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Madison Metropolitan School District
Board of Education Policies and Procedures

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POLICYEMPLOYMENT 8005
Human Resources

Employment

The Board of Education is committed to Fair and Equal Employment Opportunities for all persons, irrespective of their race, disability, handicap, gender, religious beliefs, ancestry, color, age, political beliefs, less than honorable discharge, national origin, marital status, conviction and/or arrest record, sexual orientation, gender identity, gender expression, physical appearance, source of income, or the fact that an individual is a student.

[NOTE: The City of Madison defines gender expression in Madison City Ordinance Sec. 3.23 (2)(t) as follows:

Gender Identity is the actual or perceived condition, status or acts of 1) identifying emotionally or psychologically with the sex other than one's biological or legal sex at birth, whether or not there has been a physical change of the organs of sex; 2) presenting and/or holding oneself out to the public as a member of the biological sex that was not one's biological or legal sex at birth;

This means that gender identity refers to an individual's fundamental sense of themselves as being male or female, masculine or feminine. Gender identity does not always correspond to biological sex.

The City of Madison's Ordinance Sec. 3.23 (2)(t) continues its definition of gender identity with an explanation of what is referred to as gender expression.

3) lawfully displaying physical characteristics and/or behavioral characteristics and/or expressions which are widely perceived as being more appropriate to the biological or legal sex that was not one's biological or legal sex at birth, as when a male is perceived as feminine or a female is perceived as masculine; and/or4) being physically and/or behaviorally androgynous.

This means that gender expression refers to the things like clothing and behavior that manifest a person's fundamental sense of themselves as masculine or feminine, and male or female. This can include but not be limited to dress, posture, hairstyle, jewelry, and vocal inflection.]

Consistent with the Board of Education's commitment, the District has developed written employment procedures which govern the hiring of new staff in all employment classifications of the District.

10/04/04

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 provide an outline of the 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:
    1. The target date for the filling of the vacancy;
    2. A statement encouraging women and minorities to make application;
    3. Notice that a condition of employment by MMSD may be residence within the district;
    4. A profile of the city and school district;
    5. The Position Description;
    6. Required and Desired Position Specifications;
    7. Experience Inventory;
    8. The salary and benefits;
    9. The application procedure and deadline;
    10. 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

  1. 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 (1) eliminate those applicants who do not meet the minimum stated qualifications and (2) 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 Board Policy 8900, which is the 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 his/her designee shall refer all such candidates directly to the appointing authority for review.
    3. The department will notify those candidates who did not meet the minimum qualifications.
  2. Selection of the Application Rating Committee:
    1. Should there be more candidates than the prescribed number of interviewees (see e. 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 the number of candidates to be interviewed be equal to or fewer than the prescribed number of interviewees, the Director of the Human Resources Department or the Director's designee will not appoint an Application Rating Committee and all applicants who passed the screening for minimum qualifications will be referred to the Interviewing Committee.
    2. The Application Rating 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 Application Rating Committee member will (1) review all appropriate application materials of all of the applicants referred, (2) compare the applicants' qualifications against the duties/responsibilities and desired qualifications for the position, and (3) 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 Application Rating Committee members. The Committee will review the rankings, make adjustments deemed appropriate, and finalize the rankings.
    5. The Application Rating Committee will refer a minimum of eight (8) candidates to the Interviewing Committee when there is only one vacancy in an administrative position. 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.
  3. Selection of the Interviewing Committee:
    1. The Director of the Human Resources Department, or the Director's designee, will (1) 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, (2) 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 (3) 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, students, members of the community, and other appropriate persons.
  4. Development of Interview Questions by the Interview 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.
  5. 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 Human Resources Department will make arrangements for the audio tape recording of all Committee interviews;
    2. After an orientation has been provided each candidate by the Human Resources 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 an individual candidate's 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 a final interview.
    8. The list of candidates referred to the supervisor(s) will be in alphabetical order.
  6. 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(s) of his/her 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.
      1. If the references 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 references of all such candidates and solicit the same information from such references. If there is only one candidate of choice among the candidates referred, then the supervisor(s) need contact only the references 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) recommend(s) that such candidate be employed by the Board of Education.
    7. The Superintendent and/or her/his designee may evaluate the candidate(s) referred by the Committee. If the Superintendent and/or her/his designee does evaluate such candidate(s), s/he 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.

