Observe the applicant’s interaction with children
Evaluate potential group management and instructional skills
Assess the applicant’s ability to give and receive feedback
Children
The hiring team will advertise the interview times as a KidSpirit ‘free day’ if it does not take place during a regularly scheduled event (ACES day etc.). It is preferable to have about 9 children or more; less than 3 will be too small a number in order to accurately assess the candidate’s potential.
Group Preparation
At the orientation, the applicants are instructed to come to the group interview prepared to teach a 3-5 minute activity to a group of children ranging in age from approximately 4-12 years of age. When applicants arrive for the interview, one member of the hiring team provides further information on the structure of the group interview. It is necessary to have at least two members of the hiring team available at every interview regardless of type. An interview cannot be conducted by one person on their own.
Instructions:
Each applicant will have the opportunity to instruct the group in their activity.
Each applicant will act as a camp counselor for one other person during their activity.
When not acting as instructor or camp counselor the applicants should participate in the activity with the children.
Ask for a volunteer to go first and make note of the applicants’ reactions.
Prepare the evaluation sheets for the rest of the hiring team according to the order in which the applicants have decided to instruct. (It is efficient to fill out one sheet and make the appropriate number of copies for your team.)
Ask if anyone requires supplies for their game and assist them in acquiring them within reason.
Inform the applicants of their anticipated start time and make note of their use of this preparation time.
Child Supervision
If the group interviews are not held during a regularly scheduled program, a member of the hiring team will be responsible for activities during any downtime.
Establish rules and a stop command for the group. It is best to have the participant’s practice quickly and quietly getting in a circle in the middle of the room to ensure smooth transitions for new interview groups. Using the stop command with the applicants in the room also sets a precedent for them to follow during their activities.
Come prepared with games to balance those taught by the applicants. For example, if the applicants are using a majority of active games it would be a good idea to have a calming activity during downtime.
Keep a running headcount of the participants and monitor bathroom/water breaks and checkout.
When a new group of applicants enters the room, bring the group into a circle and remind the participants of the game plan. During the activity be prepared to pull participants aside or use the established stop command to regain order of the group (only if the applicants are unable to manage the situation or to maintain the schedule).
Observe the applicants and pass your feedback on to another member of the hiring team.
3-5 members of the hiring team will observe and take notes during the group interview. While applicants are assigned specific times to act as instructor and camp counselor, they are subject to evaluation during the entire time with the group. It is important to note positive and constructive points for each applicant for the feedback portion of the interview. You will be taking notes on the applicant’s abilities as a head instructor and a camp counselor. Below is a list of what to look for in the applicants.
Head Instructor Observations
Did the applicant introduce themselves to the participants?
Use of participant names
Did they establish rules and boundaries?
Safety awareness
Use of a stop command
Clarity of instructions
Ability to teach to different learning styles
Ability to gauge participant reaction to the activity and adapt appropriately
Group management skills
Communication between instructor and camp counselor
Voice tone and volume
One-on-one interactions with the participants
Did they take initiative?
Body language
Was their activity age appropriate and fun?
Creativity
Camp Counselor Observations
Safety awareness
Ability to teach to different learning styles
Group management skills
Communication between instructor and camp counselor
Voice tone and volume
One-on-one interactions with the participants
Did they take initiative?
Emergency response
Body language
Notes should be clear enough for another member of the hiring team to share your feedback with the group.
All members of the hiring team should be alert to safety issues during the group interviews. If a safety issue is not being addressed by the applicants, it may be necessary to step in and take control of the group or to assist with individual participants. Unless a situation requires immediate action, give the applicants sufficient time to address the issue and note their response.
Timekeeper
One member of the hiring team is responsible for the overall flow and adherence to the day’s schedule. While the applicants are allotted 3-5 min for each activity, this person can gauge the appropriate stop time for each activity.
Activity Time Gauge:
It isn’t going well and the applicant has been given enough time to improve the situation
The activity becomes unsafe
Participants are engaged and there is time to extend the game and maintain schedule
The team has seen enough of the activity to evaluate the applicant
Feedback Lead
After each round of group interviews the applicants will receive feedback from the participants and the hiring team. The purpose of this step in the process is to evaluate the applicants’ reaction to feedback, as well as to aid in their professional development.
One member of the hiring team will lead the feedback session with the participants.
After the last activity, use the stop command to bring the participants back to their circle.
Explain the feedback process; We want to know what they thought about the activities.
Remind the participants of the first applicant and their activity.
Ask for specific reasons why they liked the activity.
Ask for specific reasons why they didn’t like the activity.
It will be important to keep the participants focused and keep the discussion moving.
Repeat with each applicant.
