HR Policy 2.03(a)

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EMPLOYMENT PROCEDURES: ADMINISTRATORS

General Procedure

Applications for administrative positions are not accepted unless a vacancy is announced.

Position Vacancy Announcement

1. The department or division with a vacant administrative position will, with the help of the Human Resources Department, determine the timeline for filling the vacancy and outline of Position Description and the Required and Desired Specifications.
   
   
2. The Human Resources Department will prepare the Position Vacancy announcement, which will include, but not be limited to:
• the target date for the filling of the vacancy
• a statement encouraging women and minorities to make application
• a profile of the city and school district
• the Position Description
• Required and Desired Position Specifications
• Experience Inventory
• the salary and benefits
• the application procedure and deadline
• a brief outline of the selection procedure
  
  
3. Position Vacancy announcements may be sent to colleges and universities at the state, regional, or national levels, newspapers and trade journals, educational leaders, the Affirmative Action Officer, all addresses on the Affirmative Action mailing list, and posted within the MMSD itself.

SCREENING AND SELECTION OF CANDIDATES

I. Screening by the Human Resources Department

1. The department will review the applications to determine whether they are representative of the targeted group members' availability in the relevant labor market. If a review of the applications does not reflect such availability, the department will extend the posting period and broaden its recruitment efforts unless the Affirmative Action Officer indicates a good faith effort has been made. If there are three (3) or fewer applicants, the Human Resources Department may extend the posting for a period of time deemed appropriate.
   
   
2. Completed written applications received before the deadline will be reviewed by the Human Resources Department, which will (a) eliminate those applicants who do not meet the minimum stated qualifications; (b) refer the applicants who do meet the minimum qualifications to the Application Rating Committee. For all administrative positions, all former MMSD administrators who are qualified and who meet the criteria set forth in the Human Resources' Re-Employment of Resigned Administrator Policy shall be interviewed by the hiring authority during the final interview procedure. For all administrative positions except Head Principal, if there are five (5) or fewer candidates who meet minimum qualifications, the Human Resources Director or designee shall refer all such candidates directly to the appointing authority for interview.
   
   
3. The department will notify those candidates who did not meet the minimum qualifications.

II. Selection of the Application Rating Committee

1. Should there be more candidates than the prescribed member of interviewees (see #5 below) the Director of the Human Resources Department, or the Director's designee, will appoint an application rating committee of up to five (5) members that includes appropriate representation of target group members. Should there be less than the prescribed number of interviewees, all applicants who passed the screening for minimum qualifications will be sent to the interviewing committee.
   
   
2. The committee shall be comprised of persons with 1) professional/administrative experience and/or training related to the duties and responsibilities of the position vacancy and/or 2) persons with training and/or experience in rating credentials.
   
   
3. Within the time period specified by the Director of the Human Resources Department, or the Director's designee, each committee member will (a) review all appropriate application materials of all of the applicants referred, (b) compare the applicants' qualifications against the duties/responsibilities and desired qualifications for the position, and (c) rate the application materials.
   
   
4. The Director of Human Resources, or the Director's designee, will total the ratings to compile an overall ranking of the candidates and present those ratings and rankings to the committee members. The committee will review the rankings, make adjustments deemed appropriate, and finalize the rankings.
   
   
5. The committee will refer a minimum of eight (8) candidates to the interviewing committee when there is only one vacancy. If there are two or more vacancies in the same administrative position (e.g., Mendota and Crestwood elementary principalships), a minimum of one (1) additional candidate shall be referred to the interviewing committee for each additional vacancy. If there are less than the minimum number of candidates required to be referred to the interviewing committee, all such candidates shall be referred to the interviewing committee.
   

III. Selection of the Interviewing Committee

1. The Director of the Human Resources Department, or the Director's designee, will (a) solicit a list of potential committee members which can be used to assist in the appointment of a committee of between 4 and 10 members that includes appropriate representation of target group members, (b) convene the Committee and inform the members of their responsibilities, the procedures and timetable to be followed, the District's affirmative action goals, and of the members' right to select their own Committee Chairperson, and (c) give Committee members appropriate written materials, including the list of desired qualifications and the applicant screening form.
   
   
2. The composition of all committees may include parents, teachers, administrators, students, members of the community, and other appropriate persons.
   
