BOARD OF MANAGEMENT EMPLOYER

1
BOARD OF MANAGEMENT-EMPLOYER-

• Monaghan May 2006

2
OBJECTIVE

• Guidance in planning and
• preparation for Selection
• Interviews

3
OVERVIEW

• Procedures in appointments of
• Principal
• Permanent Teacher
• Temporary Teacher
• Promotional Posts
• SNA
• Ancillary Staff - caretaker, secretary etc.,

4
DOCUMENTS

• DES Circulars
• 02/02
• 07/03 - PoR
• SNA 03/03
• SNA 18/04
• SP. ED. 01/05
• Employment Equality Act
• Protection of Employees (Fixed-term Work) Act
  2003
• Code of Practices of Equality Authority
• Education Act 1998
• BoM Members Handbook

5
SELECTION AND APPOINTMENT OF PRINCIPAL AND
TEACHERS

• Appointments made by the Board shall be
• In accordance with Rules for NS/circulars
• In accordance with Employment Legislation
• subject to the prior approval of the Patron
• sanction of the DES

6
ADVERTISEMENTS Principal/ Permanent/Temporary
Teachers

• Vacancies shall be
• notified to all teaching staff of the local
  school
• advertised in at least one daily newspaper
• in addition may be advertised on
  Educationposts.com
• Vacancies for Principals should not be
  advertised in July or August
• Principal can be advertised on www.publicjobs.ie
  with small ad. in national newspaper Circular
  19/05
• www.publicjobs.ie requires Irish version also

7
ADVERTISEMENT

• Name and address of the school
• In the case of Church schools under the
  patronage of the ______Bishop of Diocese of_____
• Number of teaching posts including principal
• Status of post

8
ADVERTISEMENT contd

• Latest date for receipt of applications (which
  shall not be earlier than two weeks after the
  latest date of publication of the advertisement)
• Date of commencement of teaching post
• Documents required to be submitted
• Marking envelope application form

9
ADVERTISEMENT contd

• May also state
• nature of the duties initially LS, RT, RTT
• whether a list of suitable applicants may be set
  up for future vacancies
• SAE
• Must be clearly understood
• Must not discriminate
• No unreasonable delay

10
ADVERTISEMENT contdPOSTS OF RESPONSIBILITY

• Vacancy posted in the staff room all staff
  access to it
• Notice of advertisement sent by registered post
  to all teachers on leave
• Notice must contain schedule of duties
• Advertised for 5 consecutive school days
• Specify the closing date for receipt of
  applications (10 school days from last day of
  posting the notice)
• Teachers must apply in writing

11
Appointment Procedures - PoR

• Eligibility of teachers to apply
• Qualified permanent and temporary teachers
  (incl. provisional and restricted recognition)
• Teachers on approved leave career break,
  secondment, parental leave, carers leave, sick
  leave, maternity leave, adoptive leave
• Job Sharing
• Shared

12
SELECTION BOARD

• PRINCIPAL
• Chairperson and at least 2 independent assessors
  appointed by the Patron
• Gender balance
• TEACHING POST
• Chairperson, Principal and 1 independent assessor
  appointed by the Patron
• Principal designate when selecting a teacher
  before new principal has taken up duty
• Gender balance
• Selection Board not validly constituted unless
  assessor(s) approved by Patron

13
SELECTION BOARD contd.,

• POSTS OF RESPONSIBILITY
• 3 person interview board
• Chairperson, Principal, Independent Assessor
• Independent Assessor from agreed list
• All applicants to be interviewed even if only one
  applicant

14
SELECTION BOARD contd.,

• SNA, Caretaker, Secretary
• 3 person interview board
• Chairperson, Principal, and 1 independent
  assessor nominated by the Board
• Gender Balance

15
Planning and Preparation

• Good preparation essential to effective
  interviewing
• Familiarise yourself thoroughly with the contents
  of
• job description tasks and responsibilities
• person specification - competencies required to
  do these tasks well

16
ASSESSMENT OF APPLICATIONSSHORTLISTING

• Selection Board shall
• Meet within a reasonable time after closing date
• Establish criteria take account of Employment
  Equality Act and Code of Practice of Equality
  Authority
• Short list applicants using criteria
• Record of criteria retained
• References and referees
• Established criteria issued to candidates invited
  for interview
• Date stamp in red ink applications when received.

