7.2 Screening Methods

Various screening criteria are used to identify and eliminate candidates who do not meet the minimum requirements (MQs) established for a position. These requirements are established by employers or hiring managers based on the specific needs and expectations of the role. Minimum requirements serve as the baseline criteria against which applicants are evaluated during the screening and selection process. They typically include factors such as education level, years of experience in a related field, specific certifications or licenses, technical skills, and any requirements outlined in the job description. Meeting the minimum requirements does not guarantee employment but ensures that candidates have the qualifications to be considered for the position. The goal of applicant screening is to ensure that candidates invited to participate in a face-to-face interview are, in fact, highly qualified.

Here are the commonly used screening methods, including the review of information obtained from application forms, resumes, cover letters and reference checks. Social network sites will also be considered.

1. Application: Conduct an initial assessment based on a review of a candidate’s cover letter, resume and application. This may also include a review of a candidate’s business (i.e., LinkedIn) and/or social networking (i.e., Facebook or Twitter) profiles. Screening application forms, cover letters or resumes involves reviewing the information candidates provide to assess their qualifications, skills, and suitability for a particular job or position. In this phase, the objective is to eliminate candidates who don’t meet the basic requirements for the position based on fundamental factors, including minimum experience and education.
2. Screening Interview: An initial telephone or online interview is a second level of active screening used to assess the candidate’s objective and motivation, relevant education and experience, and to get a sense of the candidate as a person. In approximately twenty to thirty minutes, an interviewer can confirm application and resume details and assess a range of soft skills—for example, active listening and communication—as well as engagement and overall level of poise and professionalism. Both phone and online screening interviews have their unique advantages and drawbacks. The hiring strategy of the organization should guide the choice. Once again, the objective is to eliminate candidates who don’t warrant the time and cost of an in-person interview or in-depth skills assessment.
3. External Verification: Verify stated educational qualifications and check references.
4. Reference checks are typically collected only for applicants who make it through most of the recruitment process, i.e. shortly before a hire decision is confirmed. However, some employers collect them earlier, near the end of the screening process. Screening references involves contacting individuals a job applicant provides to verify their qualifications, experience, and character.

Employers may request a list of references from the applicant. Once provided with the reference list, the employer or hiring manager will contact these individuals via phone or email to request feedback about the candidate.

During the reference check, the employer seeks to verify the information provided by the candidate, such as employment dates, job titles, responsibilities, and accomplishments. They may also inquire about the candidate’s interpersonal skills, work ethic, and ability to work within a team. Due to liability, privacy concerns, and organizational restrictions, answers may not be provided for all reference enquiries. This should not necessarily be perceived as a negative reflection on the applicant. Employers need to handle reference checks with discretion and maintain the confidentiality of the information obtained.

Using these screening techniques in combination with an online application system allows companies to reduce the time and costs of a paper-based recruiting and screening process.

Application Forms

When applicants apply for a job, they are sometimes asked to complete an application form, even though they may have already submitted a resume and cover letter. A recent study shows that application forms may be a better way for employers to screen applicants initially. Resumes and application forms are the two most popular initial applicant screening methods (Risavy et al., 2022).

Resumes can misrepresent an applicant as he/she can provide fabricated or embellished information or omit information (Henle et al., 2019), which gives resumes a lack of validity. Using application forms to screen applicants instead of resumes is likely to help organizations defend against claims of discriminatory hiring (Risavy et al., 2022). It can improve their hiring ability in a more diverse, equitable, and inclusive manner. For example, applicants’ names on resumes can lead to screening bias against applicants. In contrast, an applicant’s name can be quickly and automatically hidden from hiring managers when reviewing application forms (particularly application forms completed online) (Risavy et al., 2022). Each employer customizes application forms, so the items in an application form are directly related to the qualifications of the job being screened for. This makes the application form a valid screening method. Finally, application forms are a lot easier to screen than resumes. Application forms have a standardized format with fields that each applicant must complete. This allows for a standardized comparison of data across the applicants (Risavy et al., 2022).

Job Application Information

• Personal Information: Employer may contact the person with a full name, address, telephone number, and email address.  Employers cannot ask people about marital status, age, ethnic origin, sex, race, religion, or disability. These would be considered discrimination.
• Employment Status: The employer may ask about the applicant’s employment goals. Other questions might include whether the person can work shifts, weekends, salary expectations, and full-time/part-time. The HR department can match the person’s preferences with available jobs. The employer may wish to ask about the applicant’s current employment status and the employer’s name. Often, there is a box to check whether or not the employer may contact the current employer.
• Education: The employer asks about the applicant’s education level. Other skills certifications and diplomas may be included.
• Work History: Employers ask for a list of employers, including dates, reasons for leaving, and duties fulfilled at past jobs. Included may be the applicant’s job title, starting and ending pay, a supervisor’s name, and the address and telephone number of past employers.
• References: Employers may ask for references from past employers or personal references such as friends.
• Applicant Signature: The application must sign the application that the information is true and accurate. A date is included. The signature also allows the employer to check references or other records deemed necessary to the employer, i.e., working in a bank may require checking a criminal record or credit history (Smith, 2021).

What To Look For When Screening a Resume

Here are red flags to remember during your following resume review.