Pomperaug Regional School District 15
_____ Hiring Process _____
Resource Guide
Human Resources Department
Central Office
Phone: 203-758-8259 Ext 111
E-Mail: [email protected]
Revised: November 2009
TABLE OF CONTENTS
Mission Statement............................................................................................................... 1
Phase I - Acquiring Applications
Internal Posting and Advertising-Certified & Non-Certified Positions.............................. 2
On-Line Application for Employment................................................................................ 3
Phase II - Interview Process
Applicant On-Line Screening ............................................................................................. 4
Applicant Paper Screening.................................................................................................. 4
Performance Task ............................................................................................................... 5
Employment Interview Analysis......................................................................................... 5
Classroom Observation Checklist for Certified Positions .................................................. 6
Candidate Reference Check................................................................................................ 6
Phase III - Hiring
Recommendation of Final Candidate.................................................................................. 7
Retention of Applications and Interview Documentation .................................................. 7
Appendix
Mission Statement
The mission of Region 15, a collaborative community committed to excellence, is to
educate every student to be productive, ethical, and engaged in a global society through
proven and innovative learning experiences supported by its strong community whose
decision-making is based on the best interest of all students.
This resource book has been prepared to present the varied aspects of the hiring process
in a standardized and organized format. Included are the documentation forms required
for the various phases of the hiring and interviewing process (refer to Appendix).
Over the past several years legislation has been enacted requiring diligent efforts on the
part of the employer to provide fair and equal representation for the applicant during the
interviewing and hiring process. The guidelines and documentation provided in this
booklet, when properly implemented, will enable the District to work within State and
Federal mandates throughout the hiring process.
The goal of the Pomperaug Regional School District 15 hiring process is to provide our
students with the brightest and best prepared teachers, administrators, and non-certified
staff while enabling the credentials of each applicant to be reviewed in a fair and
equitable manner.
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Phase I- Acquiring Applications
Internal Posting and Advertising
The administrator must contact Human Resources to request an internal
posting.
Internal postings are sent as attached documents via e-mail to the
principals and their secretaries. All postings must be displayed in each
building in a common location where all employees may view them.
Internal postings are also made available through the on-line application
system.
Positions are posted internally for the timeframe determined per contract
regulations for each employee group as follows:
Employee Group
Administrators
Teachers
Secretaries & Aides
School Nurses
Custodians
Food Service Staff
Posting Timeframe
As far in advance of the date of filling the vacancy as
possible but no less that two (2) weeks in advance.
As far in advance of the date of filling the vacancy as
possible but no less that two (2) weeks in advance.
Four (4) working days
Not stipulated in contract – usually two (2) weeks.
Three (3) working days
Three (3) working days
External advertising is only placed upon verbal or e-mail request from an
administrator to the Human Resources Department.
The internet is the most common and cost effective source of advertising.
Typical advertising sources are as follows:
For Certified Positions
1. www.region15.org
Region 15 Website - Job Postings
2. www.cea.org
Connecticut Education Association Website (CEA)
3. www.ctreap.net
CT Regional Education Applicant Placement Program
4. CT Universities Placement Center websites
5. Professional Organization Websites
6. Area Newspapers (Hartford Courant & Waterbury Republican)
only when needed
For Non-Certified Positions
1. www.region15.org
Region 15 Website - Job Postings
2. Weekly Publications – Sunday Voices, Weekly Voices,
Watertown Times, Newtown Bee Publishing.
3. Local Newspaper - Waterbury Republican
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On-Line Application for Employment
All applicants must apply using the Applitrack On-Line Application System. No paper
documentation is accepted.
Applicants access the application process via the Region 15 website at
www.region15.org under the Job Postings/Vacancies link and then click
the "View vacancies and On-Line Application Submission" link directly
from this website page.
Certified Staff Applicants (teachers & administrators)
A complete certified application packet includes a submitted On-line Application
with the following required attachments:
Cover Letter
Resume
Three Letters of Recommendation
Copy of Certification
Copy of Transcript(s)
Non-Certified Staff Applicants
A complete non-certified application packet includes a submitted On-line
Application with the following optional attachments:
Cover Letter
Resume
Copy of License (nurses/therapists)
Internal Applicants
Current employees who wish to apply for a vacant position submit an internal online application.
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Phase II- Interview Process
Applicant On-Line Screening
The Applitrack On-Line Application System is a powerful and user-friendly tool when
screening applicants.
First time users must contact the Human Resources Department to receive a User
ID and password.
The website address is www.applitrack.com/region15.
Users will be prompted for their Id and password.
Functions of this system include such features as:
Search all interested candidates by specific job posting.
Sort and filter candidates by last name, submission date, degree earned,
certifications, etc.
Place specific applications in electronic folders.
E-mail single or multiple applicants.
E-mail form letters to selected applicants.