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 candidate and approved by the Human Resources Department prior to recommending to the Board of Education that such candidate be hired.
  4. The candidate must satisfy the requirements of a physical examination and criminal records check.
  5. All offers of employment are subject to approval of the Superintendent and the Board of Education.

Administrators' portion revised 10/04/04

TEACHERS

Annual Open Enrollment Period

  1. The enrollment period for filing applications for employment as a teacher is January 1 through March 1 of each year. No other applications will be considered for the applicant pool except as set forth in Paragraph 2 below.
  2. The enrollment period may be extended for those certification areas in which there is a shortage of teacher applicants or for teacher applicants who are recruited by the Madison Metropolitan School District recruiter.
  3. From January 1 through March 1, each prospective teacher applicant who contacts the Human Resources Department is either given a teacher application form and information sheet or directed to the on-line application at the District's web site.
  4. The employment procedures for employing teachers are subject to modification as they relate to applicants who reside outside the State of Wisconsin to accommodate the District's Affirmative Action Policy and the District's Affirmative Action Recruitment Plan.

Applications

  1. An application is complete when credentials in the Madison Metropolitan School District file include:
    1. College transcript;
    2. A completed application form;
    3. At least two (2) letters of reference from previous employment or references from cooperating teachers or college professors, supervisors of student teachers, or principals.
  2. Completed applications will be entered into the applicant pool for the current academic year.
  3. Completed applications will be entered into the applicant pool for another academic year if the applicant submits a completed re-enrollment form during the month of November or during the extended open enrollment period.

Screening of Applicants

  1. The Human Resources Department or designee(s) rates the credentials that accompany each completed application. Criteria for such ratings shall include but not be limited to the applicant's overall grade point average and course review and evaluations by cooperating teachers and supervisors of the applicant's behavioral and classroom management, interactive skills, communication skills, planning, and presentation in the classroom.
  2. When vacancies in a certification area are anticipated, the Human Resources Department may schedule a pre-employment interview for some applicants who have been placed in the active applicant pool.
    1. Interview scores are recorded and reviewed when a candidate is under consideration for a referral to a vacancy.

FILLING A VACANCY FOR REGULAR STAFF (Includes Hearing and Visually Impaired, Special Education, SAPAR Program, U.W. Hospital Programs, Physically Handicapped and Librarians)

  1. The position supervisor(s) must complete a Vacancy Notice and forward it to Human Resources Department. When a new position is to be filled, the Superintendent or his/her designee must approve the request to fill the vacant position.
  2. When a vacancy occurs, the Human Resources Department refers to the direct supervisor(s) the names of up to 6 applicants with the required certification and qualifications from the active applicant pool.
  3. The direct supervisor(s) reviews the credentials of the applicants who have been referred by the Human Resources Department and interviews all such applicants. The direct supervisor(s) shall develop job-related questions and ask all candidates the same questions in the same order. Follow-up questions may be asked.
  4. If the references are to be used in the selection decision by the supervisor(s), then the supervisor(s) must contact the references of all the candidates and solicit the same information from such references.
  5. The supervisor(s) will contact the reference(s) of the successful candidate before the supervisor(s) recommends that such candidate be employed by the Board of Education.
  6. In some cases, the Supervisor(s) may be required to consult with the Director of the Human Resources Department or his/her designee relative to the candidates s/he interviewed to fill the vacancy prior to making a final recommendation to hire an individual.
  7. The direct supervisor(s) completes a written recommendation for employment for the applicant s/he selects, and an "unsuccessful candidate" form for each applicant not chosen.

