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7)Deciding on a Timetable – The timetable should include (1) the time period for the survey and compiling of results, (2) for announcing the position and gaining resumés, (3) for beginning to consider applicants, and (4) the proposed time for interviews and selection.

8)Discussing Salary – The committee should decide how salary will be determined and discussed. Will it be discussed with the entire committee, the chair, the pastor, or the business administrator? Who will determine the salary for the position?

Conducting Reference Calls

Everyone on the committee should be briefed on conducting reference calls. Since each person will emphasize certain aspects of the position and will seek to have his/her personal questions answered, one person should conduct all calls, although this is rarely feasible. At best each person should ask the same questions. The calls should either be taped (with the permission of the reference) or copious notes should be maintained.

When the call is made, the committee member should identify himself/herself and identify their church, position, and person for whom a reference is desired. The caller should then ask if this is a good time to talk. If this is not a convenient time, then arrange to call back at a more convenient time. When leaving voice mail messages, be as detailed as possible. Be sure to leave your contact information (including cell phone numbers, e-mail, and home phone), good times to call, your employer's name, and other helpful information. Often callers don't leave their employer's name, which can make returned calls awkward. Although some callers do not leave their contact information because they feel awkward in asking the reference to return their call at his/her expense, the cost of the call is a small price to pay for allowing the reference to return the call at his/her convenience.

The following questions provide a good guide for a reference call: (1) How long have you known the candidate and under what circumstances? (2) What is your current contact with the candidate?

(3) To what degree have you observed this person in a music ministry setting? (4) What do you consider to be this candidate's strongest assets in music ministry? (5) What are this person's strongest personal assets? (6) Would you like this person to be the minister of music in your church? Why or why not?

Professional Courtesy and Ethics

Traditionally, many search committees only dealt with one candidate at a time rather than interviewing several candidates and choosing the best person. Although many ministers prefer this process, your committee may choose to deal with more than one candidate at a time. However you proceed, the process should be clearly communicated to the candidate(s).

Once the process is begun, you have an obligation to keep the candidate apprised of developments. A committee must acknowledge that once a candidate receives a personal contact, he/she begins to consider all the "what ifs" of relocating. These pressures are intense and should not be prolonged.

Relating to the Candidate

Once the list is narrowed to a select group and references are contacted, interviews or visits can be arranged. Many committees choose to visit the candidate either for an interview or to observe him/her in rehearsal and/or worship leadership. Committees may also request tapes of worship leadership, rehearsals, or performances. If a visit is to be made, the committee must consider all aspects of the candidate's present position. It should be noted that unannounced public visits to a candidate's current church are seldom appropriate, for a committee's visit can send the message to the candidate's church that he/she is looking for a new position. A public visit should be carefully coordinated with the candidate. Confidentiality is an important part of the process.

When a visit to the prospective church is desired, the committee chair or designated representative should organize the visit. The candidate should only relate to one person rather than have various members contact him/her concerning different aspects of the visit. Every effort should be made to make the time convenient for the candidate. The committee should arrange for travel, lodging, meals, meetings, and other associated items. The committee, in consultation with the candidate, should decide if the candidate's family will be involved. Every aspect of the visit should be communicated in writing to the candidate. Requests to observe a choir rehearsal or to hear a mini concert should be clearly communicated.

Once the candidate is invited for an interview, he/she should be told about the process, i.e., "We intend to interview three people. You will be the second candidate interviewed. We intend to reach a decision by November 15." These commitments should be kept or explanations of changes should be made. Correspondence and notes relating to all conversations should be kept until the end of the process.