Recruitment of Teachers
1 SEQUENCE OF ACTIVITY FOR TEACHER RECRUITMENT
1.1 BOM PREPARATION
Confirm the status of the post and the need for interview process
Construct a timeframe – ending on a suitable date
1.2 ADVERTISE THE POST
Advertise the position on www.educationposts.ie - (please note – if you advertise the position using the educationposts.ie recruitment portal facility, there will be a significant reduction in the administrative workload involved in the recruitment process)
Notify to all fixed-term teachers in the school/ETB, including those on leave of absence
Follow the rules for advertising a Teacher position. See Chapter 2 of Circular 44/2019
1.3 INTERVIEW PROCESS
Interview Board is appointed
Interview Board meets to decide on criteria for shortlisting prior to opening/downloading applications
Interview Board meets to open/download applications and select candidates for interview
Interview Board establishes if a conflict of interest exists
Interview Board sets a date for interviews and invites candidates to interview
Interview Board conducts interview and marks candidates
Interview Board conducts reference checks on candidate with highest marks
1.4 SELECTION PROCESS
Chairperson of Interview Board submits a Report to the BoM
The Report contains the name of the highest ranked candidate
The BoM will appoint this person to the position, unless there is a good and sufficient reason not to do so.
1.5 APPOINTMENT PROCESS
The BoM confirms the candidate’s qualifications, registration with the Teaching Council and Garda Vetting
The BoM seeks Patron approval to appoint the candidate
The BoM offers the post to the highest ranked candidate in writing, subject to the above conditions and satisfactory medical pre-employment screening
The BoM draws up a contract for the post which is signed and dated by the Chairperson and the candidate to be appointed
The BoM will submit an Appointment / Re-appointment Form to the DEY to ensure the teacher is set up on the Payroll system
The BoM ensures that all relevant documentation is in place and retained as required – Section 4.8.4 of this Resource Bundle
Click here to access Appendix 1: Sequence of Activity for Teacher Recruitment
2 SECTION 1 – BUILDING TEACHING CAPACITY – TEACHER APPOINTMENT
2.1 INTRODUCTION
The procedures for making appointments are governed by statute under Section 24 of the Education Act 1998 and regulated by the procedures laid down in Chapter 2 of Circular 44/2019
2.2 RESPONSIBILITY FOR TEACHER RECRUITMENT
The recruitment and appointment of staff is the function of the Board of Management (BoM). The process as outlined here is a reference guide for the Chairperson of the BoM and Principal and should be read in conjunction with Chapter 2 of Circular 44/2019. The Department will not be liable for any costs, obligations or funding of contracts, including CIDs, arising from failure to adhere to the terms of Circular 44/2019 and other relevant DE Circulars
In particular, the BoM is obliged to comply with
• The registration requirements of the Teaching Council
• S.I No. 32/2014, which governs the employment of non-registered persons as teachers.
The Department may carry out examinations of teacher appointment records. All documentation relating to teacher appointments listed in paragraph 4.8.4 below, must be retained by the employer with the relevant personnel records. Certified evidence of compliance with requirements must be retained on file for accounting and audit purposes. The BoM will provide a copy of this information to the Department, if requested.
2.3 SCHOOL ETHOS
As each school context is different, the Interview Board should satisfy itself that the candidates fully subscribe to and are willing to uphold the core values, vision and mission of the school.
The Vision, Core Values and Mission of a school should, if adhered to, create a characteristic spirit or ethos throughout the school. It is this tangible expression of the Vision, Core Values and Mission, more commonly referred to as the ethos that defines the “feel” or culture of a school and distinguishes one school from another.
The BoM should clearly define and outline such values to all prospective teachers.
2.4 REQUIREMENTS FOR EMPLOYMENT AS A TEACHER
In order to be employed as a teacher in a primary school, a person must:
• Be registered with the Teaching Council and have a Teaching Council Number
• Be fully compliant with the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 and with relevant Department Circulars in relation to Garda vetting
• Have qualifications appropriate to teaching in a primary school
• Have demonstrated to the Teaching Council’s satisfaction that they are competent to teach the Irish language and to teach the range of primary school curricular subjects through the medium of Irish before being granted full recognition to teach in mainstream classes in primary schools
Note: Teachers who do not have full competency in Irish may be granted “conditional” or “restricted recognition” may be employed but only in a non-mainstream setting. Such teachers may, through passing Scrudú Cáilíocht na Gaeilge, achieve full recognition by the Teaching Council.
