Tag Archives: Loyola University New Orleans

Further Questions: How Can a Candidate Ace Dinner with the Search Committee?

This week’s question is from a Twitter follower. I asked people who hire librarians:

Do you have any tips for acing dinner with the search committee?  If you do not work for an organization that includes a meal as part of the interview process, do you have any tips do for the more informal, social aspect of mingling or making small talk with your interviewers?

Samantha Thompson-FranklinI would recommend that if a candidate is having lunch or dinner with members of a search committee, that you do your best to act naturally and participate in the conversation. Do not sit in silence but be polite, well-mannered and engaging. The meal is a good time for more informal conversation and candidate can use this time to ask questions about the region, activities available to do outside of work time, general interests of your prospective colleagues, etc.  so that both parties can get to know each other a bit more. I think that it’s also the responsibility of the search committee members to initiate conversation with the candidate and to include them in the conversation.

– Samantha Thompson-Franklin, Associate Professor/Collections & Acquisitions Librarian, Lewis-Clark State College Library

Laurie PhillipsFirst of all, please please let the chair of the search committee (or the person who is your contact) know if you have dietary restrictions. We once unknowingly took a vegetarian to a restaurant that had no vegetarian option on the menu and we were horribly embarrassed. We would have been happy to accommodate had we known. If everybody else is having a drink and you want to have a drink, by all means, go ahead. I wouldn’t recommend it at lunch! Be open to new foods. We are always so careful to choose restaurants that have a lot of options but in a foodie city, we worry that candidates will be overwhelmed. If possible, ask for the name of the restaurant so you can have a look at the menu and be comfortable in advance. Above all, realize that this is a chance for the hiring committee to get to know you. Be sure that you talk rather than just listening. We want to see how you’ll fit with our group. If there is banter at the table, dive in!

– Laurie Phillips, Associate Dean for Technical Services, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans

scott wiebensohnA few years ago, I worked for a boss who did take potential candidates out to dinner.  His make or break decision was whether or not you added salt or pepper to your meal before tasting it.  If you altered your meal before tasting the way the chef had prepared it, he would not hire you.  Now this may be an extreme example, and yet he had his reasons and I respected him immensely.  I’m not advising anyone resist the option of adding salt or pepper to your meal!  Simply be yourself and be professionally comfortable in this type of interview setting.  I would encourage sharing a short story or two that would be both entertaining and memorable.  Your dinner companions would like to enjoy working with you knowing that you are a sociable person outside away from your desk.

– Scott Wiebensohn, Manager of Library Services, Jones eGlobal

Dinner–

Eat a light snack before you go–because you are not going to eat.

Wear clothing that will not drape or trail on the table (and in food)–and elbows off.

On best behavior.  Study up and then practice etiquette, sit up straight, what goes where, how to use butter (if common, take a bit and place on plate–if individual, more or less, the same), don’t forget where your napkin goes, don’t speak while you chew–listen as best you can when you are eating (if you can’t be sure not to eat much), and remember to place your silverware correctly when pausing (crossed on plate) or when done (aligned at 4:20 or 7:35 positions).  (God help anyone invited to a private home–although I am grateful to several professors along my career route who held dinner parties and let us all practice–and corrected–our youthful enthusiasm and rotten behavior–despite all our parents’ best efforts–or not.)

Order something light, designed not to spill–so soup or spaghetti are out. Almost anything with melted cheese or needing to be wound on a fork is just a bad idea.  Unless everyone else is dealing with finger food–sandwiches and chips/crisps/fries are not ideal either–unless open faced and can be cut and forked.  Salad, while spillable, works.  Do I have to say–no alcohol!  Stick with water or tea (hot or iced) for a beverage. (Not coffee–it’s a breath killer)  And certainly not the most or least expensive on the menu.  No dessert, even if offered.

Oh, and be decently nervous and/or sufficiently concentrating enough NOT to finish dinner.

If something spills on your lap, pray it gets caught in your napkin, and return it to the edge of your plate if a solid.  If it hits the floor, leave it.  Caught in your teeth, do your best–but like your nose–no picking!  Flies across the table (heavens) apologize and then let your dinner companions excuse you.  Same thing for spilling beverages.  In all cases, try to be calm, it will minimize the likelyhood of any of this.

No wrapping the remains, either.

