It is important to rank applicants, since many positions have multiple qualified candidates. There are several ways to do this, including ranking them numerically and having multiple people review materials.

As you develop an applicant selection process, consider the following:

1. Determine the criteria for the specific position (be sure to get these directly from the position description). What skills are necessary? What skills can be taught and which ones should the candidate already possess?
2. Consider how the candidate meets the established criteria for the position at each phase of the screening process.
3. When screening applicants, use all available information at your disposal: their application, interview, e-mail, phone and mail communications, and references.
4. Examine evaluation criteria and assign each a value to aid in making a decision.

You'll also want to develop a list of required documents needed from chosen applicants.

The following tools can be customized to fit your program:

• Placement Requirements is a set of recommendations to help staff place members
• Placement Offers Checklist is a list of steps to be completed by staff before an offer is made
• Award Letter is a sample letter to send to a selected candidate
• Offer and Acceptance Letter is sample formal position offer letter
• Rejection Letter offers a polite way to say "No thanks"
• Member Contract is a contract used to formalize the service requirements in one AmeriCorps program

Go back to Screen and Place New Members

The reference check is often the most misunderstood step in screening an applicant. Although the information obtained can be highly subjective, these tips from the field can help you gather useful data:

• See the sample reference call sheet for ideas of what to ask and how to capture responses. While this particular sample contains some questions for a rural, environmental program, it can easily be customized for different programs.
• Look at this set of reference questions that were developed by an urban site.
• Use reference checks to look for information that would change—not validate—your decision.
• Know (or ask for) the reference's position in the organization.
• Refrain from directly describing the position; rather, identify critical skills, attitudes, and characteristics. For example, ask questions related to the candidate's social skills, ability to network, introverted or extroverted personality, and communication style.
• Balance the conversation with open-ended questions. Direct questions provide specific information while open-ended ones may yield unexpected information.
• Pay attention to what the reference is saying—note if he or she raises a red flag, avoids answering a question, or is vague. Probe deeper. If a reference doesn't return repeated calls, ask the candidate to make the connection for you or request another reference.
• Don't be afraid to follow up with a reference if you learn additional information and need clarification.

Although checking references doesn't always provide reliable information, you should always verify candidates' education and employment.

Conducting background checks is critical for programs—particularly those whose members will be working with vulnerable populations such as children, the elderly, or disabled persons.

• AmeriCorps*State and National programs are now required to conduct background checks of applicants. Click here for resources and links to more information.
• VISTA requires a criminal history check on all VISTA members. Click here for more information
• Check out the Staff Screening Toolkit [PDF] developed by the Nonprofit Risk Management Center. This toolkit provides a practical approach to screening paid and volunteer staff.

Go on to Making Decisions

Interviewing is just one step in the screening process to help you decide whether to accept or reject a potential member and where to place the individual. However, It's probably your best chance to get a true feel for the person and should count heavily in your decision.

• Check out these sample questions and methods for getting the most out of each interview.
• AmeriCorps Interview Questions (1)-features a 10-point scale and four separate categories of questions
• AmeriCorps Interview Questions (2)-focuses on self-assessment and uses a 4-point rating system
• Interview Questions for Rural Sites-has scenarios for candidate to respond to
• Interview Questions With a Descriptive Rating System-uses a 4-point scale with an emphasis on uncovering candidate's potential
• Sample Questions and Scoring Suggestions-gives interviewer guidance on what to look for in candidate's answers
• Interview Questions-contains a long list of general questions, many on work style
• VISTA Interview Questions-combines general questions with some specific to VISTA

Go back to Interviewing Applicants

Interviewing is just one step in screening an applicant. That said, the interview is probably your best chance to get a true feel for the person, and should count heavily in your decision. It's also a time for you to give applicants a clear picture of the position, so they can make an informed decision.

There are many types of interviews and interview questions. In this section, you will learn more about the essential steps in the interview process, types of interviews, and behavioral interviewing.

