Completing Interview Evaluations

This topic provides an overview of interview evaluations and discusses how to manage interview evaluations.

Note: Only administrators can update submitted evaluations.

Page Name

Definition Name

Usage

Interview Evaluations (List) Page

HRS_INT_EVAL_LST

Review and manage the evaluations that you are responsible for completing.

Interview Evaluation Page

HRS_INT_EVAL

Create, update, or review interview evaluations.

Interview Evaluation Page (Read Only)

HRS_VIEW_INT_EVAL

View a submitted evaluation.

Evaluation Rating Comments Page

HRS_INT_EVAL_SEC

View an evaluator’s comments for a specific evaluation category.

After an interview, interviewers enter their evaluations on the Interview Evaluation page. Interview evaluations are specific to the context of a particular job opening (or an application without a job opening).

The Create Interview Evaluation Action

The Create Interview Evaluation action provides access to the Interview Evaluation page from these contexts:

  • Manage Job Opening (also available as a group action)

  • Manage Applicant

  • Manage Application

  • Search Applications

To invoke this action, select Recruiting Actions > Create Interview Evaluation from the Other Actions menu or, on the Manage Job Opening page, from the Group Actions menu.

Summary Pages for Interview Evaluations

The following pages include summary grids showing evaluations that have been started or completed for an interview. These pages all include links for viewing existing evaluations and a Create New Evaluation button for adding additional evaluations:

An additional page, the self-service Interview Evaluations (List) Page, includes a grid that lists only your own evaluations. It includes rows for all interviews where you are a participant, regardless of whether you have started the evaluation. Because this page lists evaluations for an interviewer rather than for a specific applicant, it does not provide a button for starting new evaluations.

Flexible Recruiting Processes

If a job opening is governed by a flexible recruiting process, that process controls the availability of the Create Interview Evaluation action. Availability can vary depending on the user’s role and the applicant’s current disposition.

The system hides the Create Interview Evaluation action from the Other Actions menu for specific rows where the action is not available. The system does not remove the action from the Group Actions menu, but it prevents you from continuing with a group action if your selection includes rows where the action is not available.

The flexible recruiting process is a usability tool, not a security layer. It does not prevent users from accessing the Interview Evaluation page using links and buttons on the pages that list evaluations.

Completing Evaluations

To complete an evaluation, evaluators assign ratings for individual evaluation categories, give an overall rating and recommendation, and enter any comments.

The evaluation categories that appear on the Interview Evaluation page come from the interview evaluation template that is associated with the job opening's recruitment template. The interview evaluation template also defines the rating scale and the points associated with each value on the rating scale.

When a user submit an interview evaluation, the system sends a notification to all of the recruiters and hiring managers for the job opening. Evaluators cannot make any further changes to submitted evaluations unless an administrator reverses the submission using Send Back functionality.

Updating Submitted Applications

When you set up your recruiting system, you can give administrators the ability to edit, delete, and send back submitted interview evaluations. To do this, select Yes in the Administrator Evaluation Edit field on the Recruiting Installation – Applicants Page.

When you grant administrators these additional privileges, administrators see an Edit Evaluation link rather than a View Evaluation link next to completed evaluations. Clicking this link displays the Interview Evaluation page, but in this mode, the administrator has the option to:

  • Edit the completed evaluation.

    When an administrator edits an evaluation, additional fields show who edited the evaluation and when it was edited. The administrator can also enter comments regarding the changes.

  • Delete the completed evaluation.

  • Send back the evaluation, an action that reverses the evaluation submission as if the original evaluator had saved it without submitting it.

Use the Interview Evaluations list page (HRS_INT_EVAL_LST) to review and manage the evaluations that you are responsible for completing.

Navigation:

Self Service > Recruiting > Interview Evaluations

This example illustrates the Interview Evaluations list page.

 Interview Evaluations (list) page

Filtering Fields

Field or Control

Description

Show Interviews Between

To filter the list of evaluations based on the interview date, enter a date range in these fields.

Refresh

Click up update the list of evaluations based on the specified date range.

Interview Evaluations

This grid lists all of the interviews where you are an interviewer. It also includes any evaluations that you created without the context of a specific interview.

Field or Control

Description

Action

Displays one of the following links:

  • Evaluate Applicant appears when the evaluation has not yet been started. Click to access the Interview Evaluation page and begin the evaluation.

  • Complete Evaluation appears when the evaluation has been saved, but not yet submitted. Click to access the Interview Evaluation page and continue to work on the evaluation.

  • View Evaluation appears when the evaluation has been submitted. Click to access the read-only version of the Interview Evaluation page.

Note: This page, which is used for managing a user’s personal list of evaluations, does not provide administrators with a link for editing completed evaluations.

Use the Interview Evaluation page (HRS_INT_EVAL) to create, update, or review interview evaluations.

Navigation:

Select Recruiting Actions > Create Interview Evaluation from the Other Actions menu on any of these pages:

  • Manage Job Opening (also available as a group action)

  • Manage Applicant

  • Manage Application

  • Search Applications

You can also access evaluations from these pages that include a grid showing evaluations:

  • Interview Evaluations (list) page

  • Manage Interview page

  • Manage Application page: Interview tab

  • Manage Applicant page: Applicant Activity tab: Interview Schedule/Evaluations section

This example illustrates the Interview Evaluation page.

