Catholic Independent Schools Of Vancouver Archdiocese THE HIRING PROCESS

Catholic Independent Schools Of Vancouver Archdiocese THE HIRING PROCESS

Contents Mission Statement 3 Introduction 4 Summary of Hiring Process 4 Selection Process 6 Informing Successful Applicants 6 The Offer of a Contract 7 The Signing of a Contract 7 The Transfer Process 8 Teachers who have resigned from a school 9 Teachers who have not resigned, but are looking for a position 9 Letters of Intent for Returning Teachers/Principals 10 Tips for the Hiring Committee 10 Conclusion 11 Appendix 1. Policy: Criminal Record # 303 2. Policy: Hiring # 306 3. Teacher Interview Assessment Rubric 4. Human Rights in B.C. 2

Catholic Independent Schools Vancouver Archdiocese MISSION STATEMENT The Catholic School shares in the mission of the Church to proclaim and build the Kingdom of God. The Catholic School, as a faith community, is committed to excellence in Catholicity and in all areas that promote the development of the whole child to his or her full potential. The Catholic School strives to develop Christian leaders, responsible citizens and life-long learners. 3

Introduction The Hiring Process is intended to assist Principals and Education Committees in the hiring of teachers and support personnel. It contains the recommended hiring practices, as well as the policies of the Catholic Independent Schools of Vancouver Archdiocese that govern the hiring process. Education Committee members who are appointed to the hiring committee of the school, and the Principal, should read this booklet and familiarize themselves with the policies and procedures of the Archdiocese. Mission Based Hiring CISVA schools have the privilege and the right to hire based on our Mission Statement. Hiring committees should begin by reviewing the Mission Statement in order that it may guide the interview and selection process of hiring. Summary of the Hiring Process: Teachers Teacher applicants for CISVA must first submit all required documentation and have an interview at the Superintendent s Office before approval can be given to apply at one of our schools. This interview is the first of three interviews that the candidate will undergo before a contract is offered. Each of these interviews is designed to determine specific information about the teacher applicant. 1. Superintendent Office Interview: After the applicant has submitted to the Superintendent's Office all the appropriate and necessary documentation, including a current pastor's letter, an interview is arranged with the Associate Superintendent for Human Resources. The Associate Superintendent interviews the applicant to determine the following information: Valid teaching credentials and degrees Current pastoral reference assuring the candidate is a regularly practicing Catholic If candidate is not Catholic, a current pastoral reference from the minister of the church he/she attends The Catholic applicant understands the requirement of taking the Foundations of the Faith course, the basic contents of the contract including the Catholicity clause Previous experience, i.e., teaching, volunteering, parish involvement Conviction regarding being a spiritual leader and model of faith for students and peers Knowledge and abilities of best practices in curriculum, teaching and assessment strategies, classroom management, etc. Commitment to be involved in extra-curricular activities 4

Ability to assist a Catholic school in developing community Where (geographically) they are willing to consider a position If the applicant is approved, he/she is added to the Available Teachers File. A profile of the applicant is posted to the Administrators MBoard. When a position arises at a school, the principal: Sends the position to the Superintendent s Office to have posted on the CISVA website Reviews the MBoard teacher applicant profiles, And/or phones the Superintendent's Office with the criteria of the teacher that they are seeking to hire The Superintendent's Office assists the principal by providing further information in support of the MBoard profile and/or provides a list of candidates that meet the school s requirements. 2. Principal s Interview: From the list of approved candidates, the principal contacts teacher applicants who appear to fit the criteria of the school. These applicants are contacted for an interview by the principal. NOTE: Checking references is a requirement of the hiring process. This interview takes place at the local school. The principal interviews the applicant to determine the following information: How this candidate could support the Mission of CISVA Discuss the attitude and practice of the candidate as a Catholic Educator Confirmation of teaching credentials and degrees. Check the BCCT or OIIS websites under teacher register for certification confirmation and for possible disciplinary history. Examination of resume and portfolio if presented Ability to contribute to the School Growth Plan Verify skills, attitudes, previous experience, interests, etc. Clarify if candidate meets criteria of the available position Determination of fitting in with staff and the culture of the school Extra-curricular activity skills 3. Hiring Sub-Committee Interview After the principal has interviewed several applicants, he/she makes a short list, and sets up interviews for the Education Committee Hiring Sub-committee and Pastor. This interview takes place at the local school. The hiring committee includes the Pastor, Principal and one or more member(s) of the Education Committee. Much of the same 5

