Administrative Procedures Memorandum 7500

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1 Page 1 of 15 Date of Issue December 2014 Original Date of Issue September 1989 Subject References Links Contact ADMINISTRATOR ELIGIBILITY PROCESS Administrative Council Ontario Leadership Framework APM A7400 Interview and Selection Process APM A7510 Transfer of Principals FORM A7500-1; FORM A7500-2; FORM A7500-3; FORM A7500-4; FORM A Human Resource Services 1. Rationale 1.1 The Simcoe County District School Board (SCDSB) wishes to affirm its commitment to a selection and appointment process for principals and vice-principals. 1.2 The board is searching for leaders who can lead schools in achieving the system goals. Within this framework the board undertakes to offer opportunities to applicants to apply for positions of added responsibility through an approved model. 1.3 SCDSB encourages both internal and external candidates to be part of this process. 2. Objectives The objectives of the selection and appointment process are: 2.1 To identify and to select potential leaders who have an understanding of and commitment to the Simcoe County District School Board s mission, multi-year plan, Board Improvement Plan and the diversity within its population and geographic areas. 2.2 To provide opportunities to assist participants through self-assessment and reflection to determine their personal leadership competencies and to identify areas for growth and change. 2.3 To expand each participant's understanding of and appreciation for the role of school leader in the Simcoe County District School Board and to emphasize the integrity of the role. 3. Vice-Principal Process

2 Page 2 of The potential applicant expresses an interest to be considered for the SCDSB eligibility process through Human Resource Services to receive an application package. To be considered, the potential applicant completes and submits to Human Resource Services a cover letter, their Annual Learning Plan (ALP), a curriculum vitae and the Ontario Institute for Education Leadership (IEL) Self-Assessment Tool for Aspiring Leaders The potential applicant must participate in at least five opportunities outlined in the SCDSB Leadership Development Program and/or self-directed opportunities that represent each of the five Domains of Leadership in the Ontario Leadership Framework (OLF) and they must be included in their completed Self-Assessment for Aspiring Leaders. External applicants must demonstrate similar development opportunities. 3.3 The potential applicant will require three individuals to complete a Leadership Assessment of Readiness Form which will be ed confidentially to Human Resource Services. The references will include: Immediate Supervisor (principal) (FORM 1) Current Professional Reference of Choice (FORM 1) Current Personal/Community Reference of Choice (FORM 2) 3.4 The eligibility committee which consists of two supervisory officers and two principals will meet and determine which potential applicants will move forward to the meeting stage. 3.5 At least two members of the eligibility committee arrange for a meeting with the applicant at their school or work location with their direct supervisor. This is an opportunity to discuss with the applicant the Self-Assessment for Aspiring Leaders. If the potential applicant is external, this meeting will take place at the SCDSB Education Centre or the applicant s work location with their supervisor, if possible. 3.6 Future potential applicants are provided with a Leadership Success Plan (FORM 3) to focus their efforts through the SCDSB Leadership Development Program assisting them in their leadership journey. The expectation is that the unsuccessful applicant will share their Leadership Success Plan with their direct supervisor to action next steps. 3.7 Once the members of the eligibility committee approve the applicant for a formal interview, it will be scheduled. The formal interview will be minutes in length and will include: Presentation Candidates will give a minute presentation demonstrating their leadership in a school or system based initiative that is related to Improving the Instructional Program Contextual/Scenario/Behavioural Questions Candidates will demonstrate their knowledge and skills in relation to the Ontario Leadership Framework Quick Response Candidates will provide a response of no more than two minutes to each of several prompts given by the committee. 3.8 A member of the eligibility committee will contact the references (FORM 4) provided with the applicant s submission to discuss the Assessment of Readiness Form they provided. 3.9 Applicants that have successfully completed all aspects of the eligibility process will