FILLING A VACANCY FOR SOCIAL WORKER, COUNSELOR, PSYCHOLOGIST, SPEECH/LANGUAGE PATHOLOGIST, PHYSICAL AND OCCUPATIONAL THERAPISTS AND NURSES

  1. The position supervisor(s) must complete a vacancy Notice and forward it to the Human Resources Department. When a position is to be filled, the Superintendent or his/her designee must approve the request to fill the vacant position.
  2. The Application Screening Committee (consisting of at least one Administrator and one practitioner) will complete a screening of the candidate's application and supporting documentation (e.g., transcripts, letters of recommendation and experience inventory).
  3. Based on the numeric screening score and the anticipated hiring, the top candidates will have a screening interview conducted by the Screening Interview Committee of at least two Administrators and one practitioner. The Screening Interview Committee will create a list of potential candidates based on the screening interviews. Such candidates will be placed in a candidate pool.
  4. When a vacancy occurs, the Human Resources Department refers to the immediate supervisor, up to six candidates with the required certification and qualifications from the candidate pool.
  5. The direct supervisor will interview all referred candidates and will review the credentials of said candidates. The direct supervisor shall develop job-related questions and ask all candidates the same questions in the same order. Follow-up questions may be asked.
  6. If the references are to be used in the selection decision by the supervisor(s), then the supervisor(s) must contact the references of all the candidates and solicit the same information from such references.
  7. The direct supervisor will contact the references of the successful candidate before he/she recommends that such candidate be employed by the Board of Education.
  8. In some cases, the Supervisor(s) may be required to consult with the Director of the Human Resources Department or his/her designee relative to the candidates s/he interviewed to fill the vacancy prior to making a final recommendation to hire an individual.
  9. The direct supervisor completes a written recommendation for employment for the applicant s/he selects, and an "unsuccessful candidate" form for each applicant not chosen.

FILLING A VACANT POSITION FOR BILINGUAL, ESL, ART, MUSIC, AND PHYSICAL EDUCATION TEACHERS

  1. The position supervisor(s) must complete a Vacancy Notice and forward it to the Human Resources Department. When a new position is to be filled, the Superintendent or his/her designee must approve the request to fill the vacant position.
  2. The Human Resources Department Director or the Director's designee shall review the credentials of all the candidates to determine which candidates meet the qualification and certification requirements for anticipated vacancies.
  3. If the Director of the Human Resources Department or the Director's designee anticipates that there will be a vacant position, he/she, along with the Appropriate Coordinator in the discipline in which the District is hiring ESL, Bilingual, Art, Music or Physical Education teaching staff, shall interview all the applicants who meet the qualification and certification requirements. The Director or his/her designee, along with the Appropriate Coordinator in the discipline in which the District is hiring ESL, Bilingual, Art, Music or Physical Education teaching staff, shall develop job-related questions for the interview and during the interview ask all the candidates the same questions in the same order. Follow-up questions may be asked. The Director or his/her designee, along with the Appropriate Coordinator in the discipline in which the District is hiring ESL, Bilingual, Music, Art or Physical Education teaching staff, shall determine which candidates shall be placed in the active applicant pool.

    Should the Appropriate Coordinator in the discipline in which the District is hiring ESL, Bilingual, Art, Music or Physical Education teaching staff not be available to interview candidates for such teaching position(s), then the Director or his/her designee, along with a person who is either certified in the discipline in which the District is hiring ESL, Bilingual, Art, Music or Physical Education teaching staff or has expertise in the discipline in which the District is hiring ESL, Bilingual, Art, Music or Physical Education teaching staff shall, along with the Director or his/her designee (1) interview all the candidates who meet the qualification and certification requirements, (2) develop job-related questions for the interview and during the interview ask all the candidates the same questions in the same order (follow-up questions may be asked), and (3) determine which candidates shall be placed in the active applicant pool.

