Interview Policy - Revision 2

1. PURPOSE
   This directive provides instructions on the interview policy for all positions in FSIS. FSIS is reissuing this directive in its entirety to include bargaining unit positions, require post-certificate interviews for all positions, require behavior-based (e.g. Behavioral Event Interviewing (BEI)) post-certificate panel interviews for all positions with a full performance level at or above the GS-13 (or equivalent) grade level, provide instructions for pre-certificate interviews, and provide additional flexibility on technical questions for both pre-certificate and post-certificate interviews.
2. CANCELLATION
   FSIS Directive 4335.8, Interview Policy, Revision 1, 11/4/02.
3. BACKGROUND
   1. Interview policy changes are needed to reflect guidance from the Executive Office of the President. On June 26, 2020, Executive Order (EO) 13932, Modernizing and Reforming the Assessment and Hiring of Federal Job Candidates, was issued. EO 13932 requires expanded use of competency-based assessments. In many cases, EO 13932 requires a second assessment prior to referring applicants. Conducting a set of pre-certificate interviews is one available option that meets EO 13932 requirements for a second assessment.
   2. Interview policy changes implement management requests to require interviews for all positions filled through selection from a competitive Certificate of Eligibles and expand the types of interviews available.
   3. Some interview policy changes are minor updates to reflect process and organizational modifications.
4. INSTRUCTIONS
   1. FSIS requires the use of post-certificate job interviews as a part of the selection process for all GS-1 through GS-15 positions filled through selection from a Certificate of Eligibles, even when pre-certificate interviews have been conducted. Senior Executive Service (SES), Senior-Level (SL), and Scientific and Professional (ST) positions are not covered by this directive.
   2. For positions at the full performance level of GS-1 through GS-12 (or equivalent), any type of valid interview process that meets basic requirements may be used. The Uniform Guidelines on Employee Selection Procedures (UGESP) provides details on basic requirements. At these grade levels, behaviorbased interviews are recommended, but not required. Any competency-based set of interview questions may be used. Regardless of the type of interview used, a set of questions is to be developed in advance and those conducting interviews are to ask the same questions during each interview.
   3. A behavior-based panel interview model is mandatory for all positions with a full performance level at or above the GS-13 (or equivalent) grade level. BEI is the commonly used behavior-based interview model in FSIS. BEI is a structured interview method that requires interviewers to ask questions that are directly tied to the competencies needed for successful performance in the position being filled. This methodology provides objective information about candidates’ qualifications as they relate to the job requirements. All GS-13 (or equivalent) and above BEI interviews are to be panels. A panel of three is recommended. The selecting official is not to serve on the panel at these grade levels. Interviewers are to be at or above the full performance level of the position. Panel interviews are described in more detail in Attachment 1.
   4. GS-12 (or equivalent) and below interviews may be one-on-one interviews or may be conducted by a panel. A panel of three is recommended. The selecting official may participate in the post-certificate interviews at these levels. Both panel interviews and one-on-one interviews are described in more detail in Attachment 1.
   5. BEI interviews are categorized as pre-certificate or post-certificate interviews.
      1. Pre-Certificate Interviews - Pre-certificate applicant interviews are conducted before applicants are referred to the selecting official. If aligned with internal program guidance on selections, the selecting official has the option to set up pre-certificate interviews to help determine the applicants who will be referred and considered. Selecting officials have input on rating criteria, but they do not conduct the pre-certificate interviews. A panel of three is recommended. Attachment 2 provides more information on pre-certificate interviews.
      2. Post-Certificate Interviews - Post-certificate applicant interviews are conducted after applicants are referred to the selecting official. At the GS-12 (or equivalent) level or below, the selecting official has the option to interview applicants referred for consideration in postcertificate interviews or have other designated officials conduct the interviews. At the GS-13 (or equivalent) level and above, the selecting official is not involved in the initial post-certificate interviews. However, after the initial post-certificate interviews at any grade level, the selecting official may participate in an optional second round of interviews. Attachment 3 provides more information on post-certificate interviews.
   6. An interview guide is to be selected or developed by the selecting official in advance of any interviews. An interview guide consists of position information, a scripted introduction, and interview questions that are to be asked of everyone interviewed. The Human Resources (HR) specialist is available to assist the selecting official with the interview guide. Interview questions, which may have been developed from previous announcements, are to be tied to the position description and competencies listed in the current vacancy announcement. Interview questions are to be commensurate with the grade level of the position being filled.
   7. Different types of interview questions may be used, depending on the situation. The three most common questions in an interview guide are BEI, technical, and self-evaluation questions.
      1. BEI Questions - BEI questions ask the candidate to describe specific experiences that are relevant to the position being filled. BEI questions focus on behavior and are commonly referred to as behavior-based questions. When responding to a BEI question, the candidate describes the situation, behavior and outcome of a specific personal experience related to the vacant position.
         
