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5.7 Interview Process

Purpose

THE COMPANY maintains a fair, consistent, and lawful interview and selection process for all SUBWAY® restaurant applicants. This policy ensures compliance with federal, state, and local hiring laws, protects candidate rights, and safeguards THE COMPANY from liability or bias claims.

 

Official Systems & Communications

  • Authorized Platforms: All recruiting, interview scheduling, and documentation occur only through Harri(Applicant Tracking & Onboarding) and Paradox (Applicant Tracking & Onboarding) with our AI Assistant branded internally as “Subrina.”
  • Communication Channels: Candidates may receive contact by text message, email, or phone exclusively through THE COMPANY’s official systems or numbers.
  • Consent: By applying through Harri or Paradox Subrina, candidates consent to receive communications related to their application.
  • Disclaimer: An interview invitation or message does not constitute an offer of employment or guarantee of future opportunities.

 

Interview Scheduling & Conduct

Scheduling: Interviews should be scheduled through Harri/Paradox Subrina whenever possible. If alternate arrangements are necessary, the interview must be recorded in Harri or Paradox Subrina within 24 hours.

Formats: Interviews may occur in-person, via phone, or virtually.

Professional Standards: All interviews must be courteous, job-related, and free of unlawful bias.

Consistency: Managers must use the approved Interview Template or question guide.

 

Equal Opportunity & ADA Compliance

  • THE COMPANY is an Equal Employment Opportunity Employer. No applicant will be discriminated against or harassed based on any protected classification under Title VII, ADA, ADEA, GINA, or Georgia law.
  • Reasonable Accommodation: Applicants requiring accommodations for interviews must notify the Hiring Team Member. Requests will be evaluated promptly and confidentially.
  • Prohibited Questions: Managers may not inquire about:
    • Age, birth date, race, religion, national origin, sexual orientation, gender identity, disability, pregnancy, family status, genetic information, or prior compensation.
    • Arrests not leading to convictions.
  • Citizenship: Managers may only ask whether the candidate is legally authorized to work in the U.S. (I-9 verification follows conditional offer).

 

Application, Disclosures, & Electronic Signature

  • Digital Application: All applicants apply through Harri or Paradox Subrina.
  • Required Disclosures: Candidates receive and acknowledge all legally required notices, including:
    • FCRA Disclosure & Authorization (for background checks)
    • At-Will Employment Statement
    • EEO Notice and Voluntary Self-Identification (Optional)
    • Data Privacy Notice
  • E-Signature Validity: Electronic signatures executed via Harri, Paradox Subrina, Cognito Form or SignNow carry the same legal weight as handwritten signatures under the Electronic Signatures in Global and National Commerce Act (ESIGN).


Background Check Contingency

  • Background screenings occur only after a conditional job offer is extended.
  • All checks must follow FCRA guidelines. Pre-adverse and adverse action notices must be issued when required.
  • No applicant may begin employment until screening, authorization, and I-9 verification are complete.
  • See Background Check/Criminal Convictions Policy for full process.

 

Hiring Decision & Timeline

  • THE COMPANY strives to complete a hiring decision within seven (7) calendar days of interview completion.
  • Approval Chain: Conditional offers must be approved by designated members of THE COMPANY.
  • Offer Delivery: All offers are issued digitally via Harri or Paradox Subrina.
  • Non-Selection Notices: Candidates not chosen are notified via Harri, Subrina, email, or phone.
  • Disposition Coding: All applicant outcomes must be recorded accurately in Harri and Paradox (e.g., “Declined Offer,” “No Show,” “Availability Conflict,” “Does Not Meet Qualifications/Not a Good Fit”).

 

Data Privacy, Retention, & Destruction

  • Candidate data is used solely for legitimate employment purposes and maintained confidentially.
  • Retention: THE COMPANY retains applications, interview notes, and hiring records for a minimum of one (1) year (or two years if required by EEOC coverage thresholds) or longer if litigation or audits are pending.
  • Destruction: Expired records are destroyed securely per THE COMPANY’s Data Security Policy.
  • Confidentiality: Only authorized personnel may access Harri or Paradox Subrina applicant data. Sharing of logins or candidate information is strictly prohibited.

 

Candidate Misrepresentation & Fraud Prevention

  • Providing false or misleading information—whether on the application, during the interview, or during onboarding—may result in immediate disqualification or termination if already hired.
  • THE COMPANY reserves the right to rescind any offer or terminate employment upon discovery of misrepresentation.
  • THE COMPANY may verify prior employment, education, and credentials as part of due diligence.

 

System Use & Data Integrity

  • All Harri and Subrina records are considered official business records of THE COMPANY.
  • Managers must document interviews, notes, and hiring decisions within 24 hours to maintain an auditable trail.
  • Deleting, altering, or back-dating candidate information is strictly prohibited.
  • THE COMPANY reserves the right to audit Harri/Subrina activity logs at any time.

 

At-Will Employment Statement

Participation in the interview process, submission of an application, or receipt of an offer does not create a contract of employment.
Employment with THE COMPANY is at-will, meaning either the Team Member or THE COMPANY may terminate employment at any time, with or without cause or notice, subject to applicable law.

 

Non-Retaliation

THE COMPANY strictly prohibits retaliation against any applicant who:

  • Requests or receives a reasonable accommodation,
  • Files or participates in an EEOC complaint or investigation,
  • Raises a good-faith concern about discrimination or violation of this policy.

 

Management Accountability & Violations

Managers are personally responsible for adhering to this policy.
Violations—such as asking prohibited questions, skipping required disclosures, or failing to document decisions—may result in disciplinary action, up to and including termination.

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