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Appendix I

Note taking

Guidelines for taking notes:

  • Inform the candidate at the start of the interview, that notes will be taken;
  • Note the candidate’s name, date and time of the interview on the top of your notes;
  • Note the question that the candidate was asked – at a minimum, try and catch the key words;
  • Capture the key points of the candidate’s response;
  • Note any questions the candidate asked the interview board and how the interview board responds;
  • Note any incidents that occur e.g. somebody asks a question that may be discriminatory in nature – record details factually – don’t record your opinion.

Avoid recording any of the following:

  • what you personally think of the answer;
  • physical details about the candidate to help you remember them;
  • any comments that may be discriminatory in nature;
  • any judgments you make during the interview regarding the candidate;

As personal notes taken by Board Members constitute a record as defined under the Freedom of Information Acts 1997 and 2003 they must be retained, therefore it is advised that Board Members do not take such notes but rather adhere to the note taking procedures agreed in advance.

Responsibility for taking notes during the interview should be agreed in advance. The Interview Board may decide to split the role between two interviewers so that everyone can question but at any one time there is only one person taking notes.  Alternatively the interview board may have a resource available to them to assist with note taking.

Notes should be organised and recorded on official note paper. It is important to ensure the interview record is completed and agreed after each interview.

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