  4. When a vacancy occurs, the Human Resources Department will refer to the Supervisor(s) the names of up to six (6) applicants with the required certification and qualifications from the active applicant pool.
  5. The Supervisor(s) will review the credentials of the candidates referred by the Human Resources Department and will interview all such candidates. The Supervisor(s) shall develop job-related questions and ask all candidates the same questions in the same order. Follow-up questions may be asked.
  6. If the references are to be used in the selection decision by the Supervisor, then the Supervisor must contact the references of all the candidate(s) and solicit the same information from such references.
  7. The Supervisor(s) will contact the reference(s) of the successful candidate before the Supervisor(s) recommends that such candidate be employed by the Board of Education unless the Supervisor(s) is informed that a successful reference check has already been made.
  8. In some cases, the Supervisor(s) may be required to consult with the Director of the Human Resources Department or his/her designee relative to the candidates s/he interviewed to fill the vacancy prior to making a final recommendation to hire an individual.
  9. The Supervisor(s) completes a written recommendation for employment for the applicant s/he selects, and an "unsuccessful candidate" form for each applicant not chosen.

Notification and Offer of Employment

  1. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  2. The Human Resources Department sends a preliminary offer of employment to the applicant selected and submits the recommendation for employment to the Superintendent and the Board of Education for its approval when it has received the applicant's acceptance of the preliminary offer.
  3. All successful applicants must submit their Wisconsin teaching license to the department as well as satisfy the requirements of a physical examination and criminal records check before they may begin employment.
  4. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board of Education that such candidate be hired.
  5. All offers of employment are subject to approval by the Superintendent and the Board of Education.
  6. After receipt of the applicant's license and Board of Education approval, the teacher will be issued a contract.

Teachers' portion revised 11/01/04

SUBSTITUTE TEACHERS

Annual Open Enrollment Period

  1. The enrollment period for filing applications for employment as a substitute teacher is during the month of July of each year.
  2. The enrollment period may be extended for those certification areas in which there is a shortage of substitute teacher applicants or an underrepresentation of substitute minority teacher applicants in the Madison Metropolitan School District.
  3. Throughout the year each prospective substitute teacher applicant who contacts the Human Resources Department is given a substitute teacher application form and information sheet.

Applications

  1. An application is complete when the following credentials of applicants are in the Madison Metropolitan School District file:
    1. College transcript;
    2. A completed application form;
    3. At least two(2) letters of reference from previous employment or references from cooperating teachers or college professors, supervisors of student teacher, or principals.

Screening of Applicants

  1. The Human Resources Department may schedule employment interviews for applicants as it anticipates the need for substitutes in each area of certification. If interviews are scheduled, the applicants selected for such interviews are those with the appropriate certification whose credentials were rated the highest.
  2. Applicants who were rated in interviews for regular teacher positions do not need to be interviewed again to be considered for assignment to the substitute teacher pool.
  3. The Human Resources Department rates the candidates and his/her credentials that accompany each completed application. Criteria for such ratings include, but are not limited to the applicant's overall grade point average and grades in methods courses and evaluations by cooperating teachers and supervisors of the applicant's behavioral and classroom management, interactive skills, planning, and presentation in the classroom, letters of references, interview, reference check, Supervisor's rating, and transcript.
  4. After completing the ratings, the Human Resources Department determines which candidates are recommended to the Board to be placed in the substitute teacher pool.

Substitute Teacher Pool

  1. All successful applications for the substitute teacher pool must submit their Wisconsin teaching license to the department as well as satisfy the requirements of a physical examination and criminal records check before they may begin employment.
  2. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to the Board approving the placement of the candidate in the substitute teacher pool.
  3. The Human Resources Department assigns substitute teachers from the pool to school placements on a day-to-day or long term basis at the request of school principals.

CLERICAL AND TECHNICAL

External Staffing

  1. When the decision has been made to fill a vacant position externally, the Human Resources Department will solicit applicants.
  2. If a target group is underrepresented 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.
  3. To announce the position the Human Resources Department may:
    1. Place the announcement on its telephone recorded message of job opportunities and on the District's web page;
    2. Post the announcement on some Madison Metropolitan School District bulletin boards located in the Administration Building;
    3. Send the announcement to the Job Service office;
    4. Mail the announcement to community-based advocacy agencies (to solicit applications from members of underrepresented groups);
    5. Advertise in a local newspaper and community based-target group advocacy newsletters/periodicals;
    6. Send the announcement to the schools.
  4. The Human Resources Department will consider applications received by 4:15 p.m. on the last day of the announcement period.

