HomeMy WebLinkAboutPR 641 HR - Selection Of Supervisory Officers Il -•
OTTAWA-CARLETON
DISTRICT SCHOOL BOARD
PROCEDURE PR 641 HR
TITLE: SELECTION OF SUPERVISORY OFFICERS
Date Authorized: 18 February 2005
Last Revised: 09 April 2026
Last Reviewed: 09 April 2026
COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY
The District recognizes its responsibility to ensure that this procedure and the associated work
promotes and protects Indigenous, equity, and human rights. The District will strive to address and
eliminate discrimination and structural and systemic barriers for students, staff, and the community.
1.0 RATIONALE
To establish a process for the selection of supervisory officers.
2.0 DEFINITIONS
Please refer to Appendix A for a list of definitions of terms used in this procedure.
3.0 RESPONSIBILITY
3.1 The Director of Education will initiate the process for the selection of new supervisory
officers at the OCDSB and participate in the process as directed herein.
3.2 The Associate Director will be responsible for advising the Director of Education with
respect to any specific or additional criteria to address functional needs within the
supervisory officer team.
3.3 The Superintendent responsible for employee services will coordinate and support the
selection process as indicated herein.
4.0 PROCEDURES
Process Initiation
4.1 In the event of a known or anticipated vacancy, or from time-to-time as required, the
Director of Education will:
a) advise the Director's Executive Council and the governing body that an ad hoc
Supervisory Officers Selection Committee (the Committee) will be formed;
b) determine the membership for the Committee;
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c) in collaboration with the Committee, determine the process and timelines for the
selection of candidates.
Duties of the Committee
4.2 The Committee will:
a) establish the process and timelines it will follow for the competition based on
advice from appropriate staff;
b) agree on the format of the selection process (e.g., candidate package, written
assessment tasks, interview) and ensure that accompanying assessment
materials are consistently followed for all candidates;
c) assess and shortlist candidates through the various stages of the process to
ensure they meet the requirements established by the District ; and
d) determine if an eligibility list will be created and used for possible future
vacancies.
Composition of the Committee
4.3 The Committee is composed of:
a) the Director of Education;
b) the applicable Associate Director;
c) any other individuals the Director of Education may deem as beneficial in
supporting a successful process (e.g., the superintendent responsible for
employee services.)
4.4 The Director of Education typically serves as the Chair of the Committee, unless
circumstances prevent it.
Conflict of Interest. Nepotism. and Cronyism
4.5 To ensure the integrity and fairness of the supervisory officer recruitment and selection
process, members of the Committee will:
a) declare any actual, potential, or perceived conflict of interest prior to participating
in the recruitment and selection process;
b) disclose to the Director of Education any familial, personal, or close professional
relationship with an applicant that could reasonably be perceived to influence, or
appear to influence, their impartiality; and
c) immediately disclose any conflict of interest that arises during the recruitment
and selection process.
4.6 Where an actual or reasonably perceived conflict of interest, nepotism, or cronyism is
identified, the Director of Education will remove the individual from the Committee.
Selection Process
4.7 The Superintendent responsible for employee services will:
a) support and provide advice to the Director and the Committee throughout the
selection process, as appropriate and necessary;
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b) arrange advertising that promotes the competition broadly and attracts a diverse
and representative pool of qualified candidates who meet the criteria established
by the District; and
c) advise all short-listed candidates of the specifics of the selection process.
4.8 The selection process will reflect the District's established values and skills for the
selection of system leadership positions.
4.9 The Superintendent responsible for employee services will verify that all candidates
meet the regulated requirements for appointment as a Supervisory Officer.
4.10 Assessment of a candidate's readiness to assume a supervisory officer position will be
based on the Leadership Framework for Supervisory Officers (Appendix C), and the
OCDSB Leadership Competencies (Appendix D) or as may be amended to meet
specific functional needs for specific supervisory officer positions.
4.11 References for each candidate will be gathered confidentially from referees as provided
by the candidates. Referees must include current and/or previous supervisors. They
may also include subordinates, peers, and community members, as appropriate.
4.12 All references will be based on direct knowledge of the candidate and will be conducted
using a pre-determined set of questions, which may include follow-up questions and
open-ended questions.
4.13 Decisions for successful candidates will only be finalized following a report to the
Committee about the outcome of:
a) reference checks; and
b) social media/media scans.
4.14 The Superintendent responsible for employee services will seek approval from the
Minister of Education as a condition of all appointments to the role of Supervisory
Officer.
4.15 The Director of Education will advise the governing body on the appointments to the
supervisory officer position(s) and/or the eligibility list of prospective candidates.
4.16 All candidates will be offered a debriefing session, and for successful candidates, the
debrief will be compulsory.
