LOC DKAA – Hiring Procedure and Protocols

Board Approved March 2025

Hiring Process Overview

The hiring process in Garfield County School District is a systematic procedure designed to recruit and appoint the best candidates for open positions. This multi-step process ensures compliance with district policies, promotes fairness, and engages various stakeholders in the decision-making process.

The supervisor is responsible for the following process: 

3.1 Resignation Letter: Collect a resignation letter from the departing employee, specifying the departure date which must be shared with the payroll specialist before posting for an existing position. If the employee declines to sign or is unreachable, the principal may sign with a written explanation of the circumstances.

3.2 Job Description: Detail specific requirements unique to the position, salary expectations, and expected starting date. This document must be shared with the payroll specialist before posting for an existing position. 

3.3 Position Posting Approval: Obtain written approval from the superintendent or business administrator to post the position with a proposed close date.

3.3.1 Posting Duration: Minimum of 2 weeks, unless documented extenuating circumstances are approved in writing by the superintendent.

3.4 Application Process: All applicants must formally apply on the district website to be considered.

3.5 After the position closes, the superintendent, business administrator, or hiring supervisor will review applications and remove those that do not meet the job description requirements. If there are at least three qualified applicants, the hiring committee may only interview candidates who meet the qualifications.

3.5.1 Interview of Non-qualified Applicants: If there are fewer than three qualified applicants, non-qualified candidates may be considered for an interview. However, preference will be given to those who meet the job description qualifications.

3.5.2 Re-advertisement: If time permits, positions with two or fewer qualified applicants may be re-advertised. If the position remains unfilled after two rounds of posting, supervisors may select from the available applicants.

3.6 Applicant screening: If more than five qualified applicants apply for a position, the hiring committee may conduct a pre-screening process to narrow the pool of candidates for interviews. This process will be based on the qualifications outlined in the job posting, state requirements, and district policies. The pre-screening may include a review of application materials, reference checks, or preliminary assessments to identify the most competitive candidates. All pre-screening decisions must be made objectively and consistently to ensure a fair hiring process.

3.7 The supervisor is required to select a hiring committee, determine interview times, and schedule interviews.

3.7.1 Committee Composition: Unless approved by the superintendent, a minimum of five  members, including an administrator, a parent (preferably from the community council), and an employee.

3.7.2 Committee Alteration: Any changes must be approved in writing by the superintendent.

3.8 The supervisor will finalize committee scoring, make background check calls, and provide the board with a hiring recommendation.  

3.8.1 If the supervisor chooses not to follow the committee’s recommendation, they must document their reasons for this decision. While maintaining confidentiality for these reasons, the supervisor is required to inform the committee and the superintendent of their decision not to adopt the recommendation.

3.9 Candidate Notification: The supervisor contacts the successful candidate to inform them of the committee’s decision. The offer is contingent upon Board of Education approval.

3.9.1 Instruct the new hire to schedule a background check at the district office and bring the following documents for onboarding:

• Current Driver’s License
• Social Security Card
• Voided Check or Savings Deposit Slip

3.10 Submission of Hiring Documentation: The supervisor is responsible for notifying the Payroll department about the hiring committee’s recommendation and submitting the following hiring documentation:

• List of Hiring Committee members.
• Hiring Committee scoring (excluding personal notes).
• List of all applicants and those interviewed.
• Name of the applicant recommended for the position.
• Recommended start date and Salary Schedule.
• Authorization for up to ten years of experience, pending district verification.
• Signature of the Administrator.

3.11 Notification to Applicants: The supervisor will contact applicants to notify them of the hiring decision.

• Non-Interviewed Applicants: Send a letter or email.
• Interviewed Applicants: Supervisor must contact by phone or in person.