ADFL Resources

ADFL Guidelines on the Administration of Foreign Language Departments

Suggestions for Interviews Using Videoconferencing and the Telephone

These suggestions were developed by the Executive Committee of the Association of Departments of Foreign Languages and endorsed by the Executive Committee of the Association of Departments of English in 2012.

The job search is a lengthy and costly endeavor for institutions as well as for candidates. From the application to the letter of appointment, a job search will entail multiple screening steps, whether the position is tenure-track or for a limited term. E-mail exchanges, telephone interviews, videoconferencing, face-to-face interviews at the MLA Annual Convention, and campus visits may be part of the selection process. The mediated interview presents a convenient, widely accessible, and inexpensive option, but technology can distort visual or acoustic cues and potentially influence the substance of communication. Inattention to the best possible use of technology can reflect poorly on both interviewers and candidates and violate principles of fair and professional interviewing (see “Advice to Search Committees and Job Seekers on Entry-Level Faculty Recruitment and Hiring” and “Dos and Don’ts for MLA Convention Interviews,” prepared by the MLA’s Committee on Academic Freedom and Professional Rights and Responsibilities; and “Disability and Hiring: Guidelines for Departmental Search Committees,” published by the MLA Committee on Disability Issues in the Profession). The following guidelines represent some best practices for conducting interviews by videoconferencing or by telephone.

Before the interview:

Research and seek access to the best available technology on your campus. While services such as Skype are free and easily accessible, higher quality and more reliable videoconferencing, including commercial applications, may be available on your campus. The choice of telephone technology is similarly important. Ordinary speakerphones and conference lines can prove inadequate because of uneven volume and feedback.

Confirm and test the applicant’s connection. Some applicants may not have affordable access to high-quality technology. Others may be unfamiliar with videoconferencing or conference calls. Before the interviews, designate a tech support agent on your campus who will contact the candidates and advise them on technology and other logistics (e.g., location). Have the tech support person test your technological interface with the applicant to confirm its viability.

Choose a professional location free of distraction. Videoconferencing and telephone interviews indiscriminately pick up sights and sounds. A messy office or a room in a private home can be needlessly distracting. Choose a quiet, neutral, and professional location from which to conduct the interview and instruct the applicant to do the same. Is there adequate frontal lighting? sufficient soundproofing? convenient placement of microphones for all interviewers? Are there sights and sounds that may prove distracting or appear unprofessional?

Make a backup plan in the event of a technology failure. With your tech support person, establish a backup plan in the event of technology failure, such as resorting to a conference call if a connection fails. Clarify who is going to do what in the event of problems and who will be responsible for reestablishing connections.

Brief the applicants. Let the applicant know in writing how the interview will be structured, the names and titles of the faculty participants, and how each member of the interview team will participate in the conversation; such orientation is particularly helpful for telephone interviews. Instruct applicants on what you wish them to do in the event of a technological problem.

Establish clear interview criteria. Develop criteria and summarize what you seek to ascertain. Committee members may, for example, stipulate that they will assess the foreign language speaking abilities of the applicant or that they will evaluate the applicant’s ability to articulate the impact of their dissertation within the disciplines. A clear agenda is especially urgent if some interviews will be conducted in person and others by phone or video, since the pace will differ. Follow the same protocol for each interview. Every attempt should be made to assess candidates on a similar basis, whether interviewed in person, by video, or by phone.

Stay informed of institutional policy and of federal, state, and local laws regarding accessibility. Search committees have a responsibility to comply with regulations and to become informed of possible barriers resulting from the use of videoconferencing or the telephone, as well as technological innovations or other accommodations that may permit persons with disabilities to carry out professional interviews effectively. Search committees should be familiar with the statement on disability and hiring published by the MLA and aware of information about disability law found on the American Association of University Professors Web site (www.aaup.org/). The campus human resources office is also a crucial source of information about accessibility issues.

During the interview:

Orient the interviewee. Bear in mind that the applicant lacks physical cues for placing the interview space. Tell the applicant where the interview team is located (e.g., in a faculty member’s office, in the department conference room, in a media studio on campus). Introduce all members of the interview committee. Reiterate what to do in the event of a dropped connection. For telephone interviews, keep using names to preface questions or remarks (“This is Professor Smith again.”).

Be mindful of how technology shapes impressions. On the phone, empty space is very empty. In video and telephone connections, delays and distortion can make candidates appear awkward or less articulate. Candidates, in turn, might unknowingly misapprehend a committee member’s remarks. If there is any doubt as to what has been said or understood, take the time to double-check the meaning and invite the applicant to do so as well. Behave professionally at all times, even in the event of a technological glitch; a break in the video signal does not necessarily mean the audio is not working.

Stick to your plan. If conditions require that different candidates present themselves through different media (e.g., videoconferencing, telephone, or in person), conduct the interviews as similarly as possible to ensure each applicant receives equal consideration. Use the same amount of time for each interview and conduct them as close together as possible. There can be a bias toward candidates interviewed in person or against those whose interviews are marred by technological mishaps. Follow the same protocol and measure the applicants against the same assessment criteria, no matter how smooth or disruptive the technology.