Enter comments in note section.*
*Notes must always be free of any comments that may be interpreted as discriminatory - including
references to race, color, national origin, religious beliefs, disabilities, sex or age, marital status, or sexual orientation.
Applicant Paper Screening
After a paper screening committee is selected by the appropriate administrator to review
each application, the selected applications for the position are printed from the Applitrack
System.
Paper Screening Committee Members:
Determine definitions of criteria to be used consistently for scoring all
candidates.
Complete the Applicant Screening Rating Form for each application
packet.
Select candidates to be interviewed according to ratings determined by the
committee.
Submit completed ratings forms to the Human Resources Department.
Maintain confidentiality.
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Performance Task
The performance task may not be appropriate for all situations. If a task is
part of the interview process, it may provide insights to the applicant’s
writing skills, ability to respond to a specific scenario, and strategies for
problem-solving.
The administrator has the flexibility to tailor the performance task to the
particular needs of his/her school or the position.
Candidates will be required to arrive a half-hour prior to their interview to
complete the performance task.
The performance task should be completed using a computer.
The time allotted for candidates to complete the task must be standardized.
The prompt and the criteria for scoring must be consistent for all candidates.
Employment Interview Analysis
The administrator selects an interview committee that represents a cross
section of stakeholders relevant to the position.
The administrator instructs the committee about interview protocol
(confidentiality, etc.).
The employment interview analysis provides justification for the ranking of
interviewed applicants using a uniform format.
Each interviewed applicant is rated on questions and issues that are
important to the District.
Summary comments are important to differentiate candidates who may be
rated similarly and to highlight the benefits a candidate may bring to a
position.
Interview analysis forms must be kept with the applications of unsuccessful candidates.
Interview analysis forms properly completed bring credibility to the process, provide
rationale for selection and are viewed favorably by courts of law in the event of fair hiring
litigation.
The interview committee must be trained in the criteria used for scoring the performance
task (if applicable).
Candidate’s overall ranking on the district's employment interview analysis form must
correspond to how the candidate is ranked on the recommendation to the Superintendent.
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Classroom Observation Checklist
Use of the Classroom observation Checklist depends upon the position,
the number of applicants, and timing factors.
If observations are conducted, the use of the district's Classroom
Observation Checklist will provide a consistent and universal rating form
which will also provide support for any legal repercussions.
Candidate Reference Check
In accordance with Public Act 01-173, checking references is a
requirement. A documented good faith effort to contact previous
employers as part of the hiring process must be made.
A minimum of two to three references should be contacted.
Unsuccessful efforts to contact employers should be documented on
district's Candidate Reference Check form.
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Phase III- Hiring
Recommendation of Final Candidate
The district's recommendation form must be submitted to the Superintendent or his/her
designee either in writing or via e-mail with a copy to the Human Resources Department
and should include:
Candidate Name
Position
Whether Permanent or Temporary
Total Interviewed
Credentials of Candidate
Teaching Experience of Candidate
Candidate Reference Checks
Additional Comments
The Human Resources Department will provide the Superintendent or his/her designee
with application packet copies from the Applitrack System for the recommended
candidate.
Retention of Applications and Interview Documentation
Record retention laws in Connecticut require districts to retain application
packets of those applicants who were not selected for a period of three
years.
It is important that this information is available should the hiring for a
position be challenged. The Human Resources Department will maintain
retention of all on-line applications submitted through the Applitrack
System.
ALL documentation pertaining to the interview process for each vacant
position must be sent to the Human Resources Department as follows:
1.
2.
3.
4.
5.
List of all interviewees
List of questions asked
Performance Tasks
Interview analysis form for each candidate interviewed
Any notes taken during the interview
As the original applicant packets are stored electronically, any unused
printed copies of applications packets should be submitted to the Human
Resources Department for confidential disposal.
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APPENDIX
Stages of Region 15 Interview Process........................................................................... A-1
Minority Recruitment Policy .......................................................................................... A-3
Sample Letter of Notification to Non-Successful Candidates ........................................ A-4
Applicant Screening Rating Form .................................................................................. A-5
Employment Interview Analysis Form........................................................................... A-6
Classroom Observation Checklist................................................................................... A-7
Candidate Reference Check Form .................................................................................. A-8
Candidate Recommendation Form ................................................................................. A-9
Performance Task Sample ............................................................................................ A-10
Stages of Region 15 Interview Process
Interviews have at least two important purposes: to get to know candidates and their
skills and to give each candidate the opportunity to learn about us. An interview
committee is a task-oriented group. Because the hiring process has many layers and
specific deadlines, it is important for the committee to try to maintain timelines. The
candidate’s interviewing experience creates an impression of the entire Region 15 school
community. Therefore, committee members must work to establish a professional rapport
and a level of comfort for the interviewee by being sensitive, respectful, cooperative, and
supportive. Maintaining confidentiality cannot be overstated!
