RECRUITING AND HIRING OF ADMINISTRATIVE STAFF ADMINISTRATIVE PROCEDURE
These procedures implement Board policy GCFB and are designed to establish a
thorough, efficient and nondiscriminatory practice for the recruiting and hiring
of the most qualified candidates for administrative positions.
A. Job Description Development/Review
To ensure that a written role description of the vacant position accurately
represents the current functions and needs, the Superintendent/designee (the
Board 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. List the minimum qualifications (training, education and experience) for the
position.
B. Recruitment
To attract a strong pool of qualified candidates, the Superintendent/designee is
to advertise (except in the circumstances described in K below) by:
1. Posting notice of the vacancy within the unit;
2. Placing a display advertisement in appropriate print media, considering at
least one appearance in a
major Maine weekend or Sunday newspaper; and
3. Identifying and notifying 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.
C. 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;
3. Provide orientation on confidentiality and equity issues to screeners;
4. Eliminate all candidates who do not meet the minimum qualifications;
5. Conduct preliminary reference checks, as appropriate;
6. Select candidates for interview based on the degree to which they meet the
criteria and demonstrate
the skills, knowledge and abilities outlined in the job
description; and
7. Notify applicants not selected for interview.
D. 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 (these panelists may be the same persons who serve
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 interviewing 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.
E. 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; and
2. Submit a report to the Superintendent, including the individual rating forms
as well as a list (usually 2
to 4) of candidates to be considered further for the
position.
The Superintendent/designee is to:
1. Contact references, as appropriate, to check perceived strengths and
weaknesses of the candidates;
2. Review the material on the finalist candidates to determine whether
additional information is needed;
3. Conduct final interviews of any or all finalists, as deemed necessary;
4. Select 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 those of the interview panel
(or, reject all finalists, reopen the position and begin the
process anew); and
5. Make any further reference checks, as appropriate.
F. Nomination/Employment
The Superintendent is to:
1. Notify and obtain agreement of the successful candidate, pending Board
approval;
2. Inform the interview panel; and
3. Nominate and employ the successful candidate in accordance with state law and
local policies.
G. Notification
The Superintendent/designee may:
1. Notify the nominee of the Board approval and employ the administrator; and
2. Notify the other candidates interviewed.
H. 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
position along with the policies and procedures of the local school unit.
I. 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
interviewing process for a period of three (3) years.
J. Confidentiality
To ensure that confidentiality is maintained throughout and permanently
following the hiring process, the Board, all employees involved, and any other
participants are to maintain absolute confidentiality about candidates,
including names, in accordance with state law (20-A MRSA ยง 6101). The Board is
to
assume responsibility through the Superintendent for providing adequate
orientation at appropriate stages of the process, including at the completion.
K. Hiring of Current Employees
The school unit may forego one or more of the steps set forth in sections B-E of
this procedure and appoint a person who is currently employed by the unit to
fill an administrative position only if the Superintendent, after consultation
with the Board, or the Board in a Superintendent search, determines that the
following circumstances exist:
1. The currently employed candidate is exceptionally well qualified for the
position; and
2. The decision to forego all or part of the recruitment and screening process
will not detract from the
goals of this policy.
DATE ADOPTED: July 1, 2003