Recruiting and Appointing Deputy Principal – Open Competition

Sharing the Leadership Recruiting and Appointing Deputy Principal (Open Competition)

Glossary of Terms AP BoM DP ISM L&M OHS PoR T&L QF

Assistant Principal Board of Management Deputy Principal In-School Management (team) Leadership and Management Dimension of the QF Occupational Health Service Post of Responsibility Teaching and Learning Dimension of the QF Quality Framework for Schools (DES Publication “Looking at Our Schools 2016 – A Quality Framework for Primary Schools”)

Scope of this Resource Bundle The process for the Appointment of Deputy Principals where there are both internal and external candidates (Open Competition) is currently the same as the process for appointing Principals and is the subject of this Resource Bundle

The process for Appointment of Deputy Principals (Internal Appointment) is the same as the process for the Appointment of Assistant Principals. This will remain so until the school year 2022 / 2023 when all Deputy Principal Positions will be open to both internal and external candidates. This process is dealt with in a separate Resource Bundle – see Assistant Principal- Appointments

Recruiting and Appointing Deputy Principal – Open Competition

Table of Contents 1

SEQUENCE OF ACTIVITY FOR AP RECRUITMENT & APPOINTMENT .......................................................... 1

2

SECTION 1 - DISTRIBUTED LEADERSHIP – IN-SCHOOL MANAGEMENT TEAM (ISM) .................................. 3 2.1 GIORRAÍONN BEIRT BÓTHAR – SHARING THE LEADERSHIP .................................................................................. 3 2.1.1 Shared Leadership – Principal and Deputy Principal ......................................................................... 3 2.1.2 The DP and the Leadership Team ..................................................................................................... 3 2.1.3 Core Values, Vision, Ethos ................................................................................................................. 4 2.2 THE DP AND THE QUALITY FRAMEWORK FOR SCHOOLS ..................................................................................... 4 2.2.1 Overview ........................................................................................................................................... 4 2.2.2 Leadership and Management ........................................................................................................... 4

3

SECTION 2 – PREPARING FOR THE PROCESS ............................................................................................ 5 3.1 DP VACANCY – INTERNAL OR EXTERNAL COMPETITION ..................................................................................... 5 3.2 OPEN COMPETITION FOR DP POSITION........................................................................................................... 5 3.3 CONFIDENTIALITY ....................................................................................................................................... 5 3.4 ELIGIBILITY TO APPLY FOR THE POSITION OF DP ............................................................................................... 6 3.5 PROCEDURE & TIMING................................................................................................................................ 6 3.5.1 Plan the Procedure ............................................................................................................................ 6 3.5.2 Getting the Timing right ................................................................................................................... 6 3.6 STAFF PREPARATION ................................................................................................................................... 7

4

SECTION 3 – RECRUITMENT AND APPOINTMENT PROCESS ..................................................................... 8 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11

5

ADVERTISING THE POSITION OF DP................................................................................................................ 8 ELECTRONIC APPLICATIONS .......................................................................................................................... 9 SELECTION BOARD...................................................................................................................................... 9 MINIMUM NUMBER OF APPLICANTS............................................................................................................ 10 CRITERIA FOR ASSESSMENT ........................................................................................................................ 10 DISCLOSURE OF INTEREST / INTEGRITY OF SELECTION BOARD PROCEEDINGS ........................................................ 11 INTERVIEWS ............................................................................................................................................ 11 APPOINTMENT OF SUCCESSFUL CANDIDATE................................................................................................... 12 CONTRACTS - TERMS OF EMPLOYMENT ........................................................................................................ 14 COMPLIANCE........................................................................................................................................... 14 RECORD OF DOCUMENTS TO BE RETAINED BY THE BOM .................................................................................. 15

USEFUL RESOURCES............................................................................................................................... 16 5.1 5.2

IPPN RESOURCES – APPENDICES IN THIS RESOURCE BUNDLE ........................................................................... 16 DES RESOURCES ...................................................................................................................................... 16

