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H410P - Procedure: Recruitment and Hiring of Administrative Staff

Procedure H410P: Recruiting and Hiring of Administrators

These procedures implement Hancock School Committee  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 Review

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

1.     Conduct a review of the job description, with input from persons affected by the position;

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

3.     List the minimum education and experience for the position.

B.    Recruitment

To attract a strong pool of qualified candidates, the Superintendent 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 or electronic media; and

3.     Identifying and notifying other possible sources of potential candidates, such as professional associations and educational administration programs at universities in Maine and other states.

C.    Screening

To ensure that a fair and efficient screening process will occur, the Superintendent will:

1.     Form a Screening Committee consisting of the Superintendent, one School Committee member and one Hancock Grammar School teacher;

2.     Provide orientation on confidentiality and equity issues to the screening committee;

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

4.     Conduct preliminary reference checks, as appropriate;

5.     With the Screening Committee, select candidates for interview based on the degree to which they meet the criteria and the job description; and

6.     Notify applicants not selected for interview.

D.   Interviewing

To ensure that the interview process will be conducted in a legal manner, the Superintendent will:

1.     Determine whether to add members to the Screening Committee, such as a parent;

2.     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

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

The Interview Committee will:

1.     Design interview questions which match the criteria and the job description; and

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

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

4.     Recommend to the Superintendent the finalist to be nominated to the School Committee.

The Superintendent will:

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

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

3.     Determine whether the finalist should be nominated or the position reopened.

E.    Nomination/Employment

The Superintendent will:

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

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

F.    Employment

The Superintendent will:

1.     Notify the nominee of the Board approval and employ the Principal

2.     Notify the other candidates interviewed.

G.   Orientation and Support

To ensure that the new Principal is provided with the proper information about the system and job expectations, the Superintendent will:

1.     Provide an orientation that includes expectations of the responsibilities of the position along with the policies and procedures of the Hancock School Department; and

2.     Introduce the Principal to all employees of the Hancock Grammar School.

H.   Record Keeping

To ensure that the confidentiality of employee and applicant records are properly maintained, the Superintendent shall 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.

I.      Confidentiality

To ensure that confidentiality is maintained throughout and permanently following the hiring process, the School Committee, 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 School Committee is to assume responsibility through the Superintendent for providing adequate orientation at appropriate stages of the process, including at the completion.

J.     Hiring of Current Employees

The School Committee 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 a leadership position only if the Superintendent, after consultation with the School Committee, or the School Committee in a Superintendent search, determines that:

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.


Adopted:  3/19/14