Small talk should follow the lead of the elders.  If questions are asked, respond courteously–but do not babble.  Even if you must rehearse, ask questions in kind–about pets, interests, hobbies, location, area attractions, the best local coffee shop, books, movies, and so forth–you can even ask after their careers.  It might be a good idea to stay away from families, children–as it opens the door for them to ask the same of you.  If you are still in the interview process, this is illegal.  But, to be honest, it’s whatever you’re comfortable with.

Good luck and bon appetit!

– Virginia Roberts, Director, Chippewa Falls Public Library

Marleah AugustineDo your research about the organization. It does wonders for a candidate when they can ask informed questions and talk about issues or activities that are relevant to the folks already at the organization. It gives you something about which to hold a conversation. Be natural when speaking with everyone. We aren’t looking for people to be completely scripted, but rather we are looking at the interactions and how that person fits with existing staff.

– Marleah Augustine, Adult Department Librarian at Hays Public Library

Dusty Snipes GresWe include a meal, usually lunch, as part of our interview process. It was set up as part of the process before I was hired and has remained as a tradition.  I think it provides a way for someone to relax a bit in a more informal setting, and show the ability to interact with different people in different surroundings. Particularly in a rural setting like ours where the librarian wears many hats, that ability is an important skill. But, it can be tricky. Folks aren’t really trying to catch your bad habits or find out secrets, but informal doesn’t mean you shouldn’t be cautious and remain professional.

I can tell you things some things to do and not to do – based on many of these meals I have attended through the years. All of these really happened, you can’t make this stuff up, and they all should be fairly obvious.

  • Don’t announce to the table that you are aware that the meal is a ploy to try and find out information that is illegal to ask in the interview.
  • Don’t ask for a doggy bag; especially don’t order two meals and ask for a doggy bag.
  • Don’t order an alcoholic drink, even if others in the party do.
  • Don’t be snarky to the waiter/waitress.
  • Be upfront before going to the restaurant if you have specific food requirements.  If you are a vegetarian or you don’t eat fish, say so.
  • If you are on a special/restricted diet say so and let it go. Do not explain about your strange medical condition. Particularly do not elaborate on what happens when you eat bell peppers (or whatever).
  • If you are a picky eater and have to change everything on the menu, or give extensive special instructions for how you want your meal prepared: don’t do it this time.
  • Now is the time to remember every rule of good manners and dining etiquette your Mother or Grandmother ever tried to teach you. No elbows on the table, close your mouth when you chew, don’t talk with your mouth full, use your napkin, don’t hold your fork like a shovel, don’t put dirty utensils back on the table, don’t start eating until everyone is served – if you don’t remember them, and you know there will be a meal as part of the process, look them up!
  • Say excuse me, please and thank you.
  • This is a hard one, but it has to be said – some folks say grace before meals, always and everywhere with anyone. Be prepared and if you don’t believe, be quiet.
  • Be prepared for conversation. Someone will ask, always, what you are currently reading and what do you think of X book or Y author. Don’t fake it if you haven’t read it or don’t like it; don’t elaborate, it isn’t a book review, it is conversation. They might also bring up movies, the weather, and the price of rice in China. It is conversation. Be on the mental lookout for the words I and me and how many times you say them.
  • Even if someone who should know better brings up politics or religion, figure out a good way to avoid and reroute the discussion. You can’t win, no matter what side you are on and this is also good practice for being a librarian who deals with the public all day. And, please, don’t you be the one to bring up politics or religion!
  • Don’t  say things like, “Wow. Who would have thought there would be a good restaurant in a town like this.”
  • Men – take your hat off, unless you are wearing one for religious reasons. Women – don’t fix your make-up at the table.

I think you can get my drift, here. I have never not hired someone just because of how they acted during one of these meals, but I have included my impressions in the overall evaluation of the candidate and his/her suitability for this system.

– Dusty Gres, Director, Ohoopee Regional Library System

Thank you as always to our contributors for their time and insight.  If you’re someone who hires librarians and are interested in participating in this feature, please email me at hiringlibrariansATgmail.com.

Thank YOU for reading!  If you’re changing color due to emotions engendered by something you read  here, you might be a comment-chameleon.  So comment, comment, comment-chameleon!

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Filed under Academic, Further Questions, Other Organization or Library Type, Public, Rural area

Further Questions: What Was the Last Position You Hired?

