Interview Policy Template (AI, Coaching, and Fair Use Guidelines)

AI tools and professional coaching are now widely used in job preparation. That is not a problem. The problem arises when AI or another person substitutes for the candidate’s real thinking or identity during interviews.

This policy sets:

• What is allowed

• What is not allowed

• How do we verify identity fairly

• How do we keep the interview equitable and defensible

Why This Policy Exists

Our goal is to ensure that every candidate is evaluated based on their own skills, judgment, reasoning, and experience, not the abilities of:

• AI writing or coding tools

• Real-time coaching feeds

• Proxy interviewers or impersonators

This policy protects:

• Candidates (fair opportunity)

• Teams (reliable evaluation)

• The company (compliance and quality

  
  

What is Allowed

These are acceptable and encouraged.

These support skill development, not substitution.

What is Not Allowed

These behaviors invalidate the interview.

Candidate Transparency Statement (Use in Scheduling Emails)

Copy and paste:

To support fair and accurate evaluation, interviews must represent your own thinking and skills. You may not use real-time AI tools, coaching prompts, messaging apps, or substitute participants during interviews. If we observe signals that suggest external assistance, we may ask clarifying questions or conduct a short identity verification step. This policy is applied consistently to all candidates to ensure fairness

Interviewer Read-Aloud Script (60 Seconds)

Use at the start of interviews:

Before we begin, a quick note to support fairness. This interview evaluates your personal reasoning and experience. During the interview, please do not use AI tools or external assistance. If anything is unclear, please ask questions. Our goal is to understand how you think, not perfection. Sound good

This frames the policy as fairness rather than surveillance.

Identity Verification Process

Apply only when signals indicate:

• Ownership uncertainty

• Real-time prompting

• Unexplained delays

• Proxy behavior markers

Verification should be:

• Neutral

• Standardized

• Non-accusatory

Script for Triggering Verification:

To ensure consistency across candidates, we will conduct a brief identity confirmation step. This is a routine quality measure. We will send you instructions for a short follow-up session

No accusation. Only process.

Internal Documentation (Bias-Safe Language)

Write behavior, not intent:

Do write:

• The candidate could not explain the personal ownership of the solution

• Response repeated word-for-word when probed

• Difficulty reproducing reasoning without structure

Do not write:

• Candidate cheated

• Candidate lied

• The candidate is suspicious

Documentation must support compliance review.

Final Copy-Paste Policy Template

(Insert into ATS, Offer Packet, L&D Handbook, University Hiring Partner Guides)

Interview Fair Use and Authenticity Policy

Our interviews are designed to understand your personal experience, reasoning, and problem-solving approach. To ensure fairness, you may not use real-time external assistance during interviews, including but not limited to: live coaching, messaging support, AI tools generating responses, or substitute participants. You may prepare with AI or coaching ahead of time, but the interview must reflect your own capabilities. If we are unable to confirm that the interview reflects your own work, we may request an identity verification step or repeat evaluation. This policy applies consistently to all candidates

Conclusion

AI and coaching are not threats.
They require clear boundaries.

This policy:

• Respects candidates

• Protects hiring teams

• Ensures the validity of decisions

• Supports fairness and compliance

The goal is not to catch people.
The goal is to evaluate real ability.