Northern Arizona University

• Do the matrix categories correspond to the job posting? 
  
• Are items able to be "measured" from the application materials, or are they better suited to be measured in an interview? For example, it is often difficult to determine how much culture diversity an applicant has from their application.  This could be better determined in an interview. 
  
• Are categories weighted? Is the weighting technique defendable?
  
• Consider a separate matrix for minimum qualifications in order to better document decisions.  This especially helps in equivalencies (i.e. doesn’t have a bachelors degree, but does have an AA degree and enough other experience…)
  
• Have committee members discuss the matrix scoring in advance. This will help people understand what earns a candidate a ‘3’ instead of a ‘5’ and will lead to more consistency in the process.
  
  
• Please see the Sample Matrix to get started on creating your own matrix. 

Tips for scoring applicants on Minimum Qualifications:

• MQs should never receive points; they are a yes/no category only.  Either the applicant meets the MQs or does not.  If the committee cannot come to a consensus, it is always best to error on the side of caution and let the applicant meet the MQs.  In this type of a case, the applicant most likely would not score high on the matrix. 
  
  
• If a committee member determines that a candidate does not meet the MQs, then the candidate should not be scored on the rest of matrix.  Essentially, only those candidates who meet the MQs should be considered for the position. 
  
  
• Are "equivalencies" being measured in determining MQs? Consider separate matrix for MQs to better document MQ decisions.
• Do MQ’s match job posting? Applicants can only be scored on the MQs that have been listed for the job position.

Here are some things that the committee members should look for when reviewing applications to score them.  These items do not necessarily disqualify an applicant but could be red flags.  Remember:  Some of these items may seem suspicious but could be a misunderstanding which could easily be cleared up in an interview. 

Things to watch for when reviewing employment applications:

•  Missing signatures. Be sure all signatures are in place.  Look for the supervisor’s signature for a probationary employee.  Be sure the employee has given you an original signature by the time of the interview.
  

·        Conviction.   Look for convictions other than minor traffic violation. Call HR to make a decision on how this impacts the application.

·        Personal information.  Avoid being influenced by personal information listed on application.

 
   Things to clarify with the candidate or during reference checks:

·        Missing data.  Look carefully for data that is missing, incomplete or inconsistent. Watch for contradictions in responsibilities, employment dates, skills, etc.

·        Gap or overlap in employment dates. Are there unexplained gaps in the employment record?  Verify these carefully.

·        Questionable reasons for leaving previous employment.  Why is the person leaving their job?  Were they terminated, laid off, or is the reason too vague?