3 Page 3 of 15 receive placement on the vice-principal eligibility list, be assigned a mentor and/or placement in a school as a vice-principal Future potential applicants are provided with a Leadership Success Plan to focus their efforts through the SCDSB Leadership Development Program assisting them in their leadership journey. The expectation is that the unsuccessful applicant will share their Leadership Success Plan with their direct supervisor to action next steps. 4. Principal Process 4.1 Principal candidates must have documented support from the area superintendent (FORM 5) prior to proceeding through this process. 4.2 The potential applicant expresses an interest to be considered for the SCDSB eligibility process through Human Resource Services to receive an application package. To be considered, the potential applicant completes and submits to Human Resource Services a cover letter, their Professional Growth Plan, a curriculum vitae and the Ontario Institute for Education Leadership Self-Assessment Tool for School Leaders The potential applicant must participate in at least 10 opportunities outlined in the SCDSB Leadership Development Program and/or self-directed opportunities that represent the five Domains of Leadership (OLF), in the previous 24 months and they must be referenced in their Self-Assessment for School Leaders. External applicants must demonstrate similar development opportunities. 4.4 The potential applicant will require three individuals to complete a Leadership Assessment of Readiness Form which will be ed confidentially to Human Resource Services. The references will include: Immediate Supervisor (principal) (FORM 1) Current Professional Reference of Choice (FORM 1) Current Personal/Community Reference of Choice (FORM 2) 4.5 The eligibility committee which consists of two supervisory officers and two principals will meet and determine which potential applicants will move forward to the meeting stage. 4.6 At least two members of the eligibility committee arrange for a meeting with the applicant at their school or work location with their direct supervisor. This is an opportunity to discuss with the applicant the Self-Assessment for School Leaders. If the potential applicant is external, this meeting will take place at the SCDSB Education Centre or the applicant s work location with their supervisor, if possible. This may include a walk through. 4.7 Future potential applicants are provided with a Leadership Success Plan (FORM 3) to focus their efforts through the SCDSB Leadership Development Program assisting them in their leadership journey. The expectation is that the unsuccessful applicant will share their Leadership Success Plan with their direct supervisor to action next steps.

4 Page 4 of Once the members of the eligibility committee approve the applicant for a formal interview, it will be scheduled. The formal interview will be minutes in length and will include: Presentation Candidates will give a minute presentation demonstrating their leadership in a school or system based project that is related to Improving the Instructional Program Contextual/Scenario/Behavioural Questions Candidates will demonstrate their knowledge and skills in relation to the Ontario Leadership Framework Quick Response Candidates will provide a response of no more than two minutes to each of several prompts given by the committee. 4.9 A member of the eligibility committee will contact the references (FORM 4) provided with the applicant s submission to discuss the Assessment of Readiness Form they provided Applicants that have successfully completed all aspects of the eligibility process will receive placement on the principal eligibility list, be assigned a mentor and/or placement in a school as a principal Future potential applicants are provided with a Leadership Success Plan to focus their efforts through the SCDSB Leadership Development Program assisting them in their leadership journey. The expectation is that the unsuccessful applicant will share their Leadership Success Plan with their direct supervisor to action next steps. 5. Eligibility Lists 5.1 The board will establish eligibility lists for principals and vice-principals in both the elementary and secondary panel. 5.2 Candidates will remain, subject to 5.3, on the appropriate list for three years. 5.3 A candidate who declines to accept an appointment to an available position must accept the next offered appointment or be removed from the eligibility list. 5.4 Candidates removed from the eligibility list as per 5.2 and 5.3 may re-apply to the eligibility process 6. School Appointments 61 Candidates on the board eligibility lists will be considered for all known vacancies. Individuals will be appointed from the eligibility lists to meet the needs of the system. 6.2 Appointments will be determined by Administrative Council and presented for approval

5 Page 5 of 15 to the Board. 7. Acting Positions 7.1 External candidates will not be placed in an acting position. 7.2 When a candidate is being offered a position, it will be made clear at the time of offer that this will be an acting position. This is also stated in the offer letter. 7.3 Acting vice-principals remain in their respective teacher bargaining unit (ETFO or OSSTF). As such, acting vice-principals are not to perform performance appraisals or participate in the discipline of a teacher. 7.4 Acting administrators are compensated according to the Terms and Conditions for principals and vice-principals. 7.5 Acting designations are removed at various points during the school year as the need arises and are presented for approval to the Board. A letter will be issued to the viceprincipal from Human Resource Services acknowledging the removal of the acting designation and the Ontario Principals Council will be notified.

