1. Belfast Education and Library Board
Governor Training and Development Programme
Recruitment and Selection of Staff
Linda McGowan HR Manager
Julie Angus Senior HR Adviser (Revised February 2010)
INTRODUCTIONS
Aim of the session is to give an overview of the whole process leading to an appointment but bear in mind that we have further sessions dealing specifically with the interview/marking and scoring aspect
Conscious that we have governors from a range of school types
While the exact processes we will describe relate to appointments to controlled and maintained schools what is being discussed is the good practice which will give you the best chance to achieve your twin aims
Make the best appointment for your school and avoid ending up in a tribunal – not necessarily mutually exclusive!

2. Appointment Process
Does the school need a new post? If so, how will you fill it?
Prepare a job description
Prepare a personnel specification
Advertise the post
Shortlist candidates for interview
Prepare for interview
The interview itself
Select the candidate
Finalise the appointment
Further issues
Items 1, 5, 7-8 are BOG
Items 2-4, 6 and 9-10 are usually the Principal

3. Equality of Opportunity
It is the policy of BELB that all eligible persons will have equal opportunity for employment and advancement irrespective of
Perceived religious belief
Political opinion
Gender
Marital status
Disability
Race
Sexual Orientation
Age
There will be no unlawful discrimination – direct or indirect-against any person in recruitment, training, promotion or in any other way

4. Anti Discrimination Legislation in Northern Ireland
Fair Employment and Treatment (NI) Order 1998 (as amended) (FETO)
Sex Discrimination (NI) Order 1976 (as amended)
Equal Pay Act (NI) 1970 (as amended)
= Religion / Political Opinion
= Sex
= Marital / Family Status

5. Disability Discrimination Act 1995 (as amended)
= Race / Ethnic Origin
= Sexual Orientation
= Age
= No longer possible to retire someone on grounds of age
Disability Discrimination Act 1995 (as amended)
Disability (NI) Order 2006
Race Relations (NI) Order 1997 (as amended)
Employment Equality (Sexual Orientation) Regulations (NI) 2003
Employment Equality (Age) Regulations (NI) 2006
Effective 1st October 2006
Employment Equality (Repeal of Retirement Age Provisions) Regulations (NI) 2011

6. Discrimination and Victimisation
Direct Discrimination
Occurs when an employer treats an individual less favourably than others on any of the prohibited grounds
Indirect Discrimination
Can generally be defined as applying a provision, criterion or practice although applied equally to all, places a person or a group at a particular disadvantage which the employer cannot show to be a proportionate means of achieving a legitimate aim
Indirect – eg excessive shift work or weekend work where this is not a requirement of the post

7. asserted their rights under the anti-discrimination legislation
Victimisation
means treating a person less favourably than another because that person has:
asserted their rights under the anti-discrimination legislation
helped another person to do so
given information to the Equality Commission for Northern Ireland, or because it is suspected that the person might do any of these things

8. Disability-related discrimination
occurs when, for any reason that is related to a disabled person’s disability, an employer without justification treats the disabled person less favourably than others to whom that reason does not apply
Disability discrimination
also occurs when an employer fails to comply with a duty to make reasonable adjustments in respect of a disabled person

9. Disability Discrimination Act
“Duty of reasonable adjustment”
The duty applies where any
Physical feature of premises occupied by the employer
Arrangements made by or on behalf of the employer
Cause a substantial disadvantage to a disabled person compared with non-disabled people

10. Examples of Reasonable Adjustments
Making adjustments to premises
Altering the person`s working hours
Allocating some of the disabled person`s duties to another person
Acquiring or modifying equipment
Modifying instructions or reference manuals
Providing a reader or interpreter
Giving the person additional training

11. Equality Commission Codes of Practice
Systematic and objective recruitment
Advertise your requirements clearly
Make it clear that applications are welcome from all
Ensure that all potential candidates are given equal opportunity to compete and demonstrate their abilities. This applies to both internal and external appointments
Ensure no irrelevant requirements are included

12. Equality Commission Codes of Practice
Systematic and objective recruitment
Apply requirements fairly at each stage of the process
Record factors considered relevant in a particular job at each stage of the process
Decide on relative importance to be given to each
Satisfy yourself that these factors are justifiable, appropriate to the job and clearly objective

13. Prepare the job description
This describes the job to be done in terms of its :
Title
Purpose
Duties/ Responsibilities
It shows where the job fits into the overall structure of the school
It tells candidates what is expected of them
It will facilitate any appraisal procedure
It defines tasks , not methods
It is not fixed for all time
It allows Governors to determine the qualities a person must have in order to do the job effectively