 Interview Evaluation page

Toolbar Buttons: General

Field or Control

Description

Previous and Next

If you accessed the page using a group action on the Manage Job Opening page, use these buttons to scroll to each applicant who is being evaluated.

Return

Click to cancel any unsaved changes and return to the previous page.

Toolbar Buttons for Evaluators

Field or Control

Description

Submit

Click this button to submit completed evaluations and return to the previous page. If you accessed the page using a group action, all evaluations included in the selection must be complete before you can submit. The system displays error messages if there is any missing data.

Save as Draft

Click this button to save your work without submitting any evaluations.

Toolbar Buttons for Administrator Edits

These buttons are available when an administrator accesses a submitted evaluation by clicking the Edit Evaluation link. The option for administrators to edit evaluations is available only if activated on the Recruiting Installation – Applicants Page.

Field or Control

Description

Edit

Click the Edit button to make a submitted evaluation editable. When the page changes to editable mode:

  • The Send Back and Delete buttons disappear.

  • The Save button appears.

  • The Edited By, Date Edited, and Edit Evaluation Comments fields appear in an Edit Evaluation group box.

  • The administrator can update the original evaluator's ratings, recommendations, and comments.

Save

This button appears only after the administrator clicks the Edit button. Click this button to save changes, send the modified evaluation back to the original evaluator, and return to the previous page. Sending an evaluation back reverses the evaluation submission; it is as if the original evaluator saved it without submitting it. Therefore, after saving, the administrator is not able to re-access the evaluation until the original evaluator resubmits it.

Send Back

Click this button to send the evaluation back to the original evaluator. Sending an evaluation back reverses the evaluation submission; it is as if the original evaluator saved it without submitting it.

Delete

Click this button to delete the evaluation entirely. All data is cleared, and the system displays the page from which you accessed the evaluation.

The Interview Evaluations grid no longer displays data for the deleted evaluation. Instead, the Action field displays Evaluate Applicant, the text that appears when no evaluation data exists.

Header Information

Field or Control

Description

Name, and Applicant ID

Displays identifying information about the applicant.

Status

Displays the applicant’s overall status (not the applicant’s disposition).

Job Posting Title and Job Opening ID

Displays identifying information about the job opening. All evaluations require the context of a job opening (or an application with no job opening). You cannot enter a general evaluation of the applicant across all applications.

Job Opening Status

Displays the current status of the job opening.

Evaluation

Field or Control

Description

Interview Date

Displays the date of the interview. If you create a new evaluation without the context of a specific interview, the default is the date of the applicant’s most recent interview. You can override this date if necessary.

If there is no interview scheduled for the applicant, you can still create an evaluation. The default interview date is the current date.

Interview Type

Displays the interview type. When you create a new evaluation for a specific interview, the default interview type comes from the interview schedule, but you can override this value. It is not necessary to keep the interview type the same in the interview evaluation and the interview schedule.

Recommendation

Field or Control

Description

Overall Rating

Enter an overall rating. Select from the values that were defined on theInterview Evaluation Ratings Page.

Recommendation

Enter an overall recommendation. Select from the statuses are defined for the Interview status area on the Recruiting Status and Reason Page.

Reason

If the interview evaluation template is configure to require a reason for the recommendation you select, the Reason field appears. The available values are the reasons that are associated with the status that you selected as the recommendation.

General Comments

Enter text comments to support the overall recommendation.

Interview Ratings

Field or Control

Description

Category

The grid lists the rating categories that are associated with the interview template for the job opening.

Interview Rating

Select a rating for the given category. Values come from the interview evaluation template for the job opening.

Score

The system displays the score that is associated with the rating you select. Ratings are associated with scores in the interview evaluation template for the job opening.

Comments

Enter an evaluation comment for the specified category.

Edit Evaluation

This section is visible if an administrator accesses the page in administrative update mode (by clicking the Edit Evaluation link in the Interview Evaluations grid on various pages).

If the administrator saves changes, these fields remain visible to anyone else who views the evaluation. These fields provide the only audit trail for modified evaluations.

This example illustrates the Edit Evaluation fields on the Interview Evaluation page.

 Edit Evaluation fields on the Interview Evaluation page

Field or Control

Description

Edited By and Date Edited

These fields display system-generated information about who edited the evaluation and when it was edited.

Comments

An administrator who edits an evaluation uses this field to enter comments related to the edit.

Use the read-only Interview Evaluation page (HRS_VIEW_INT_EVAL) to review a submitted evaluation.

This is the first of two examples illustrating the read-only Interview Evaluation page that appears when a user accesses a submitted evaluation.

 Interview Evaluation page - read only (1 of 2)

This is the second of two examples illustrating the read-only Interview Evaluation page that appears when a user accesses a submitted evaluation.

 Interview Evaluation page - read only (2 of 2)

This page displays information about the applicant, the job opening, the interview, and the evaluator. It then shows the ratings for individual evaluation categories and the overall recommendation.

Comments for specific evaluation categories are not shown on this page. Instead, you can click the Comments icon for a category to see the comments.

Use the Evaluation Rating Comments page (HRS_INT_EVAL_SEC) to view an evaluator’s comments for a specific evaluation category.

Navigation:

Click the Comments icon on the view-only Interview Evaluation page.

This example illustrates the Evaluation Rating Comments page.

 Evaluation Rating Comments page