   
3. If there are two or more vacancies in the same administrative position (e.g., East and West High School Assistant Principalships), the interviewing committee may, at the option of the Superintendent, be a joint committee consisting of up to 16 members with representatives from each of the affected schools, including parents, teachers, administrators, members of the community, and other appropriate persons.

IV. Development of Interview Questions by the Committee

1. Each Committee member may propose questions to be considered by the Committee for use during the candidate interviews. The Committee will review the proposed questions and develop the final questions. The Director of the Human Resources Department, or the Director's designee, may review the Committee's final questions and may amend them in order to ensure the questions are job related.

V. Committee Interview of Candidates

1. The Human Resources Department will select the date, place and times of interviews and notify the Committee and candidates. The department will make arrangements for the audio tape recording of all Committee interviews.
   
   
2. After an orientation has been provided each candidate by the department, the Committee will interview that person, asking the same questions in the same order of each candidate. Any Committee member may ask follow-up questions of a candidate.
   
   
3. Each Committee member will make written notations of individual candidate answers during or immediately following each interview.
   
   
4. When all the interviews are completed, the Committee will discuss the candidates. Then, based on an evaluation of the interview and credentials, each committee member will rate each candidate and give the rating forms to the Chairperson.
   
   
5. The Committee Chairperson, with assistance from the Human Resources Department, will total the ratings completed by Committee members for an overall ranking of the candidates and present these totals, and a frequency distribution of scores, to the members at a meeting of the committee.
   
   
6. The Committee, including the joint committee if one is convened, will refer a minimum of three (3) candidates to the supervisor(s) for final interview for the position, and if there are two or more vacancies in the same administrative position (e.g., Black Hawk and Toki middle school principalships), the committee will refer one (1) additional candidate for each additional vacancy. If there is the minimum number of candidates or fewer required to be referred to the supervisor(s), the committee will discuss and decide how many candidates it will refer to the supervisor(s).
   
   
7. The Chairperson will notify the Human Resources Department as to which candidates are to be referred for final interview.
   
   
8. The list of candidates referred to the supervisor(s) will be in alphabetical order.

VI. Supervisor(s) Selection of the Candidate for the Position

1. The Human Resources Department will, in consultation with the supervisor(s), select the date, place and times of the interviews and notify the candidates. The Director of the Human Resources Department, or the Director's designee, will inform the supervisor of their responsibilities, the procedures and timetable to be followed, and the District's Affirmative Action goals. The department will make arrangements for the audio tape recording of all interviews.
   
   
2. The Supervisor(s) will evaluate the credentials of the candidates referred (which are on file in the Human Resources Department) prior to the interview. If reference(s) are to be used in the selection decision by the supervisor(s) to decide among more than one candidate of choice, then the supervisor(s) must contact the reference(s) of all such candidates and solicit the same information from such reference(s). If there is only one candidate of choice among the candidates referred, then the supervisor(s) need contact only the reference(s) of that candidate.
   
   
3. The Supervisor(s) will develop job-related questions and will interview each candidate, asking the same questions in the same order. Follow-up questions may be asked.
   
   
4. The Supervisor(s) will make written notations of individual candidate answers during or immediately following each interview.
   
   
5. The Supervisor(s) will rate each candidate on the basis of the interview and the evaluation of the candidate's credentials, including references and other information deemed appropriate. After the rating, the Supervisor(s) will recommend the selection of the most qualified candidate and notify the Human Resources Department of the recommendation.
   
   
6. The supervisor(s) or the Department of Human Resources will contact the reference(s) of the successful candidate before the supervisor(s) recommends that such candidate be employed by the Board of Education.
   
   
7. The Superintendent, and/or his/her designee, may evaluate, along with the supervisor(s), the candidate referred by the committee. If the Superintendent, and/or his/her designee, does evaluate such candidate(s), he/she shall follow the procedures set forth above and along with the supervisor(s) recommend directly to the Board that the most qualified candidate be hired.

VII. Notification and Offer of Employment

1. The Human Resources Department, or other appropriate persons, will notify all the successful and unsuccessful candidates. All inquiries concerning the employment policy and procedure will be referred to Human Resources.
   
   
2. The Human Resources Department will notify all the committee members of the supervisor's recommendation.
   
   
3. All of the applicable employment forms must be completed by the candidates and approved by the Human Resources Department prior to recommending to the Board of Education that such candidate be hired.
   
   
4. All offers of employment are subject to approval of the Superintendent and the Board of Education.

February 2003
February 2004-Revised
June 2004-Revised