Interview Scheduling Instructions

From {DATE} to {DATE}, {AGENCY} is conducting two rounds of rolling, structured phone interviews for a {GS LEVEL} {ROLE NAME} role with {NUMBER OF SMES} subject matter experts (SMEs). You’ll first schedule applicants for Interview 1, and as SMEs submit their ratings, you can begin scheduling Interview 2 for applicants who receive a passing rating.

Scheduling SME Interviews for the USDS Hiring Pilot

Use these dates and instructions to complete the scheduling for your hiring action.

{APPLICANT ESTIMATE} applicants will likely move from resume review to Interview 1. We estimate {10% OF APPLICANT ESTIMATE} applicants won’t respond to scheduling requests.

  • {DATE} – Determine SMEs’ Personal Relationships with Applicants: Using the SME Recusal Email Template, send SMEs an email to confirm they don’t have a personal relationship with any applicants who are being interviewed. If they do have a conflict, they must respond to you by EOD {DATE}.
  • {DATE} – Receive Applicant List from HR: HR will send you a list of applicant names, emails, phone, numbers, and the roles they’re currently being considered for.
  • {DATE} – Send Interview 1 Scheduling Request to Applicants: Using the scheduling email template from USDS, as well as the list of applicants from HR, send the initial scheduling notification to applicants.
  • {DATE} – Begin Scheduling Interview 1 with Applicants and SMEs: As applicants respond with their availability, use the SME availability list you received from USDS to schedule 60-minute interviews with one applicant per SME (see “SME Assignments for Interview 1” for more information). HR will have sent resumes to the SMEs by this time.
    • To schedule applicants, send an email that includes the dial-in information, the name of the SME, and the role(s) the applicant is interviewing for.
    • To schedule SMEs, send a calendar invite. Do not schedule them for more than 3 interviews per day, and do not schedule them for back-to-back interviews as they need time to complete feedback and ratings immediately after an interview.
    • Do not schedule an SME to interview an applicant if they have a personal relationship outside of work.
  • {DATE} – Interview 1 Begins: SMEs begin interviewing scheduled applicants as they respond to the scheduling notification.
  • {DATE} – Send Reminder to Applicants: For applicants who have not responded to the scheduling request for Interview 1, either email or call them to say they will be disqualified if they don’t respond by {DATE}.
  • {DATE} – Send Interview 2 Scheduling Request to Applicants: Interview 2 will occur on a rolling basis as SMEs complete Interview 1 and submit their ratings. Using the scheduling email template from USDS, as well as the list of applicants from HR, send the Interview 2 scheduling notification to applicants.
  • {DATE} – Begin Scheduling Interview 2 with Applicants and SMEs: As applicants respond with their availability, use the SME availability list you received from USDS to schedule 60-minute interviews with a maximum of two SMEs per applicant depending on the roles they’re being considered for (see “SME Assignments for Interview 2” for more information).
    • To schedule applicants, send an email that includes the dial-in information, the name of the SME, and the role(s) the applicant is interviewing for.
    • To schedule SMEs, send a calendar invite. Do not schedule them for more than 3 interviews per day, and do not schedule them for back-to-back interviews as they need time to complete feedback and ratings immediately after an interview.
    • Do not schedule an SME to interview an applicant they have a personal relationship with.
  • {DATE} – Send Reminder to Applicants: For applicants who have not responded to the scheduling request for Interview 2, either email or call them to say they will be disqualified if they don’t respond by {DATE}.
  • {DATE} – Interview 2 Begins: SMEs conduct Interview 2 with applicants. If necessary, this phase can be extended through {DATE}.
  • {DATE} – Send Reminder to Applicants: For applicants who have not responded to the scheduling request for Interview 2, either email or call them to say they will be disqualified if they don’t respond by {DATE}.

SME Assignments for Interview 1

Use this list to determine which SMEs are available to interview for particular roles.

  • {SME NAME}: {SME ROLES}
  • {SME NAME}: {SME ROLES}
  • {SME NAME}: {SME ROLES}
  • {SME NAME}: {SME ROLES}
  • {SME NAME}: {SME ROLES}

SME Assignments for Interview 2

In cases where an applicant has applied to multiple roles, there must be an SME present for each role the applicant applied to. Use this list to determine which SMEs are available to interview for particular roles.

  • {GENERALIST}: {SME NAME}, {SME NAME}
  • {PARENTHETICAL OR ROLE}: {SME NAME}, {SME NAME}
  • {PARENTHETICAL OR ROLE}: {SME NAME}, {SME NAME}
  • {PARENTHETICAL OR ROLE}: {SME NAME}, {SME NAME}