This week I asked people who hire librarians:

What and when was the last position you hired?  How many applicants did you get, roughly?  How many did you interview?

Laurie Phillips

Last position:  Collection Development Librarian. Hiring process in spring 2012. Started work on August 1, 2012.

Number of applicants:52

Interviews: We phone or Skype interviewed 12 people. That’s a lot for us, but it was really valuable and we were able to schedule them all within the same week. Faculty search processes dictate that we bring 3 candidates to campus. We can stretch that to 4 if any of them are local, but honestly, we have really tried to limit that unless we really can’t narrow down to 3. Campus interviews take a lot of our time as well, including dinners in the evening, so we want to make sure we’re only bringing in the best candidates. In this last search, we brought 3 candidates to campus.

– Laurie Phillips, Associate Dean for Technical Services, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans

Christine Hage - Dark backgroundThe last position we hired for was an hourly youth service librarian and we had 25 applicants for the one 22.5 hour a week opening.  The position came with pro-rated benefits (vacation, sick, holiday, pension) and allows the employee to buy into the library’s health care and deferred compensation plans.  Most of the candidate’s had skills matching the job description, at least on paper, but there are always a few that are applying for any job that might be available.  As I recall we interviewed 7 people before hiring our final choice.

– Christine Hage, Director, Rochester Hills Public Library

Marleah AugustineIn the last year I have hired for our part-time Librarian Assistant position twice — equivalent to clerks/pages/reference desk assistants in other places. The first time during that time period, we had over 100 applicants. The last time (a month or so ago), we had around 40 applicants. Each time we interviewed around 15 people (we were hiring to fill multiple positions – we had around 5 openings each time).
I am currently on the hiring committee for a full-time Children’s Librarian and we’ve received around 20 applications and plan to interview around 10.
– Marleah Augustine, Adult Department Librarian at Hays Public Library
Samantha Thompson-FranklinThe last librarian position we hired was for a Circulation Services/Public Services Librarian, in the summer of 2010. I think we received around 40-50 applications.  We interviewed 5 applicants by telephone and then brought 3 candidates to campus (as per our college policy).
– Samantha Thompson-Franklin, Associate Professor/Collections & Acquisitions Librarian, Lewis-Clark State College Library

Melanie LightbodyThe last position I hired outside the system was a branch manager this past November.  I think we ended up with 20 qualified applicants and interviewed two.  We recently were able to promote an internal candidate to a professional position and we hope to be looking outside the system for a professional children’s librarian in early fall, new grads and seasoned hands both welcome to apply as long as they have enough paraprofessional experience.

As I mentioned we had 20 qualified applicants for our last open position and interviewed two.  This is because 2 of our final candidates dropped out, one the weekend before the Tuesday interview day.  The latter drop out was because the salary was not high enough for this person to come to an in-person interview.  It said a lot to me that this person hadn’t noted the salary until the weekend before they came to visit.  Indeed as we went through the list of qualified applicants, those who’d passed paper screening and an initial phone interview, we had many people who were not interested in the interview.  You can imagine how frustrating this is to a hiring committee.  Hiring is an expensive, time consuming process and we look forward to hiring new colleagues.   I know it is a tough time for new graduates but please don’t apply for jobs you have no intention of taking.  On the other hand, if you are interested in a job by all means apply.  You don’t know how small the pool will end up being.

– Melanie Lightbody, Director of Libraries, Butte County

 

Manya ShorrThe last position I was involved in hiring were two  full time Librarian Is. This is an entry-level classification that can cover a variety of positions, from public service to cataloging to selection. These particular openings were for Youth Services Librarians in branches. In Omaha, we have to hire from an annual list, so the recruitment was for this list. We were able to ask a series of essay questions, with applicants who were interested in Youth Services answering a couple of additional youth-oriented ones. Around 53 people applied and about 10-15 of them were internal candidates (we have a number of staff with their MLS who are working as either paraprofessionals or Clerks). Many of the applicants did not fill out the youth questions and were not in consideration for these positions. Human Resources gives us two lists to interview—one for internal and one for external candidates and we interviewed seven candidates. We ended up filling the positions with one internal and one external candidate. All in all, I am pleased with this hiring experience. It’s important to cultivate our internal staff but it’s also nice to bring in a fresh perspective from the outside. We were able, based on interviews and qualifications, hire two stellar new Librarians.

