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Interview Portal Quick Start Guide

This guide is intended for program directors and managers. Other individuals involved in interviewing applicants can learn more about the portal via the Conducting Interviews article. 

Overview

After reviewing applications in the Program and Review Portals, you'll determine who you want to invite for interviews and then use the Interview Portal to manage the interview process. Generally, the steps involved include: 

  1. Preparing for interviews: 
    1. Configuring Interview Portal settings and users. 
    2. Adding selected applicants in the Interview Portal. 
    3. Creating an interview session (i.e., an interview period, such as a full day, afternoon, etc.). This includes determining the number of applicants to be interviewed during the session, the number of interviewers, the number of rounds of interviews, etc. 
    4. Notifying applicants they are invited to interview and allowing them to select their preferred sessions (alternatively, you can manually assign applicants to sessions). 
    5. Creating a final interview schedule. 
    6. Setting up scoring questions. 
  2. Executing interviews: 
    1. Conducting interviews. 
    2. Managing the interview day. 
    3. Reviewing finals scores and rankings. 

Note: when preparing for interviews, you may choose to perform steps in a different order than outlined above. The portal is flexible and allows for this; however, for the purposes of this guide, we'll use the order described above. 

Preparing for Interviews

Step 1: Configure Settings and Add Interviewers

Before working in the Interview Portal, you may want to do two things in the Program Portal:

  1. Configure key Interview Portal settings, including:
    • Which phases are used to add applicants to the Interview Portal. Applicants are added in the Interview Portal via specifically configured interview phases. 
    • How you want application PDFs to look in the Interview Portal. When you add an applicant to the Interview Portal, two different PDFs of their application are also added to the Interview Portal – one provides a full view of the application, while the other provides a limited view. 
      • Note: you can choose to use the default settings or make customizations, as needed. If making customizations, you can do this before or after you add applicants in the Interview Portal. 
  2. Add interviewers to the Interview Portal
    • You can add interviewers before or after you add applicants to the Interview Portal. 

Step 2: Add Applicants to the Interview Portal

Once you're ready to add applicants to the Interview Portal, you place them in an interview-related phase in the Program Portal; then, the system gets to work adding them to the Interview Portal, along with the full and limited PDFs of their application. 

ResidencyCAS Program Portal – Interview Phase Change.png

Important: the phase change only adds applicants to the Interview Portal – it does not send any notifications. You'll use a separate process to notify applicants that they are invited to interview.  

Step 3: Access the Interview Portal

From the Program Portal and the Review Portal, users who have access to the Interview Portal can navigate to it via the portal switcher:

ResidencyCAS Program Portal - Portal Switcher.png

Once you're in the Interview Portal, you'll use the left menu to navigate through the different sections:

ResidencyCAS Interview Portal – Left Menu.png

  • Sessions: a session is a block of time in which interviews occur (i.e., a full day of interviews, a half day of interviews, etc.). In this section, you configure everything related to your interview days, then perform those interviews.
  • Applicants: here you can see all applicants you added via the Program Portal.
    Scores & Ranks: after interviews have concluded and interviewers have completed scoring, the applicants' scores and rankings display here.  
  • Meeting Rooms: you can create virtual meeting rooms with applicants or interviewers or both before, during, or after interviews. For example, you might create a morning welcome session for applicants or an end-of-day session for all interviewers to review results. 
  • Staff: here you'll see a list of your Interview Portal users (who you add via the Program Portal). 

Step 4: Create an Interview Session

A session is a period of time in which you conduct interviews (i.e., a full day, half day, etc.). When you create a session, you add key information, including the number of applicants you want to interview during the session, the number of rounds of interviews, etc. Later in the process, this information will be used to create a schedule. This schedule will organize the times and pairings of applicants with their interviewers.

ResidencyCAS Interview Portal Session .png

Step 5: Invite Applicants to Interview

Once your session is configured, you can begin sending interview invitations to applicants. More information about this will be provided in July. In the meantime, note the following: 

  • Before sending interview invitations, ensure the session is visible to applicants so they can see it.  
  • When crafting your invitation, be sure to include the link to the Interview Portal: https://interviews.residencycas.com
  • Once applicants receive your invitation and log in to the Interview Portal, they're able to self-select a session.
    • Alternatively, you can manually select sessions for applicants as follows: 
      1. Navigate to the Applicants section. 
      2. In the Sessions column, use the + icon to select a session for an applicant (alternatively, you can use the checkboxes to select multiple applicants and assign them at once). 

        ResidencyCAS Program Portal – Manually Assign Sessions.png

Step 6: Create the Interview Schedule  

Once all applicants are added to the session, you can generate the interview schedule. The schedule is generated based on the information you entered when you first created the session, including the number of applicants, rooms, rounds, interview time, and review time. Once the schedule is populated, you can adjust it as needed. 

ResidencyCAS Interview Portal Schedule.png

Step 7: Configure Scoring Questions

You can add scoring questions at any time before interview day. 

ResidencyCAS Interview Portal – Scoring Setup.png

Executing Interviews

Step 1: Get Familiar with the Interviewer's View

Interviewers have all the functionality needed to perform interviews and score applicants, and a key aspect of interview day is managing the status of each interview. Review the Conducting Interviews article for more insight.

ResidencyCAS Interview Portal – Interviewer View.png 

Step 2: Use TimeTrack to Manage the Interview Day

There are lots of moving parts to an interview day. To help you manage the day and ensure interviews progress smoothly, you can use the TimeTrack feature

ResidencyCAS Interview Portal – TimeTrack.png

Step 3: View and Adjust Scores and Ranks

Once interviewers enter their scores, you can view and adjust the final scores and rankings.

ResidencyCAS Interview Portal – Ranks.png

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