Recruiting and Appointing Deputy Principal – Open Competition

1

SEQUENCE OF ACTIVITY FOR AP RECRUITMENT & APPOINTMENT

1. BoM Preparation Confirm the need for Interview Process Construct a Timeframe – ending on a suitable date 2. Staff Preparation Inform Staff of the DP Vacancy and of the Recruitment Process Assist Staff to reflect on the nature and purpose of the ISM and the DP’s role therein Assist each Staff member to consider their own application for the position Empower and encourage all Staff members to reflect on o Their suitability and willingness to take on the responsibilities of DP o Their ability to cope with the disappointment of their application not being successful o Their ability to work with a colleague who is appointed to the position o Their ability to support and work with an Appointee from another school 3. Advertise the Position Position to be advertised on www.educationposts.ie All eligible Teaching Staff – including those on approved leave - must be notified Follow the Rules for Advertising a DP position 4. Interview Process BoM appoints Independent Assessor with Chairperson and Principal to form Selection Board Selection Board meets to set criteria for selection for interview and for interview itself Selection Board opens Applications after setting criteria Selection Board sets a date for interviews and invites candidates to interview Selection Board conducts interview and marks candidates 5. Appointment Process Selection Board sends a report to the BoM which includes the ranked order of candidates BoM offers the position to the highest ranked candidate Chairperson of BoM seeks approval of the Patron for the appointment BoM offers the position to the selected candidate subject to  Confirmation of Teaching Council Registration and Qualifications  Compliance with Garda Vetting Requirements  The candidate being medically fit to take up the position – as indicated by an OHS preemployment screening When the selected candidate accepts the position in writing, the BoM notifies the unsuccessful interviewees The BoM prepares two copies of Contract of Employment and both parties must sign it prior to the DP commencing employment Recruiting and Appointing Deputy Principal – Open Competition

1

6. Record of Documents to be Retained by the BoM The following documents should be safely retained in the school for all Deputy Principal Teacher appointments:  A copy of the advertisement  The Deputy Principal Teacher’s application for the post  Criteria for assessment of applicants  Any documents and/or notes created by the Selection Board  The Selection Board Report – including confirmation of verification of references from previous employers  A copy of the Deputy Principal Teacher’s educational qualifications e.g. initial teacher education qualifications, Post Graduate courses or Masters Degrees  A copy of the Registration Certificate / confirmation of current registration of the Deputy Principal Teacher from the Teaching Council of Ireland  Confirmation of compliance with relevant statutory vetting requirements (currently set out in Department Circular 0031/2016)  A copy of the confirmation of medical fitness received from the Occupational Health Service  Any other relevant documentation relating to individual Deputy Principal teaching appointment  Record of the Patron’s approval of the appointment  One-part completed contract of employment i.e. signed by Chairperson of the BoM and the Deputy Principal Teacher  A copy of the appointment form completed by both parties that was submitted to the paymaster All records relating to the successful applicant should be retained by the school for the duration of employment plus 7 years Documentation should be kept for a period of 18 months for unsuccessful applicant(s), including applicants not shortlisted for interview, in accordance with Data Protection procedures.

Appendix 1 - Sequence of Activity for DP Recruitment & Appointment

Recruiting and Appointing Deputy Principal – Open Competition

2

2

SECTION 1 - DISTRIBUTED LEADERSHIP – IN-SCHOOL MANAGEMENT TEAM (ISM)

2.1 GIORRAÍONN BEIRT BÓTHAR – SHARING THE LEADERSHIP 2.1.1 Shared Leadership – Principal and Deputy Principal It may be stating the obvious to say that the Principal and DP share the leadership role in the school.

It is also easily acknowledged that a good working relationship based on trust between both, is essential for effective management and team leadership.

Both leaders have a responsibility to develop the leadership relationship between themselves and the wider school community. Achieving this goal is a journey that has many twists and turns, constant changes and is littered with challenges. Developing this relationship is the key element.