Stage 1: Preparation
• Review the job description in order to have a full understanding of what will be
expected of the position.
• Review the completed applications and support materials.
• Become familiar with the questions. The questions need to be used consistently
with all interviewees to ensure the process is fair, unbiased and equal. Naturally,
follow-up or clarification questions can be raised if necessary.
• Review the interview schedule.
• Understand and agree to the “Dos” and “Don’ts”:
o The interview committee will need to use and complete standardized
documents throughout the process. These documents ensure committee
members maintain consistent procedures. In discrimination suits that arise
from an interview process, courts tend to look for any biases that may
have tainted the process. Since bias is not often blatant, a court may ask,
“Did you follow your own rules?” “Did you change the expectations for
any candidate?”
o There are also high standards for completing rating sheets and for any
notes made on any documents. Everyone must follow a lawful
employment process and make sure any recordings are appropriate and
free from discrimination. E.g. Statements that could lead to lawsuits
include, “She wore a very short skirt!” or “Too young, probably won’t fit
in here.”
o Discuss legal/illegal interview questions. In summary, any inquiry should
be avoided that is designed to elicit information as to race, color, ancestry,
age, sex, religion, disability, marital status, and or physical data.
Stage 2: Opening the interview
• Put the applicant at ease with introductions of everyone in the room.
• The committee chair will clarify the purpose of the interview, communicate the
length of time and number of questions that will be asked, and emphasize that the
interview is intended to be a dialogue that will help us learn more about one
another.
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Stage 3: Conducting the interview
• Committee chair will begin the interview by asking the candidate to provide some
brief background information and explain his/her interest in the position.
• Committee members ask questions, maintain good eye contact and rapport with
the applicant, listen carefully to the responses, and observe the following:
o How well did the candidate verbalize and articulate responses?
o Does the candidate seem to relate to others?
o Is the candidate able to think and respond spontaneously?
o Does the candidate display an ability to concentrate and solve problems?
Stage 4: Closing the interview
• Committee chair asks the candidate if he/she has any final questions for the
committee.
• Committee chair explains the next steps to the candidate.
• Committee members thank the applicant for coming.
A comprehensive hiring process coupled with interviews that are fair, non-biased, warm,
and highly professional will help ensure we hire the best candidate.
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Minority Recruitment Policy
PERSONNEL
SERIES 4000
MINORITY RECRUITMENT
POLICY
In accordance with Sections 10-4a(3) and Section 10-220(a) of the
Connecticut General Statutes, the Board of Education has developed the
following written plan for minority staff recruitment:
1.
2.
3.
4.
5.
6.
7.
All recruiting sources will be informed in writing of the Board's
non-discrimination policy.
The Board will develop contacts with local training and
educational institutions, including those with high minority
enrollments, to publicize job openings within the School District,
and to solicit referrals of qualified minority candidates.
The Board will develop contacts with local minority community
organizations to publicize job openings within the school district
and to solicit referrals of qualified minority candidates.
The Board will expand its help-wanted advertising to include print
and/or broadcast media that is targeted to minorities.
The Board will participate in local job fairs, including those
that are sponsored by the minority community organizations or
otherwise targeted toward minorities.
The Board, or its designee, will maintain records documenting all
actions taken pursuant to this plan, including correspondence with
recruitment agencies and other referral sources, job fair
brochures and advertising copy.
The Board will review on an annual basis the effectiveness of this
plan in increasing minority applicant flow and attracting
qualified candidates for employment.
Legal References:
Connecticut General Statutes § 10-4a(3)
Connecticut General Statutes § 10-220(a)
Adopted: 1 April 2002
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Sample Letter of Notification to
Non-Successful Candidates
(Date)
(Address)
Dear________:
Thank you for your interest in the position of ___________ in
Pomperaug Regional School District 15 Schools. Several qualified
candidates applied for this position and as a result, the selection of a
finalist was a difficult decision. After considerable thought and
discussion, however, we have offered the position to another
candidate.
We enjoyed meeting with you and wish you success as you
pursue your career goals.
Sincerely,
(Principal)
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Pomperaug Regional School District 15
APPLICANT SCREENING RATING FORM
Complete this form for each application reviewed and attach to front of packet.
Candidate:
Last Name
Date Reviewed:
First Name
Middle Initial
Reviewer
Rate the following criteria with one (1) being the lowest rating and four (4) the highest:
•
General appearance of application
(e.g. neatness, accuracy, completeness)
•
Overall alignments to the needs of the position
•
Experience/skills necessary for the position
•
Potential for success
(e.g. based on academic record or preparation)
•
Strength of references
(e.g. recently dated, knowledge of applicant’s
professional abilities)
Additional Comments
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Pomperaug Regional School District 15
EMPLOYMENT INTERVIEW ANALYSIS
Applicant Name
Position Applied For____________________
Date of Interview
Interviewer
Interview Analysis Ratings – Sample Definitions
Inadequate – Does not meet minimum standard for position. Makes little or no mention of possessing desired skill or trait.