Your interview should follow this general process:

• Introduce yourself, your program, and the position: Set a comfortable but professional tone for the interview, give the candidate an overview of the interview structure, and state the time limit
• Gather information: Ask comprehensive, open-ended questions, beginning with broad questions and moving to more specific ones to draw out the information you need
• Provide information: Discuss key elements of the position, including specific duties, expectations, on-the-job training, travel reimbursement, living on the stipend, housing opportunities, and benefits of the position
• Close the interview: Let the candidate know where you are in the interviewing process and what the next steps will be

You can find more information about this process, plus helpful tips and sample interview questions, in the following resources:

• Preparing for an Interview is a handout that can help supervisors reflect on their needs prior to interviewing
• Interviewing Basics provides an overview of the interviewing process and many sample questions and criteria
• Interview Guide is another helpful list of procedures to follow before, during, and after the interview
• Interview Questions are a collection of tried-and-true interview questions organized by topic and purpose
• Applicant Interview Form is a form that can be used during the interview to record answers and impressions
• VISTA Interview Checklist is a list of topics to cover in the "providing information" section of the interview
• Interview Process for Multi-Site Model is an example of a process for finding members where both the fiscal host and the service sites are involved in interviewing
• Interview Evaluation Form is a form that can be used to rank interviewees

Find more helpful interviewing resources and information on these pages:

• Types of Interviews
• Behaviorial Interviewing

Go on to Checking References

You have recruited a crop of candidates for review. Now what?

Screening applicants is the process of first determining which applicants are qualified, and then narrowing the list to the ones who best suit your needs: the ones you want to interview. During this period, you will need to:

• Follow up with applicants. Design a strategy to efficiently and thoroughly follow up with candidates.
• Identify candidates to interview. If you haven't developed an applicant screening procedure, do it right away!
• Refer applicants who don't suit your needs. Have a system in place to refer qualified candidates who may not best fit your program to other opportunities (e.g., AmeriCorps* State, Senior Corps, etc.)
• Prepare for interviews. Have an effective interviewing process in place that allows thorough assessment of the candidate's abilities, interests, and commitment and which ensures interview questions and scenarios are legal and appropriate.

These tools can help you screen applicants:

• VISTA Prescreening Form is a sample form used by a sponsor program to screen applicants who apply online
• Collect Application Forms includes two examples of forms with program-specific questions to help gather useful information from candidates
• Applicant Screening Form is an example of a process used by one program to evaluate candidates across a number of categories
• Establish an Applicant Evaluation Process includes tips for establishing criteria for candidate selection
• What to Look for in an Applicant is a list of questions that can help you determine if applicants have what it takes to be a member
• Screening VISTA Applications is a collection of forms and tips on how to narrow the list of VISTA applicants
• Pre-screen Applicants by Phone is a script for phone interviews that can help you reduce the number of face-to-face interviews

Go on to Interviewing Applicants

Identifying your Needs

This resource was created by the Northwest Regional Educational Lab (NWREL) and Bank Street College (BSC) training team. NWREL/BSC has been a Training and Technical Assistance provider for AmeriCorps VISTA since 1998. They design and deliver the Pre-Service Orientation (PSO) and the Supervisor Orientation (SO), as well as other events.

NWREL/BSC uses this handout in the Supervisor Orientation to help new VISTA supervisors reflect on the needs of their organization before they begin interviewing VISTAs.

Use this resource to:

• Identify the goals and outcomes of your project
• Identify the behaviors, attitudes and skills you are looking for in a member candidate
• Plan your interview process
• Define the types of member candidates you are looking for

Here are some other resources that you might find helpful.

• Applicant Screening form
• What to Look for in an Applicant

If you take a systematic approach to screening and placing new members, it will pay dividends. You'll be more likely to match good candidates with the positions that fit best.

To see samples and successful strategies, click on the topics below that address various stages of recruitment:

• Screening applicants
• Interviewing applicants
• Checking references & conducting background checks
• Making decisions

Go on to Screening Applicants

The purpose of member reviews is three-fold:

• To give feedback to members about their performance, clarify expectations related to specific service duties, highlight strengths, and identify areas needing improvement
• To provide legal grounds for the retention, re-enrollment, or termination of members
• To gather evaluative data for reporting and planning

Find handy forms for evaluations at different points in the service year and tips with these resources:

• A quarterly review approach—Read one program's tips and find evaluation forms
• 90-day forms—See how different programs structure reviews every three months
• Six-month forms—Get ideas about structuring a midyear review
• End-of-term forms—Discover what's important in final evaluations

