Attachment B9: Recommended Process to Identify Vacancies, Screen and Select New Applicants For Group Leaders and Aides

I. Introduction

The A+ Program intends to provide enjoyable but challenging activities and experiences to help students develop wholesome attitudes, caring and cooperative relationships, and useful physical, artistic, and study skills.  Through its process of recruitment, screening, and selection of applicants, the Department endeavors to staff the A+ Program with caring, responsible, energetic, knowledgeable, and competent employees who effectively model these characteristics and can confidently and enthusiastically perform their responsibilities.

II. Reemploying Current Employees and Identifying Vacancies

The A+ Program utilizes temporary part-time employees.  It is important to anticipate recruitment and employment needs by having a system that encourages employees to give ample notice when leaving employment to allow for their timely replacement.

Initially, in June, prior to the beginning of each year of A+ Program operations, the A+ school site based on estimated enrollment receives an anticipated staffing allocation.  Initial recruitment and selection of staff is conducted based on this projected allocation.  Thereafter, positions are identified and filled as they become vacant.  

Note:  Since it is difficult to hire A+ staff for the coming A+ school year without providing a firm commitment of employment, A+ Site Coordinators may make hiring commitments within this projected allocation.  Each school site will be able to honor its hiring commitments even though actual enrollment at the beginning of the school year may be lower than projected.  Adjustments to staffing will be made in the month following the official DOE Enrollment Count Date.  

The School Principal or designee (A+ Site Coordinator) shall administer staffing of A+ Group Leaders and A+ Aides who:

1. At the end of each school year, assesses enrollment projections and tentative staffing needs for the new school year.
2. Considers the selection and continuation of current A+ employees working at the site. Notifies such employees of their continued employment status for the new A+ school year.

Note:  Incumbent A+ employees need not apply for reemployment at the current school site but may be considered directly for such re-employment by the A+ Site Coordinator based on their experience and performance on the job. Their supervisors shall annually evaluate Incumbent A+ employees.

3. If necessary and desired, may also consider the reemployment of other current A+ employees from other school sites who wish to change school locations.
4. Identifies tentative A+ Group Leader and A+ Aide vacancies remaining after re-hiring incumbent employees.
5. Proceeds to recruit and select new A+ employees

III. Screening New Applicants

Developing a good screening process at the school site prior to interviewing candidates will save time and help focus on the most qualified candidates.  School A+ Site Coordinators may screen applications based on valid screening criteria and interview only the most promising candidates for final selection.

Selection criteria should be developed prior to the screening of applications.  Consideration may be given to experience, education, professional certificates, special talents, specific skills, personal data relating to employment suitability, special training, students’ grade levels (as a likely indicator of relative experience, exposure, and maturity), and other relevant factors.

Examples of possible screening criteria:

1. Teacher-Trained Applicant—An applicant who is teacher-trained would likely possess the knowledge, skills, and abilities necessary to serve as an A+ Group Leader.
2. Specific Experience—A person who has successfully served in a similar capacity such as in an after-school program operated by the YMCA should reasonably be considered a good candidate for the A+ Aide or the A+ Group Leader position.
3. College vs. High School Student—Where there are many student applicants without specific experience, college level students may be considered before high school students based on their probable maturity and exposure to broader experiences.
4. Sports Background—When organized play and physical exercise are to be conducted, persons who have participated in organized sports and similar activities may be given appropriate consideration.
5. Special Skills—Other things being equal, a person with special talent in art, music, crafts, etc., may be given appropriate consideration. 

IV. Interviewing and Selecting

When interviewing, try to standardize the process as much as possible.  Establishing an interview committee is encouraged but not required.  Pre-selected and written questions are recommended.  Do not ask questions that would discriminate against classes protected by federal or state law, such as race, creed, color, national origin, age, ancestry, physical handicaps, marital status, religion, or sex.

The following procedure is provided as a general guide:

1. Notify applicants selected for interview and members of the interview committee of the time, date and location of interview.
2. Review the applicable (A+ Site Coordinator, Group Leader or Aide) job description and develop the “Rating Factors” to be used for selection.  
3. Prepare the Applicant Evaluation Worksheet, choosing an individualized set of rating factors that would be most applicable to the vacant position(s).  Weight each factor on a scale of importance ranging from 1 to 5 based on how heavily it should influence the outcome. Attachment B12: Applicant Evaluation Worksheet Instructions and Attachment B13: Applicant Evaluation Worksheet and Sample 
4. Develop a set of interview questions that will allow the candidates the opportunity to describe/display their attitudes, skills, abilities and knowledge relating to the identified factors.  Attachment B14: Sample Interview Questions
5. Conduct the interview.
   1. Orient the Interview Committee (if applicable) regarding the rating factors, weighting, and interview questions.
   2. Conduct interviews.
   3. At the end of each interview, provide time for each interviewer to evaluate the candidate as well as make notes of the overall response.  When all of the interviews are completed, rank the applicants for selection on Attachment B15: Applicant Evaluation Summary.
6. Conduct further checks as appropriate.
   1. Review applications again.
   2. Call and check listed references and former employers as necessary.
7. Make final selection(s) for the positions based on the interview results and information gathered from any other source(s).
8. Notify all applicants both interviewed and not interviewed about their selection status.

V. Records and Documentation

Interview and selection data generally should be kept for two years.  A file should be kept containing all applications, screening criteria/procedures, interview questions, applicant evaluation worksheets and notes, ranking of candidates, and any other pertinent information.  

Application forms of all employees must be retained while they are employed and may be destroyed two years after they leave A+ employment.