Situational interview question bank template

Document Control Information

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1. Purpose & Scope

1.1 Purpose

This operational template provides structured situational interview questions, evaluation criteria, and administration protocols for evaluating candidates. Using standardized hypothetical scenarios ensures that candidate evaluation remains objective, job-related, and defensible against human rights complaints by focusing strictly on bona fide occupational requirements (BFOR).

1.2 Scope

This tool applies to all structured hiring processes conducted by [ORGANIZATION_NAME] across [PROVINCE] for permanent, temporary, and casual roles. Hiring managers and recruiters must draw from this question bank to build interview guides for candidate selection.

1.3 Accommodation Notice

Candidates must be notified in advance of the interview format and offered procedural accommodation upon request in accordance with applicable accessibility and human rights standards.

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2. Required Information

Table 1: Requisition and Selection Information Requirements

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3. Responsibilities

Table 2: Role Responsibilities in Interview Administration

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4. Situational Interview Question Bank

4.1 Administration and Scoring Instructions

1. Select 4 to 6 questions mapped directly to the core competencies of the job requisition.
2. Ask each question exactly as written to all candidates interviewed for the position.
3. Use the standardized 1-to-5 scoring scale: - 1 (Unsatisfactory): Response lacks logical steps, demonstrates poor judgment, or fails to address core issue. - 2 (Marginal): Response addresses scenario superficially; requires extensive prompting. - 3 (Competent): Response provides practical, effective resolution aligned with expected standards. - 4 (Advanced): Response shows proactive mitigation, strong stakeholder empathy, and structured logic. - 5 (Superior): Response demonstrates strategic insight, systemic preventive actions, and leadership.

Table 3: Master Situational Interview Question Bank

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5. Process & Controls

5.1 Interview Preparation and Consistency Controls

1. Guide Creation: The hiring manager selects questions from Table 3 mapped directly to the approved position profile. No spontaneous, unvetted questions may be introduced during formal scoring.
2. Standardized Delivery: All candidates interviewed for the same requisition must receive the exact same core questions in the same order.
3. Panel Calibration: Interviewers must review scoring rubrics and benchmark answers prior to meeting candidates.

5.2 Bias Mitigation and Prohibited Inquiries

1. Protected Grounds: Interviewers are strictly prohibited from asking questions or making notes regarding protected grounds under Canadian human rights legislation, including age, ancestry, race, citizenship, creed/religion, sex, sexual orientation, gender identity, marital status, family status, disability, or pardoned criminal records.
2. Objective Note-Taking: Panelists must record factual descriptions of what the candidate said. Subjective remarks regarding candidate personality, physical appearance, accent, or background are prohibited.

5.3 Candidate Accommodation Procedure

1. [ORGANIZATION_NAME] provides assessment accommodation to candidates with disabilities upon request.
2. Accommodation requests must be processed by [OWNER_OR_MANAGER] prior to the interview date.
3. Permitted accommodations include providing interview questions in advance in writing, providing extended response time, scheduling alternate interview formats (virtual/in-person), and accommodating support persons or adaptive technology.

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6. Approval & Records

6.1 Documentation and Record Retention

1. Record Assembly: Within [N_BUSINESS_DAYS] business days following candidate interviews, the hiring manager must assemble: - Completed and signed interview scorecards for every candidate. - Objective interview notes. - Consolidated scoring matrix.
2. Filing Location: Completed evaluation packages must be uploaded to [FILE_LOCATION] and restricted to authorized hiring decision-makers.
3. Retention Period: All interview records, notes, and scoring rubrics must be retained securely for [RETENTION_PERIOD] from the date the hiring decision is finalized, after which they must be securely destroyed.

Table 4: Document Governance and Approval

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7. Worked Example: Candidate Assessment and Scoring Form

This worked example illustrates an evaluation form completed during a structured interview.

Position: Customer Operations Associate
Requisition ID: REQ-2024-082
Candidate Name: Alex Taylor
Interviewer: [MANAGER_NAME], Operations Lead
Interview Date: [DD-MMM-YYYY]

Table 5: Completed Interview Scoring Record (Example)

Total Score: 17 / 20
Recommendation: Proceed to reference check.
Interviewer Signature: [MANAGER_NAME]
Date: [DD-MMM-YYYY]

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What to fill in

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