File GCFB-R: Recruiting and Hiring of Administrative Staff Administrative Procedure



The 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:

    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, ability) required to perform the duties/responsibilities of the position; and

  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:
    1. Posting notice of the vacancy with the District;

    2. Placing a display advertisement in appropriate print media, considering at least one appearance in a major Maine weekend or Sunday newspaper, in particular, an edition with the highest readership; and

    3. Identifying and notifying other possible sources of potential candidates, such as job search website, professional associations, educational administration programs and placement offices at college 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:

    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. Appoint a screening panel with representation as deemed appropriate to the particular vacancy. Panel members are to sign a Confidentiality Agreement prior to the start of the process;

    3. Provide overview of 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; and

    6. Notify applicants not selected for an interview.

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

    2. Provide overview of 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. Panel members who have not signed a Confidentiality Agreement should do so.

      The interviewing 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. Consistency is to be maintained throughout the process with all candidates.

  5. 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; and

    2. Submit a report to the respective Administrator or Superintendent, to include the individual rating forms as well as a list (either the leading candidate or a list of up to three final) candidates to be considered further for the position.

    The Superintendent/Designee is to:


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

    2. Conduct final interviews, as needed, so as to identify and select a leading candidates for hire.

    3. Obtain a signed District Background Release form, so to conduct a detailed reference and background check of the leading candidate.

  6. Nomination/Employment:

    The Superintendent/Designee 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.

  7. Notification:

    The Superintendent/Designee may:


    1. Notify the nominee of the Board approval and employ the administrator; and

    2. Notify the other candidates interviewed.

  8. Orientation and Support:


  9. To ensure that the new administrator is provided with the proper information about the system and job expectations, the Administrator/Designee is to provide an orientation that includes expectations of the duties/responsibilities of the position along with the policies and procedures of M.S.A.D. No. 75.
  10. Record Keeping:

    To ensure that the confidentiality of employee and applicant records are properly maintained, the Human Resources Department will provide maintenance in secure files of all applications and documentation from the hiring process for a period of two (2) years.

  11. 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.

  12. Hiring of Current Employees:

    The school unit may forgo 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 administration positon only if the Superintendent, after consultation with the School Board, or the Board in a Superintendent search, determine 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/


BOARD REVIEW: October 8, 2020
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