6 Page 6 of 15 Vice-Principal Eligibility Process Numbered Memo sent to system and information posted to the SCDSB website Interested Candidates request an application package through Human Resource Services Information Evening Candidates submit to Human Resource Services four copies of: Cover Letter Annual Learning Plan Completed Self Assessment for Aspiring Leaders (IEL) Three confidential Assessment of Readiness Forms (sent directly to Human Resource Services) Participation in at least five leadership development opportunities representing each of the five Domains in the OLF as outlined in the SCDSB Leadership Development Program or similar development opportunities. Opportunity to further readiness Future potential applicants will meet with their immediate supervisor to co-develop the applicant s Leadership Success Plan. At least two members of the eligibility committee arrange for a meeting with the applicant at the school or work location with their direct supervisor to discuss the candidate s readiness. The committee will then decide if a formal interview will be granted. External applicants will have a meeting at the SCDSB Education Centre or their work location with their supervisor, if possible. Opportunity to further readiness Future potential applicants will meet with their immediate supervisor to co-develop the applicant s Leadership Success Plan. Formal Interview Reference Check Opportunity to further readiness Recommendation from eligibility committee to Administrative Council for placement on the eligibility list. Future potential applicants will meet with their immediate supervisor to co-develop the applicant s Leadership Success Plan. Board Approval Candidates Notified Debrief with eligibility committee while continuing to enhance their Leadership Success Plan. Mentor Assigned Placement as a vice-principal

7 Page 7 of 15 Principal Eligibility Process Numbered Memo sent to system and information posted to the SCDSB website. Interested candidates must have documented support from their superintendent of education prior to proceeding (Form A7500-1) Interested Candidates request an application package through Human Resource Services Information Evening Candidates submit to Human Resource Services four copies of: Cover Letter Professional Growth Plan Completed Self Assessment for School Leaders (IEL) Three confidential Assessment of Readiness Forms (sent directly to Human Resource Services) Participation in at least 10 opportunities in the last 24 months representing each of the five Domains in the OLF as outlined in the SCDSB Leadership Development Program or similar development opportunities. Opportunity to further readiness Future potential applicants will meet with their immediate supervisor to co-develop the applicant s Leadership Success Plan. At least two members of the eligibility committee arrange for a meeting with the applicant at the school or work location with their direct supervisor to discuss the candidate s readiness. The committee will then decide if a formal interview will be granted. External applicants will have a meeting at the SCDSB Education Centre or their work location with their supervisor, if possible. Opportunity to further readiness Future potential applicants will meet with their immediate supervisor to co-develop the applicant s Leadership Success Plan. Opportunity to further readiness Formal Interview Reference Check Recommendation from eligibility committee to Administrative Council for placement on the eligibility list. Future potential applicants will meet with their immediate supervisor to co-develop the applicant s Leadership Success Plan. Board Approval Candidates Notified Debrief with eligibility committee while continuing to enhance their Leadership Success Plan. Mentor Assigned Placement as a principal

8 Page 8 of 15 First Issued September 1989 Revised January 11, 1992; November 11, 1993; August 18, 1994; March 27, 1995; January 27, 1997; March 24, 1998; April 16, 1998; October 4, 2001 (INTERIM); May 12, 2003; August 19, 2008, February 2011; September, 2011; December 20, 2011, May 2014, December 2014 Issued under the authority of the Director of Education

9 Memorandum A4222 Page 9 of 15 FORM 1 - a Assessment of Readiness Form (To be used by Principal and Professional Reference) Name of Candidate Position Applied For Name of Reference Position Please comment on the candidate s demonstration of the following Dimensions of Leadership: Setting Directions (Building a shared vision; identifying specific short-term goals; creating high expectations; communicating the vision and goals.) Building Relationships & Developing People (Providing support & demonstrating consideration for individual staff members; stimulating growth in the professional capacities of staff; modelling the schools values and practices; building trusting relationships with and among staff, students & parents; establishing productive working relationships with teacher federation reps.) Developing the Organization to Support Desired Practices (Building collaborative cultures & distributing leadership; structuring the organization to facilitate collaboration; building productive relationships with families & community; connecting the school to the wider environment; allocating resources in support of the school s vision and goals.) FORM A7500-1; December 2014

10 Memorandum A4222 Page 10 of 15 FORM 1 - b Improving the Instructional Program (Staffing the instructional program; providing instructional support; monitoring progress in student learning and school improvement; buffering staff from distractions to their work.) Securing Accountability (Building staff members sense of internal accountability; meeting the demands of the external accountability.) Personal Resources (Cognitive resources; social resources; psychological resources.) I recommend this individual for the position of vice-principal/principal in Simcoe County District School Board. I do not recommend at this time, this individual for the position of vice-principal/principal in Simcoe County District School Board. Please comment below. Comments Thank you for taking the time to complete this form. This confidential form will not be shared with the candidate and is to be sent via to the Executive Assistant of Human Resource Services by 4:30 p.m. on <insert date>. If you have any difficulties in forwarding your , please contact Human Resource Services at extension You will receive an acknowledging receipt of your letter. Personal information on this form is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act 1988, and will be used to determine the suitability of the applicant for an eligibility list. FORM A7500-1; December 2014

