NEPN/NSBA Code:  GDFA-R 

MSAD #37 PROCEDURE

SUPPORT STAFF--COACHES AND ADVISORS SELECTION PROCESS

These procedures implement Board policy and are designed to establish a thorough, efficient and nondiscriminatory practice for the recruiting and hiring of the most qualified candidates for coaches and advisors.

 

A.        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 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, abilities) required to perform the duties/responsibilities of the position; and

 

            3.         List 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 (except in the circumstances described in K below) by:

 

            1.         Posting notice of the vacancy within the unit; and,

 

2.      Placing a display advertisement in appropriate print media, considering at least one appearance in the Down East Coastal.

 

            3.         Coaching and Advisor positions as listed in Schedule B of the Comprehensive Agreement between the MSAD #37 Board of Directors and the MSAD #37 Teachers’ Association will be advertised yearly.

 

C.        Screening

 

            To ensure that a fair and efficient screening process will occur, the Superintendent/designee is to appoint a screening panel with representation as deemed appropriate to the particular vacancy to:

 

1.                  Ensure that all applications are reviewed by the screening panel with attention given to an unbiased regard for the criteria and qualifications in the job description;

 

2.                  Provide orientation on confidentiality and equity issues to screeners;

 

3.                  Eliminate all candidates who do not meet the minimum qualifications;

 

4.                  Conduct preliminary reference checks, as appropriate;

 

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 interview.

 

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 (may be the same persons who serve 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 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.

 

E.         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 Superintendent, including the individual rating forms.

 

            The Superintendent/designee is to:

 

            1.         Have reference contacts 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 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 judgement along with those of the interview panel (or, reject all finalists, reopen the position and begin the process anew); and

 

            5.         Have any further reference checks made, as appropriate.

 

F.         Nomination/Employment

 

            The Superintendent/designee is to:

 

            1.         Notify and obtain agreement of the successful candidate, pending Board approval;

 

            2.         Inform the athletic subcommittee of the Board to meet with the successful candidate; and

 

            3.         Nominate and employ the successful candidate in accordance with state law and local policies.

 

G.        Notification

 

            The Superintendent/designee may:

                                                                                                                       

            1.         Notify the nominee of the Board approval and employ the coach/advisor; and

 

            2.         Notify the other candidates interviewed.

 

H.        Orientation and Support

 

            To ensure that the new coach/advisor 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.

 

I.          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.

 

J.          Confidentiality

 

To ensure that confidentiality is maintained throughout and permanently following the hiring process, 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.

 

K.        Hiring of Current Employees

 

            The school unit may forego one or more of the steps set forth in sections E of this procedure and appoint a person who is currently employed by the unit to fill a coach/advisor position only if the Superintendent, after consultation with the School Board, 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.

 

Adopted:  February 27, 2002

 

 

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