It is a relationship driven by leadership, based on consultation, on negotiation and on team-work. The challenge for the DP is to respond to the leadership position to which he/she has been appointed. The role is not merely defined by a list of duties, but by roles that are clearly defined. The DP is not just on stand-by to take over when the Principal is on leave or on school business away from the building.

The DP is a School leader in his/her own right and works in partnership with the Principal on an ongoing basis.

The Principal and DP share the leadership role, agree responsibilities and share knowledge. The Principal supports, rather than supervises, the DP in fulfilling the role. Building and sustaining that relationship is the journey that both the Principal and DP undertake. ‘You cannot continuously improve independent systems and processes, until you progressively perfect independent, interpersonal relationships’ (Stephen Covey).

2.1.2 The DP and the Leadership Team “It is generally accepted that the quality of school leadership is second only to effective classroom teaching, in having a crucial impact on pupil learning” (Circular 70/2018).

The In-school Management Team (ISM) is the beating heart of the school. The standard of leadership it provides will define the quality of pupil care, teaching and learning and will ultimately determine the standard of educational outcomes for pupils. Members of this team will, consciously or unconsciously, set the tone of the school and define the limits of achievement for pupils and staff.

Together, the Principal and DP are responsible for directing and motivating this team. They are responsible for assigning roles and responsibilities to other members of the ISM Team and for their review The ISM consists of the Principal, DP and as many APs (I and II) as are assigned to the school in accordance with Circular 70/2018.

Recruiting and Appointing Deputy Principal – Open Competition

3

2.1.3 Core Values, Vision, Ethos ISM Team: guides the school in line with its Vision and Mission Statements defines and implements the values underpinning the school’s Mission Statement gives practical expression to the Vision and Core Values to create a characteristic spirit or ethos throughout the school. It is this tangible expression of the Vision and Core Values – more commonly referred to as the ethos – which defines the “feel” or atmosphere which pervades a school and which distinguishes one school from another Members of the ISM Team, with the exception of the Principal and DP, have their own defined areas of responsibility. However, their collective contribution to the school ethos is more important than the individual areas of responsibility. It is critically important that the ISM Team carries out its tasks in a manner which enhances the school ethos.

2.2 THE DP AND THE QUALITY FRAMEWORK FOR SCHOOLS 2.2.1 Overview In Looking at ‘Our School 2016 – A Quality Framework for Primary Schools’, the DES sets out the standards to be attained in schools and is designed to assist schools identify their strengths and weaknesses in the dimensions of: Teaching and Learning Leadership and Management The framework provides a set of domains and standards for each of these dimensions. Each standard has statements of effective practice and highly effective practice to guide school leaders and school staffs towards identifying the areas of greatest need and sufficiency.

2.2.2 Leadership and Management The Principal and DP, together with their ISM Team, are tasked with the practical implementation of this dimension. The roles undertaken by the Principal and DP and the particular tasks assigned to members of the ISM Team, will contribute towards the effective administration and management of the school, but will also be integral to the leadership functions of the school. Leadership and Management will go hand in hand and will have but one common purpose – to provide the best possible facilities, organisation and environment to support and promote Teaching and Learning, which is the core function of the school. The Domains in this Dimension are: Leading Teaching and Learning Managing the Organisation Leading School Development Developing Leadership Capacity

Recruiting and Appointing Deputy Principal – Open Competition

4

3

SECTION 2 – PREPARING FOR THE PROCESS

3.1 DP VACANCY – INTERNAL OR EXTERNAL COMPETITION From 2023, a vacancy for DP in any school will be filled by Open Competition. This means that eligible teachers from within the school and from other schools may apply. The following table sets out how this will be phased in between 2019 and 2023: 2019/2020 2020/2021 2021/2022 2022/2023

14 or more teachers 10 or more teachers 6 or more teachers All Primary Schools

However, if there are no internal candidates for a DP vacancy, the BoM may proceed with open competition for these schools. (See Circular 70/2018 – Section 6).