Skill Tests and/or Other Job-Related Evaluation Instruments Will be Used to Screen and rank Applicants for Clerical/Technical Positions

Screening Candidates by Human Resources Department for Clerical and Technical Positions

  1. The Human Resources Department will evaluate and rank those applicants who satisfy the minimum competency level for the job on skill test(s) (e.g., shorthand, typing, Microsoft Word, Excel, etc.,) and/or other job-related evaluation instrument. The criteria for ranking include, but are not limited to, the applicant's score on the skill tests and/or other job-related evaluation instrument, work history and experience, education, and training that is relevant to the position specifications.
  2. After the Human Resources Department has evaluated the qualifications of the candidates and ranked the candidates, the Department will refer up to six (6) candidates to the Direct Supervisor(s).

Final Interview and Selection of External Candidates by Direct Supervisor for Applicants for Clerical and Technical Positions

  1. The Director of the Human Resources Department or the Director's designee will inform the supervisor(s) of his/her responsibilities, the procedures and timetable to be followed, and the District's Affirmative Action goals.
  2. The supervisor(s) will develop job-related questions and ask the same questions in the same order of each candidate. Follow-up questions may be asked.
  3. The supervisor(s) will make written notations of individual candidate answers during or immediately following each interview.
  4. The supervisor(s) will evaluate and rank the candidates according to their skill and ability to perform the duties of the vacant position.
  5. If the references are to be used in the selection decision by the supervisor(s), then the supervisor(s) must contact the reference(s) of all the candidates and solicit the same information from such references.
  6. When the supervisor(s) determines that one of the applicants is more qualified on the basis of skill and ability to do the job, s/he shall recommend that this applicant be appointed to the vacant position.
  7. The supervisor(s) will contact the reference(s) of the successful candidate before the supervisor(s) recommends that such candidate be employed by the Board of Education.
  8. Unsuccessful candidate forms are completed and submitted to Human Resources for those applicants not selected for the position.

Notification and Offer of Employment

  1. The supervisor will notify the successful and unsuccessful applicants.
  2. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  3. The candidate must satisfy the requirements of a physical examination and a criminal records check before s/he may begin employment.
  4. All of the applicable forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board of Education that such candidate be hired.
  5. All offers of employment are subject to the approval of the Superintendent and the Board of Education.

EDUCATIONAL ASSISTANTS

Screening of Candidates

  1. Applications may be filed with the Human Resources Department at any time and will be on file for one (1) year from the date the application is received by the Human Resources Department.
  2. The position supervisor must complete a Vacancy Notice and forward it to the Human Resources Department to set in motion the procedure for filling a position.
  3. The Human Resources Department will prepare a job announcement and candidates must apply by 4:15 p.m. on the last day of the posting.
  4. When a vacancy is not filled by an internal applicant, the Human Resources Department will review applications on file, compare the qualifications of those applicants to the requirements of the vacant position, and refer a maximum of five (5) qualified applicants to the supervisor for an interview.
  5. If a target group is underrepresented 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.

Supervisor(s) Interview and Selection of the Candidate for the Position

  1. The Director of the Human Resources Department or the Director's designee will inform the supervisor(s) of their responsibilities, the procedures and timetable to be followed, and the District's Affirmative Action goals.
  2. The supervisor(s) will develop job-related questions to ask each applicant at the interview.
  3. The supervisor(s) will interview each applicant who has been referred by the Human Resources Department by asking the same job-related questions in the same order of each candidate. Follow-up questions may be asked.
  4. The supervisor(s) will make written notations of all individual applicant answers during or immediately following each interview.
  5. The supervisor(s) will evaluate and rank all the applicants according to their skill and ability to perform the duties of the vacant position.
  6. If the reference(s) are to be used in the selection decision by the supervisor(s), then the supervisor(s) must contact the reference(s) of all the candidates and solicit the same information from such reference(s).
  7. When the supervisor(s) determines one of the applicants is the most qualified to do the job, s/he shall recommend that this applicant be appointed to the vacant position.
  8. The supervisor(s) will contact the reference(s) of the successful candidate before the supervisor(s) recommends that such candidate be employed by the Board of Education.