11 Memorandum A4222 Page 11 of 15 FORM 2 - a Assessment of Readiness Form (To be used by Personal and Community Reference) Name of Candidate Position Applied For Name of Reference Position Leaders draw upon the Personal Leadership Resources to effectively enact leadership practices. Please comment on the candidate s demonstration of the following Personal Leadership Resources: Cognitive Resources - (Problem-solving expertise and knowledge about conditions which have direct effects on student learning and which can be influenced by schools.) Social Resources (The ability to understand the feelings, thoughts and behaviours of persons, including oneself, in interpersonal situations and to act appropriately on that understanding.) Psychological Resources (The characteristics that enable leaders to be productive and effective in the highly complex environment of school leadership - optimism, self-efficacy, resilience and proactivity.) FORM A7500-2; December 2014

12 Memorandum A4222 Page 12 of 15 FORM 2 - b I recommend this individual for the position of vice-principal/principal in Simcoe County District School Board. I do not recommend at this time, this individual for the position of vice-principal/principal in Simcoe County District School Board. Please comment below. Comments Thank you for taking the time to complete this form. This confidential form will not be shared with the candidate and is to be sent via to the Executive Assistant of Human Resource Services by 4:30 p.m. on <insert date>. If you have any difficulties in forwarding your , please contact Human Resource Services at extension You will receive an acknowledging receipt of your letter. Personal information on this form is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act 1988, and will be used to determine the suitability of the applicant for an eligibility list. FORM A7500-2; December 2014

13 Memorandum A4222 Page 13 of 15 FORM 3 LEADERSHIP SUCCESS PLAN Leadership is the exercise of influence on organizational members and diverse stakeholders toward the identification and achievement of the organization s vision and goals. The Leadership Success Plan is grounded in a Growth Mindset. The Eligibility Committee members have identified areas of growth and suggested next steps from the Eligibility Interview using the Ontario Leadership Framework. Appropriate opportunities from our SCDSB Leadership Development Program have also been identified. SETTING DIRECTIONS BUILDING RELATIONSHIPS & DEVELOPING PEOPLE DEVELOPING the ORGANIZATION to SUPPORT DESIRED PRACTICES IMPROVING THE INSTRUCTIONAL PROGRAM SECURING ACCOUNTABILITY Identified Area of Growth:. Identified Area of Growth: Identified Area of Growth: Identified Area of Growth: Identified Area of Growth: Suggested Next Step: Suggested Next Step: Suggested Next Step: Suggested Next Step: Suggested Next Step: SCDSB Leadership Development Program Opportunities: SCDSB Leadership Development Program Opportunities: SCDSB Leadership Development Program Opportunities: SCDSB Leadership Development Program Opportunities: SCDSB Leadership Development Program Opportunities: FORM A7500-3; December 2014

14 REFERENCE CHECK FORM Administrative Procedures Memorandum A4222 Page 14 of 15 FORM 4 Name of Applicant Position Applied For Person Contacted (Name) Telephone Number Position Title Organization 1. Is there a specific project or leadership opportunity that the applicant was involved in that you could expand upon? 2. Describe the leadership skills exhibited by this candidate. 3. What, if any, did you observe to be this person s job related limitations? 4. Is there any information not already outlined in your Assessment of Readiness Form that you wish to share? Checked by (name) Date Signature Information on this form is collected under authority of the Municipal Freedom of Information and Protection of Privacy Act, 1989, and will be used to determine the suitability of the applicant for employment. Questions about the use or format of this information may be directed to the Superintendent of Human Resource Services and Organization Development, Simcoe County District School Board, 1170 Highway 26, Midhurst, Ontario, L0L 1X0. Phone: (705) Fax: (705) FORM A7500-4; December 2014

15 Memorandum A4222 Page 15 of 15 FORM 5 SUPERINTENDENT CONFIRMATION OF SUPPORT PRINCIPAL ELIGIBILITY PROCESS Applicant s Name: (Please print) Current Position: Work Location: Superintendent of Education Comments: I support this individual s participation in the principal eligibility process. Superintendent s Name: (Please print) Superintendent s Signature: FORM A7500-5; December 2014

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