– Manya Shorr, Assistant Director, Community Programs and Services, Omaha Public Library

Thank you as always to our contributors for their time and insight.  If you’re someone who hires librarians and are interested in participating in this feature, please email me at hiringlibrariansATgmail.com.

Thank YOU for reading!  Wherever I may roam, I will return to my English comment.

*edited 6/1/2013 11:10 AM PST to add response by Manya Shorr

3 Comments

Filed under Academic, Further Questions, Public

Further Questions: Do You Read Hiring Librarians?

I’ve had some readers express curiosity about if people who hire librarians actually read Hiring Librarians, and what they think.  I’m curious too! Last week I took a Reader Poll; as of 04/25/2013, about 7% of respondees were people who hire librarians.  This week I asked my pool of people who hire librarians:

Do you read Hiring Librarians?  If so, have you been surprised by anything, or have you changed your mind about any aspect of the hiring process? (I really won’t mind if you say no – this is not a vanity question!)

Christine Hage - Dark background

No I don’t read it.

I don’t mind chirping in once in a while, but I don’t read blogs.

– Christine Hage, Director, Rochester Hills Public Library

Cathi AllowayI don’t know how I “stumbled” onto “Hiring Librarians” recently, but it was during a search for interview questions and related info.

I am certainly going to look at it on a regular basis, but am more likely to do so when we are actively in a search phase, like now.  We only have 40 employees and there is not a lot of turnover.  Right now we are about to make two offers for MLS positions, and since one may be internal (if accepted), there will be a cascade of additional openings.
I am happy to continue to being a resource; I have over 30 years of experience in library administration and have hired and fired a lot of people.
– Catherine Alloway, Director, Schlow Centre Region Library

Laurie PhillipsI do occasionally. Sometimes I click on your links just to see how others answered the same question. So often, we think things should be obvious to jobseekers, but they are not. There are so many differences in the way things work among public libraries vs. academic libraries, private vs. public universities, vendors/contractors vs. libraries. I can usually tell if an applicant doesn’t have any idea how things work in the academic environment and I try to let them know, in a nice way, how we work.

I also try to occasionally look through the other posts. For example, the question I asked the other day about how job seekers would prefer to be contacted in a situation where they have not been hired was answered on your blog! I had always felt pressured to make that awkward phone conversation and now I can be assured that job seekers prefer to be notified by email when they have not been offered the job. I know job seekers must feel powerless in these situations, but there are so many things they can do to make themselves look great. Thanks for providing this space for us to answer these questions.

– Laurie Phillips, Associate Dean for Technical Services, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans

Emilie Smart

I read it if the question you asked was one I was interested in seeing how others responded.  So far, nothing I’ve read has inspired me to change anything but I do enjoy seeing how other library types approach the hiring process.

– Emilie Smart, Division Coordinator of Reference Services & Computer Services at East Baton Rouge Parish Library

Dusty Snipes GresYes I read it.

One, because I contribute at times and I like to know what others think about the same topic.

Two, because management includes hiring and firing and I always like to know what the current situation is like elsewhere.

Three, because it is entertaining and enlightening.

And four, because if a librarian looking for a job reads something I have written and it helps them in the job search, then I have played forward the help I received, many years (not mentioning how many) ago.

– Dusty Gres, Director, Ohoopee Regional Library System

Marleah Augustine

I have it in my RSS feed reader, but that gets checked a couple of times a month, so I would say I am not a regular reader. 🙂

– Marleah Augustine, Adult Department Librarian at Hays Public Library

Samantha Thompson-FranklinI’m not currently on a library search committee so I have not had any need to read the Hiring Librarians blog for work-related purposes. I have enjoyed reading the responses to the questions you ask (sorry that I have not submitted very many responses recently L). I was just recently on a non-librarian teaching faculty search committee on my campus and it was interesting to see some of the principles apply to hiring in other disciplines outside of library science.

– Samantha Thompson-Franklin, Associate Professor/Collections & Acquisitions Librarian, Lewis-Clark State College Library

Marge Loch-WoutersI do read the blog and find it endlessly helpful. I like to read what applicants are thinking and doing and how hiring managers are approaching their tasks. I learn a heap from both.  I love the variety of experience and I just keep thinking that, no matter which end of the process you represent, the right job will present itself to the right candidate. Patience is a definite requirement.
– Marge Loch-Wouters, Youth Services Coordinator, La Crosse (WI) Public Library

Thank you as always to our contributors for their time and insight. If you’re someone who hires librarians and are interested in participating in this feature, please get in contact.