Adequate – Meets minimum standard for hire for position. Exhibits knowledge of desired skill or subject.
Above Average – Exceeds minimum standard for hire for position. Exhibits more than average knowledge of desired skill or
subject. Expands on questions giving examples/incidents of using knowledge.
Outstanding – Greatly exceeds minimum standard for hire for position. Exhibits superior knowledge within category.
Greatly expands on questions giving very specific examples/incidents of using knowledge.
For any category below which is relevant for this candidate, place an “X” in the appropriate column.
CATEGORY
Inadequate
Adequate
Above
Average
Outstanding
Inadequate
Adequate
Above
Average
Outstanding
Knowledge of specific job
and job related topics
Insight and Alertness
Communication Ability
Experience
Interest in Region 15
Schools
Appearance/Poise
Technology Skills
Interpersonal Skills
EXERCISE
Performance Task
Recommend for hire for this position?
Yes
No
Summary Comments
Signature of Interviewer
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Pomperaug Regional School District 15
Classroom Observation Checklist
Applicant
Course
Observer(s)
Period__________________
Room_____________
Check Appropriate Box
Observation
(4 Highest Score/1 Lowest Score)
Observation Date
4
(high)
3
2
1
(low)
Unable to
evaluate
at this time
How well was the lesson planned?
Effectively implements instructional plans and uses
appropriate instructional techniques.
Presents material at a level appropriate to the needs,
interests, ability and age of students.
Conducts learning activities in logical sequence which is
flexible and developmentally appropriate.
Effectively communicates with students.
Provides directions and explanations in a clear, coherent
and logical manner.
Uses acceptable written and oral expressions with
students.
Provides for two-way communication with students
throughout lessons.
Establishes rapport and fosters positive reinforcement
through verbal and non-verbal communications.
Communicates personal enthusiasm and self-confidence.
Outlines expectations for students in a clear manner.
Demonstrates sensitivity to and respect for the needs and
feelings of all students.
Demonstrates patience, empathy and enthusiasm.
Poses probing questions that stimulate student to recall,
analyze, synthesize and evaluate.
Promotes students’ abilities to communicate effectively
with others about ideas and concerns.
Establishes and maintains classroom routines and
procedures.
Uses instructional time effectively, paces instructional
activities and maximizes students’ time on tasks.
Establishes a positive learning environment.
Establishes and maintains appropriate behavior standards
for students in the learning environment.
Promotes positive interpersonal relations based upon
mutual respect.
Handles discipline fairly and consistently.
Comments & Conclusions
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Pomperaug Regional School District 15
Candidate Reference Check
Candidate
Position
Reference
Reference Phone
Reference E-Mail
Address
QUESTIONS
NOTES
1.
What is your relationship to the candidate and the
length of that relationship?
2.
How was his or her dependability and attendance?
3.
Do you know the reason this candidate wishes to
leave (if previously employed)?
What are the candidate’s strengths? Weaknesses?
4.
5.
6.
What do you feel is the growth potential for this
candidate?
Given the opportunity, would your re-employ this
person without hesitation? Is there any reason this
person should not be considered for this position?
7.
Where is this person ranked in regard to other employees that have worked for you?
Upper 50% Lower 50% Median 50% Upper 10%
8.
Please rate the candidate on a scale of 1 to 5 in these areas (Excellent=1, Poor=5)
RATING COMMENTS
Knowledge of subject matter
Classroom management
Teamwork, cooperation with colleagues
Fulfillment of responsibilities
Rapport with students, staff, parents
Responsiveness to suggestions or criticism
Enthusiasm and energy for work
Ability to meet individual student differences
OVERALL RATING
9.
(If reference is an employer): Please send a verification of employment on school letterhead including dates of
employment, full or part time, and years of service.
10. May we contact you for more details? Yes No
Person Checking References
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Pomperaug Regional School District 15
Recommendation Form
Candidate Name:
Administrator Name:
Position:
Total Interviewed:
Permanent
Temporary
1 Yr Appointment
Long Term Substitute
Total Observed Teaching:
I. CREDENTIALS
YEAR
EDUCATION AND/OR CERTIFICATIONS
II. EXPERIENCE
YEAR(S)
From - To
POSITION
To Be Completed By Superintendent:
III. SALARY $
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Level
Step
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Performance Task Sample
Candidate Name
Position
Write a 100-300 word statement concerning the following:
a. The strengths and weaknesses of your background in relation to the position you
have applied for
b. The philosophy and strategies of teaching – leadership you are comfortable
implementing
c. Your professional goals
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