         Behavior-based questions cover identified competencies. They may focus on "soft" skills such as leadership, interpersonal skills, or flexibility. Examples of BEI questions for each of these competencies follow:
         
         "Describe a specific workgroup/project where your leadership skills were especially valuable."
         
         "Please tell us about a disagreement with a coworker that took some time to resolve."
         
         "Tell me about a complicated situation you faced that required you to be flexible."
         
         Behavior-based questions may also be focused on "hard" skill technical competencies such as web design, labor law, or regulatory expertise. Examples of BEI questions for each of these competencies follow:
         
         "Describe a time when your expertise with jQuery or a similar function was critical to webpage design."
         
         "Please tell us about a project or group where your proper application of labor law was key."
         
         "Tell me about a situation when regulatory expertise helped you resolve a complex problem."
      2. Technical Questions - Technical questions focus on specific knowledge and skills that are applied on the job. The focus is on technical competencies such as accounting principles, data science, microbiology, computer programming or cybersecurity. Examples of technical questions for each of these five competencies follow:
         
         "What systems have you used when entering accounting data into automated systems for financial reports, and what are some features of those systems that helped ensure accuracy?"
         
         "How would you approach a dataset that’s missing more than 30% of its values?"
         
         "What microbial characteristics do you look for when examining microorganisms?"
         
         "Please look at the attached code and tell us what the code does."
         
         "When monitoring information technology infrastructure systems, how does an organization integrate advanced forensic tools and techniques to mitigate cyber-security attacks?"
      3. Self-Evaluation Questions - Self-evaluation questions are to ask the applicant to describe or evaluate personal characteristics. Self-evaluation questions are not scored. Examples of self evaluation questions follow:
         
         "What are some things about yourself that make you a good fit for this job?"
         
