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HomeMy WebLinkAbout03 Report 04-211 Revision to the Selection Process for Supervisory OfficersORIGINATOR: PURPOSE: • OTTAWA- CAUETON DISTRICT SCHOOL BOARD Report No. 04-22 Ito Human Resources Committee Re: Revisions to the Selection Process for Supervisory Officers Janice McCoy, Superintendent of Human Resources 7 September 2004 To provide trustees with information on the selection process for Supervisory Officers. BACKGROUND: At the 7 June 2004 Human Resource Committee meeting, Trustees requested an opportunity for discussion and review of the process for hiring Supervisory Officers in the OCDSB. STATUS: Since 1998, there have been three formal competitions for supervisory officers at the OCDSB, (1998, 2000 and 2004) which have generally followed the same process. Specifically, in each of the three competitions, trustees have approved a motion to establish a selection committee comprised of a combination of trustees and senior staff. The composition of the committee has generally included the Chair, the Vice - Chair, and one or two additional trustee representatives, the Director of Education, the Superintendent of Human Resources and the Superintendent of School Operations. 4. The selection committee has been responsible for developing selection criteria consistent with the Board's expectations for supervisory officers, screening applicants to develop a short -list for interviews, approving interview questions, conducting the interviews and selecting successful applicants for recommendation to the Board. 5. Attached for information are copies of the supervisory officer selection processes from three large Ontario district school boards, Peel, Durham and Toronto SUBMITTED FOR INFORMATION AND DISCUSSION. e C Lorne M. Rachlis J4 ice McCoy Director of Education/ / S perintendent of Human Secretary of the Board i 9 R] Peel District School Board POLICIES AND REGULATIONS Policy #3 APPOINTMENT OF ADMINISTRATIVE AND SUPERVISORY PERSONNEL Statement of Policy The Peel District School Board approves the establishment of guidelines for the appointment of supervisory and administrative personnel. Since the Board holds the senior administrative staff responsible for the quality of the programs offered and the services rendered, the authority for interviewing and recommending the appointment of personnel rests with the Director of Education or those to whom such authority is delegated in accordance with the following regulations. Administrative Regulations 1. Appointment of Senior Supervisory Staff 1.1 Appointments to senior supervisory staff positions shall be preceded by interviews arranged at the convenience of a committee designated by the Board to carry out such interviews. This committee will include four trustees, the Director of Education, the Associate Director — Instructional Support Services, the Associate Director — Operational Support Services, and the Chair of the Peel Association of Administrative Officials (PAAO) or designate, and such additional staff as the committee may direct. Following the interview, the Director will submit recommendations on any appointment to the Board. Notwithstanding any recommendations of the Interviewing Committee, the Director may make recommendations to the Board. 1.2 The following factors shall be considered in assessing candidates for appointment: a) Academic qualifications. b) Length of successful, professional experience in related field both within and without the Region. c) Breadth of experience, other things being equal, those having a broad background of experience in related fields, and in both elementary and secondary schools for academic personnel, will be favoured over those with limited experience. d) Capability of the candidate to assume greater responsibility. e) Personal qualities. 1.3 When the Board appoints a committee to search or interview candidates for senior administrative positions, interviews of the top three candidates must be conducted by the search or interview committee. F] P] ' Peel District School Board Policy 3 Pg. 2 1.4 For purposes of this policy, senior supervisory staff will include: Associate Directors Superintendents Controllers Director of Human Resources Support Services Director of Communications and Strategic Partnerships Support Services 1.5 Notwithstanding the above, the Board of Education reserves the right to appoint persons to positions within the organization above the level of Principal, without referring to interviews. Such appointments will be based on recommendations by the Director of Education. 2. Appointment of a Director The identification and selection of a new Director of Education will involve establishment of a committee of trustees to search and screen candidates for consideration of the Board. 