Ask the participants to thank the applicants as a group.
Following the feedback from the participants the applicants and hiring team will move to another location to provide further feedback. Before leaving, the team member responsible for child supervision should pass off their notes to be shared in the group session. The director will usually lead this round of feedback. Both applicants and the hiring team will be asked to provide feedback for each applicant.
Feedback Guidelines
Direct, tactful, honest and helpful
No repeats: listen to other people so you can provide new insights or perspectives
It is okay to disagree as long as you are supportive of all opinions
Provide positive and constructive feedback for each applicant
Avoid neutral statements
When asking applicants to provide feedback ask “How do you think_______did?”
Observation Points
How do the applicants react to feedback?
Do they try to explain or make excuses?
How do they give feedback?
How do they self evaluate?
Body language and eye contact.
Would you leave your children with them?
Would you want to work with/under them?
During this feedback session, it may be necessary for the hiring team member responsible for group preparation to step out to meet the next group. They should share their feedback first or pass on their notes to another team member.
After everyone has shared their feedback and each applicant has completed a self-evaluation, there will be a short debrief on the feedback styles (positive, neutral, constructive). It is important to thank the applicants for their time and thoughtful contributions.
If time allows the hiring team should take a few minutes after each group interview to compile their notes and have a closed door discussion about the applicants. If this meeting does not take place between each group interview the hiring team will need to sit down and compile their notes at the end of the day. Each hiring member should take specific and detailed notes about your impressions or the applicants’ performance on the group interview sheets. As a group the hiring team will discuss the positives and negatives of each person and write these notes in the applicant’s application, along with a letter grade from each hiring member for the applicant.
Assess the applicant in a formal setting
Observe professional interview skills
Evaluate answers to program standard questions
Ask follow up questions regarding the applicant’s resume and application
Double check availability
Assess applicant’s potential to contribute to the KidSpirit team
2 members of the hiring team will be present for every formal interview. It is preferable to have a consistent person attend every interview but this may not be possible to schedule. While the director will likely not conduct every interview she will try to meet each applicant at the end of the interview and ask a few additional questions. It is necessary to have at least two members of the hiring team available at every interview regardless of type, in the formal interview it is preferable to have a 1:1 ratio of applicant to interviewer. An interview cannot be conducted by one person on their own.
Review the applicant’s packet
Highlight any specific information you would like to address in the interview
Meet the applicant in the office and escort them to the interview location
Shake hands and make introductions
Invite the applicant to take a seat
Explain the interview format
You will be taking turns to ask questions
You will be making notes on what they say to remember later
The applicant may skip questions and return at the end
Confirm availability
Alternate questions
Return to any questions the applicant skipped
Follow up about information from the applicant’s packet
Ask for any additional questions
Confirm their completion of the interview process or make arrangements to fill any gaps
Thank applicant for their time and provide a realistic timeline for selection decisions
Shake hands and walk the applicant to the door
Alternate questions
Ask the question the same way EVERY time
Do not lead an answer or provide examples
Minimize leading body language such as head nodding
Be okay with silence
To minimize distraction, use a clipboard or arrange the seating so applicant cannot see your notes
Take detailed and specific notes
Make as much eye contact as possible
Get dates that the applicant will need off should they be hired.
Eye Contact
Questions and comments from the applicants
Use of filler words such as “um” and “like”
Word choice
Volume and tone
Body Language
Knowledge of KidSpirit
Reaction to other applicants.
Would you want to work on a team with the applicant?
After interviewing the applicants, the interviewers should take a few moments to share their impressions in a closed door setting. Make a detailed pro and con list including specific reasons behind your perceptions of weaknesses and strengths. Each interviewer should give the applicant a rating on the grade system at the top of the interview sheet. Attach any new information to the applicant’s packet.
In addition to the general process applicants for office assistant positions are asked to recreate an excel spreadsheet. The applicant is given 10 min to complete the task without assistance. The purpose of this task is to assess the applicant’s basic computer skills. . It is necessary to have at least two members of the hiring team available at every interview regardless of type. An interview cannot be conducted by one person on their own.
If possible it is best to conduct the group interviews for Gymnastics and Aquatics applicants in their program areas. This will allow the hiring team to effectively evaluate the specific knowledge and safety management skills required of these instructors. Gymnastics applicants can conduct a warm-up activity during a regularly scheduled class. While swimming is not offered as a recreational class it may be possible to coordinate aquatics interviews with an ACES day which includes a swimming option. An in-pool interview may be waived for a head instructor that is WSI certified. WSI certification is not required from aquatic instructors but is highly encouraged. It is necessary to have at least two members of the hiring team available at every interview regardless of type. An interview cannot be conducted by one person on their own.