Filling Vacancies

A. Determination:

Prior to filling any vacancy, the Business Manager shall certify, in writing, to the Principal that funds are available for the vacancy. The Board, in consultation with the Principal, shall determine whether or not any vacancy should be filled and the timeline for filling said vacancy.


B. Reassignment:

. The Principal is authorized to make in-house reassignments not to exceed one hundred twenty (120) days based upon an employee request or for administrative convenience. Reassignment does not require compliance with other provisions in this Manual.


C. Consultants/Trainers:

The Principal shall, with the approval of the Board, have authority to hire consultants and/or trainers in accordance with the procurement policy. Consultants or trainers shall receive no benefits. Consultants or trainers shall be evaluated and selected by the Principal without regard to other provisions of this chapter; however, this procedure will not be used to circumvent regular hiring practices.




Pre-Selection Procedure


When a vacancy occurs, or a new position is authorized by the Board, the Principal shall take the following steps:


  1. Obtain or develop a Position Description which has been approved by the Board for use in the advertising and hiring procedure for that position.


  1. Establish opening and closing dates for submission of resumes/applications and a timeline for the hiring procedure (i.e., interviews, reports, etc.).


  1. Identify and consider in-house employees qualified for promotional opportunities in the event of any job openings.


  1. Identify any qualified, former employees whose employment with the School was terminated due to a reduction in force. Reinstatement of such employees may occur only within the contract year in which the lay-off or reduction in force occurred.


  1. Post vacancy notices in School buildings at locations designated for in-house announcement(s) for at least five (5) working days after the opening date for submission of resumes and applications.


  1. Advertise job vacancies outside and within the community. The advertising shall be done as widely as reasonably possible to attract qualified applicants.


  1. Screen or examine applications on file and create a list of qualified applicants. Qualified applicants are those meeting the minimal requirements set forth in the Position Description and Manual. A record of all applications for each vacancy shall be kept for twelve (12) months from the date the position is filled, or if not filled, from the date of advertising.


  1. Interview applicants and make recommendations to the Board relative to hiring.


  1. Make contract offer(s) to selected applicant(s) when directed by the School Board.


  1. Orient new employees on the Manual, inform new employees of school procedures and benefits, etc.


  1. Perform background checks as set forth below:


  1. All personnel employed by the School shall be properly identified by a valid and acceptable means of identification as a condition of employment.


  1. Prospective employees shall certify in a sworn statement that they are not awaiting trial on and have never been convicted of or admitted in open court or pursuant to a plea agreement of committing any criminal offences in this local government, state, federal or any other jurisdiction as specified below:


a) Sexual abuse of a minor

b) Incest

c) First or second degree murder

d) Kidnapping

e) Arson

f) Sexual assault

g) Sexual exploitation of a minor

h) Felony offences involving contributing to the delinquency of a minor

i) Commercial sexual exploitation of a minor

j) Felony offences involving sale, distribution or transportation of, offer

to sell, transport, or distribute or conspiracy to sell, transport or

distribute marijuana or dangerous or narcotic drugs or controlled

substances.

k) Felony offences involving the possession or use of marijuana,

dangerous drugs or narcotic drugs or other controlled substances

l) Misdemeanour offences involving the possession or use of

marijuana or dangerous drugs or other controlled substances

m) Burglary in the first degree

n) Burglary in the second or third degree

o) Aggravated or armed robbery

p) Robbery

q) A dangerous crime against children

r) Child abuse

s) Sexual conduct with a minor

t) Molestation of a child

u) Voluntary manslaughter

v) Aggravated assault

w) Assault

x) Exploitation of minors, involving drug offences

y) Battery


  1. Before offering employment to a candidate, make documented, good faith efforts to contact previous employers to obtain information which may be relevant to a person’s fitness for employment.


  1. Provision of a valid means of identification is not required for volunteers who will be providing services to students in the presence of and under the direct supervision of a teacher.


  1. The School may refuse to hire or may review or terminate any person who has been convicted of or admitted committing any of the crimes listed above or a similar offence in another jurisdiction.


L. Ensure that all new employees obtain a Standard First-Aid training and certificate

within the employee's initial sixty (60) days of employment.


M. Ensure that new employees obtain a CPR training and certificate within the

employee's initial 60 days of employment.


N. Ensure that a performance evaluation is completed by the employee’s immediate

supervisor within the employee’s sixty (60) day probationary period.


Applications for Employment


Any individual desiring to be considered for a job vacancy must submit a timely application and/or resume to the Business Manager. Applications will be discarded at the end of a twelve (12) month period following the selection and appointment of an applicant or from the date the position was advertised if it is not filled.


Interview Committee


An Interview Committee shall be appointed for all professional position vacancies and other position vacancies when specifically instructed to do so by the Board. The Interview Committee shall be appointed by the Principal and shall be composed of no fewer than three (3) and not more than five (5) employees or Board members. The Principal shall attempt to appoint committee members possessing knowledge, experience and familiarity with the position under consideration. Unless a conflict of interest requires otherwise, the committee shall include: The Principal or designee, the immediate supervisor of the position under consideration, the departmental supervisor of the position under consideration, and an employee of said department. It is not mandatory to have the precise committee members listed above; however, the above listing sets forth the general intent regarding the composition of an Interview Committee.


Principal’s Recommendation


Upon receiving and reviewing the Interview Committee’s recommendation, the Principal may schedule additional interviews or request additional information. Upon completion of his/her review, the Principal shall submit his/her recommendation to the Board.


Alternative to Interview Committee


In cases where an Interview Committee is not required by these policies or the Board, the Principal, in consultation with the relevant departmental supervisor, will review applications, identify the most qualified applicants, interview applicants and where possible, consult with the appropriate relevant supervisor regarding applicants. The Principal may schedule additional interviews or request additional information prior to submitting his/her recommendation to the Board.


Final Approval


  1. Principal, Business Manager and Accountant Interviews. The Board shall interview applicants for the Principal, Business Manager and Accountant positions.


  1. Final Decision. All final employment decisions shall be made by the Board. Documentation of the interview process for all positions shall be maintained for five (5) years.


  1. Notification of Selection. The Principal, or designee, shall notify the selected applicant and will negotiate any outstanding terms and conditions of employment and the reporting date with the selected applicant.


Emergency Appointments


  1. Emergency Certification. When an emergency occurs requiring the immediate services of a person in a particular position, the Principal may certify such a position for restricted advertising and hiring as determined by the Principal..


  1. Requirements for an Emergency Certification. Emergency certifications shall occur only if the Principal, or designee, make written, affirmative findings that failure to immediately fill a position will: (1) pose a safety threat to persons or property; (2) jeopardize the integrity and successful completion of program objectives; and/or (3) result in the immediate loss or reduction of funds. One of the above factors may be sufficient for such action.


  1. Hiring Roster. Should an emergency hiring occur, all current applications for the vacated position and all other readily identifiable candidates, including current employees, will be used to create a roster. Efforts will be made to secure the widest circulation of job announcements as permitted by the emergency situation.


  1. Final Decision. The Principal shall submit his/her recommendation on hiring to the Board with the reasons therefore. The Board shall make the final hiring decision.


  1. Maximum Appointment Period. No emergency hiring shall exceed one hundred twenty (120) calendar days. At the expiration of the one hundred twenty (120) day appointment, the contract will be terminated unless the employee has been duly appointed to that position after all employment procedures have been fulfilled.


  1. Preference. Preference will not be given to persons filling emergency contracts unless all requirements have been documented and the employee has been certified eligible.