         "Name one of your strengths and one of your weaknesses."
   8. If interview results are rated, those conducting interviews are to rate BEI questions using behavior based rating plans. All BEI questions are evaluated when questions are scored. In some cases, technical interview questions, as defined in this directive, are also scored. A valid rating plan that meets UGESP requirements is used in the process when rating technical questions. UGESP requirements provide guidance to employers on how to ensure selection procedures are lawful. Self-evaluation questions are not to be rated.
   9. In addition to guidance in this directive, selecting officials are to follow all Departmental Regulations that include instructions on interviews (e.g., DR-4030-335-002, Merit Promotion and Internal Placement).
   10. When there is conflicting guidance, Departmental Regulations supersede this directive. For example, if announcing a position under Merit Promotion, DR-4030-335-002 may require that a certain number of candidates are interviewed during post-certificate interviews, and this guidance supersedes the FSIS Interview Policy, which has no requirements on how many applicants are to be interviewed.
   11. Interviews are to be conducted in person, by telephone, through video teleconferencing, or using another method, as appropriate. The interview method for each group of interviews is to be consistent, to the extent possible. Candidates can be required to turn on their video cameras when interviews are through video teleconferencing if the requirement is made clear in advance.
   12. Program areas have the option to institute their own organizational interview procedures if they conform to applicable policy guidance. For example, assistant administrators may choose to require BEI interviews for every position filled in their program areas at all grade levels or they may choose to instruct all selecting officials to conduct panel interviews instead of one-on-one interviews. Any program area parameters established on interview options apply only to that specific program area and procedures along these lines may be changed when the program-specific guidance no longer meets their needs.
5. RESPONSIBILITIES
   1. Selecting officials are to:
      1. Obtain or develop and then finalize interview questions, and if responses are to be rated, a rating plan;
      2. Choose one-on-one interviews, panel interviews, or both;
      3. Determine the panel rating method (individual, consensus, or average) if a post-certificate panel will be rating applicants by providing individual scores first, and then also a consensus or average rating, if the consensus or average rating method is used;
      4. Decide whether to personally participate in the post-certificate interviews, if GS-12 or lower;
      5. Ensure, to the extent possible, that there is diversity among those conducting interviews. Diversity considerations may include, but are not limited to race, ethnicity, gender, geography, and experience;
      6. Designate one or more individuals to conduct the interviews. If two interviews are conducted, pre-certificate interviewers are not to conduct post-certificate interviews;
      7. Choose one or more candidates who will be interviewed for post-certificate interviews;
      8. Consider post-certificate interview results, along with all other relevant considerations (work experience, education, training, special skills or credentials, references, etc.) when making selection decisions; and
      9. Collect all documentation related to post-certificate interviews and safeguard it for a minimum of 3 years or until any grievance, complaint, or appeal is resolved, whichever is longer. Prior to destruction, the selecting official should verify that there is no pending action requiring retention. Such documentation includes the interview questions, names of panel members, notes and evaluations of the candidates’ responses, name of the person selected, and reasons supporting the selection.
   2. Designated interviewers are not to be current or likely future candidates for the position being filled and are to:
      1. Be at the same or higher grade as the position being filled;
      2. Be knowledgeable about the job;
      3. Provide fair and unbiased evaluations of each candidate;
      4. Decline participation if personal knowledge or relationship with a candidate precludes a fair and objective assessment of the candidate’s responses;
      5. Respect the privacy rights of all candidates and not discuss the interview proceedings with others, except as required for official business;
      6. Consider and evaluate only information presented during the interview. Interviewers are not to consider any personal knowledge about an applicant that was obtained outside the selection process;
      7. Have a clear understanding of the rating and ranking process if applicants are rated;
      8. Follow the rating method designated by the selecting official by assigning an individual numerical rating first, and then the consensus or average rating (as applicable), if a scored rating plan is used; and
      9. Give the selecting official individual and group interview results on all candidates interviewed to help ensure that each applicant receives full and proper consideration.
   3. Servicing HR specialists are to:
      1. Advise the selecting official and interviewers on interview policy and procedures;
      2. Assist the selecting official, as needed, with question and rating plan development;
      3. Facilitate panel interviews and provide general feedback to help ensure fairness and consistency in the process, as needed; and
      4. Review results from pre-certificate interviews, if used, to ensure procedures were followed. Ensure that documentation related to pre-certificate interviews is properly annotated and uploaded into the automated staffing system. Based on pre-certificate interview results, and other qualification and eligibility evaluations, determine which candidates will be referred to the selecting official
6. QUESTIONS
   Refer to Attachment 4 for frequently asked questions. Refer other questions to the Office of Human Resources at 1-877-FSIS-HR1 (1-877-374-7471), option #3, or email FSISHR1@usda.gov with the subject "Interviews."

• See full PDF for Attachments
• ONE-ON-ONE INTERVIEWS VERSUS PANEL INTERVIEWS
• PRE-CERTIFICATE INTERVIEW GUIDELINES
• POST-CERTIFICATE INTERVIEW GUIDELINES
• FREQUENTLY ASKED QUESTIONS