3 SECTION 2 – THE VARIOUS TYPES OF TEACHING POSTS AND THEIR STATUS
3.1 TYPES AND STATUS OF TEACHING POSTS
Teaching Posts can be one of the following:
• Permanent Full-time
• Permanent Part-Time
• Fixed Term (Temporary) Full-Time
• Fixed Term (Temporary) Part-Time
• Substitute Full-Time
• Substitute Part-Time
3.2 PERMANENT POSTS
Permanent Posts are filled in the following order:
1. CID: A teacher with a CID will be appointed to a permanent teaching vacancy in that school in the first instance. A teacher who has been granted a CID has the status of a permanent teacher
2. Panel: A BoM is obliged to engage with the relevant Teaching Panel in the second instance Permanent posts are filled from the Main Panel. A BoM can invite applications from teachers on the panel and must appoint from among those who are on the panel and present for interview.
3. Open Competition: When a BoM has no teacher with a CID for the post and where the relevant panel has been cleared and the BoM has been given clearance to do so, the Board will commence the recruitment and appointment process for a teacher itself.
While most teaching posts in Primary Schools are full-time, there are exceptions where the DEY grants a part-time post to a school. Such posts are defined by the number of hours per week attached to the post
3.3 FIXED TERM (TEMPORARY) POSTS
Fixed Term (Temporary) Posts are appointed in the following order:
1. CID: A teacher with a CID in a school may opt to defer his/her panel rights to take up a fixed term (temporary) teaching vacancy in that school in the first instance
2. Panel: A BoM is obliged to engage with the relevant Teaching Panel in the second instance.
3. Open Competition: When a BoM has no teacher with a CID for the post and where the relevant panel has been cleared and the BoM has been given approval to do so, the Board will
commence the recruitment and appointment process for a fixed-term (temporary) teacher itself.
While most teaching posts in Primary Schools are full-time, there are exceptions where the DE grants a part-time post to a school. Such posts are defined by the number of hours per week attached to the post
Note: Circular 23/2015 requires that all Fixed Term (Temporary) contracts must be terminated at the end of the school year and if the employment is continuing for the following year, it must be automatically re-advertised by the employer and a new recruitment process undertaken for the filling of the post for the second year. Therefore, the employer must terminate the contract and cannot provide a new fixed term contract to any teacher unless it advertises and interviews first.
3.4 SUBSTITUTE POSTS
Substitute posts arise from the need to appoint a substitute for a teacher who is temporarily absent e.g. on sick leave or attending a recognised course Since Mach 2019 all employers are obliged to provide employees with a Written Statement outlining the following 5 Core Terms of Employment within 5 days of commencing employment: -
• the full names of the employer and the employee
• the address of the employer
• the expected duration of the contract, in the case of a temporary contract, or the end date if the contract is a fixed-term contract
• the rate or method of calculation of the employee’s pay
• the number of hours the employer reasonably expects the employee to work per normal working day and per normal working week
Substitutes who are working in a school for a longer period should be given a Fixed Term / Specified Purpose Contract.
There are currently two grades of Substitute Teacher, with different terms and conditions:
Casual Substitute
A Casual Substitute is a substitute who has worked 40 days or less in an academic year. Casual Substitutes are paid at the Daily Rate (Qualified or Unqualified).
Non-Casual Substitute
A Non-Casual Substitute is a substitute who has worked for more than 40 days, or who is employed under a contract which obliges them to work more than 40 days in an academic year. On day 41 such a person becomes a non-casual substitute and is paid according to their own personal incremental scale. A substitute teacher who enjoys a non-casual contract e.g. maternity / adoptive leave cover will be paid as a non-casual substitute from the beginning of the contract.