17
EQUALITY ISSUES

• Discrimination prohibited on the following
  grounds
• Gender
• Marital status
• Family status
• Sexual orientation
• Religious belief note EU Directive religious
  institutions
• Age
• Disability
• Race
• Membership of the travelling community

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ASSESSMENT OF APPLICATIONSSHORTLISTING

• Shortlisting takes time - there are no short cuts
• Decide threshold requirements in terms of
• Educational qualifications
• Types of experience
• Length of experience
• Specialist skills
• (ensure that none of these criteria are
  discriminatory)
• Keep notes of reasons for
• selecting
• non selecting

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Checking references

• Construct a set of questions around the post you
  are interviewing for and the competencies you are
  looking for and ask referee to respond
• Follow up with phone call
• probe any concerns from reading reference e.g.
  missing years

20
INTERVIEW

• Copies for each selection board member
• Advertisement
• Criteria for post
• Applicants letters, cvs, inspectors reports,
  copy references
• Referees comments
• Agreed questions
• Marking schedule
• Timetable

21
ENVIRONMENT

• Venue appropriate room with good heating,
  lighting and ventilation
• Water
• Comfortable chair, same height as interviewers,
  at comfortable distance
• No interuptions
• Suitably comfortable and private waiting area
• Receptionist briefed no role in interview
  process. Must not comment to candidates

22
INTERVIEW STUCTURE

• Questions linked directly to the purpose of the
  interview
• Interview must be structured
• Scheduling the interview
• Time
• sufficient time
• do not schedule too many in one day

23
CONDUCTING THE INTERVIEW

• Establish rapport
• Obtain information
• Questioning and observing candidate
• open questions
• probing questions
• closed questions
• Lead to Close
• opportunity for candidate to ask questions and
  fill in any remaining gaps
• Evaluation

24
LISTENING

• L Look interested
• I Inquire with questions
• S Stay focused
• T Test for understanding
• E Evaluate the message
• N neutralise your feelings remain
• detached

25
ROLE OF CHAIRPERSON DURING THE INTERVIEW

• Welcome candidate
• Introduce the members to the candidate and
  explain who they are
• Steer the interview
• Ensure that all members avoid any bias or
  discrimination
• Follow up by supplementary questioning any
  points, which need to be clarified after
  Selection Board members finished

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ROLE OF CHAIRPERSON DURING THE INTERVIEW contd.,

• Ask the candidate at end of interview
• Any points he/she would like to add in support of
  application
• Anything he/she like to add to his/her replies
• Any questions for the selection board
• Ensure that the interview is recorded
• Written record of questions asked
• Selection boards evaluation in respect of each
  individual candidate
• Ensure compliance with legislation
• Wrap up interview in a pleasant manner

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AVOID DISCRIMINATION

• Ensure Selection Board is familiar with Equality
  Legislation
• Ask all candidates questions related to each of
  the criteria
• Assess candidates against criteria separately
• Award marks then discuss
• File records for twelve months

28
Method of Assessment contd.,

• Marking Sheet supported by notes
• Notes normally include
• Reponses to questions
• Evidence given in terms of criteria
• Overall assessment of candidates suitability for
  appointment

29
Assessing and Scoring

• Use criteria as the basis for factors for marking
  i.e. interpersonal skills, knowledge
• Interviewers should be clear that all criteria
  are addressed
• Assign a weighting to reflect relative importance
  PoR three criteria equal weighting
• Decide whether a minimum mark must be reached for
  any of the criteria

30
RECORD KEEPING AND NOTE TAKING

• Research interviewers not good at recalling
  information heard during interview
• Memory alone will not work
• Require
• frequent summaries
• good structure
• accurate notes
• Take notes while maintaining eye contact
• key words in quotation marks
• after interview write a well constructed summary

31
Assessing and Scoring contd.,

• Errors in assessing candidates are generally
  based on
• insufficient evidence
• distortion from one piece of evidence
• erratic, inconsistent marking

32
APPOINTMENT Principal, Teacher, SNA

• Written report to the BoM nominate the most
  suitable candidate
• BoM meeting
• BoM appoints
• Chairperson seeks the approval of the Patron in
  writing for the appointment

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Notification to applicants

• Approval received from Patron notify the
  successful candidate
• Unsuccessful candidates notified when BoM has
  received written notification of acceptance
• Chairperson and successful candidate complete the
  relevant form and forward to the DES
• Sanction of DES
• Enter into the appropriate agreement - contract

34
Notification to applicants contd.,

• SNA
• Certificate of medical fitness
• sample form Appendix B BoM handbook page 139
• Garda clearance appointment provisional pending
  Garda clearance
• sample form Appendix A BoM handbook page 138

35
APPOINTMENT - PoR

• BoM Meeting - written report from selection board
  to the BoM recommending the appointment of
  successful candidate
• BoM
• intention to offer the post to named candidate
  posted on notice board
• 10 school days to initiate appeal
• If no appeal
• appointment confirmed
• contract
• notify the DES poR amend form
• If appeal implement appeals procedure

36
DOCUMENTS RETAINED ON FILE

• Established criteria for post
• Short listing criteria
• Assessment questions
• Marking sheets for each candidate
• Reports and notes of the selection board
• Decision of the selection panel
• Written report to the BoM signed
• Copy of letter to Patron seeking written approval
  for the appointment

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DOCUMENTS RETAINED ON FILE contd.,

