INSTRUCTIONS FOR COMPLETION OF INTERVIEW DATA FORM
THE INTERVIEW DATA FORM IS THE FINAL STEP IN THE PROCESS OF CLOSING A
RECRUITMENT. THE EMPLOYMENT UNIT CONSIDERS THE IDF TO BE A DOCUMENT
THAT FORMS THE LEGAL BASIS FOR MAKING YOUR DECISION. THE IDF IS THE
DOCUMENTATION OF THE INTERVIEW PROCESS AND ENSURES UNIFORM REVIEW
STANDARDS WERE APPLIED TO ALL CANDIDATES INTERVIEWED.
? Selection Criteria and Interview Questions are integral parts of the Interview Data Form
(IDF). Please retain this information with the IDF. This document is utilized by Labor
Relations in the event that a grievance or inquiry is filed. Also, as one of the delegated
responsibilities, the Internal Audit Department will be reviewing its inclusion in the event
of a departmental audit. It is crucial that the departments continue to fill out the IDF and
attach the Selection Criteria and the Interview Questions, because of the legal liability
that the University could face if audited by the federal government. We are found to be in
violation if we cannot document reasons for the selection or non-selection of candidates.
? Recruiting Summary: Document all recruitment efforts, including all good faith efforts
to recruit qualified candidates from underutilized groups according to published
affirmative action goals.
? Candidate Selected: The reasons for hiring this candidate should be specific to the
selection and refer to posted job requisition requirements and selection criteria. Salary is
determined by consideration of different factors including employee status, equity issues,
transfer and/or promotion, and recruitment environment.
? Non-Selected Candidates: Reasons for non-selection are based on the individual
candidate with reference to the published qualifications and overall selection criteria. Do
not compare the non-selected candidate to the finalist.
? Departmental Signatures: Please obtain appropriate signatures as requested.
INTERVIEW DATA FORM
INTERVIEW DATA FORM
? Please complete the following information to document the recruitment process and
application of uniform guidelines in filling this vacancy.
? Reasons for selection and non-selection must reflect each applicant’s skills, knowledge
and abilities as they relate to the Job Related Selection Criteria. Do not compare
candidates to one another.
? Attach and keep at the hiring department until 3 years after effective date of hire:
o a copy of the Selection Criteria
o Interview Questions
If you have questions regarding the completion of this information, please contact your recruiter.
Recruiter: Phone Number: Department: Requisition Number: Position Title:
Name: Effective Date of Hire: Applicant ID or Employee ID#
Reasons for selection based on job-related skills, knowledge, and abilities:
Reasons for non-selection of candidates interviewed based on job-related selection criteria.
This document is accessible to and may be made available to persons interviewed. Ethnic and
gender information on the candidate selected should not be disclosed. It also may be used as
documentation in official proceedings regarding employee complaints and grievances, in Unfair
Labor Practice cases, EEOC/DFEH complaints, and other legal actions. Your signatures on this
form indicate that you have reviewed and approved its contents as consistent with University
policies and collective bargaining agreements regarding Non-Discrimination in Employment,
Recruitment and Selection.
Interviewer (Hiring Authority): Title:
Department Chair or Unit Head (Manager, Director): Title:
DATA RETENTION: This Interview Data Form (IDF), along with the Selection Criteria and Interview Questions, should be kept by the Hiring Department for 3 years after the effective
date of the hire, then destroyed.