3.2 OPEN COMPETITION FOR DP POSITION An open competition should be held in accordance with the details below to fill a DP position. There must also be a staffing vacancy in the school. The appointment must be made in accordance with procedures set out for Principal posts under Appendix E of the Governance Manual for Primary Schools 2015-2019 (with the exception of Section 6. of Appendix E), or any revised version thereof

3.3 CONFIDENTIALITY Confidentiality must be maintained throughout the process

Recruiting and Appointing Deputy Principal – Open Competition

5

3.4 ELIGIBILITY TO APPLY FOR THE POSITION OF DP Setting Primary Schools 80 pupils or less Primary Schools more than 80 pupils

Special Schools

Special Schools where children are enrolled up to the age of 18

Teaching Council (Registration) Regulations 2009 and Service Requirements Fully registered under Regulation 2 (Primary) with the Teaching Council Fully registered under Regulation 2 (Primary) with the Teaching Council and have 5 years recognised teaching service , two of which must be in a recognised primary school within the Republic of Ireland Fully registered under Regulation 2 (Primary) with the Teaching Council and have 5 years recognised teaching service , two of which must be in a recognised primary school within the Republic of Ireland Fully registered under Regulation 2 (Primary) with the Teaching Council and have 5 years recognised teaching service , two of which must be in a recognised primary school or post-primary school within the Republic of Ireland

3.5 PROCEDURE & TIMING 3.5.1 Plan the Procedure The process of recruiting and appointing a DP is organised in a logical step by step sequence. Before beginning the process, it is critically important that the Principal and Chairperson of the BoM, on behalf of the BoM, thoroughly familiarise themselves with the process and plan its implementation.

3.5.2 Getting the Timing right It is especially important that enough time is allowed for the process. This should take account of: the length of time required by the more formal aspects of the process: o advertising the position o time for candidates to make their applications (14 days) o time to process the applications and shortlist candidates for interview (up to 5 days) o “a reasonable amount of time” is to be allowed as notice of interview – normally one week o the interview and BoM meeting to ratify the Interview Board’s recommendation o obtaining approval from the Patron o issuing letter of offer and getting a reply o verification of references and qualifications o notification of unsuccessful candidates o contract signing It would be advised that the BoM aim to conclude the process at an opportune time – the eve of a holiday or short break period. This gives the school community time and space to reflect and to prepare and support the appointed candidate. The Principal and Chairperson should therefore select the time when they wish the process to conclude and work backwards to give themselves sufficient time to work through the process in an orderly manner.

Recruiting and Appointing Deputy Principal – Open Competition

6

3.6 STAFF PREPARATION Openness and transparency should be experienced by every staff member in relation to a DP appointment – they should be fully informed of the vacancy and of the procedures involved in filling it. It is also important that time be given to allow for reflection among teachers in relation to their aspirations for the position.

Only one person can be appointed to the position of DP and the person appointed may not be from the present staff. Experience has shown that the appointment of a DP has caused friction and upset in staffrooms in the past. All applicants must be treated with respect and given a full and fair opportunity to make their case to the Selection Board. Teachers should have confidence in the Selection Board to fairly adjudicate the candidates. All staff members should then respect the result and give their full support to the person appointed.

A discussion at a Staff Meeting or “Croke Park Hour” may be helpful in preparing staff members to consider their feelings in relation to a vacant post of DP: Are they going to apply for the post?

Do they have an expectation of being appointed?

Do they consider that their colleagues would be equally successful in the post?

How would they feel about a Teacher from another school being appointed?

How will they react if they are not successful at interview?

