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Career Services Sup Handbook - Applications and interview

Applications, Interviews and EEO


Only employment-related factors should be considered in making personnel decisions. Employment decisions will be based on factors such as education, experience, knowledge skills, abilities, license/certification requirements, results of reference checks and success in previous employment. Federal and state laws and regulations applying to Equal Employment Opportunity prohibit inquiries which express, directly or indirectly, any preference, limitation, specification, or discrimination as to race, religion, color, national origin, gender, age or disability.



The Application Process

After a student has accessed your opening in BuffJobs, he/she will apply via the system using the WTAMU Student Employment Application.  This document can be retrieved by currently enrolled students from the Resource library in BuffJobs. After the student has submitted the application to the department, the department may proceed with interviewing qualified applicants.



Interviewing Tips

The purpose of the interview is to learn about the candidates and to give the candidates information about the job.

The suggested length of the interview is 15-30 minutes.

Take time to put yourself and the candidate at ease.  Perhaps you could offer the candidate something to drink, discuss classes, the weather, etc.

Explain what will take place during the interview.  Most typically this entails you asking a set of predetermined questions, answering any questions the candidate may have, and then fully outlining the responsibilities of the job.  If you have specific departmental policies that may impact a candidate’s decision about taking the job, you could mention them at the end of the interview time.

Remember to make eye contact with the candidate.

Also remember to ask questions that are job-related. Questions should relate back to knowledge, skills and abilities required to perform specific job tasks.

Open-ended questions are always good ideas.  Listen to responses and make notes as necessary.  Allow for silence if the candidate is thinking about what to say.  It is important to use the same questions when interviewing each candidate and keep the questions for further review, if needed. Here are some Suggested Interview Questions.

After you have asked your questions, give the candidate an opportunity to ask questions.

If you have not already provided the employee with a detailed job description, it is important to do so at the interview.  Also outline any expectations that may be unique to your office i.e. dress requirements, policies about doing homework at the office, or policies about surfing the internet.

Let the student know what the interview/hiring timeline is.



Record your Decisions & Make Offer

Once you have made a hiring decision, contact all applicants, including those you did not interview.  A suggestion is to call and/or send a written notice to those applicants you interviewed to let the applicants know a hiring decision has been made.  For those applicants you did not interview, a succinct letter or email informing them that a hiring decision has been made is appreciated. If contacting them in writing, be sure to retain a copy of the letter.  If contacting them by phone, be sure to document the date and time of the phone conversation. Here is a sample rejection letter.

Report the students you hired  in BuffJobs/Handshake by logging into your account and changing the drop down box next to each applicant to say either Hired or Declined.

  • Make notes of your hiring rationale. Here are some examples of good  hiring rationale. On the back of the WTAMU Student Employment Application, complete the Supervisor Action Form for all applicants and retain according to the System's record retention schedule
    • Application received, but student was not interviewed: 2 years
    • Applicant was interviewed, but not hired: 5 years
    • Applicant was hired: 5 years from the date of termination/separation
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  • Contact the student with a job offer. Once accepted, let them know that their employment is contingent upon the successful passing of a background check.
  • Remind student that they will need to provide employment verification documents during their on-boarding process. They will be notified when it is time to provide those documents to Career Services, but should take the necessary steps to attain these documents beforehand. The documents must be originals - no photo copies will be accepted. Here is a list of acceptable employment verification documents.

Policy requires that the student complete the electronic I-9 before their first day of work.



Special Hiring Situations

  • Hiring a Non-student. As of Spring 2012, all non-student hires must be processed through Human Resources in Old Main 116. Please contact Kay Acton at kacton@wtamu.edu with any questions.

  • Hiring an international student.  International students require additional documentation to work in the United States.  If the student does not have a social security card, they will need to obtain one. They can do this by following these instructions. Information about the Social Security Administration can be found here.
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  • To expedite the process, please provide your new student employee the following:
  • Social Security Employment Authorization Letter printed on your department's letterhead
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  • Please note:  International students may only work 20 hours/week during long semesters.  During breaks, vacations, intercessions, and summer terms, they may work up to 40 hours/week.
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  • Nepotism. Texas A&M University System policy and laws of the State of Texas define and prohibit nepotism. When hiring an individual who has a relative working on campus, please refer to the nepotism policy. Any exemptions to this policy must be reviewed and approved by the President prior to the individual starting employment. Complete the Request for Nepotism Exemption form and forward to the President for review.

    Begin the hiring/on-boarding procedures. You may now begin the process to hire the student. For next steps,check out our page, Hiring/On-Boarding Procedures.