information obtained during the interview with the Principal will be asked during this interview. The Pastor and PEC members will want to ask questions, and respond to answers from their perspectives. It is helpful to develop criteria based questions for the position prior to the interviews and to determine who will be responsible for asking which questions. The school s Growth Plan may be a useful document. Interviewing best practices suggest developing a common set of questions for a position and establishing an evaluation procedure. This interview determines the following information: How this candidate could support the Mission of CISVA Discuss the attitude and practice of the candidate as a Catholic Educator Attitudes fit with the school s philosophy Determine whether candidate meets the criteria set for the position Instructional abilities ( planning, evaluation, assessment) Ability to fit in with existing staff and school culture Talents that can add to school community Talents that can add to school extra-curricular program The Hiring Sub-Committee should make a point of presenting their school in a positive and inviting manner. The applicant is usually being interviewed by several schools, and therefore has the final choice of which school they will ultimately sign a contract with. Selection Process After this interview, the Hiring Sub-Committee should meet to determine which of the short-listed applicants will be offered or not offered the position. There are two scenarios that could result from the interviews: A suitable candidate is found and is offered the position. In this case the applicant should be phoned as soon as possible and a verbal offer of employment is made. If the applicant accepts the position, other applicants should be phoned immediately, and informed that the vacancy has been filled. If the applicant refuses the position, the job offer can be made to the second place applicant, or the whole process may be started again if no other applicants are deemed suitable. None of the applicants are suitable. The whole process is started again with new applicants from the Superintendent s Office. This may be repeated until a suitable candidate is found. Informing Unsuccessful Applicants Informing the unsuccessful candidate in a professional, timely and appropriate manner is an important reflection of the school. When phoning the unsuccessful applicant: Thank them for coming for the interview Inform them that the quality of candidates was high and the choice was difficult 6

Inform them that the Hiring Committee has offered the position to another candidate. (Be prepared to answer the question Why? and What could I have done to secure the position? ) Thank them for their professionalism and time for applying and going through the interview process Wish them success in their future career/job pursuits The Offer of a Contract: When the successful applicant is phoned, either by the Principal or the Chairperson of the Education Committee, a job offer is made over the phone. The applicant may request a reasonable period of time to think about the offer. Usually, a period of 24 to 48 hours is given, after which the applicant must accept or reject the job offer. If the applicant accepts, the school representative must make it clear to the applicant that this verbal acceptance is legally binding, even though the contract has not yet been signed. An example of a suitable response is: I m glad that you have decided to join our school community. I will inform the Hiring Committee that you have accepted the position. As of this phone call, your word is considered to be legally binding and the position is being held for you. Could you please come down to the school to sign the contract on (day & date)? The Signing of the Contract: At a mutually agreed upon time, the applicant meets with the principal to sign the contract. Employees must have a signed contract before beginning work. At this time, the principal completes the following documentation. Appropriate contract (Copies are available on our website.) Write any terms of employment in the contract: ex. Days worked, expectation for part-time employees etc. Contracts may not be modified Memorandum of Agreement for Foundations of the Faith course Benefits Plan & Pension Plan documentation Medical Services Plan documentation Local School Employee forms. The principal should send the appropriate documents to the Superintendent s Office as soon as possible and definitely prior to the start of employment. All employee documents should be sent to the attention of: Office Manager, Superintendent s Office, 150 Robson Street, Vancouver, B.C., V6B 2A7. All benefits related documentation is sent to: Benefits Office, 150 Robson Street, Vancouver, BC., V6B 2A7 Faxed copies are not acceptable. 7

At this time, the principal also may choose to go through the teacher s job description, extra-curricular responsibilities, teaching load, etc. The teacher should also be given a copy of the: School Policy Book Teacher Handbook including the BCCT Standards and the OIIS Standards School calendar Appropriate educational materials, e.g., relevant IRPs, texts, etc. N.B. The process described above does not apply when hiring Paraeducators. The Superintendent s Office does not coordinate these hirings. However, CISVA does require an approved Pastor s Letter before an individual is offered a Paraeducators contract and a Criminal Record Check done before the individual is working with children. ******************************************************************************************** The Transfer Process Individual schools have the authority to hire; teachers are not placed by CISVA. Those who have served in our schools at times seek positions at other CISVA schools. The Superintendent s Office facilitates the opportunity for teachers to apply to another CISVA school without having to resign from their current position. This process requires commitments from both the teacher and his/her current school. Process: The teacher wishing to transfer must fill in all the required documents and submit them to the Superintendent s Office by April 10 th. The Superintendent for Human Resources approves teachers for the transfer list. The required documentation consists of: Application for Changing Schools form Pastor s letter (no older than one year). Updated resume Current Principal s reference letter The teacher then signs a Letter of Intent for teachers who wish to apply for a teaching position in another Catholic school in the Vancouver Archdiocese. This letter allows the teacher to be available to accept a teaching position in a CISVA school without resigning from their current position but requires the teacher to return to their original school if they do not secure a position in another Catholic school in the Vancouver Archdiocese by April 30 th. The April 30 th date is effective for any teacher wishing to transfer for the 2012-13 school year and beyond. Teachers on the Transfer List profiles will be posted to the MBoard for Administrators with details regarding grade level/subject area preferences as well as other pertinent information If a teacher who is not on the transfer list contacts a school seeking a position, check with the Superintendent s Office. The fact that a teacher is already working 8