At such a meeting, the Principal might address the following: Assure everyone that the Principal and Chairperson are thoroughly familiar with the procedures and that the BoM has made preparations to conduct the process in accordance with the procedures Encourage all eligible teachers on the staff to consider applying for the position and assure them that it is not a sign of failure if they are not appointed Consider that not everyone who applies can be appointed and that everyone needs to consider how they would react if not successful Make the point that not everyone is necessarily suited to school leadership whereas all teachers are leaders of teaching and learning in their own roles within the school community Ask the staff to consider the futility and waste of becoming disaffected because of not being appointed as DP (assuming that the procedures were properly and fairly carried out) Consider announcing the results of the appointment on a Friday evening or immediately preceding a break or holidays. This gives all candidates an opportunity for reflection, if needed

Recruiting and Appointing Deputy Principal – Open Competition

7

4

4.1

SECTION 3 – RECRUITMENT AND APPOINTMENT PROCESS

ADVERTISING THE POSITION OF DP

The following Rules of Advertising will apply: 1. Vacancies must be advertised on www.educationposts.ie and should be notified to all teaching staff in the school including teaching staff on approved leave 2. There will be no unreasonable delay between the notification of the vacancy, insertion of the advertisement and the filling of the post 3. The advertisement shall invite applications from eligible teachers to be submitted to the Chairperson of the BoM by a specified date and to a specified address The advertisement shall state: 1. The name, address roll number and patronage of the school 2. The number of teaching posts (including Principal Teacher) 3. The nature of the vacancy (i.e. Deputy Principalship) 4. The status of the vacancy (i.e. permanent) 5. The expected commencement date of the post 6. The address to which applications should be sent - postal or e-mail address 7. The latest date and time for receipt of completed applications, which shall not be earlier than 14 days after the first date of publication of the advertisement 8. Whether a curriculum vitae or standard application form is required. (Applicants should not be required to submit both a curriculum vitae and an application form) 9. A list of documentary information required to support the application (e.g. evidence of qualifications; Teaching Council confirmation of registration) 10. Any other relevant documentation (e.g. certificate to teach Catholic religious education for schools under Catholic Patronage) The advertisement may also state: 1. Whether a minimum number of applications are required for the competition to proceed 2. Whether a stamped addressed envelope is required for the return of documentation 3. That the applicant should mark envelope “Application” 4. Advertisements must not indicate or be reasonably understood to indicate an intention to discriminate on the grounds as set out in Section 6(2) of the Employment Equality Acts, 1998 – 2008, i.e. gender, civil status, family status, sexual orientation, religion, age, disability, race or a member of the Travelling Community. Special care should be taken in drafting the advertisement, especially in indicating the gender category of the school, so as to ensure that it will be understood by all, that both men and women are eligible to apply and will be given equal consideration 5. Vacancies for Deputy Principal Teachers should not be advertised in July or August except in exceptional circumstances and with the prior approval of the Patron

Recruiting and Appointing Deputy Principal – Open Competition

8

4.2 ELECTRONIC APPLICATIONS Where a BoM chooses to accept electronic (e-mail) applications then the following procedures should be followed: 1. A separate e-mail account shall be set up for the application process. Where the BoM does not have access to a distinct e-mail address then a service such as g-mail may be used e.g.

Schoolnameapplications@gmail.com. Only one email address must appear on the advertisement 2. Access to this account must be restricted to members of the Selection Board only 3. The closing date and time shall be strictly adhered to. The date and time at which applications are received is as recorded on the e-mail 4. Applications will be opened and downloaded by the Selection Board at its short-listing meeting 5. The applications will be assessed in accordance with procedures as set out in Section 4.4 below 6. Notification of invitation for interview and the relevant documentation listed may be sent to the applicant’s e-mail address. Applicants may be requested to confirm attendance by email 7. Where a number of applicants are e-mailed at the one time then care should be taken that individuals’ confidentiality is maintained. BoMs should utilise the :bcc option or e-mail applicants on an individual basis 8. Employers may decide to reply in writing (including via e-mail) to those unsuccessful applicants who presented at interview. This may also apply to the successful applicant.

However, if e-mail is used employers should save or print a copy of the letter to the successful applicant for school records 9. The e-mail address may be required for a new recruitment campaign by a new Selection Board. Therefore, all electronic applications must be printed off, retained by the school and then deleted from the email system 10. Ongoing use of e-mail address: Where the same e-mail address is utilised for subsequent competitions, the passwords should be changed to ensure that only the new Selection Board have access to the applications. Only those applications received between the advertisement date and the closing date of the competition may be assessed by the Selection Board

4.3 SELECTION BOARD The Interview Board will consist of: Chairperson of the BoM Principal of the School Independent Assessor (from appropriate Panel) At least one of the members of the Selection Board shall be a woman and at least one member be a man.