3. Appointment of Principals and Vice - Principals 3.1 Advertising of vacancies to be in accordance with the Board's Promotion Process, by the Superintendent of Human Resources Support Services. 3.2 Applications shall be reviewed by the Superintendent of Human Resources Support Services. 3.3 Final interviews shall be arranged at the time suitable to the panel of interviewers. 3.4 The Final interviewing panel shall consist of: a) Three Trustees named by the Board. (In the case of Elementary Vice - Principal panel, two Trustees will be named by the Board.) Such Trustees, when named, shall serve for at least one year. The Board may name two alternates. b) Two Superintendents designated by the Superintendent of Human Resources Support Services. c) Chair of the appropriate Principals' or Vice - Principals' Associations. 3.5 A quorum shall consist of five members. Peel District School Board 4. a 0 3.6 The Director and Superintendent of Human Resources Support F :rvices are ex officio members of all final interview panels. Policy 3 pg. 3 3.7 The Committee shall make its recommendations to the Superintendent of Human Resources Support Services, or designate. Assignment of Principals 4.1 New Schools 4.1.1 Principals will normally be assigned to new schools, as follows: a) for secondary schools, on the September 1 st prior to the September in which the school is to open. b) for elementary schools, on the Monday following the March break prior to the September in which the school is to open. 4.1.2 Vice - Principals will normally be assigned to new secondary schools on the January 1 st prior to the September in which the schools are to open. 4.2 Established Schools 4.2.1 Principals and Vice - Principals will normally be named to established schools in December for mid -year transfers, and in March for end of year transfers. 4.2.2 Appointments will normally be effective on January 1, or September 1 for elementary; and beginning of Second Semester, or September 1 for secondary. Other Appointments The Director or those to whom he /she has delegated the responsibility shall have authority to arrange interviews and make appointments to approved positions below the levels specified in this policy. Travelling and Moving Allowances: Relocation of Senior Supervisory Staff 6.1 Travelling Allowance Persons travelling in excess of 240 kilometres for the purpose of being interviewed by the Peel District School Board for senior administrative positions (as listed in Item 1.4) will be reimbursed for all real and Peel District School Board Policy 3 pg. 4 reasonable expenses. Mileage and hotel accommodation shall not exceed the Board's allowance for travel as per Policy #40. 6.2 Moving Allowance Persons hired for senior administrative positions may be paid a relocation allowance at the discretion of the Director of Education. Such allowance may be paid provided that the candidate is moving his /her place of residence to Peel from a distance of more than 80 kilometres. (Bold print together with underlining signifies new language) ** signifies removal of language Approved June 24, 1969 Revised December 1974 Revised January 8, 1975 Revised March 1976 Revised December 1976 Revised July 1985 Revised June 1986 Revised September 8, 1987 Revised April 9, 1991 Revised April 27, 1993 Revised October 8, 1996 Revised January 27, 1998 Reviewed January 2000 Revised December 11, 2001 Reviewed September 2002 Revised February 25, 2003 CD Category: Personnel Regulation #4112.1 Durham District School Board Regulation: Hiring Of Superintendents 1.0 When a vacancy in the complement occurs, the Director will bring a report to the Employee Relations Committee, indicating reasons that the vacancy should or should not be filled. 1.1 If the vacancy should be filled, the Employee Relations Committee will recommend to the Board whether applications should be sought from inside the system or from outside, or both. 1.2 The Employee Relations Committee will also recommend a Hiring Committee consisting of the Chair of the Board (or designate), the Chair of the Employee Relations Committee (or designate) and one other Trustee. 1.3 The Director and two current members of the Superintendent complement will also be named to the Hiring Committee. A Superintendent whose retirement has been announced will not be eligible to sit on a hiring committee. 1.4 The Hiring Committee will receive and screen applications according to criteria established with reference to the role description currently applicable to Superintendents. 1.5 The Hiring Committee will evaluate, including interview, short- listed candidates, including internal and external candidates, where both have been invited and qualified persons have applied. 1.6 In cases where specialized expertise is required, the Hiring Committee may appoint an expert panel to provide an opinion on the expert qualifications of the applicants. 