Notification and Offer of Employment

  1. The Human Resources Department will notify all successful and unsuccessful applicants.
  2. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  3. The candidate must satisfy the requirements of a physical examination and a criminal records check before s/he may begin employment.
  4. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board that such candidate be hired.
  5. All offers of employment are subject to approval of the Superintendent and the Board of Education.

CUSTODIAL/MAINTENANCE

External Staffing

  1. When the Human Resources Department determines there is a need to establish a candidate pool from which to hire custodians, it solicits applications for at least a twelve (12) calendar day period. During this period the department will inform the public of the District's intent to establish an applicant and candidate pool from which entry level positions will be staffed. Minorities and women will be encouraged to make application.
  2. To establish the applicant pool the Human Resources Department may:
    1. Place the announcement on its telephone recorded message of job opportunities and on the District's web page;
    2. Post the announcement on Madison Metropolitan School District bulletin boards located in the Administration Building;
    3. Send the announcement to the Job Service office;
    4. Mail the announcement to community-based advocacy agencies (to solicit applications from members of underrepresented groups);
    5. Advertise in a local newspaper and community-based target group advocacy newsletters/periodicals;
    6. Send the announcement to the schools.
  3. The candidate pool will be re-established as needed.
  4. The Human Resources Department will consider applicants received by 4:15 p.m. of the last day of the posting period.
  5. If a target group is underrepresented, the department will review the applicants to determine whether they are representative of the targeted group members' availability in the relevant labor market. If a review of the applicants 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.

Screening of External Candidates by the Human Resources Department

  1. To establish a candidate pool, the Human Resources Department will:
    1. Evaluate the credentials of all applicants and may give them an employment test and/or use some other method of determining the applicant's qualifications;
    2. Notify those candidates whose score on the employment test and/or evaluation on the other method of determining the applicant's qualifications was unsuccessful;
    3. Notify those candidates whose score on the employment test and/or evaluation on the other method of determining the applicant's qualifications was successful and ask them to complete an application for employment as a custodian;
    4. Screen the candidates and refer candidates for an interview with a committee;
    5. Appoint an interview committee which shall consist of four (4) people. The committee shall include a representative from the Building Services Department and shall include no more than three (3) members of the same gender. At least one minority group member shall be appointed to serve on the committee;
    6. Schedule committee interviews of applicants.

Committee Interview and Placement in the Candidate Pool

  1. The committee may interview up to 50 of the applicants.
  2. The Director of the Human Resources Department or the Director's designee will inform the committee members of their responsibilities, the procedures and timetable to be followed, and the District's Affirmative Action goals.
  3. The committee will develop job-related questions.
  4. The committee will ask the same job-related questions, in the same order, of each applicant interviewed. Each committee member shall reduce to writing his or her evaluation of the answers during or immediately following each interview. Follow-up questions may be asked.
  5. The committee will score the interviews and the Human Resources Department will rank the applicants according to their interview scores.
  6. The Human Resources Department will notify those applicants who fail to pass the interview.
  7. The Human Resources Department shall place the remaining applicants into the candidate pool.

Notification and Offer of Employment

  1. When a vacancy occurs the Human Resources Department will review the reference(s) of the highest ranked candidate from the candidate pool based on his/her rank order. If the reference(s) are satisfactory, the candidate will be referred for a physical examination and criminal records check.
  2. If the candidate successfully completes the physical examination and criminal records check, the Human Resources Department will recommend to the Board of Education that the candidate be hired. The Human Resources Department will notify those candidates who fail to meet the requirements of the physical examination and/or the criminal records check.
  3. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  4. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board of Education that such candidate be hired.
  5. All offers of employment are subject to the approval of the Superintendent and the Board of Education.