Recruiting and Appointing Deputy Principal – Open Competition

9

4.4 MINIMUM NUMBER OF APPLICANTS Prior to advertising a position, the BoM may set a minimum number of applications which must be received for the competition to proceed.

Where a minimum number of applications has been specified in the advertisement and is not met, the position must be re-advertised with a provision included that persons whose applications were received within the time specified in the initial advertisement need not reapply and their application will be held until the next closing date.

4.5 CRITERIA FOR ASSESSMENT 1. The Selection Board will meet as soon as it is practical to do so and establish agreed criteria for the assessment of the applications and for interview prior to opening of the applications received 2. In establishing the criteria, the following factors will be taken into account, having regard to the requirements of the particular position and the Rules for National Schools, though not exclusively or necessarily in this order: a. Professional qualifications b. Registration with the Teaching Council c. Teaching experience d. Leadership Capacity e. Other relevant experience 3. Care must be taken to ensure that the criteria do not lead to discrimination on the grounds set out in Section 6(2) of the Employment Equality Acts, 1998-2008 i.e., gender, civil status, family status, sexual orientation, religion, age, disability, race and member of the Travelling Community 4. The criteria selected must reflect the needs of the school 5. The applications shall be opened only in the presence of the Selection Board 6. The Selection Board will link questions to the criteria and establish a structure for interview 7. Selection of applicants for interview will be based on an initial assessment of applications against the established criteria 8. If there are three eligible applicants or fewer all eligible applicants shall be called for interview by the Selection Board or, where the minimum number of applications set by the employer for the competition to proceed were not received the post shall be re-advertised. Otherwise, at least three eligible applicants shall be called for interview 9. If there are no eligible applicants the position will be re-advertised Recruiting and Appointing Deputy Principal – Open Competition

10

4.6 DISCLOSURE OF INTEREST / INTEGRITY OF SELECTION BOARD PROCEEDINGS 1. The BoM must inform the Chairperson of the Selection Board that it is the responsibility of the Selection Board to address disclosures of interest/integrity in accordance with the procedures set out in Appendix E of the Governance Manual for Primary Schools 2015 – 2019 2. A member of the Selection Board who has a relationship with an applicant for appointment must immediately disclose to the Selection Board the fact of the relationship and the nature thereof. A professional relationship in itself does not necessarily mean there is a conflict of interest e.g. having taught or worked together in the past. In this context Selection Board members are required to make a disclosure not only in the case of a family relationship but in respect of any relationship which could be regarded as prejudicial to ensuring absolute impartiality in the selection process 3. Following this disclosure, the Selection Board will determine whether that member should take any further part in any deliberation or decision concerning the appointment through to ratification at BoM level. Where the Selection Board finds that there is a concern regarding a Selection Board member, the Chairperson of the Selection Board shall inform the Chairperson of the BoM who in turn informs the Patron unless the Chairperson of the Selection Board is the Chairperson of the BoM in which case they should contact the Patron directly. The Patron will then nominate another member in his/her place following consultation with the Chairperson of BoM 4. Any such disclosure, the nature of same and the decision will be recorded and included in the written report of the Chairperson of the Selection Board to the BoM on completion of the process 5. Failure to disclose any relationship may invalidate the process

4.7 INTERVIEWS 1. Invitations to interview should normally be issued in writing or by e-mail within three calendar weeks of the closing date for receipt of applications and shall include: a. At least 7 days’ notice of a specific interview date, time (outside school hours) and the location of the interview venue b. Details of the established criteria for the post c. A request for the applicant to notify the Selection Board if s/he requires any additional assistance in relation to a special need 2. The interview venue should be fully accessible and in compliance with all Disability and Health and Safety legislation