Thank YOU for reading!

Bless my heart, bless my soul. Didn’t think I’d make it to comment.

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Filed under Academic, Further Questions, Public

Further Questions: When and how should candidates check-in after an interview (if at all)?

This week’s question is related to last week’s, but about a later stage of the process. I asked people who hire librarians:

When and how should candidates check-in after an interview (if at all)? Have you ever told someone you’d get back to them by a certain time, and then not been able to do so?

Cathi AllowayWe give interviewed candidates an approximate decision date, but encourage them to call us if the date passes and they have not heard from us. I explain that deadlines are sometimes compromised because we sometimes need additional approvals from the library board or local government officials that may be delayed. We will also tell really good candidates that if they get an offer from somewhere else while they are waiting to hear from us, to feel free to call about it so we can work with them as they make their important decision.

– Catherine Alloway, Director, Schlow Centre Region Library

Laurie PhillipsOther than sending a thank you email, I don’t know if it would help to check in. I have had people send follow-up materials that were mentioned during the interview. Yes, there may be a reason why the final decision is delayed (the Dean is out, the Provost’s office hasn’t given us the final go-ahead, a committee member is ill), but in general, we meet to decide as soon after the final candidate as possible. A candidate should find out what the interview schedule is while they are interviewing (are they first, last, what is the schedule). That way they should know when to expect to hear. Otherwise, if the committee is still bringing in candidates, we’re fairly busy with that and may not have a lot of time to respond. Keep in mind, I cannot notify the unsuccessful candidates until I have an absolute yes from the successful candidate. At that point, I write emails to the unsuccessful candidates who visited campus. I have asked job seekers if they prefer email to a phone call and have been told that they prefer email because they don’t have an awkward conversation with me and don’t get their hopes up when I call.

– Laurie Phillips, Associate Dean for Technical Services, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans

I agree with some of the posters from last week. I don’t think that an applicant should “check in” once they have submitted an application, unless they have forgotten to include something, they really want the search committee to know about.  The only other time may be when they are being considered for another position, but they prefer yours and really want/need to know if they are being actively considered, so that they can make a decision.  I have to admit that it is a tad annoying to me as a potential employer or search committee chair to receive phone calls, especially repeated calls from the same person.   I understand from many years of doing this, that the search process can take a long time, and it is frustrating for a candidate to be left hanging.  But the cogs move pretty slowly in academia sometimes, often due to conflicting schedules for meetings, and/or large candidate pools.  I’m afraid that I think it is best to just wait out the process, unless one of the two reasons above are the case.  I don’t mean to sound hard about this, because I, like most people, have been on both sides of the process.  However, everyone needs to remember that search committees want to finish their work and select a candidate as soon as possible too.  None of us is trying to cause hardships for candidates. Once the candidates get a job and serve on a search committee, I think they will better understand why the searches can often take an inordinate amount of time, as frustrating as that can be.

– Sharon Britton, Library Director, BGSU – Firelands

Marleah AugustineI think it’s best if candidates let at least a week go by. Sometimes the interview process is not even finished and I get calls from candidates. I appreciate their eagerness, but I just don’t have anything I can tell them at that point.
I’ve always (knock on wood) been able to get back to people on time.
– Marleah Augustine, Adult Department Librarian at Hays Public Library
Manya ShorrIn my current situation, I’d rather people don’t check in at all within the first two-three weeks after the interview. I know it’s extremely frustrating to wait for a response and that it seems like nothing is happening, but I ask applicants to trust that things are moving forward. There are a myriad of things that could be happening behind the scenes. For example: a panel member may have gone on vacation right after the interview (recently happened here..with two panelists), we may be calling references (do you know how hard it can be to connect with references?), you may be our second choice and we’re waiting to hear if the first person accepts the position (in fact, we may be flying them out here to visit before offering them the position). I’m aware that it feels like torture and it is never our intention to make applicants suffer, but there are protocols in place that we have to follow. So, please, be patient. I promise we have not forgotten about you and we will be in touch soon.
– Manya Shorr, Senior Manager, Branch Services, Omaha Public Library

Randall SchroederI have never had that situation, but if I did miss a promised deadline a quick e-mail asking what is the status of the search would not be received poorly.

