Book: G

Section: Personnel

Title: Recruiting and Hiring of Administrative Staff Administrative Procedures

Code: GCFB-R

Status: Active

Revised: January 16, 2024

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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 district and through external sites as deemed appropriate;

 

C.        Screening and Interviewing

To ensure that a fair and efficient hiring process will occur, the Superintendent /designee, or the Board in a Superintendent search, is to ensure the process is conducted in line with the district’s Equity Hiring Toolkit. The goal of these practices is to prevent any form of discrimination or bias, including gender, racial, age, or sexual orientation biases, from occurring during the hiring process. This includes but is not limited to the following measures:

 

1.      Ensure appropriate screening of candidate applications;

2.      Provide orientation on confidentiality and equity issues to screeners;

3.      Eliminate all candidates who do not meet the minimum qualifications;

4.      Conduct preliminary reference checks, as appropriate;

5.      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

6.      Appoint hiring committee (may be the same persons who serve the screening function) with consideration for panel representation as appropriate to the particular vacancy;

7.      Provide orientation on the process including the function and extent of responsibility of the panel, the weighting of criteria and the nomination/hiring procedure; and orientation to the essential equitable hiring practices, and include the legal aspects of interviewing, including confidentiality and equity issues

8.      Design and utilize a hiring rubric which matches the criteria and the duties/responsibilities outlined in the job description; and

9.      Provide equal opportunity for the candidates to respond to the same questions/interviewers.

 

E.         Selection

The interview panel is to:

1.      Individually assess the candidates according to their application materials and interview for the job description-related, using the hiring rubric; and

2.      Submit recommendations to the Superintendent, or the Board in a Superintendent search, including details of the hiring committee.

 

The Superintendent/designee, or the Board in a Superintendent search, is to:

1.      Have reference contacts made, 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 professional judgment along with the recommendation of the hiring committee (or, reject all finalists, reopen the position and begin the process anew); and

5.      Have any further reference checks made, as appropriate.

 

F.         Nomination/Employment

The Superintendent, or the Board in a Superintendent search, is to:

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

2.      Inform hiring committee; and

3.      Nominate and employ the successful candidate in accordance with state law and local policies.

 

G.        Notification

The Superintendent/designee, or the Board in a Superintendent search, may:

 

1.      Notify the nominee of the Board approval and their intent to move them forward as the final candidate to employ the administrator; and

2.      After the acceptance by the final candidate, notify the other applicants they were not selected.

 

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 district.

 

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 § 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 district 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 district 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.

 

Revised: January 16, 2024

 

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