FOOD SERVICE

External Staffing

  1. When a decision has been made not to fill a vacant position internally by promotion, demotion or transfer, the Human Resources Department will solicit applications from outside the members of the bargaining unit.
  2. To announce the position the Human Resources Department may:
    1. Place the announcement on its telephone recorded message of job opportunities and on the District's web page;
    2. Post the announcement on some Madison Metropolitan School District bulletin boards located in the Administration Building;
    3. Send the announcement to the Job Service office;
    4. Mail the announcement to community-based advocacy agencies (to solicit applications from members of underrepresented groups);
    5. Advertise in a local newspaper and community-based target group advocacy newsletters/periodicals;
    6. Send the announcement to the schools.
  3. The Human Resources Department will consider applications received by 4:15 p.m. of the last day of the announcement period.
  4. If a target group is underrepresented, 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.

Screening External Candidates by the Human Resources Department

The Human Resources Department will review the applications and rank the applicants according to skill, ability, and experience relevant to the duties of the position to be filled as reflected in the position specifications. The Human Resources Department will refer up to five (5) of the applicants to the direct supervisor for interview.

Interview and Selection of External Candidates by Supervisor(s)

  1. The Director of the Human Resources Department or the Director's designee will inform the supervisor(s) of their responsibilities, the procedures and timetable to be followed, and the District's Affirmative Action goals. The supervisor(s) will develop job-related questions to ask each applicant at the interview.
  2. The supervisor(s) will develop job-related questions and ask the same questions, in the same order of each applicant interviewed, and shall write down his or her evaluation of the answers during or immediately following each interview. Follow-up questions may be asked.
  3. The supervisor(s) will score the interviews, rank the applicants on the basis of their qualifications, and recommend to be hired the most qualified candidate.
  4. If the references are to be used in the selection decision by the supervisor(s), then the supervisor(s) must contact the references of all the candidates and solicit the same information from such references.
  5. The supervisor(s) will contact the reference(s) of the successful candidate before the supervisor(s) recommends that such candidate be employed by the Board of Education.
  6. Unsuccessful candidate forms are completed and submitted to the Human Resources Department for those applicants not selected for the position.

Notification and Offer of Employment

  1. The successful and unsuccessful applicants will be so notified.
  2. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  3. All candidates must satisfy the requirements of a physical examination and criminal records check before they may begin employment.
  4. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board of Education that such candidate be hired.
  5. All offers of employment are subject to the approval of the Superintendent and the Board of Education.

PAINTERS AND CARPENTERS, ELECTRICIANS, STEAM FITTERS, PLUMBERS

Staffing

  1. The Director of Building Services must complete a Vacancy Notice and forward it to the Human Resources Department to set in motion the procedure for filling a position. When a new position, or one that has been vacant for two (2) years is to be filled, the Superintendent or his/her designee must approve the request to fill the vacant position.
  2. When the decision has been made to fill a vacant position, the Human Resources Department may solicit applicants:
    1. From the Business Agent for that craft;
    2. By placing the announcement on its telephone recorded message of job opportunities and on the District's web page;
    3. By posting the announcement on Madison Metropolitan School District bulletin boards located in the Administration Building and other District buildings;
    4. By sending the announcement to the local Job Service office;
    5. By mailing the announcement to community-based advocacy agencies (to solicit applications from members of underrepresented groups);
    6. By advertising in newspapers.
  3. All applicants for positions must be recognized as a journeyworker by an appropriate authority or have documentable training and experience equivalent to a journeyworker.
  4. The Human Resources 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 Office indicates a good faith effort has been made.
  5. The Human Resources Department will only consider applications received by 4:15 p.m. on the last day of the announcement period.

Screening Applicants by the Human Resources Department For 10 or Less Applicants

  1. If ten (10) or less applications are received, the Human Resources Department will evaluate and rank those applicants who satisfy the minimum qualifications for the job.
    1. The criteria for ranking the applicants include, but may not be limited to, the applicant's work history, experience, education, and training that is relevant to the position specifications.
    2. After the Human Resources Department has evaluated the qualifications of the applicants and ranked the applicants, the Department will refer up to four (4) applicants to the committee for interviews.
    3. The Human Resources Department shall contact the references of the applicants before such applicants are referred to the committee.
    4. The Human Resources Department shall appoint an interview committee which shall consist of five (5) people. The committee shall include the Director of Building Services, or his/her designee, and other appropriate persons, including a female and a minority group member.

