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GCFB - R - RECRUITING AND HIRING OF ADMINISTRATIVE STAFF PROCEDURES

  • Section G: Personnel

GCFB-R - RECRUITING AND HIRING OF ADMINISTRATIVE STAFF PROCEDURES 

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 and/or preferred qualifications (training, education and experience) for the position. 

B. Recruitment

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

  1. Posting the notice of the vacancy within RSU 21;

  2. Placing a display advertisement in varied media; and

  3. Identifying and notifying other possible sources of potential candidates, such as professional associations, job fairs, 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 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. 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;

  6. Notify applicants not selected for an 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 (maybe 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 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 interviewing panel is to:

  1. Review and recommend refinement, as needed, to 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; 

  2. Collectively share ratings and/or opinions of candidates after all candidates for the position have been interviewed; 

  3. Provide input used in the development of a job exercise; and 

  4. Identify final candidates who will complete the job exercise and be interviewed by the Superintendent. 

The Superintendent/designee is to:

  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. Select the most qualified candidate who fits the criteria and duties/responsibilities outlined in the job description, based on their own professional judgment along with those of the interview panel (or, reject all finalists, reopen the position and begin the process anew); and

  4. Have reference contacts made, as appropriate, to check perceived strengths and weaknesses of the candidates. At least two of the three required references need to be current and previous supervisors.  

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 

  1. Expectations of the duties/responsibilities of the position along with the policies and procedures of RSU 21;

  2. Internal and external communication procedures;

  3. Evaluation procedures;

  4. Technology procedures;

  5. Meetings with appropriate administrators; and 

  6. Tour of school facilities. 

I. Recordkeeping

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.

 

Adopted: 01/05/09

Reviewed: 12/07/15

Revised: 07/13/20

Revised: 01/10/23

  • Section G