Interview Scheduling

Interview scheduling

Complete the UTC Interview and submit it to get your interview scheduled

How to Schedule an Interview

Before submitting the form, first find a few things out from the Hiring Manager
	→ Preferred dates → Whether it will be a phone or in person interview → Interviewers full names and order of preference → Length of interviews (per interviewer/panel) → Structure of interview(s) - panel or individual	→ Confirm location (Address and conference room details or if they require office) → Instructions for when candidates arrive at the interview 1.Where should they park 2.Who should they ask for when they arrive 3.Whether they require an escort → Is there anything specific that the candidate should be prepared for? i.e. Documents to bring onsite, questions to prepare
Things to ask the candidate prior to scheduling:
	→ Ask them about their availability (specific days and times they are available) → Confirm time zone	→ Travelling distance i.e. Less than / More than 50 Miles (in cases of > 50 Miles, travel accommodations will be reimbursed by UTC).

Scheduling Interview on Outlook Calendar

Look at the interviewer's calendars to see what their availability is on the selected days and proceed to put together a schedule that makes sense based on availability.
To begin, click Calendar, and then New Event. From there click Scheduling Assistant and enter the interview's name to check their availabilities.

Scheduling Interview on Outlook Calendar

Create individual calendar invites for the times that the interviewers will be meeting with the candidates.

How to book conference rooms

If a conference room is preferred, click on the + symbol located to the right of the Attendees field, and select a conference room.
Conference Rooms Details by Locations provides a helpful guideline about conference room specifications per location. After selecting a conference room, use ‘Scheduling Assistant’ to pull up the availability of each room (you can also select multiple conference rooms to view more availabilities).

If a conference room is not necessary, set the Hiring Manager’s office as the Location.

How to book conference rooms

Interview invitation format

Notes

Event format:[Type of Interview] - [CN Name] - [Job Position] - [Location of Position]

In the body of the Invite, include “Hi, please accept this invitation to confirm your attendance” and attach a resume, job description, and interview agenda.

***If scheduling a phone interview, include the phone number that the interviewer should dial for the phone call. ***

Sending candidate confirmation emails

In order to access all documents and resources, follow this path:
	UTC Team Drive → CCS Folder → Interview Documents	*To access these documents, click on the site-specific location folder that the interview is taking place.
More/Less Than 50 Miles Docs
	The candidate will have a total of four (4) documents* sent to them in an email IF they are travelling more than 50 miles. These include: → Applicant Expense Report (Include Cost Center) → Travel Guidelines and Expense Reimbursement FAQ → Interview Agenda → Candidates Greater Than 50 Miles Away (varies by candidate’s travel distance) → this will be copied in the body of the email	If candidate is not travelling a distance greater than 50 miles, send them only the following: → Candidate Less than 50 Miles away → this will be copied in the body of the email → Interview Agenda Notes: ●For >50 miles travel, candidates are responsible for submitting their expenses to AMEX Travel. ●Location Guide: certain cities have two separate locations - be sure to clarify before booking interview

Sending candidate confirmation emails

Replace the red font with the relevant information and ensure to change the font to black.

Email to the candidate

If it is a phone interview, include a copy of the Job Description (either hyperlink or attached it to email). This can be found on the Carrier website (by searching the Req#

Subject Line Format: UTC - [Job Position] Interview Details

Copy-paste the“Candidates Greater/Less Than 50 Miles Away” document in the body of the e-mail

If it’s less than 50 Miles, do not send travel reimbursement docs as they will not be compensated

Please include the time in the candidate's time zone as well as the interviewer's time zone e.g. confirmed for your interview on Thursday, June 7, at 1:00pm PST (4:00pm EST) - with the candidate's time zone first, HM's in parenthesis)

Convert all files to .docx (Word) or pdf before sending. Download them as a Word/PDF file from Google.

Updating Candidate Workflow Status

Move candidate to the appropriate workflow stage after scheduling the interview. Update “Interview dates” with the date the interview is scheduled for.

***Note that a phone interview counts as the 1st interview and any subsequent interview after that will respectively be 2nd, 3rd, then “Final Interview”.***

Sending cancellation email notice

When the candidate does not confirm their interview date and time provided by you, you can send them a cancellation email notifying them that their interview will get canceled if they do not confirm their attendance.

Example:

Hi XXX,

The below interview invite is pending your confirmation. If you wish to continue with the interview process, please kindly confirm receipt of this email. However, if you would no longer wish to be considered for this role, please respond to this email accordingly. Please note that if we do not hear back within 24 hours of the interview, we will consider this action your voluntary withdrawal from the process.

Regards,

XXX

Internal Candidate Process - How-To

Internal CN Note:

There is no specific time requirement in the current role to apply for a new position within UTC. There is, however, a general note that candidates would preferably be in their role for one year. If this is not the case please inform HR at the time of submission as to how long they have been in their current role.
All internal candidates must go through the same process as external candidates for interview scheduling
All internal applicants must be contacted within 48 hours of applying for the position.
All internal applicants are to be screened with the same screening questions used for each candidate on the same job
Gather who their current manager is and what team they are on and department
All internal applicants must be submitted to the hiring manager for review regardless if they are a fit or not.
The Hiring Manager must conduct a call with each internal applicant even if they aren’t a fit for the position. (In your submission highlight the candidate is internal and your recommendation (i.e if the candidate is a good fit or not and why))
This is per HR. If the candidate isn’t a fit the Hiring Manager is to have a coaching session with the internal applicant as to why they aren’t a fit and what they can do to advance their career and become a contender in the future.