Taking Your Interview Virtual – IT@JH University Information Systems

Need to take your interviews online? Try using Zoom!

The following options outline how to transition in-person interview days/weeks into an online format. This is from the perspective of the interview coordinator. Please review the following to find out what format may best suit your needs.

Prerequisites
Pros & Cons
Set Up Steps
Recorded Training

Prerequisites

Each interviewer and coordinator user MUST have a Licensed Account

JHED-based accounts (suggested method) can be provisioned through the IT Services Catalog!
Service Accounts can be requested by emailing the JH Zoom Team.

Scheduling Privileges:
- The coordinator should use the Delegated Scheduling through Zoom to coordinate the meeting for all of the interviewers.
- Email instructions for interviewers to assign the coordinator scheduling privileges.
If you have multiple interviewers per room, make one the host, and the other(s) Alternative Host(s) on that meeting, just in case the main host is not available.

Pros & Cons

Option	Pros	Cons
Option 1: Create a Meeting Per Candidate	Less setup needed Not as big of a learning curve	More meetings to manage Interviewer(s) more likely to mix up meeting links
Option 2: Create a Meeting Per Interviewer	Less meetings to manage for the Interviewer(s) Less confusion Smoother transition moving from one candidate to the next	More setup for each meeting More of a learning curve
Option 3: Using Breakout Rooms	Great for a smaller number of candidates Gives flexibility but also ultimate control (for us micromanagers) Works well when you have faculty who prefer differing interview lengths	Overwhelming for a large number of interviewees More of a learning curve for managing the breakout rooms

Set Up Steps

Step 1: Map out your interview day, EVERY aspect.

Organize every aspect using a spreadsheet. This should include breaks, discussion time, group activities, and any opening/closing sessions. Here’s a sample!

Step 2: Create the Meetings

Option 1: Create a Meeting Per Candidate

Create a separate Meetings for each candidate. So if you have 50 candidates, you will require 50 Meeting IDs.

Option 2: Create a Meeting Per Interviewer

Create one meeting per interviewer. You’ll keep these meetings running ALL DAY, and use the Waiting Room to control the flow of candidates, admitting one candidate at a time.

Steps to running your Zoom interviews with Waiting Room option. Make sure to set up a series of mock interviews to try it!

Customize Your Waiting Room

Try Customizing the Waiting Room to help your candidates know what to expect, or at least, help them to know they’re in the right place.

Option 3: Using Breakout Rooms

Create a single meeting for the interview event… yes, just one!

Step 3: Send out meeting info.

Set your both your Interviewers & Candidates up for success:

Send emails to each candidate with their personalized schedule and the Meeting ID(s) they’ll need to join. Sample itinerary for candidates.
Send emails to each interviewer with the Meeting ID accompanied by the schedule with when they meet each candidate. Sample email for interviewers. Include login instructions, and reminders of how to manage the Waiting Room (if you go with Option 2). Sample itinerary for interviewers.

Step 4: Practice makes perfect!

Set up a few practice sessions with your team, and have enough participants to make it seem “realistic”.

At the very least, if you cannot find a time to practice that works for all the the interviewers, ensure the interviews know how to log in, get to their meeting, and can operate the Waiting Room (if you go with Option 2).

Step 5: Execute with ease.

With enough practice, the event should go off without any issues.

Need to check in on the interview while they're going on?

You can join multiple meetings from your browser by using this URL pattern: https://zoom.us/wc/join/Meeting ID, then entering your name and clicking “join”. Make sure to insert the correct Meeting ID – the 9, 10, or 11 digit number after the last “/” at the end of a the meeting URL. Please ensure you’re opening a new tab, window, or browser for each meeting you’re looking to join.

For Example: The meeting you are joining has a Meeting ID of 6672087529, you would enter a URL https://zoom.us/wc/join/6672087529.

Recorded Training

You can review the recorded training at your convenience.

Have any questions? Reach out to your JH Zoom Team.