Recruiting and Appointing Deputy Principal – Open Competition

11

3. All questions at interview shall relate to the requirements of the particular post. No question will be asked nor information sought in any form from an applicant which might be construed as being discriminatory. In the selection of staff for boys only and girls only schools special care should be taken to ensure that both male and female applicants are given equal opportunity to present themselves as suitable and that questions should not give the impression that the Selection Board has a preconceived view of the suitability of either a man or a woman for a particular post 4. Each member of the Selection Board is required to complete his or her own individual marking sheet for each applicant and give it to the Chairperson of the Selection Board on completion of the interviews 5. The individual marks will be added and the final mark for each applicant will be used to produce a ranking of applicants who are deemed suitable for appointment 6. Following completion of the interview process the Selection Board Chairperson will, on behalf of the BoM, conduct reference checks of the highest ranked applicant. This should include seeking and following up on references and ensuring that any unexplained gaps in employment records/curriculum vitae are satisfactorily accounted for. The Selection Board at its sole discretion will determine the suitability of any reference. The Selection Board further reserves the right to seek from an applicant the names of additional referees. Appropriate records of these checks should be retained on the proposed appointee’s personnel file 7. An applicant’s own marking sheets should be made available on request after the recruitment process is complete Appendix 2 –Guide to Interviews – DP (Open Competition) Appendix 3 –Sample Interview Criteria and Questions – DP (Open Competition) Appendix 4 –Sample Criteria and Marking Sheet

4.8 APPOINTMENT OF SUCCESSFUL CANDIDATE 1. Following the completion of the interview process, the Selection Board Chairperson will submit a written report to the BoM setting out: a. That the selection procedures have been complied with b. If there has been a disclosure of interest/integrity to the Selection Board and the outcome of such disclosure c. The name of highest ranked applicant whom it considers most suitable for appointment d. Confirmation of the receipt of suitable references for the highest ranked applicant nominated for appointment

Recruiting and Appointing Deputy Principal – Open Competition

12

2. The Chairperson of the Selection Board will retain: a. A record of the final marks and the ranking of applicants. This information will be given to the BoM if requested, as the employer b. An order of merit which can be used if the highest ranked applicant nominated for appointment declines the position 3. References of applicants will be checked prior to any offer of appointment being made 4. The BoM will offer the post to the highest ranked applicant nominated for appointment unless it has good and sufficient reason not to do so and such reason was not known to the Selection Board in which instance the matter shall be referred to the Patron, whose decision in this matter will be accepted by the BoM 5. The prospective employee should not be offered the appointment until the prior approval of the Patron has been obtained by the Chairperson of the BoM 6. The BoM will follow the normal recruitment practice in relation to the following: a. Verification of documentation: Teaching Council registration and qualifications b. Medical fitness: The successful applicant being appointed will be subject to a preemployment medical screening by the Occupational Health Service (OHS). The fitness of the successful applicant must be confirmed before the employee takes up the DP’s position 7. All appointments are subject to compliance with relevant statutory vetting requirements (currently set out in Department Circular 0031/2016) 8. The notification letter of offer to the successful applicant should state that the offer of employment is subject to a. the sanction of the Minister b. confirmation of qualifications c. confirmation of registration with the Teaching Council d. compliance with Garda vetting requirements e. pre-employment medical screening prior to commencement of the employment 9. Failure to accept the vacancy offered in the specified period will result in withdrawal of offer 10. As soon as the employer has received written notification of the successful applicant’s acceptance of the post, all unsuccessful interviewees should be notified 11. A contract of employment should be prepared in duplicate and signed by both parties i.e. the BoM and the successful candidate prior to the date of commencement of employment 12. Both the successful candidate and the BoM should complete the Appointment /Reappointment form(s) for the relevant school year and forward it to the Paymaster at the earliest opportunity in order to ensure the newly appointed DP is set up on Payroll as soon as possible Recruiting and Appointing Deputy Principal – Open Competition