Non-Casual Substitutes have the same terms and conditions as Permanent Teachers for the duration of their contracts. This is because they are regarded as a fixed term worker for the purposes of the Protection of Employees (Fixed Term Work) Act 2003 Casual Substitute
Because of the above protection and the fact that OLCS will not accept two substitutes for the same period of time, BoMs must use the Primary Teachers’ Substitute for a Substitute Form when claiming for a non-casual substitute who has been on approved leave.
4 SECTION 3 – RECRUITMENT AND APPOINTMENT PROCESS
4.1 CONFIRM THE STATUS OF THE VACANCY
Before beginning the recruitment process, it is essential to ensure that the post is warranted and that the status of the post is confirmed by the DE):
1. The Panel Operator must be notified within 5 working days of the Chairperson becoming aware of any Permanent / Fixed Term vacancies expected to arise and date of notification kept for reference in Primary Teacher Appointment Form
2. Check the Staffing Schedule issued by the DEY for the relevant year.
3. Check whether any CID exists within the school. Please note that, the DEY should have been informed of any CID in the school before the stipulated date in the staffing circular.
4. If necessary, contact DEY Primary Allocations on (0906) 464 83600. A speedier response may be achieved through email to primaryallocations@education.gov.ie
5. Contact the relevant Patron’s Office/Panel Operator to seek the patron’s approval to advertise as the vacancy may be required in the first instance for the redeployment of Permanent/CID holding teachers
6. Please note that a BOM does not have the option of not engaging with the Main Redeployment Panel or the Supplementary Panel
7. The Main and Supplementary Panels are used to fill Permanent teaching posts not filled by an eligible CID holder. Temporary and substitute positions cannot be filled from teachers on the Supplementary Panel
8. A Teacher with Supplementary Panel rights within a school may choose to take up a fixedterm position in the school and ask that their name be taken off the Supplementary Panel. They will need to re-apply for inclusion on the Supplementary Panel for the following year
Note: The latest date for filling a post on a permanent basis is the first working day in November each year.
4.2 SHORT TERM EMPLOYMENTS (SUBSTITUTE APPOINTMENTS) LESS THAN 24 WEEKS
Appointments for less than 24 weeks are substitute appointments. BoMs should endeavour to always employ a fully qualified teacher who is registered with the Teaching Council for such positions. Where such a person is not available, the post should be offered to a person in one of the following categories in descending order:
a. An appropriately qualified registered teacher who is not retired
b. An appropriately qualified registered teacher who is retired
c. An registered teacher who is not appropriately qualified and is not retired
d. An registered teacher who is not appropriately qualified and is retired
In the case of c or d above, the contract should include a condition that the contract will terminate on the recruitment of an appropriately qualified teacher or on the following 31 August.
If no registered teacher can be found, a BoM may employ an unregistered person in a short term capacity in accordance with S.I.No.32/2014-EducationAct1998(UnregisteredPersons)Regulations2014 Thisis knownasthe5-dayrule. (See Chapter 2, Section 4.1 of Circular 44/2019)
4.3 LONG TERM APPOINTMENTS – MORE THAN 24 WEEKS
All such vacancies must be advertised on www.educationposts.ie by the BoM, having firstly ensured that:
1. The post is not required to fill a CID vacancy in the school
2. The post complies with the DE circulars in relation to Staffing Allocation and panel arrangements
3. Any previous panel established following interviews for a post i.e. internal panel has expired or has been exhausted
The vacancy must be notified to all fixed-term teachers in the school/ETB, including those on leave of absence.
4.4 ADVERTISING A TEACHING POST
The advertisement, on www.educationposts.ie will invite applications from eligible teachers and clearly specify the following:
1. That applications will be submitted to the Chairperson of the BoM
2. The address to which applications will be submitted
3. The date by which applications will be submitted which must be at least 14 days later than the date of first publication of the advertisement.