Screening Applicants by the Human Resources Department for More Than Ten Applicants

  1. If more than ten (10) applications are received the Human Resources Department will:
    1. Give all applicants a job-related employment test and record all test scores in descending order.
    2. Notify those applicants whose score on the employment test was unsuccessful.
    3. Evaluate and rank the applicants whose test scores are successful. The criteria for ranking applicants include, but may not be limited to, the applicant's work history, experience, education, and training that is relevant to the position specifications.
    4. Refer up to four (4) applicants to the Committee for interviews after the Human Resources Department has evaluated the qualifications of the candidates and ranked the applicants.
    5. Contact the references of the applicants before such applicants are referred to the committee.
    6. Appoint an interview committee which shall consist of five (5) people. The committee shall include the Director of Building Services, or his/her designee, and other appropriate persons. The committee shall include at least one female and one minority group member.

Final Interview and Selection of Candidates by Committee

  1. The committee will develop job-related questions and ask the questions in the same order of each candidate. Follow-up questions may be asked.
  2. Each committee member shall make written notations of her/his evaluation of individual candidate answers during or immediately following each interview.
  3. The committee will evaluate the interviews and rank the candidates according to their interview evaluations.
  4. When the committee determines one of the candidates is the most qualified, the committee shall recommend that this candidate be appointed to fill the vacant position.
  5. Unsuccessful candidate forms will be completed and submitted to the Human Resources Department for those candidates who are not selected for the position.

Notification and Offer of Employment

  1. The Human Resources Department will notify the successful and unsuccessful candidates.
  2. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department
  3. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board that such candidate be hired.
  4. All offers of employment are subject to the candidate's successful completion of physical examination and criminal records check and all recommendations are subject to the approval of the Superintendent and the Board of Education.

10/04/04

SUBSTITUTE EDUCATIONAL ASSISTANTS

Screening of Candidates

  1. The Human Resources Department will evaluate and rank all the applicants according to their skill and ability to perform the job. Candidates may also be interviewed.
  2. If the reference(s) are to be used in the selection decision by the Human Resources Department, then the Human Resources Department must contact the reference(s) of all the candidates and solicit the same information from such reference(s).
  3. When the Human Resources Department determines an applicant is qualified to do the job, the Human Resources Department shall recommend that this applicant be placed into the substitute Educational Assistant Pool.
  4. The Human Resources Department will contact the reference(s) of the successful candidate before the Human Resources Department recommends that such candidate be employed by the Board of Education.

Notification and Offer of Employment

  1. The Human Resources Department will notify all successful and unsuccessful applicants.
  2. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  3. The candidate must satisfy the requirements of a physical examination and a criminal records check before s/he may begin employment.
  4. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board that such candidate be hired.
  5. All offers of employment are subject to approval of the Superintendent and the Board of Education.

LIMITED TERM EMPLOYEES

Screening of Candidates

  1. The Human Resources Department will evaluate and rank all the applicants according to their skill and ability to perform the job. Candidates may also be interviewed.
  2. If the reference(s) are to be used in the selection decision by the Human Resources Department, then the Human Resources Department must contact the reference(s) of all the candidates and solicit the same information from such reference(s).
  3. When the Human Resources Department determines an applicant is qualified to do the job, the Human Resources Department may recommend that this applicant be appointed.
  4. The Human Resources Department will contact the reference(s) of the successful candidate before the Human Resources Department recommends that such candidate be employed by the Board of Education.

Notification and Offer of Employment

  1. All inquiries concerning the employment policy and procedure will be referred to the Human Resources Department.
  2. The candidate must satisfy the requirements of a physical examination and a criminal records check before s/he may begin employment.
  3. All of the applicable employment forms must be completed by the candidate and approved by the Human Resources Department prior to recommending to the Board that such candidate be hired.
  4. All offers of employment are subject to approval of the Superintendent and the Board of Education.

10/4/04

 

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