Confidentiality
4.17 To protect the privacy of applicants and the integrity of the recruitment and selection
process, members of the Committee will:
a) not disclose, discuss, or share information about applicants or the Committee's
deliberations with individuals who are not part of the Committee, unless
authorized by the Director of Education;
b) ensure that all documents and materials related to the recruitment and selection
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process are handled securely and returned or disposed of in accordance with
District procedures at the conclusion of the process;
c) use applicant information solely for the purposes of evaluating candidates within
the recruitment and selection process; and
d) refrain from responding to or initiating any informal inquiries, discussions, or
speculation about applicants or the selection process outside of the Committee
or authorized channels.
5.0 APPENDICES
Appendix A: Procedure Definitions
Appendix B: Selection Of Supervisory Officers Portfolio Application Package
Appendix C: Leadership Framework for Supervisory Officers
Appendix D: Principal and Vice Principal Core Competencies
6.0 REFERENCE DOCUMENTS
The Education Act, 1998, PART XI s. 283 (2), 278, 279, 284, 285, 286
Ontario Regulation 309, PART I Qualifications of Supervisory Officers Municipal Freedom of
Information and Protection of Privacy Act Ontario Human Rights Code
OCDSB Policy P 146 HR - Equitable Recruitment, Hiring, and Promotion
OCDSB Policy P 006 HR - Delegation of Authority
OCDSB Procedure PR 710 HR - Employee Conflict of Interest
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APPENDIX A: PROCEDURE DEFINITIONS
In this procedure,
Conflict of Interest means a potential, apparent, or actual conflict where an Employee's financial or
personal interest, whether direct or indirect, conflicts or appears to conflict with the Employee's
responsibility to the District. It includes situations in which financial or other personal considerations
have the potential to compromise or bias an Employee's professional judgment and objectivity. A real,
or perceived, Conflict of Interest exists when an employee uses, or appears to use, their employment
with the District:
a) to influence the District's interactions with external businesses or individuals by accepting
incentives directly or indirectly from them;
b) to offer an advantage to a family member or a friend, including employment; or
c) to use District property, including non-public information or material they produce during the
course of their employment, without appropriate authorization.
Cronyism means the practice of exercising decision-making power or influence to bestow favours or
special treatment to friends, colleagues, or associates based on personal relationships through the
hiring process without proper regard to their qualifications.
District means the corporate entity known as the Ottawa-Carleton District School Board.
Diversity refers to the presence of a wide range of human qualities and attributes within a group,
organization, or society. The dimensions of diversity include but are not limited to, age, ancestry,
colour, citizenship, creed, culture, ethnic origin, family status, gender, gender identity, gender
expression, immigration status, language, marital status (including single status), physical and
intellectual ability, place of origin, race, racial identity, sex, sexual orientation, and socio-economic
status.
Equity means fairness of treatment and processes by the removal of systemic barriers, disparity and
disproportionality between groups, using extra and positive measures to bring about equal access to
opportunities and benefits in society. It does not mean treating everyone the same.
Hiring means the process for selecting candidates for available positions, including all stages from
setting job requirements to the recruitment, application, screening, and selection processes. The
selection process may include multiple sources and methods such as interviews, written
assignments, and references.
Inclusive (Inclusion) means an environment in which all individuals are welcomed and treated fairly
and respectfully; supported to succeed with access to relevant resources and opportunities; inspired
to contribute fully to the organization's success; and valued for their distinctive skills, experiences,
and perspectives at different levels of the Organization.
Nepotism means the practice of exercising decision-making power or influence by favouring relatives
through the hiring process.
Supervisory Officer has the same meaning as in the Ontario Education Act.
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APPENDIX B: SELECTION OF SUPERVISORY OFFICERS PORTFOLIO
APPLICATION PACKAGE
Candidates for the position of supervisory officer in the OCDSB must submit a portfolio application
including the items listed below.. Additional items, or substitutions, deemed appropriate and relevant
to the specific position may be identified by the Selection Committee or the specific elements related
to the portfolio application may be adjusted from time to time.
Curriculum Vitae
Candidates must submit a standard resume (maximum three pages) outlining relevant employment
history and professional qualifications and experience.
Performance Appraisal/ Letter of Assessment
Candidates must submit their most recent performance appraisal or, if a recent appraisal is not
available, a two-page letter of assessment from a practicing supervisory officer who has supervised
the candidate. It should outline the author's observations of the candidate's skills as they relate to the
Ontario Leadership Framework for Supervisory Officers.
Statement of Qualifications (Academic Supervisory Officer Candidates only)
Candidates must submit a copy of their most recent Registered Member Information as downloaded
from the Ontario College of Teachers website. This statement should show the qualifications required
for the competition. If this statement does not show the required qualifications, candidates must
include a note explaining when/where the qualifications were completed.
Statement of Leadership Experiences
This two-page leadership experience statement written by the candidate should describe up to three
specific leadership experiences which the candidate feels best demonstrates their readiness to
assume a supervisory officer position with the OCDSB.
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