13

4.9 CONTRACTS - TERMS OF EMPLOYMENT 1. Under the Terms of Employment (Information) Act 1994, employers are required to provide a written statement of terms of employment to an employee, no later than two months after the commencement of the employment 2. The contract should include the names of the employee and the employer. It should be signed and dated by both parties. It should also include a written statement of the particulars of the employee’s terms of employment e.g., place and hours of work, duties/responsibilities, disciplinary/ grievance procedures, employer policies (e.g. health and safety, harassment, sexual harassment, etc.), some of which are statutory requirements under the Terms of Employment (Information) Acts, 1994 and 2001 3. The BoM must ensure that the requirement to maintain registration with the Teaching Council is inserted as a condition within the contract 4. The employer shall retain one of the completed signed duplicate contracts on the teacher’s personnel file and furnish the other signed duplicate contract to the employee. 7.5. Employers should ensure compliance with all relevant employment legislation e.g. the Unfair Dismissals Acts, etc. when dealing with issues pertaining to appointments and contracts of employment

4.10 COMPLIANCE 1. All employers and teachers must adhere to the regulations and procedures set out in Appendix E of the Governance Manual for Primary Schools 2015 – 2019. The Department will not be liable for any costs, obligations or funding of contracts arising from failure to adhere to the terms of this appendix 2. Each employer will maintain effective procedures to ensure Deputy Principal Teacher appointments are made in accordance with the procedures outlined in Appendix E of the Governance Manual for Primary Schools 2015 – 2019 and other relevant Department circulars 3. The Department may carry out examinations of Deputy Principal Teacher appointment records. All documentation relating to Deputy Principal Teacher appointments, listed in 4.11 below, must be retained by the BoM with the relevant personnel records. Also, certified evidence of compliance with requirements must be retained on file by the BoM for accounting and audit purposes. The BoM will provide a copy of this information to the Department, if requested

Recruiting and Appointing Deputy Principal – Open Competition

14

4.11 RECORD OF DOCUMENTS TO BE RETAINED BY THE BOM 1. The following documents should be safely retained in the school for all Deputy Principal Teacher appointments: a. A copy of the advertisement b. The Deputy Principal Teacher’s application for the post c. Criteria for assessment of applicants d. Any documents and/or notes created by the Selection Board e. The Selection Board Report – including confirmation of verification of references from previous employers f. A copy of the Deputy Principal Teacher’s educational qualifications e.g. initial teacher education qualifications, Post Graduate courses or Masters Degrees g. A copy of the Registration Certificate / confirmation of current registration of the Deputy Principal Teacher from the Teaching Council of Ireland h. Confirmation of compliance with relevant statutory vetting requirements (currently set out in Department Circular 0031/2016) i. A copy of the confirmation of medical fitness received from the Occupational Health Service j. Any other relevant documentation relating to individual DP teaching appointment k. Record of the Patron’s approval of the appointment l. One-part completed contract of employment i.e. signed by the BoM and the DP m. A copy of the appointment form completed by both parties that was submitted to the paymaster 2. All records relating to the successful applicant should be retained by the school for the duration of employment plus 7 years 3. Documentation should be kept for a period of 18 months for unsuccessful applicant(s), including applicants not shortlisted for interview, in accordance with Data Protection procedures.

Recruiting and Appointing Deputy Principal – Open Competition

15

5

USEFUL RESOURCES

5.1 IPPN RESOURCES – APPENDICES IN THIS RESOURCE BUNDLE Appendix 1 - Sequence of Activity for DP (Open Competition) Recruitment & Appointment Appendix 2 - Guide to Interviews – DP (Open Competition) Appendix 3 - Sample Interview Question Areas – DP (Open Competition) Appendix 4 – Sample Criteria and Marking Sheet – DP (Open Competition) www.educationposts.ie

5.2 DES RESOURCES Circular 70/2018 Circular 31/2016 Appendix E of the Governance Manual for Primary Schools 2015 – 2019 Our School 2016 – A Quality Framework for Primary Schools

Recruiting and Appointing Deputy Principal – Open Competition

16