1.7 The Hiring Committee will bring a report to Committee of the Whole of the full Board (a) identifying all short- listed applicants and any internal applicants not short- listed (b) recommending a candidate for appointment OR that new applications be called for OR that a final selection interview be conducted for no more than three candidates by the Chair, the Director, two Trustees and one Superintendent not previously on the committee 1.8 All candidates interviewed will be notified if reasonably possible by the Director of Education within 24 hours of the Board's decision. 1.9 All candidates interviewed will be offered a de- briefing by the Director of Education. Appendix: None Document Links: Effective Date Legislative References Approved by 1994/01/10 Amended Toronto District School Board Policy P.055 EMP Title: SUPERVISORY OFFICER SELECTION Adopted: February 3, 1999 Revised: March 24, 2004, September 25, 2003 Review: 1.0 OBJECTIVE To establish the Board's commitment to the provision of exemplary leadership through the selection of its supervisory officers 2.0 RESPONSIBILITY Executive Superintendents, School Services 3.0 POLICY 9 3.1. The Board is committed to providing the educational system with vibrant and meaningful leadership through the selection of supervisory officers who have the skills, knowledge and values to create and promote a high performance organization 144) and optimum conditions for student success. 3.2. In order to prepare staff for promotion to supervisory officer positions, the necessary time and resources shall be provided for leadership preparation. 3.3. A procedure for the selection of supervisory officers shall be developed that is fair and equitable. 3.4. A qualified applicant pool shall be maintained from which supervisory officers may be selected. 3.5. A procedure for the selection of supervisory officers shall be developed that incorpo- rates selection criteria that demonstrate proven leadership qualities, a commitment to excellence in public education, and a commitment to fulfilling the Mission and Val- ues of the Board. 3.6. Trustees shall be involved in assessing eligible applicants including the interviews to determine the qualified applicant pool. The local trustee(s) shall participate in an interview when a specific portfolio is identified. Board Policy P.055 EMP: Supervisory Officer Selection Page 1 of 2 G02( \ \TDSBexeshr \Exec_Silo\ Secretariat \Staff\G02 \Project \WebPol \P055 EMP.doc)sec.1530 Policy P.055 EMP: Supervisory Officer Selection 4.0 SPECIFIC DIRECTIVES The Director is authorized to issue operational procedures to implement this policy. 5.0 REFERENCE DOCUMENTS Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer Board Policy P.002 DIR: Mission and Values Board Policy P.014 EMP: Staff Changes Education Act, Part XI R.R.O. 1990, Regulation 309, Supervisory Officers Board Policy P.055 EMP: Supervisory Officer Selection Page 2 Of 2 G02(1\TDSBexeshr\Exec_Silo\ Secretariat \Staff\G02 \Project \WebPol \P055 EMP.doc)sec.1530 9 Toronto District School Board Operational Procedure PR.516 EMP Title: SUPERVISORY OFFICER SELECTION AND TRANSFER OF SUPER- INTENDENTS Adopted: February 3, 1999 Revised: March 24, 2004, September 23, 2003 Authorization: 1.0 OBJECTIVE To provide a process for the selection of supervisory officers and transfer of superinten- dents 2.0 RESPONSIBILITY Executive Superintendents, School Services 3.0 PROCEDURES 3.1. Selection (a) Pre - application Phase • The Board will seek applications for supervisory officer positions from both external and internal candidates. The announcement will include en- try criteria, qualifications and application requirements, and information contained in Appendices 3 -A, 3 -B and 3 -C. • Candidates will initiate interest through their immediate supervisory offi- cer. • The immediate supervisory officer will establish whether the candidate has the requisite skills to enter the Promotion Track and will endorse the Letter of Intent or will counsel the candidate to enter /continue in the Leadership Growth Track as appropriate. (b) Profile Validation Phase • Candidates, who have received an endorsement of their Letter of Intent, will submit their Resume Highlights and their Written Assignment. • A team of supervisory officers will validate this material and assign nu- merical values based on the Leadership Criteria Rubric and the Written Component Rubric. • Candidates will be advised that they have met the requirements to proceed to the next phase of the selection process, or will be given feedback and Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer of Superintendents Page 1 of 6 G 02 ( \ \TD SBexesh r\ Exec_ Silo\ secretariat \staff\g02 \03 \PR516. doc)sec.1530 L 9 F] LEI Operational Procedure PR.516 EMP Supervisory Officer Selection and Transfer of Superintendents counselled to enter /continue in the Leadership Growth Track as appropri- ate. (c) Reference Validation ■ Information about each candidate will be