Scheduling Workshop This presentation will cover: Contacting Candidates Making Travel Arrangements Coordinating Interview Schedules Distribution of Interview Materials Miscellaneous Scheduling Information

Scheduling Tool Kit While it is important that the interview process maintains consistency, you may find it necessary to adopt your own methods when scheduling. Samples of the forms currently used are located on gLife under Career and Learning gLife > Career and Learning > Hiring > Hiring Regular Employees > Interviewing Candidates Please feel free to contact Linda Ramos at x51661 if you have any questions or need assistance.

Getting Started Goal: The interview team needs to receive resumes and advanced notice of participation in the interview process with adequate time to prepare Process for Administrative Associates to schedule a candidate: Upon receipt of the candidate’s resume and job description from the Hiring Manager, fill out the interview worksheet (See form under the Interviewing Candidates section). Generate an interview information packet for the interview team members (see sample). Note the Hiring Manager’s name, position title and number of resumes on the form. Include the interview team members and their mail stops under “Distribution”. Copy resumes, job descriptions and appropriate evaluation sheet (see sample) for the interview team. Attach the interview information packet and distribute via mail boxes or the mail bin. Complete the “packet sent” box and “date sent” on the interview worksheet _______________________________________________________________________________

Filling out the Worksheet 98-123 123 Manager Joanne Smith Agency Best Agency Jane Jones 415-555-1234 415-555-9876 Mon. June 1, 1998 1-1:45 Peter Brady 1234 SPü 5/15/04 ü 1:45-2:30 Mary Richards 5678 SPü 5/15/04 ü

Interview Packet Sample

Contacting Candidates Contact candidates for their availability. If travel is necessary, obtain the appropriate information in order to arrange travel. Here is some of the information you need from candidates: (Note: Not all candidates are eligible for travel reimbursement. Please check with the hiring manager for approval.) Days available to come in for an interview (It is a good idea to get at least 3 different dates). Morning or afternoon preference (Only if the interviews will last half a day). (For FedEx) Ask for permission to sign the release on the FedEx Airway Bill Packet destination: home or work address? (Always confirm the destination address.) (If travel is necessary) Preference for time of day/date for departure and return Airport preference United Airlines frequent flyer number (United Airlines is Genentech’s preferred Airline provider) Seat preference: window/aisle Give ETA for their interview packet. They should receive it at least 3-4 days before their interview (if possible). Contact Carlson Travel at x5-2495 or genentechtravel@carlson.com to make the arrangements. Always try, if possible, to have a 7 day advanced purchase with a Saturday stay (Genentech receives a discount.) If the candidate needs a rental car, you can book that with Carlson as well. _______________________________________________________________________________

Suggested Hotels _______________________________________________________________________________

Scheduling Interviewers & Distribution of Itineraries After you have the dates of availability and travel plans confirmed, send/schedule calendar proposals directly on interviewers’ calendars (if you are a designate). Make sure to include the following information on the calendar proposals/entries: Candidate Name, Position Applying For, Hiring Manager, Location of Interview. Once the schedule is confirmed, complete an itinerary (see sample). Print the candidate’s copy on Genentech letterhead. Keep a copy with the interview worksheet. The candidate’s copy is sent to the candidate with an interview packet (folder), which includes an application and directions. If travel is involved, include confirmation e-tickets and expense forms as well. It is the scheduler’s responsibility to email the e-ticket to the candidate. If the candidate does not have an email address, you must print it out and include it in the interview packet. The interviewers’ schedule is sent via e-mail as an attachment. The scheduler should note the date sent and e-mailed on the back of the interview worksheet. ____________________________________________________________________________

Key Points When travel is involved, please include expense forms in the interview packet. All expense forms must be returned to Staffing, MS# 39A. Candidates have a special account code for cost accounting purposes. When making travel arrangements, it is very important to let the Travel Agent know that the arrangements are for a job candidate. Whenever possible, please schedule the Staffing Consultant at the beginning or end of the interview. Check with the Staffing Consultant as to whether he/she needs to participate in the interview. It is important that Human Resources interview each candidate, though sometimes it may not be necessary or possible. It is crucial that every candidate receive an interview packet with the application and that the candidate turns it in on the day of the interview. The application is a legal document and every candidate must return it. If Staffing doesn’t have one on file, it will delay the hiring process. Additional interview packets may be obtained in any of the lobbies on campus. NOTE: Some candidates, such as post docs, scientists and directors, are required to give a seminar as part of their interview process. Please check the hiring guidelines for your area to check requirements. Candidate seminars can be posted to the seminar listing on gWiz if the hiring manager requests. Candidate posters can be generated and distributed around the company via the seminar poster list if hiring manager requests. If you have any questions or need assistance, please contact Linda Ramos at x5-1661. _______________________________________________________________________________

Forms and Templates These can be found at: gLife > Career and Learning > Hiring > Hiring Regular Employees > Interviewing Candidates

Interview Worksheet Sample

Interview Packet Sample

Interviewer’s Itinerary

Letter for Local Candidate

Letter for Out-of-Town Candidate

Candidate Evaluation Form

Scientist Evaluation Form