for a Catholic school does not mean that they are eligible for re-hiring in another school. The school must: offer the transferring teacher a Letter of Intent by April 15 th. keep the teacher s position open for him/her until April 30 th. The principal must: check with the Superintendent s Office for permission to interview the transferring teacher, if the name does not appear on the MBoard. This check must be done before the teacher is interviewed. (Often, a teacher intending to transfer may contact a principal directly the fact that the teacher is already working for a Catholic school does not mean that they are eligible for re-hiring in another school). contact the transferring teacher s principal for a reference. The Hiring Committee must: follow all the hiring procedures as outlined in the Policy Manual and this document. Teachers who have resigned from a school A teacher may choose to simply resign from a school, rather than use the Transfer Process. He/she is then free to apply to any other school, without having to promise to return to his/her original school if a new position in another Catholic school is not secured. Any school considering interviewing such a teacher must have the teacher approved by the Superintendent s Office prior to the interview. Once again, having worked in a school does not mean that the teacher is approved to be re-hired by another school. The principal must also contact the previous principal for a reference. Teachers who have not yet resigned, but are looking for a position Teachers have to hand in their Letter of Intent to their school by April 15 th. If they have decided to pursue a job in another school, they may be approaching various other schools to see what potential vacancies are available. Before a Principal may interview these teachers, they must first: ask the teacher if s/he has informed his/her own principal as you will be contacting him/her for a reference. It should not come as a surprise to the principal that one of his/her teachers is looking for a job. contact the teacher s principal to let him/her know that the teacher has initiated inquiries about a position in your school and to obtain a reference. Recruiting teachers from another school is not condoned. contact the Superintendent s Office for permission to interview the teacher. 9

Letters of Intent for Returning Teachers/Principals Teachers who intend returning to his/her school must sign the form Letter of Intent for teachers who wish to return to their present school. This letter must be signed by April 15 th. Teachers are not permitted to add conditions to this letter of intent, e.g., provided I get to teach the same course load as this year., etc. Returning teachers should receive from their Education Committee a Letter of Intent for Education Committees no later than April 15 th (For returning Principals, the Education Committee should give the principal the letter no later than March 1 st ). These Letters of Intent should be given unless the Education Committee has applied for and received permission from the Superintendent to dismiss or lay-off the teacher. After having received the Education Committee s Letter of Intent, the returning teacher/principal completes the Letter of Intent form, which must be given to the school no later than April 15 th for teachers (or March 1 st for principals). Signed copies of the Letters of Intent must be sent to the Superintendent s Office as soon as possible after March 1 st for principals and after April 15 th for teachers. BEST PRACTICES FOR THE HIRING COMMITTEE: Form a sub-committee to do the hiring. Having the whole Education Committee interview a teacher is both intimidating and unwieldy. Decide who will lead the interview. One person should be in charge of the interview so that everything flows smoothly, and everyone has a chance to speak and ask questions. Decide who will ask what questions. Each member of the committee should have a set series of questions agreed upon as a team. Establish criteria for ranking. A common evaluation ranking will facilitate the ability of the team to use data to make an informed decision. Note that some questions may not be asked of a candidate. See Independent Schools Act Section 1 and Human Rights in British Columbia available on the net. (Note: The section on Religion does not apply.) Plan a format of the interview. Have an opening and closing with a clear understanding of roles, time frames, sequence, tour of school, opportunity for applicant to ask questions, follow up procedures, etc. Opening and closing with a prayer is important. Inform the applicant of what happens next. You should always close the interview by telling the applicant what will happen next, so that they are clear about their options. For example, We will phone you within three days to let you know our decision or, We are not finished interviewing all the candidates, but we hope to finish next week, so we will call you within 10 days. 10

