Reviewing Applications

All applicants who progress in the hiring process must meet the minimum qualifications outlined in the position description. To ensure fairness and consistency:

• Review all submitted applications, unless the recruitment is designated as internal-only or a pre-documented Data Management Technique (DMT) is in place.
• Evaluate each element of the application—including resume, cover letter (if provided), and application for required qualifications.
• Use phone screens or one-way video interviews (e.g., InterviewStream) to gather additional information such as availability, salary expectations, work history, and other relevant insights.

Important Compliance Note:

• Departments may ask for salary expectations but MUST not ask about past or current compensation per California Labor Code Section 432.3.
• UCLA does not support the use of artificial intelligence (AI) to evaluate candidates. All assessments must be conducted by human reviewers.
• All applicants not selected must be properly dispositioned in iCIMS to comply with federal regulations.

Special Applicant Considerations

Certain applicants may require priority consideration, provided they meet the minimum qualifications:

• Intra-department applicants with recall rights
• Preferential Rehire (PPSM-60)
• Special Reappointment (PPSM-66)
• Special Selection (PPSM-81)

Consult your Talent Acquisition Consultant (TAC) or CHR Employee & Labor Relations (ELR) for guidance on these applicant types.

It is important to consult with your CHR Talent Acquisition Consultant to ensure assessments are validated (if testing) and equitable to fairly evaluate candidates if used in the recruitment process.

Tests & Skills Demonstrations

• Only use vendor-provided, validated tests, approved by Campus Human Resources.
• Any test or task must be related to the essential functions of the job.

Work Samples & Presentations

• Reviewing past work (e.g., writing samples, portfolios) or candidate presentations during an interview are permitted and not considered testing.

Position-Based Assessments (PBAs)

• PBAs are tailored exercises that simulate real job tasks.
• These are not formal tests, and can provide deeper insight into a candidate’s fit for the role.
• Contact your TAC for assistance in developing PBAs.

UCLA recommends structured and consistent interviews to ensure fairness.

Interview Questions

• Develop base-level interview questions before applicant screening.
• Focus on Behavioral-Based Interview Questions, which explore how candidates have handled real-world situations.
• Allow for follow-up questions to gain clarity or explore a candidate's depth of experience.
• You can collaborate with your TAC to create questions aligned with job responsibilities and UCLA values.

Tip: Use a scoring rubric to assess all candidate responses consistently.

Interview Logistics

• Confirm that interview panel members have no conflicts of interest with any candidates.
• Schedule interviews efficiently—consider multiple rounds if needed.
• Accommodate candidate needs; contact Insurance & Risk Management for assistance with accommodation requests.
• Candidate travel is at their own expense, unless otherwise approved per UC Travel Policy and the appropriate department authority.

Interviewing Best Practices

• Encourage note-taking during interviews. Notes must be retained per the UC Records Retention Policy.
• If recording video interviews, obtain written consent and follow California’s two-party consent law. Retain recordings according to university policy.
• For detailed instructions, visit the UC Records Retention Schedule and search for “Employment.”

Web-Based Interviewing Options

1. InterviewStream (One-Way Video Interviews)
   • Candidates respond to preset questions via video.
   • Interviews are accessible on demand and help streamline early-stage evaluations.
2. Live Video Interviews
   • Conducted in real-time using platforms like Zoom or MS Teams.
   • Enables panel interviews without requiring everyone to be in one location.
   • Structured, professional preparation is essential—just like in-person interviews.
   • Learn more: Interview Candidate on Zoom

Evaluation Best Practices

• All interviewed candidates should be evaluated using a candidate matrix or scoring rubric.
• Evaluations must be based on minimum and preferred qualifications listed in the job description.
• Retain all evaluation materials in accordance with the UC Records Retention Policy.
• Use iCIMS to update candidate statuses and ensure proper closure of the recruitment.

Applicant Pool Evaluation Best Practices

• Stay organized—group applicants into “yes,” “maybe,” and “no” categories.
• Focus on qualifications and red flags that warrant clarification.
• Consider building an interview pool rather than just eliminating unqualified applicants.
• Use multiple rounds of screening, and prioritize preferential rehire and special selection candidates when applicable.