PROCEDURES FOR THE RECRUITING AND HIRING OF ADMINISTRATIVE

STAFF

 

These procedures implement board policy GCCA, and are designed to establish a thorough, efficient and nondiscriminatory practice for the recruiting and hiring of the most qualified candidates for administrative positions M.S.A.D. #71.

 

A.        Job Description Review

 

To ensure that a written role description of the vacant position accurately represents the current functions and needs, the Superintendent/designee (the Board of Directors in a superintendent search) is to:

 

1.         Conduct a review of (if none exists, develop) the job description, with input from persons affected by the position;

 

2.         Include the criteria (skills, knowledge, abilities) required to perform the duties/responsibilities of the position; and

 

3.         Identify and notify other possible sources of potential candidates, such as professional associations, educational administration programs and placement offices at colleges and universities in Maine and other states, and the Maine Department of Education.

 

B.         Screening

 

To ensure that a fair and efficient screening process will occur, the Superintendent/designee is to:

 

1.         Ensure that all applications are reviewed by more than one individual with attention given to an unbiased regard for the criteria and qualifications in the job description;

 

2.         Appoint a screening panel with representation as deemed appropriate to the particular vacancy, but including the Superintendent as chair and representatives of other central office administration, principals, and teaching staff;

 

3.         Provide orientation on confidentiality and quality issues to screeners;

 

4.         Eliminate all applicants who do not meet the minimum qualifications;

 

5.         Conduct preliminary reference checks, as appropriate;

 

6.         Select candidates for interview (usually 8-10) based on the degree to which they meet the criteria and have demonstrated the skills, knowledge and abilities outlined in the job description; and

 

7.         Notify applicants not selected for interview.

 

C.        Interviewing

 

To ensure that the interview process will be conducted in a legal and proper manner, the Superintendent/designee is to:

 

1.         Appoint an interview panel (may be the same persons who served the screening function) with representation as deemed appropriate to the particular vacancy;

 

2.         Provide orientation on the process including the function and extent of responsibility of the panel, the weighing of criteria and the nomination/hiring procedure; and

 

3.         Conduct training to ensure that panel members are aware of the legal aspects of interviewing, including confidentiality and equity issues.

 

The interview panel is to:

 

1.         Design interview questions which match the criteria and the duties/responsibilities outlined in the job description; and

 

2.         Provide equal opportunity for the candidates to respond to the same questions/questioners.

 

D.        Selection

 

The interview panel is to:

 

1.         Individually assess the candidates according to their answers to the job description, related questions, rating and commenting on each using a specially prepared form corresponding to the questions/criteria;

 

2.         Prepare a report or file, including the individual rating forms as well as the (usual 1-3) recommended candidate(s) for the position;

 

3.         If more than one candidate is recommended, they are to be ranked in priority order of suitability.

 

The Superintendent/designee is to:

 

1.         Have further references/contacts made, as appropriate, to check perceived strengths and weaknesses of the candidate(s);

 

2.         Review the material on the recommended candidate(s) to determine whether additional information is needed;

 

3.         Conduct final interviews of any or all finalists, as deemed necessary;

 

4.         Affirm selection of the most qualified candidate who fits the criteria and the duties/responsibilities outlined in the job description, based on his/her own professional judgment along with that of the interview panelists (or, reject all finalists, re-open the position and begin the process anew); and

 

5.         Make further reference checks and/or site visits, as appropriate.

 

E.         Nomination/Employment

 

The Superintendent is to:

 

1.         Notify and obtain agreement of the successful candidate, pending formal Board approval;

 

2.         Inform the interview panel; and

 

3.         Proceed to nominate and employ the successful candidate in accordance with state law and local policies.

 

F.         Notification

 

The Superintendent/designee may:

 

1.         Notify the nominee of the Board approval and employ the administrator;

 

2.         Notify the other candidates interviewed.

 

G.        Orientation and Support

 

To ensure that the new administrator is provided with the proper information about the system and job expectations, the Superintendent/designee is to provide an orientation that includes expectations of the duties/responsibilities of the positions along with the policies and procedures of the local school unit.

 

H.        Record Keeping

 

To ensure that the confidentiality of employee and applicant records are properly maintained, the Superintendent is to provide for the maintenance in secure files of all applications and documentation of the hiring, screening and interview process for a period of three (3) years.