14. Prepare the Personnel Specification
This defines the qualities which the person appointed must have in order to carry out the job effectively
These qualities are described by a set of criteria
The criteria let prospective candidates know if they have the qualifications and skills required
The criteria determine who will be interviewed and must be
Legal
Job related
Objective
Measurable
Distinction between controlled and maintained – remember that in maintained schools only teachers are appointed under the CCMS scheme- non teaching staff are appointed under the BELB scheme
In controlled the ps provides the framework/context on which you organise your questions and make your appointment
In maintained each element of the ps is given a specific mark and all aspects of the process are scored against these marks

15. Criteria
Essential criteria - Describe those qualities which Governors feel the successful candidate must have. Once published they cannot be set aside, reduced, or ignored.
Preferential criteria - Describe those added qualities which Governors feel would be an advantage for the candidate to have.

16. Advertise the Post
This will usually be the responsibility of the Principal in conjunction with BELB or CCMS if appropriate

17. Preparation for Shortlisting Meeting
Receipt of application forms by Principal
Principal prepares schedules –
Unnamed
Named

18. Shortlisting Panel must be quorate
Those involved in the interview process must also have been involved in the shortlisting process
Small number of applicants meeting essential criteria will likely mean an agreement to interview all. Remember it is your responsibility to check application forms
Large number of candidates meeting essential criteria will likely mean creating a shortlist by using preferential criteria or enhanced criteria eg -
Preferential criteria become “essential”
Either essential or preferential criteria may be enhanced in a number of ways
New criteria cannot be introduced

19. Prepare for Interview Issue letters calling applicants for interview
Include request to provide photographic ID
Issue requests for references / photographic ID (Child Protection) DE Circular 2006/06 & 2006/08
Format and timing of the interview –
Preparation of Questions
Presentation/In tray exercise
Demonstration

20. Using a Presentation
This may be on a topic already notified to candidate
It may be on an “unseen” topic
It may be an in-tray exercise
It should be treated in the same way as a factor when deciding to score

21. The Interview Agree scoring system
Agree the questions and who asks them
Keep detailed notes

22. The Interview Chairpersons Role Governor trained in Child Protection
Welcome / introduce panel / outline structure / timing / note taking / control process / at end opportunity for questions / notification of outcome
Governor trained in Child Protection
Suitability to work with children
Points of concern e.g. gaps in employment history
Check photographic ID

23. What are you trying to learn about each candidate from the interview?
Experience / knowledge
Attitudes, aims, ambitions
Interpersonal / communication skills

24. Questions Relate to the criteria for the post Be clear and unambiguous
Be pitched at the right level
In plain language
Not contain a number of parts
Non-discriminatory
NB candidates must be asked the same core questions, but probing will depend on their answers

25. Questions DO Use open questions Use probing or supplementary questions
Use situational questions
Give the candidate time to answer
Listen carefully
Let the candidate do most of the talking
Be objective

26. Questions DON’T Use closed questions (only for clarification)
Use leading questions
Jump to conclusions
Be subjective

27. Marking System Standardised system is recommended in codes of practice
Job description and personnel specification give the
factors for assessment
All panel members must agree the system
The system must be – Justifiable
Legal
Objective

28. Marking System Experience and Qualifications
Agree additional marks for experience above essential criterion (provided objectively justified)
Agree the maximum to be awarded
Agree additional marks for qualifications above the essential criterion
Agree what is to be awarded for each e.g. Certificate/Diploma/Degree/Masters/Doctorate
Agree the maximum top be awarded

29. Marking System
The questions are based on factors contained in the personnel specification / job description
All questions may be given equal marks
You may weight the marks according to their importance for that post
You could use 1-5 scheme representing answers ranging from “unsatisfactory” to “excellent”
You could also agree to mark out of 10 or 20 etc
Ask yourselves –
Have we agreed and do we understand the system we are to use?
Can we stand over the system if it is compared to the personnel specification / job description?

30. Discussion
The Chairperson should initiate an open and thorough discussion on each candidate
As a result of discussion panel members may feel it necessary to amend their scores. Remember to note the reasons why on your mark sheet
Your final score is then used to arrive at your rank order
Reserves

31. Finalise the Appointment
Documentation completed
Passed to appropriate body for processing
Checking / References / Contract / Health
Declaration / Medical / Criminal
Background Check / Proof of Qualifications

32. Best Defence
To have followed a clearly defined procedure based on taking decisions against clearly stated criteria which are not in themselves discriminatory
To have retained notes and recorded reasons for decisions taken
To have complied with all relevant legislation

33. WEBSITES www.equalityni.org Holywood Office 02890 426972
CCMS
Holywood Office
Belfast Office

34. Contact Details BELB Julie Angus – 02890 564133 julie.angus@belb.co.uk
Linda McGowan –