• Letter of approval from Patron
• Letter offering the post to the candidate
  approved by the Patron
• Copy of letter notifying the DES that the Patron
  has given written approval for the appointment
• Copy of letter notifying the DES the process is
  completed
• Letter of acceptance from the candidate
• Appointment Form DES (copy of original)

38
ISSUES OF CONFLICT - PoR

• Nature of the consultation process
• Duties should be inclusive in nature
• Duties too onerous
• Advertising of posts not adhering to deadlines
• Selection of independent assessor
• Unclear as to what post is under consideration
  where simultaneous interviews are being held
• Marking scheme
• Calculating the length of service
• Bias in framing the duties or applying the
  criteria

39
POSTS OF RESPONSIBILITY Consultation with staff
re duties

• Principal consults with staff -
• Agree the schedule of duties
• Agreed duties submitted to Board
• Board approves duties
• Advertisment posted after BoM approved the duties

40
PoR Length of Service

• Leave of absence of 1 school year or longer taken
  after 1.09.1999 not reckonabale
• All leave prior to 1.09.1999 reckonable
• Maternity leave, unpaid maternity leave, adoptive
  leave, unpaid adoptive leave, leave in lieu of
  adoptive leave, parental leave and certified sick
  leave do not constitute leave of absence for this
  circular
• Leave of absence for periods less that a school
  year not reckonable

41
PoR Length of Service contd.,

• Permanent, temporary or substitute service given
  in the school for a minimum of 60 days reckonable
  as a full year
• subject to verification
• Job sharing counts as 1 year
• Service given in a school prior to its
  amalgamation into existing school reckonable
• Principal who resigns posts to take up a
  different post in the school forfeits seniority
• if apply for PoR years of service in the school
  are reckonable

42
PoR marking years service

• Jo Keys 17 years
• Mary Lock 25 years
• Patricia Door 9 years

43
PoR marking -

• Marks equal for all 3 criteria
• Capability 25
• Willingness 25
• Experience gained through length of service
  25

44
Marks awarded

• For length of service
• Jo Keys 17
• Mary Lock 25
• Patricia Door 9

45
Marking Sheet

• Name Jo Keys

46
The Law..

• Main sources of claims
• Gender balance of interview panels
• Acceptance of material post closing date
• Advertising
• Discriminatory questioning
• to date mainly on grounds of gender, age and
  disability

47
Quotations from recent cases

• interview practice has developed significantly
  in recent years
• It is now widely accepted that interviews should
  have a structured approach,
• That marking schemes should be developed and that
  interview notes should be taken and retained.
• It is also now standard practice that interview
  rooms should be set up and for applicants to be
  admitted to an interview room only when the
  interview board is in place
• Equality Officer 2000

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What the EO says

• I consider it extraordinary that the interview
  board were in a position to assess the candidates
  to meet the needs of the school given that the
  needs of the school were not determined prior to
  interview
• - Equality Officer 2000

49
What the EO says

• In making a finding of discrimination
• I have taken into account the
• Gender bias in the marking system
• The lack of transparency in the selection process
• The last of any notes of interviews and the
  failure of the respondent to seek to achieve a
  more gender balanced interview board
• Equality Officer 2000

50

• The lack of notes, the lack of transparency in
  the selection and the absence of predetermined
  criteria for the assessment of applicants are
  matters of concern.
• Labour Court 2000

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KEY REQUIREMENTS

• Job and person specification
• Identify selection criteria based on person spec.
• competencies
• relative weighting
• Adopt a structured approach
• prepared questions to elicit relevant
  information/evidence
• Assess evidence provided against selection
  criteria
• Complete Marking Scheme in accordance with
  Selection Criteria
• Take and retain notes

52
Main lessons

• Dedicated interview room to be set up
• Appropriate gender balance on interview panel
• Applicants admitted only when panel in place
• Structured interviewing approach
• A marking scheme should be developed in advance
• Interview notes should be taken and retained

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Criteria for Interviews

• Depends on the needs of the school
• Two sets short listing and interview

54
Principal possible criteria

• Qualifications basis and relevant other
• Experience required and relevant other
• Role of Principal - see Handbook
• Role of BoM
• Parents as partners
• Special needs
• Communication skills
• Suitability for this post
• Curriculum delivery
• Ethos of school and willingness to promote

55
Possible criteria for teacher

• Qualification required and relevant other
• Experience required and relevant other
• Ethos certificate in teaching RE
• Knowledge of curriculum
• Understanding of special needs
• Other skills/gifts needed in the school at the
  time e.g. music etc.

56
Marking sheets example for teacher
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Memo to board

• Interviews took place for the position of . on
  .. at x candidates were called for interview.
  y cancelled and z failed to attend.
• The interview board recommends the appointment of
  . to the post.
• Signed _____________________
• _____________________
• _____________________ Chairperson

58

• Never indicate to a candidate that s/he has a
  possibility of getting the position
• Never tutor a candidate for the position unless
  you tutor all candidates