Consider following these steps when conducting reviews

• Schedule a mutually convenient time for the evaluation. Prior to that time, ask the member to fill out the evaluation form, rating him or herself. Also ask the member to complete any reflection piece that's part of the form.
• Tell members to bring the completed forms with them to their meeting and also to come prepared to discuss three things they think they do well and three things that need improvement.
• At the joint evaluation, redo the ratings together while discussing each element. Document the ratings on a joint form.
• Together, document strengths and weaknesses. For any areas that are deemed unsatisfactory, jointly develop an action plan to improve performance.
• You and the member should certify the joint evaluation with your signatures and the date. Make two complete copies of all the forms: the member gets one copy, the site keeps the second copy, and the original form goes to the service office.

Go back to Monitoring and Evaluating Members

Say "no thanks" politely but firmly

These sample letters are used by Local Initiative Support Corporation (LISC) and other AmeriCorps programs.

LISC is an AmeriCorps National Direct Program based in New York City that focuses on increasing affordable housing opportunities for low and moderate income families.

Covering the bases before you make an offer

This checklist, used by Northwest Service Academy (NWSA), outlines what staff members need to do before offering a position to an applicant. It also lists the information and documents to be provided to the person considering the offer.

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.

Setting guidelines for successful placements

Northwest Service Academy (NWSA) uses this set of recommendations to help guide staff members in making placements. It includes a checklist of minimum member requirements set by AmeriCorps, as well as standards established by the program.

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.

Checking references to determine a good match

RARE (Resource Assistance to Rural Environments) uses these questions when checking applicants' references. The goal is to see if the candidates will be a good match for the communities RARE serves.

RARE helps rural communities increase their capacity to improve economic, social, and environmental conditions. Members—college graduates with individual placements—live in the communities they serve.

Finding the right fit

RARE (Resource Assistance to Rural Environments) uses these questions when interviewing applicants for its sites. The form includes several "scenarios" that help determine whether the candidate is a good match for the communities and situations RARE deals with.

RARE helps rural communities increase their capacity to improve economic, social, and environmental conditions. Members-college graduates with individual placements-live in the communities they serve.

Evaluating your applicants

The Federal Way Public Schools (FWPS) AmeriCorps program uses these questions when interviewing prospective members. The form also has tips for the interviewer on what to look for in rating the answers and the candidate's suitability for placement.

FWPS provides tutoring and civic leadership training to school children through individual placements; many members are age 50 and above.

Sample questions to make your own

These two pages of applicant interview questions are used by Local Initiative Support Corporation (LISC).

LISC is an AmeriCorps National Direct Program based in New York City that focuses on increasing affordable housing opportunities for low and moderate income families.

Use this tool for effective interviewing

The Northwest Service Academy Lower Columbia Center (NWSA/ LCC) uses this form when screening and interviewing applicants. It includes questions that help the interviewer determine if there's a good match and whether the candidate is better suited for a field or individual placement.

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.

Protocols for conducting interviews

This resource, from the Northwest Service Academy (NWSA), outlines procedures to follow before, during, and after an applicant interview.

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.

Get to know your applicant before in-person interviews

The Washington Reading Corps (WRC) uses this checklist when conducting phone interviews of applicants. It helps them track whether applicants:

• Meet the basic requirements for national service
• Have appropriate expectations for their service year
• Have the necessary skills and experience

WRC provides tutoring services and collaborates with community partners to improve student achievement. It uses VISTA and state and national AmeriCorps members in team placements.

Choose who to interview

This applicant screening form is used by Northwest Service Academy (NWSA). The form makes it easier to:

• Evaluate applications across several dimensions like flexibility, motivation, maturity
• Capture reviewers' initial impressions
• Make sure the same criteria are applied to all applicants
• Decide who to interview for member positions

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.

Figure out what qualifications the candidate needs

This resource, from the Northwest Service Academy (NWSA), offers tips on establishing criteria for a position and evaluating whether a candidate meets those qualifications.

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.

Honing in on the qualities you need

Northwest Service Academy (NWSA) uses this list of questions to help screen applicants and determine if they have what it takes to be successful members.

NWSA addresses critical environmental and educational needs, partnering with 125 community agencies, with members serving in individual placements or on field teams.