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Recruiting and Hiring of Administrative Staff Procedures


Maine School Administrative District No. 31


These procedures implement board policy GCAA and are designed to establish a thorough, efficient, and nondiscriminatory practice for the recruiting and hiring of the most qualified candidates for administrative positions.

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 non 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.


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

        1. Posting notice of the vacancy within the unit;
        2. Placing an display in the appropriate media; 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.


To insure 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. Notify applicants of receipt of application and/or materials;
        3. Appoint a screening panel with representation as deemed appropriate to the particular vacancy
            (with Board approval);
        4. Provide orientation on confidentiality and equity issues to screeners;
        5. Eliminate all candidates who do not meet the minimum qualifications;
        6. Conduct preliminary reference checks, as appropriate;
        7. 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
        8. Notify applicants not selected for interview.


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 (may be the same persons who serve the screening function) with
            representation as deemed appropriate to the particular vacancy (with Board approval);
        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 interview 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.


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 1 or 2) of candidates to be considered further for the position.

The Superintendent/designee is to:

        1. Have reference contacts made, as appropriate, to check perceived strengths and weaknesses
             of the candidates;
        2. Review the materials 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, re-open the position and begin the process anew); and
        5. Have any further reference checks made, as appropriate.


    The Superintendent is to:

        1. Notify the nominee of the board approval and employ the administrator; and
        2. Notify the other candidates interviewed.

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.

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.


        To ensure that the 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 Maine state law (Title 20A-6101).  The board is
        to assume responsibility through the Superintendent for providing adequate orientation at appropriate
        stages of the process, including at the completion.

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, as appropriate, 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.

NOTE:  Based largely on "Model Administrative Hiring Procedure," published by the Commissioner of Education in the Final Report of the Equity Committee, April 22, 1991

Approved:    08/19/1998
Updated:      08/18/2010