gathered confidentially by a team of supervisory officers from a wide group of candidate and superintendent selected referees including superiors, subordinates, peers, trustees and community in accordance with Board guidelines. ■ Reference information will be analyzed, summarized and rated. ■ Candidates will be advised that they have met the requirements to proceed to the next phase of the selection process, or will be given feedback and counselled to enter /continue in the Leadership Growth Track as appropri- ate. (d) Field Observations Validation ■ A site visit will be undertaken by a team of supervisory officers. The can- didate will be asked to respond to focused questions and to guide the visit to highlight evidence of their leadership contributions. ■ Observations will be analyzed, summarized and rated. ■ Candidates will be advised that they have met the requirements to proceed (W to the next phase of the selection process, or will be given feedback and counselled to enter /continue in the Leadership Growth Track as appropri- ate. (e) Interview Validation • Candidates will participate in a formal interview with the Direc- tor /Associate Director, Trustees and Executive Superintendents. Questions will be provided one hour ahead of the scheduled interview to allow for some preliminary preparation. • Assessment will include results of performance in the interview, combined with assessments from each of the previous validations. • Candidates ready for promotion will be placed in the Qualified Applicant Pool from which they may be appointed to interim supervisory officer po- sitions. From this pool, candidates may apply for permanent positions. • All candidates will be provided with feedback and counselled to continue their professional development in the Leadership Growth Track. (f) Permanent Placement Interview ■ As specific positions become available, members of the Qualified Appli- cant Pool will be invited to apply. A team of trustees from the wards af- fected, the Director /Associate Director, and the Executive Superintendents from the region affected will interview identified applicants and will make a selection for the vacant position. Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer of Superintendents Page 2 Of 6 G02( \ \TDSBexeshr\Exec_Silo\ secretariat \stafRg02 \03 \PR516. doc)sec.1530 Operational Procedure PR.516 EMP Supervisory Officer Selection and Transfer of Superintendents (g) Recommendations will be presented to the Bo,, d in t,cordance with the Board's Policy P.014 EMP: Staff Changes. 3.2. Transfer (a) The transfer of superintendents will be undertaken in accordance with the fac- tors governing decision making outlined in Appendix 3 -C. (b) At any time during the year, a superintendent may indicate verbally to the Ex- ecutive Superintendent (to the Director /Associate Director for a central super- intendent), interest in a transfer. (c) The superintendent confirms the request in writing to their Executive Superin- tendent, indicating specific details about region, quadrant and or family of schools of interest. (d) Executive Superintendents consider the feasibility of the request within the context of the guiding principles for both the individual and the system (see Appendix 3 -C). (e) Executive Superintendents come together to consult with each other giving careful consideration to the family of schools' profile, businessibudget plan, and other relevant issues in each of the quadrants to develop a proposed slate. (f) Consultation occurs with requesting superintendents. (g) Consultation occurs with affected trustees. (h) Decisions are finalized prior to the placement of new promotees. 4.0 APPENDICES Appendix A: Skills, Qualities and Functions of the Supervisory Officer Appendix B: Profile of a Successful Candidate Appendix C: Transfer of Superintendents: Factors Governing Decision Making 5.0 REFERENCE DOCUMENTS Board Policy P.055 EMP: Supervisory Officer Selection Board Policy P.014 EMP: Staff Changes Education Act, Part XI R.R.O. 1990, Regulation 309, Supervisory Officers Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer of Superintendents Page 3 of 6 G02( \ \TDSBexeshr\Exec_Silo\ secretariat \staff\g02 \03 \PR516. doc)sec.1530 Appendix A Skills, Oualities and Functions of the Supervisory Officer Skills Set Qualities Job Function • Ability to build leadership ca- • Commitment to lifelong learn- • The ability to work with stu- pacity and develop shared lead- ing and building learning com- dents, staff and members of the ership munities. community to implement local and system priorities • The ability to mentor and de- velop staff for leadership roles • Acquiring, processing and ap- • A broad based knowledge of • Building capacity of staff plying information for informed educational and sociopolitical through professional develop - decision making issues. ment and leadership opportuni- ties • Excellent listening, writing, • A commitment to effective • Promoting face to face and speaking, presentation and con- communication electronic interactions flict resolution skills • The ability to forge strategic connections with community partners • Building a service oriented or- ganization • The ability to collect, analyze • Visioning and ability for "stra- • The ability to identify, forecast and interpret data by conducting tegic doing with a clear plan" and strategically act upon trend environmental scans, needs as- data sessments, polling, etc. • The ability to deal effectively • Flexible, confident and self as- • Management and prioritization with change, fiscal and project sured of human and fiscal resources management • The ability to foster relation- • Advocacy for public education • Review, develop and implement ships and build bridges • Respect for the collaborative public policy and consultative processes • The ability to deal with ambi- • Courageous leadership that • Decisive decision making that guity, make connections and see demonstrates confidence, flexi- demonstrates knowledge and the "big picture" bility, humility, emotional re- understanding of system opera - silience and adaptability tions N.B: This information is based on TDSB and OPSOA documents and R.R.O. 1990, Regulation 309, Su- pervisory Officers. Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer of Superintendents Page 4 of 6 G 02( \ \TDS Bexes h r\ Exec_ Silo\ secretariat \staff\g02 \03 \P R516. doc)sec.1530 Appendix B Profile of a Successful Candidate Successful candidates are committed to the Mission of the Toronto District School Board. They have a strong belief system congruent with the stated values of the system and demonstrate this through their practices. They exhibit commitment to students, parents and communities. They value and support the various employees who work together to support the learner. Successful candidates possess effective communication skills, which allow them to gather infor- mation from diverse constituencies, to be responsive to needs and to clearly articulate their vi- sion for an evolving education system. They demonstrate accountability for decisions made. Their strong advocacy positions reflect their sensitivity to the diversity of community needs. Successful candidates have the ability to understand and work within political, governance, and labour arenas. They are accountable for improving performance of all students and staff. Successful candidates are motivational leaders who possess highly effective interpersonal skills, combined with administrative expertise. With .i clear focus on schools, student success and business operations they have the ability to conceptualize, motivate, delegate and organize. They possess the skills necessary to problem -solve creatively and to work collaboratively with key partners within and beyond the Toronto District School Board within the context of the Province of Ontario and upholding the Ontario College of Teachers "Standards of Practice for the Teach- ing Profession" and their "Ethical Standards for the Teaching Profession" Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer of Superintendents Page 5 of 6 G02( \ \TDSBexeshr \Exec_Silo\ secretariat \staff\g02 \03 \PR516. doc)sec.1530 9 F] l� Appendix C Transfer of Superintendents: Factors Governing Decision Making Guiding Principles • Needs of families of schools should influence decisions. • Attention to succession planning requires opportunities for movement of supervisory offi- cers. • All requests should receive careful consideration. • The process should be consultative. • Balance of attributes and skill sets within quadrant teams is important. • Experience should be respected. • Professional growth plans should be supported. Consultation Factors: • Families of schools develop business/budget plans to indicate priorities and initiatives to support school improvement plans. • Data is available to assemble families of schools profiles. • Trustees provide valuable information to add to the families of schools profiles. • Changes in leadership for the families of schools must be managed with those accountable for performance. Decision Makin • If two individuals are equally interested and suited to a particular family of schools, experi- ence, as a supervisory officer may be considered. • This year all superintendents have only one year in their current family of schools. It is im- portant to provide an interim process with opportunities to satisfy some transfer requests; however, once placements have been made, a request would not be accepted for at least two years unless there were extremely extenuating circumstances. Operational Procedure PR.516 EMP: Supervisory Officer Selection and Transfer of Superintendents Page 6 Of 6 G02( \ \TDS Bexes h r \Exec_Si I o\ secretariat \staff\g02 \03 \PR516. doc)sec.1530