Conclusion The extent to which the school is and remains Catholic and the extent to which the Christian message is transmitted through instruction depends very largely on the teachers, on their commitment to the faith as well as their professional competence (The Catholic School- Its Character and Mission). It is essential, therefore, that Education Committees realize that one of their most important roles is the hiring of good administrators and teachers for their school and that they follow carefully the hiring policies of CISVA. (Policy Manual Human Resources- Hiring #306, Rationale) This booklet has been published as a reference for education committees, principals and pastors. Further questions regarding the hiring process may be directed to: Superintendent s Office C.I.S.V.A. 150 Robson Street Vancouver, B.C. V6B 2A7 Telephone: 604-683-9331 Fax: 687-6692 E-mail: info@cisva.bc.ca 11

Appendix 1. References to Policy Manual The Constitution and Bylaws of the Society provide for the establishment of committees to assist the Board of Directors in the operation of a school. The local Education Committee is an example of one of these committees. Policy Manual: Governance: #110 Responsibilities of Education Committees, 1.2.5: "It (the Education Committee) will decide on the hiring of teachers and principals with the approval of the Pastor/Archbishop's representative. The hiring of teachers must also include consultation with the principal. It will adhere to the hiring policies of the Society. It will pay salaries according to the directives issued by the Society." In Summary: Hiring of teachers or support staff is done through the mutual agreement of three parties the Education Committee, Principal and Pastor. All teacher applicants must be checked through the Superintendent s Office (including transfers from other Catholic schools) before they are interviewed. Principal hires follow Policy # 306 procedures The Pastor s letter is held at the Superintendent s Office. Applicants who do not have an appropriate Pastor s letter will not be placed on the Superintendent s Office approved list. The appropriate Contract must be used for the position being offered. There are seven possible C.I.S.V.A. employee contracts: High School Vice-Principals Contract Office Employee Contract Part-Time Teachers Contract: Principal/Head Teacher Contract Short Term Teachers Contract Teacher Aide Contract Teachers Contract 12

HUMAN RESOURCES CRIMINAL RECORD REVIEW 303 Procedure Teachers: All criminal record searches will be done through the appropriate governing body, either the B.C. College of Teachers or the Office of the Inspector of Independent Schools. All teachers must complete a criminal record check every five years. Members will submit the "Consent to a Criminal Record Check" form (available online) directly to their governing body. All Other Employees: All criminal record searches will be done by the school, in conjunction with the Superintendent's Office. All employees must undergo a criminal record search every five years. The employee will receive his/her "Consent to a Criminal Record Check" form from their school. The completed and signed form must be returned to the Principal who will forward it to the Superintendent. Note: For all employees, the employer is to be listed as "The Catholic Independent Schools of Vancouver Archdiocese". The Superintendent's Office, upon receiving the results of the Criminal Record Check from the Ministry of Public Safety and Solicitor General, will either: notify the school that the employee has no relevant record, or; notify the Board of Directors that the employee has a relevant record, at which time the Board will take appropriate action in accordance with legislation. The Superintendent's Office will be responsible for filing all results from the Criminal Record Check. 13

HUMAN RESOURCES HIRING Principals, Teachers, Paraeducators, School Psychologists, Support Staff 306 Rationale The extent to which the school is and remains Catholic and the extent to which the Christian message is transmitted through instruction depends very largely on the teachers, on their commitment to the faith as well as their professional competence (The Catholic School- Its Character and Mission). It is essential, therefore, that Education Committees realize that one of their most important roles is the hiring of good administrators and teachers for their school and that they follow carefully the hiring policies of CISVA. Policy: PRINCIPALS As soon as the local or regional Education Committee realizes that they will require a Principal, the Superintendent must be informed. Before appointing a head teacher or vice-principal, the Superintendent must be consulted. The procedure outlined below must be followed when hiring a new principal. Procedure This procedure is designed to allow a flexible approach to the hiring of principals. It is supportive of the local PEC and Pastor s responsibilities to the parish school and allows the Superintendent s Office to support the process. 1. All principals submit a confidential form by mid-january to the Superintendent s Office indicating whether or not they are interested in a move. 2. Associate Superintendent, Human Resources, collates data from forms. 3. Superintendent s Office facilitates a school profile with PEC of any school where there will be a vacancy in September of the following year. Input from staff is mandatory in preparing the profile. 4. A Hiring Committee will be formed for each school. A representative from the staff may be invited to take part in the interview process in a consultative capacity. A Superintendent will facilitate the interviews. 5. The Hiring Committee selects the candidate from those interviewed that best meets the needs of the school. A Superintendent will facilitate this process. N.B. Principals who have requested a move may sign a letter of intent allowing an extension to the deadline to renew their current contract to April 1 st if the above process is not complete. 14