One reason that this situation has not been my experience is if I give candidates a ballpark idea of when they will hear back, it is usually a simple matter to send out an e-mail explaining, in general, what the delay is about. If I am down to a few on-campus interviews, it is no hardship to send out a couple of e-mails. If it is more global than that, our new HR software allows me to send out group e-mails quite readily.

My general feeling is that people’s imaginations will come up with much worse explanations in the absence of information. It will save all us much anxiety if I can give candidates an honest answer about the timeline when possible.

In short, I want my candidates, especially my finalists, to feel valued. Why start off a potential collegial working relationship with preventable hard feelings?

– Randall Schroeder, Department Head of Public Services, Ferris Library for Information & Technology Education

Thank you as always to our contributors for their time and insight. If you’re someone who hires librarians and are interested in participating in this feature, please email me at hiringlibrariansATgmail.

Thank YOU for reading!

Tall and tan and young and lovely, the comment from Ipanema gets posted

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Filed under Academic, Adult Services, Cataloging/Technical Services, Further Questions, Information Literacy Instruction, Public, Public Services/Reference

Further Questions: When and How Should an Applicant Check-In?

This week I asked people who hire librarians:

After submitting an application, when and how is it appropriate for the applicant to check in with you? If they haven’t heard back within a week? Two weeks? Should they call? Email? Drop in?

Laurie Phillips

Assuming the applicant has heard from me that the application has been received, he or she should not follow up before the closing date. The committee generally doesn’t even meet (other than to develop criteria for reviewing applications) before the closing date. After that, there is a general plan for Skype/phone interviews, checking references, and campus interviews. Contacting me will usually not influence the committee one way or another, although I may be able to tell them where we are in the process. I prefer email to phone or dropping in. I don’t generally have a lot of time to return phone calls and if a candidate dropped in, there is no guarantee that I’ll be available.

– Laurie Phillips, Associate Dean for Technical Services, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans

Marleah AugustinePeople often submit applications at times that we are not actively hiring. In those cases, there is really not a great time frame for checking back in, because when they call, we may still not be hiring. We always let people know that we keep the applications on file for 6 months and that’s the first place we’ll look when we have an opening and start hiring. If we are actively hiring when an application is submitted, I tell people the specific date that I plan to hire someone — “I hope to fill the position by May 15” — so that gives them a better idea about when to check in.After an interview, I always try to give the applicant a time frame as to when I will contact them — usually something like “We hope to have a decision made by Friday, so plan to hear from us on Monday”.
I prefer a check-in by phone or email.
– Marleah Augustine, Adult Department Librarian at Hays Public Library
Do not check in unless there is some question about the delivery of the application. If they are mailing an application, they should mail it return receipt requested. I always get back to people, or have the management agency get back to people.
– Jaye Lapachet, Manager of Library Services, Coblentz, Patch, Duffy & Bass LLP
Emilie SmartIn our system, applications are submitted to the City’s HR dept. and we don’t know anything about application status until we’ve requested a list of candidates.  If other governmental HR departments are like ours, applicants are told that their applications will be scored when needed and there is no point in contacting anyone until you are called to set up an interview.
– Emilie Smart, Division Coordinator of Reference Services & Computer Services at East Baton Rouge Parish Library

Donald LickleyIf you made a direct application for a specific job, one week after the advertised application deadline is a reasonable time to enquire either by email or phone (or an email followed up by a phone call) if you haven’t heard anything. When there is a formal timetable for recruitment including an advertised application deadline, the interview date may also have been set in advance. If you’re lucky this too will appear on the job notice, which will give you a good idea of when to expect a response.

Many of the roles that we handle as a recruitment agency have more flexible timetables. Some clients will be happy to see a range of CVs/resumés over a period of weeks (or even months!), and will schedule interviews as and when suitable candidates are put forward. We ensure that our candidates are kept informed at every stage of this process. How quickly we get updated by our clients varies enormously, and this can depend on a whole range of factors from changing budgets and/or business objectives, to the availability of recruiting managers. They are only human after all, and go on vacation, or get sick, or get diverted into other projects at short notice, all of which can delay the recruitment process.

