google Chrome 
  • Mozilla Firefox 
  • Apple - Safari 
  • Microsoft Edge 

If an applicant has problems with applying on Recruit, departments can ask OARS for assistance on how to proceed.

Who determines the accommodations that applicants will use?

While applicants can request accommodations, the department can determine if the accommodation presents an undue hardship and if so, can offer an alternative accommodation to the applicant. The department does not have to provide the exact accommodation requested by the applicant, but the department must provide an accommodation. Contact OARS for any questions on providing accommodations. 

Can we use the same accommodation for every applicant who has the same disability or COVID restrictions?

Not necessarily. Just because applicants may have similar situations does not mean they will all need the same accommodation. The process to determine accommodations needs to be provided for every applicant requesting an accommodation.

What if an applicant does not have access to a computer, tablet or mobile device?

Depending on the specific situation, departments can assist applicants in a number of ways. For example, analysts can assist applicants by:

  • Providing options on which technology they may use with Recruit. 
  • Uploading documents on behalf of the applicant.
  • Faciliating set up of applications and Portfolio.
  • Reading application instructions over the phone.
  • Adding applicants to recruitments and sending the activation email.
  • Processing application materials by mail to the department.

What kind of material can applicants provide when the department is assisting the applicant?

Applicants can provide the department analysts with all the required documents for the position they are applying for. Analysts can use the steps listed at this link to upload the application documents.  

Is there a resource that our department can provide to show we are inclusive to applicants with disabilities?

Yes, Higher Education Recruitment Consortium (HERC) has developed an ebook: Guide for Job Seekers with Disabilities. OARS recommends providing this link on the department’s website.  

What is the cut off for an applicant to request accommodations?

An applicant may request accommodations at any point in the recruitment process.  

What is a virtual interview process?

Virtual interviewing means moving interviews and presentations to video. For example, whereas before, you may have used an initial phone screen, then move into in-person interviews and candidate presentations; virtual interviewing would be the exact same process, using a computer or computer network. Virtual interactions take the place of in-person job interviews.

What tools can I use for virtual interviews?

Recommended are the campus enterprise platforms for security. Click on the links for more information on each of these tools.

Skype for Business
  • Enabled for screen sharing, conference calling, and integrates with Outlook
  • Desktop application
Google Hangouts/Meet
  • Enabled for screen sharing, conference calling, and integrates with Outlook
  • Web based platform
Zoom Pro
  • Enabled for screen sharing, conference calling, and integrates with Outlook
  • Conference scheduling
  • Session recording
  • Polling feature
  • Transcribing
OneDrive for Business
  • File sharing program to store, share, and sync files with their local computers and mobile devices.
  • Replaces Dropbox
Microsoft Teams
  • Microsoft Teams provides a chat-based collaboration workspace that integrates with your other Office 365 apps and services

How do I perform virtual interviews?

There are several ways to perform virtual interviews:
  • 1-way or asynchronous interviews: 1-way interviews where structured questions are provided and the interviewee can respond to the questions in writing, verbally or on video.
  • 2-way or live interviews: 2-way interviews are live or “real time” interviews between an interviewee and interviewer(s). The interviewers may consist of an individual, panel, or group of people that are interacting in real time with the interviewee. The 2-way interaction can be conducted by conference call or video and these interactions can be unstructured with the ability to build on answers and even ask your own clarifying questions, if necessary.
  • Webinar: a “webinar” is a virtual seminar where an interviewee can provide a presentation to attendees and can communicate as if they were in the same room. Webinars replicate workshops or short presentations with limited participation.
Multiple interview types of virtual interviews can be used in your Selection Process.

How do I perform a campus visit virtually?

The same process of scheduling and meeting with individuals and groups during a campus visit can be replicated via virtual interviews. A series of virtual interviews can be scheduled and conducted between the interviewee and campus visit participants. For example:
  • 2-way interview(s) with individual(s) or group department faculty
  • 2-way interview(s) with individual(s) or group graduate students
  • 2-way interview(s) with individual(s) or group division leaders
  • Webinar workshop or presentation of research, programs, etc.

Do virtual interviews violate discrimination laws?

No. Virtual interviews do not break discrimination laws with the US Equal Employment Opportunity Commission (EEOC). To read the full EEOC statement regarding the use of videos in the selection process, click here.  A video resume can also be considered a virtual interview.  

Can virtual interviews lead to discrimination or biases?

No, virtual interviews are not in and of themselves discriminatory, nor do they undermine diverse hiring practices.  

EEOC states: “Employers and recruiters (are) to continue to structure their recruitment and selection processes to be nondiscriminatory and to consistently focus on the job qualifications of all job seekers, regardless of technology or of the information available by virtue of that technology.” 

How can I make sure my virtual interviews meet recruitment compliance?

Follow the same guidelines for all interviews: 

  • Avoid questions that have no impact on job performance. A list of topics and areas to avoid are included in the Search Committee Recruitment Guide that is sent out to every Search Committee member.
  • The selection criteria of the Search plan should be the established, written, and objective criteria applied to all qualified applicants equally. 
  • When scheduling the interview, inform the applicant that they will be interviewed via video.
  • Include instructions for the applicant on how to participate in the virtual interview. 
  • Each virtual interview needs to be consistent with length of time, questions, and order of questions.  

Can I give interviewees choices of the different types of virtual interviewing?

  • All candidates are to be treated equitably. 
  • Do not offer different choices for different candidates.
  • Accommodate for disabilities or COVID-19 travel restrictions.
  • There is no campus visit option at this time. 

How does virtual interviewing affect candidate dispositions?

The dispositioning process for all interviewed candidates is exactly the same as the current stated process.  

What additional records do we need to keep for virtual interviews?

There are no additional records that need to be maintained when using a virtual interview process. 
This page will be updated as additional information becomes available.