Policy: TEACHERS The Parish Education Committee or Regional Education Committee, with the approval of the Pastor and in consultation with the Principal, will hire teachers approved by the Superintendent's Office. Preference will be given to practicing Catholics. Standard contract forms will be used and salaries will be paid in accordance with the guidelines of the Society o Hiring Of Pre-School Teachers The hiring policies for teachers are in effect for any pre-school that comes under the authority of an Education Committee of CISVA. Procedure: Link to Hiring Process booklet Policy: PARAEDUCATORS Paraeducators are not interviewed but must be approved by the Superintendent's Office by having Pastoral Reference Letter and Criminal Record Check before a successful candidate can sign a contract. However, as school employees their hiring comes under the mandate of the Education Committee. Because paraeducators come in direct contact with children, a process similar to the hiring of teachers must be established. This process must include the approval of the Pastor and the consultation of the Principal. Preference will be given to practicing Catholics. All paraeducators must sign a CISVA paraeducator contract that is either a renewable or non-renewable contract. Procedure The applicant submits a resume including personal references. The Education Committee must ensure that the Superintendent has received an acceptable Pastoral reference. References are checked. The Principal interviews the applicant. If the Principal believes that the applicant is suitable, a Committee including the Pastor and members of the Education Committee interviews the applicant. Through the application and interview, the Committee will decide if the candidate is suitable to work with children. Areas to check are: practice of the faith, health, possible criminal background, educational background (certification, courses, workshops etc.), flexibility, ability to work with others, special skills that may be required, etc. If satisfied, a CISVA Paraeducator contract is signed. 15

Policy: SCHOOL PSYCHOLOGIST By April 10 th of each school year a school (Principal in consultation with the Education Committee) wishing to secure a school psychologist s services must send into the Superintendent s Office to the Director of Special Education a Statement of Commitment form (CISVA download area) that requests a school psychologist. Procedure The school to send Statement of Commitment Form by April 10 th. School psychologist will sign a letter of intent by April 15 th. The school psychologist could be offered a one year teacher s contract through the Superintendent s Office by May 1st. The Director of Special Education will assign the school psychologist once the contract is signed. If the school wishes to obtain a school psychologist in subsequent years the process always begins with the Statement of Commitment (note: a different school psychologist can be assigned to the school each year of request). Placement of school psychologists is the responsibility of the Director of Special Education. Placement of school psychologists in a school is based on an assessment of variety of factors (i.e. special education needs, demographics, geography etc.) Policy: SUPPORT STAFF (excluding custodial staff) Support Staff are not interviewed or approved by the Superintendent's Office. However, as school employees their hiring comes under the mandate of the Education Committee. Because support staff comes in direct contact with children, a process similar to the hiring of teacher aides must be established. This process must include the approval of the Pastor and the consultation of the Principal. Support staff personnel sign a CISVA Office Employee s Contract. Procedure The applicant submits a resume including personal references. Catholic candidates must supply a letter from their pastor that states that the candidate is a practicing Catholic in good standing in their parish. The Education Committee must ensure that the Pastor/Archbishop s Representative has received an acceptable Pastoral reference. References are checked. The Principal interviews the applicant. If the Principal believes that the applicant is suitable, a Committee including the Pastor and members of the Education Committee interviews the applicant. Through the application and interview, the Committee will decide if the candidate is suitable to work in a school setting. Areas to check are: practice of the faith, 16

health, possible criminal background, personality, flexibility, ability to work with others, special skills that may be required, etc. If satisfied, a CISVA Office Employee contract is signed. 17

CISVA TEACHER INTERVIEW RUBRIC FORM NAME: Please, note strengths and areas of concern 1. Teaching in the Spirit a. Understands the mission and vision of Catholic schools b. Commitment to personal faith formation c. Integration of faith into the curriculum d. Sacred time and space in class Exceptiona l Strong Satisfactory Needs Growth Unsatisfactory 2. Planning, Assessment and Evaluation a. Knowledge of content b. Knowledge of pedagogy c. Differentiation d. Planning ( Toolbox) e. Learning Activities f. Assessment for learning 3. Classroom Environment a. Interaction with students b. Climate of high expectations c. Management d. Organization: systems, resources 4. Instruction a. Oral and written language b. Implementation of planning c. Active learning/student engaging d. Response to students e. Persistence to support success 5. Professional Responsibilities a. Reflects on teaching practice b. Record keeping c. Communication d. Community support/participation e. decision making/problem solving 18