Policy Manual

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Policy GCFB-R

These procedures implement School 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.  

1. 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:  

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

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

• List the minimum qualifications (training, education and experience) for  the position.  

2. Recruitment  

To attract a strong pool of qualified candidates, the Superintendent/designee is to  advertise (except in the circumstances described in K below) by:  

• Posting notice of the vacancy within the unit;  

• Placing a display advertisement in appropriate print media, considering at  least one appearance in a major Maine weekend or Sunday newspaper;  and  

• 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.  

3. Screening  

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

• 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;  

• Appoint a screening panel with representation as deemed appropriate to  the particular vacancy;  

• Provide orientation on confidentiality and equity issues to screeners;   

• Eliminate all candidates who do not meet the minimum qualifications; 

• Conduct preliminary reference checks, as appropriate;  

• 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  

• Notify applicants not selected for interview.  

4. Interviewing  

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

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

• 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  

• 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:  

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

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

5. Selection  

The interview panel is to:  

• 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  

• 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. 

6. The Superintendent/designee is to:  

• Have reference contacts made, as appropriate, to check perceived  strengths and weaknesses of the candidates;  

• Review the material on the finalist candidates to determine whether  additional information is needed;  

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

• 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  

• Have any further reference checks made, as appropriate. 

7. Nomination/Employment  

The Superintendent is to:  

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

• Inform the interview panel; and  

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

8. Notification  

9. The Superintendent/designee may:  

• Notify the nominee of the Board approval and employ the administrator;  and  

• Notify the other candidates interviewed. 

10. 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. 

11. Record Keeping  

12. 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.  

13. Confidentiality  

14. 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.  

15. 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  School Board, or the Board in a Superintendent search, determines that the following circumstances exist:  

• The currently employed candidate is exceptionally well qualified for the  position; and  

• The decision to forego all or part of the recruitment and screening process  will not detract from the goals of this policy.  

Adopted: July 9, 2001  

Revised: April 6, 2005 (Code Change)  

Based largely on “Model Administrative Hiring Procedure,” published by the  Commissioner of Education in the Final Report of the Equity Committee, April 22, 1991.   

*Please excuse any formatting errors.