Carrier Interview Scheduling Process

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Questions and Answers

When cloning an interview scheduling ticket, what must remain the same for multiple candidates?

The time of day for interviews

All information aside from the candidate information (correct)

The candidates' resumes

The interviewer's preferences

Who schedules interviews for Union Technician roles sourced directly from the union?

The Recruiting Coordinator

The TA

The Hiring Manager (correct)

The candidate's supervisor

What is the purpose of listing the TA as the requestor on individual interview tickets?

To attribute the scheduling process to the RC

To avoid confusion among candidates

To expedite the interview process

To ensure visibility on the TA Freshservice dashboard (correct)

What should be done after cloning a ticket to ensure visibility on the TA Freshservice dashboard?

Ensure the TA is the requester Signup and view all the answers

What should you do if interview dates and time slots are not provided on the Freshservice ticket?

Create a calendar appointment to check availability Signup and view all the answers

When scheduling an interview, what consideration should be taken regarding the interviewers' calendar time zones?

Use the interviewer's local time zone Signup and view all the answers

What is a best practice regarding scheduling interviews on short notice?

Avoid scheduling interviews for the next day without confirmation Signup and view all the answers

What is NOT advisable when scheduling an interview, unless explicitly authorized?

Book during busy times Signup and view all the answers

What is an appropriate action after completing the ticket cloning process?

Add a note to the Freshservice ticket Signup and view all the answers

When determining the time slots for interviews, what should you allow between multiple candidates scheduled in a block period?

10-15 minutes Signup and view all the answers

What should be done if a ticket has missing details?

Use the 'Reply' feature on the ticket to follow up with the TA. Signup and view all the answers

What action should be taken if a candidate does not have an application in Workday?

Follow up with the TA using the Freshservice 'Reply' feature. Signup and view all the answers

What is the proper way to manage Required and Optional attendees when creating a meeting invite?

Add Hiring Manager/Interview Panel as Required and TA as Optional Signup and view all the answers

What should be done to request the TA to move a candidate to the Interview status?

Use the Freshservice 'Reply' feature to send a request. Signup and view all the answers

When cloning a ticket for multiple candidates, which of the following is true?

You should change the subject line after cloning to reflect each candidate's name. Signup and view all the answers

What should be edited in the cloned tickets?

The subject line and candidate names need to be updated. Signup and view all the answers

What is the purpose of the Interview Scheduling RC Process?

To schedule and manage interviews between candidates and hiring managers. Signup and view all the answers

What feature is recommended for following up with the TA about candidate applications?

Using the Freshservice 'Reply' feature. Signup and view all the answers

Why is it necessary to add something to the Description box when editing a cloned ticket?

To fulfill system requirements. Signup and view all the answers

Which of the following best describes what must happen if a Talent Advisor (TA) is out of the office?

Reach out to your manager for assistance in case of escalation. Signup and view all the answers

What should be included in email communications regarding interview scheduling?

Formatting in black 12pt Arial font for clarity. Signup and view all the answers

What is the first step in creating multiple tickets for candidates with the same interview details?

Select the 'Clone Ticket Old' button. Signup and view all the answers

What does the status 'Awaiting Candidate' indicate about a Freshservice ticket?

The ticket is waiting for action or response from the candidate. Signup and view all the answers

Why is it important to avoid unnecessary time gaps in the interview itinerary?

To ensure a positive candidate experience and maintain engagement. Signup and view all the answers

What should be done if interviews are back-to-back according to best practices?

Plan for 10-15 minute breaks between interviews. Signup and view all the answers

What action is taken when the status of a Freshservice ticket is 'First Action Complete'?

A note has been added to indicate the ticket will be addressed soon. Signup and view all the answers

If an administrative assistant is identified in the Interview Request Ticket, what role do they play?

They ensure candidates are greeted and escorted appropriately. Signup and view all the answers

What should be attached to the Outlook invite when confirming the candidate's interview?

Carrier Interview Guide 1, Interview Guide 2, and the candidate's resume Signup and view all the answers

How often should follow-up emails be sent to unconfirmed attendees?

Every 24 hours until the interview time is accepted Signup and view all the answers

What action should be taken once the Outlook invitation is sent to the interview team?

Send a 'Keep Warm' email to the candidate including the tentative interview date Signup and view all the answers

What should be documented in the Freshservice ticket?

A screenshot of the 'sent' Outlook invitation and follow-up email Signup and view all the answers

What content should be included in the candidate confirmation email for a virtual interview?

Interview agenda and cc the TA Signup and view all the answers

What should be done if travel reservations are needed for a candidate?

Use the RSR Carrier Travel Process Guide Signup and view all the answers

What is the best practice regarding email confirmations for candidates?

Screenshots of confirmations should be kept in the ticket Signup and view all the answers

What should be done if the interview needs to be rescheduled?

Update the date/time in the Outlook invite and contact the candidate Signup and view all the answers

Study Notes

Interview Scheduling Process Overview

The process aims to facilitate scheduling and managing interviews between candidates and interviewers using Workday.
Emphasis on providing a positive experience for candidates.
Communication with the Talent Advisor (TA) is crucial for addressing scheduling issues and potential delays.

Freshservice Ticket States

Open: Pending action or response.
First Action Complete: Ticket reviewed and confirmed for action.
Pending: Awaiting action or response from TA.
Awaiting Candidate: Waiting for candidate action.
Awaiting Client: Pending response from hiring manager or interviewer.
Unresponsive: Candidate has not replied despite multiple attempts.
On Hold: Ticket status indicating a pause in action.
Resolved: Ticket fully completed.

Interview Request Process

After TA moves a candidate to "Interview" status in Workday, a Freshservice Interview Scheduling ticket is created.
Union Technician roles have a different scheduling protocol, where hiring managers handle interviews directly.

Cloning Freshservice Tickets

Multiple candidates can be added to a request if interview details are identical.
Use the "Clone Ticket Old" feature to generate unique tickets for each candidate.
Update the subject line and details of cloned tickets for personalization.

Checking Interviewer Availability

Utilize Outlook to verify interviewers' availability.
Create a calendar appointment and identify open time slots for interviews.
Aim to avoid scheduling on short notice or during busy periods.

Sending Interview Invitations

Upon confirmation of candidate's availability, create one or update an existing Outlook invitation.
Attach relevant documents such as the Carrier Interview Guide and candidate resume.
Send a "Keep Warm" email to candidates with interview details.

Monitoring Responses

Track acceptance of Outlook invites and follow up on unconfirmed attendees every 24 hours.
Adjust dates/times in the Outlook invite as needed based on feedback.

Travel Arrangements

Refer to the RSR Carrier Travel Process Guide if candidate travel is needed for the interview.

Sending Confirmation Emails

For virtual interviews, duplicate the calendar invite to confirm interview details with the candidate while including the TA in the CC.
For onsite interviews, attach the Onsite Interview Agenda and ensure the logistics are clear.

Documentation Retention

Keep records of communications and confirmations in Freshservice tickets, including screenshots of sent emails and invitations for proper documentation.

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Description

This quiz covers the essential steps involved in the interview scheduling process for carriers. From checking interviewer availability to sending confirmation emails, you'll learn how to streamline scheduling and communication with candidates effectively. Master each part of the process to ensure a smooth interview experience.