Recruiting and Hiring of Administrative Staff Administrative Procedure

NEPN/NSBA Code: GCFB-R


This administrative procedure implements School Committee policy GCFB and is designed to establish a thorough, efficient and nondiscriminatory practice for the recruiting and hiring of the most qualified candidates for administrative positions in the Yarmouth School Department.

A. Job Description Review

Written job descriptions exist for each position requiring administrative certification. To ensure that such descriptions accurately represent the current functions and projected needs in the event of a vacancy, the Superintendent/designee is to:

  1. Conduct a review of the job description, including input from persons affected by the position;
  2. Review and revise, as warranted, the duties/responsibilities of the position and the criteria (skills, knowledge, abilities) required to perform them; and
  3. Include the minimum qualifications (training, education and experience) for the position.

B. Recruitment

To attract a strong pool of qualified candidates, the Superintendent/designee is to advertise by:

  1. Informing current employees of the vacancy via electronic or other means; and
  2. Placing a display advertisement in appropriate print or on-line media; and
  3. Identifying and notifying other possible sources of potential candidates, such as professional associations, graduate programs and placement offices of appropriate 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 an unbiased regard for the criteria and qualifications in the job description;
  2. Appoint a screening panel, as deemed appropriate to the particular vacancy, including the Superintendent as Chair if principal level or higher vacancy (the principal if assistant principal opening), with representation, where appropriate, from administrators, teachers, parents/ community, the School Committee and students;
  3. Provide orientation on confidentiality and equity issues to screeners;
  4. Eliminate all applicants who do not meet the minimum qualifications; and
  5. Select candidates for interview based on the degree to which they meet the criteria and have demonstrated the skills, knowledge and abilities outlined in the job description.

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 (usually the same persons who served 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 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.

E. Selection

The interview panel is to:

  1. Individually assess the candidates according to their answers to the interview questions, rating and commenting on each using a standardized rating scale; and
  2. Submit a report to the Superintendent, including the individual rating forms as well as a list of candidates recommended to be considered further for the position.

The Superintendent is to:

  1. Have reference contacts and/or visits made, as appropriate, to check perceived strengths and weaknesses of the candidates;
  2. Review the material on the finalist candidates to determine whether additional information is needed;
  3. Conduct individual interviews of any or all finalists, as deemed necessary;
  4. Have any further reference checks and/or visits made, as appropriate; and
  5. Select a final candidate for nomination.

F. Nomination/Employment

The Superintendent is to:

  1. Notify and obtain agreement of the successful candidate, pending formal nomination and School Committee approval;
  2. Obtain School Committee approval;
  3. Inform the interview panel; and
  4. Employ the successful candidate in accordance with state law and local policies.

G. Notification

The Superintendent/designee may:

  1. Notify the nominee of the School Committee approval and employ the administrator;
  2. Notify the other candidates interviewed; and
  3. Notify applicants not selected for interview.

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 expectations of the duties/responsibilities of the position along with the policies and procedures of the Yarmouth School Department.

I. Record Keeping

To ensure that the confidentiality of employee and applicant records is properly maintained, the Superintendent is to provide for the maintenance in secure files of all applications and documentation of the hiring, screening and interview process for a period of three years.

J. Confidentiality

To ensure that confidentiality is maintained throughout and following (permanently) 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 Maine state law (Title 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.



Adopted: April 28, 1994

Revised: June 12, 2014