If you have applied for work speculatively to an organisation, again, it is reasonable to wait one or two weeks before following up with further communication. Whether you do this via email, phone or a personal visit will really depend on the individual organisation.

Having said all that, there are two types of recruiter: those who reply to unsuccessful job applicants and give feedback, and those who do not and never will. If a job notice says words to the effect of ‘If you haven’t heard within two weeks then assume you’re unsuccessful’, the likelihood is that you won’t hear back unless you’re being invited to an interview. This may be harsh, but at least you know where you stand.

– Donald Lickley, Recruitment Consultant, Sue Hill Recruiting

Randall SchroederIt is a question I have wondered about myself while I am a job seeker. It is an uncomfortable position since one does not know how the other person is going to react. Sometimes I have received kind and candid responses. Sometimes I have been blown off. Will an inquiry about status hurt one’s chances? It shouldn’t. If it does, do you want to work at a place where asking questions is discouraged?

So when I am on the other side of the table as a member of a search committee, I try, as best as one can, to give the candidates an accurate idea of when they should expect an answer. If I cannot keep that promise within a week or so, candidates are always welcome to call or e-mail. My preference would be an e-mail so I can answer when it is easy to do so, but I would never not talk to someone on the phone. Nor would I discount their candidacy for contacting me unless it went over the top, like showing up in my office every other day.

I do know, however, that is not a universally held position, especially in academe. I believe we have a professional obligation to not let people hang, but committees get busy during the course of a school year. People leave for breaks, conferences, etc. and it can be hard to get together.

Having said all that, I always tell job applicants that the mills of academe grind slowly. Be patient. But if you can’t stand it, call or e-mail and I will let you know what I can tell you at the moment. My only request is that courtesy will get you courtesy.

– Randall Schroeder, Department Head of Public Services, Ferris Library for Information, Technology & Education

Marge Loch-Wouters“Don’t call me; I’ll call you” is my preferred method. After our application deadline, I really can’t say much to an inquiry other than that we are still making decisions. All candidates who haven’t received an initial “No thank you” note remain viable for the position for almost the whole post-application period until interviews. For us, because we ask for essay questions and often a skype interview before final candidates are invited for an in-person interview, the process can be an excruciating two-three months. So getting inquiries isn’t helpful to a person’s candidacy and feels like nagging.

While we appreciate that this is an awful waiting period for an applicant, we are working hard on our end shepherding applicants through our process and it takes time. We always hope candidates continue to actively seek other opportunities.

The one exception I would make on this is if a candidate wants to drop a quick note with a bit more information about themselves (for instance, an additional class or volunteer work or project taken on germane to the position) and why they remain interested in this position. This may continue to strengthen a strong candidate’s bona fides if done sincerely. Just popping in with an email to say “Hi” though won’t help much.

– Marge Loch-Wouters, Youth Services Coordinator, La Crosse (WI) Public Library

Thank you as always to our contributors for their time and insight.  If you’re someone who hires librarians and are interested in participating in this feature, please contact me.

Thank YOU for reading!  

I comment in the morning and in the afternoon.  I comment in the evening, underneath the moo-oo-oo-n.

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Filed under Academic, Further Questions, Public

Further Questions: Who has input on hiring decisions at your organization?

This week I have another question suggested by a reader.  I asked people who hire librarians:

Who has input on hiring decisions at your organization? (e.g the hiring manager, the person’s potential department members, an external committee, etc.) We often hear that it’s important to be polite to everyone you meet when going in for an interview – do you solicit feedback from non-interviewing staff members?

Laurie PhillipsWe have a search committee, which will generally include those librarians and staff who will work directly with the new hire. We try to keep it small – no more than 4 people. Our policy is to also include one person outside of the person’s general area. The committee has the most input and makes a recommendation to the Dean and Associate Dean, who will have met with the person and reviewed applications of top candidates. We also invite everyone in the library to attend the person’s onsite presentation and we have a small group who are not members of the search committee take the candidate to lunch. We gather feedback from everyone who had contact with the candidate, but obviously, the search committee makes the decision to recommend a candidate to the Dean for hire.

– Laurie Phillips, Associate Dean for Technical Services, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans

Emilie Smart

In our system, we operate a little differently in branches as opposed to the main library.  Hiring decisions for branches are made by the branch manager and the branch dept head with input from the branch services liaison and division coordinator.  At the main library,  senior departmental staff and the division coordinator make the decisions.  It is important to be polite to everyone you meet in the interview process.  It’s also important to listen in the interview.
When we conclude each interview we tell the candidate that he or she will be hearing from us once we have completed interviewing all candidates.  We also tell them that we may not be able to complete the process in a timely manner (through no fault of our own) and that they may need to be patient for a week or so, but we WILL get back with them.  I don’t mind it when a candidate calls after a week to inquire, but I have had candidates who called every other day.  I always tell candidates the first time they call what the status of the interviews is and that we will call them when we are finished.  If they call me back again, I generally take them off the consideration list.  If they can’t be patient, how can they help frustrated patrons?

– Emilie Smart, Division Coordinator of Reference Services & Computer Services at East Baton Rouge Parish Library

Marge Loch-WoutersThe manager in a department has primary responsibility for hiring decisions and initial selection of our interview pool. We always use a team for interviews made up primarily of other managers at our library. There may also be other staffers involved. The interview team then meets to compare notes and make a recommendation to the manager. But that person ultimately has the final say.

– Marge Loch-Wouters, Youth Services Coordinator, La Crosse (WI) Public Library

Petra Mauerhoff, CEO, Shortgrass Library SystemHere at Shortgrass all the hiring is done by our management team. We do all interviews as a team (of three) if possible and then make a decision together. Depending on the position we then let the manager who will be directly supervising the position be the one to extend the offer.
Generally, most non-interviewing staff members don’t even meet the candidates, due to the lay-out of the building. Often the Executive Assistant will be the first one to make contact as people walk in the door and if there was anything remarkable (lack of friendliness, etc) about the candidate, I trust she would mention it to me.

– Petra Mauerhoff, CEO, Shortgrass Library System

On most academic search committees on which I’ve served and/or chaired, those who have input into the actual decision as to who is hired is somewhat restricted.  The “restricted” group usually includes the members of the search committee, the Dean or other “official” of the college , and the department head of the department in which the new person will work.  However, I have always solicited feedback from anyone who has been invited to interview the candidate one on one,  in a small group, or a larger group as when a presentation is required.  That feedback isn’t always in the final decision category. But it could be if many people provide similar, or the same,  pros or cons about a candidate.  In that case, I would hope that the search committee or other final decision maker would take that feedback into consideration.  Being polite to everyone a candidate meets on an interview should be pro forma, whether or not the candidate thinks that the people he/she meets has input into the hiring process. If a candidate can’t be polite to everyone for one or two days,  and it is noticed, that candidate should not be the one selected for the position IMO.

– Sharon Britton, Library Director, BGSU – Firelands

Samantha Thompson-Franklin

At my library, candidates are introduced to all of the library staff (we are a small staff) and are asked to make a presentation that includes the entire library staff as well as members of the search committee. My library director solicits feedback from all members of the library staff on their view of the candidate(s). In some cases it has confirmed whether the person should or should not be hired for the job.

– Samantha Thompson-Franklin, Associate Professor/Collections & Acquisitions Librarian, Lewis-Clark State College Library

Marleah AugustineWhen hiring support staff, in our library, the decision rests with the department head. When both the youth and adult departments are hiring at the same time, the two department heads sometimes interview candidates together, but the individual department head is the one who makes the final decision.
In some cases, front desk staff members will have an initial impression of a candidate, and I do take that into consideration. It’s not a dealbreaker, but it’s nice to hear what kind of interaction the candidate had and whether it was positive or negative.
– Marleah Augustine, Adult Department Librarian at Hays Public Library
Colleen HarrisAt our library, all librarian presentations are open to all staff and library faculty, as is the meet & greet, and the candidate spends time with various folks both in and outside their home department. We solicit feedback from everyone in our organization who was able to spend time with the candidate; that information is usually collected via a survey where folks have open-answer slots to comment on the person’s qualifications, skillset, and whether they are an acceptable candidate.
– Head of Access Services & Assistant Professor at University of Tennessee Chattanooga’s Lupton Library

Thank you as always to our contributors for their time and insight.  If you’re interested in participating in this feature, email me at hiringlibrariansATgmail.com.

Thank YOU for reading!

I won’t dance in a club like this. All the girls are comments and the beer tastes just like comments.

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Filed under Adult Services, Cataloging/Technical Services, Further Questions, Public Services/Reference, Youth Services