4. The name, address, roll number and patronage of the school and in the case of Community National Schools that the appointment is to the ETB scheme
5. The number of teaching posts, including the Principal
6. The nature of the vacancy i.e. a teaching post
7. The status of the vacancy i.e. permanent or fixed term, full-time or part-time
8. The expected commencement date of the post
9. Whether a CV or a standard application form is required – not both
10. The nature of the duties to be INITIALLY allocated to the post e.g. SET, Mainstream Class Teacher, etc. It should also be clearly stated that the initial duties allocated may be subject to change
11. A list of documentary information required to support the application e.g. Evidence of Qualifications, Teaching Council Certificate of Registration
12. Any other relevant documentation required e.g. Certificate to teach Catholic religious education in a school under Catholic patronage. The advertisement may also state one or all of the following:
1. Whether or not an internal panel of suitable applicants may be set up from which vacancies which arise within the following four months may be filled, subject to the following:
a. Permanent vacancies may not be filled from internal panels established following fixed term post interviews
b. Fixed term vacancies may be filled from internal panels established following permanent post interviews
c. The four month “window” commences on the date the BoM (CEO in the case of CNS) approves the successful candidate
d. Appointments from such internal panels will be in accordance with the order of merit of the qualifying candidates, subject to suitable references and patron approval
4.5 ELECTRONIC APPLICATIONS
Where a BoM decides to use electronic applications, the following will be adhered to:
1. The BoM will establish a separate e-mail address for the application process. Only one e-mail address will appear on the advertisement
2. Access to applications will be restricted to members of the Interview Board only.
3. The closing date and time will be strictly observed. The date and time at which applications are received is as recorded on the e-mail/electronically
4. Applications will be opened and downloaded by the Interview Board at its short-listing meeting. In Community National Schools applications will be opened by the CE/delegated officer in advance of shortlisting
5. The applications will be assessed in accordance with the criteria established by the Interview Board
6. Notification of invitation for interview and the relevant documentation listed may be sent to the applicants e-mail address. Applicants may be requested to confirm attendance by email/electronically
7. Where a number of applicants are emailed at the one time, care should be taken that individuals’ confidentiality is maintained. Employers should utilise the bcc option or email applicants on an individual basis
8. The BoM may decide to reply in writing (including via e-mail/on-line) to those unsuccessful applicants who presented at interview. This may also apply to the successful applicant. However, if email/on-line system is used BoMs should save or print a copy of the letter to the successful applicant for school/ETB records
9. The email address may be required for a new recruitment campaign by a new Interview Board. Therefore, all electronic applications must be saved by the school electronically, deleted from the email/on-line system and after the appropriate retention period, from the saved electronic file
10. Ongoing use of e-mail address. Where the same e-mail address/on-line system is utilised for subsequent competitions, the passwords/security access should be changed to ensure that only the new Interview 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 Interview Board
4.6 REPORTS TO BOM MEETING
In relation to teacher recruitment, the Principal (non CNS schools only) will report the following at each BoM meeting: -
a. a list of appropriately qualified teachers is being maintained
b. the circumstances in which he/she had to engage a retired teacher (if applicable)
c. the circumstances in which he/she had to engage an unregistered person (if applicable)
d. a list of the names of all substitute and part time teachers for whom claims have been made on the OLCS system since the last Board meeting.
4.7 INTERVIEWS
4.7.1
Interview Board
The Interview Board will consist of:
• Chairperson of the BoM
• Principal of the School
• Independent Assessor (from appropriate Panel)
At least one member of the Interview Board will be male and one will be female.
4.7.2
Interview Criteria
The BoM may set a minimum number of applicants before the competition can proceed. Where this is stated in the advertisement and where the minimum number has not been reached, the position must be re-advertised.
The Interview Board will meet as soon as practical to establish agreed criteria for the assessment of the applications and for interview before opening the received applications. The following factors will be reflected in the established criteria:
• The Rules for National Schools
• The needs of the school
• The requirements of the particular post
• Appropriate Professional Qualifications
• Registration with the Teaching Council
• Teaching experience
• Other relevant experience e.g. experience in Special Needs, multiclass teaching, etc.
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.
It would be advisable to have a copy of the advertisement on hand when opening the applications to ensure that all conditions of the advertisement are met by the selected candidates. Confidentiality must be maintained throughout the process.
4.7.3
Disclosure of Interest
The BoM must inform the Chairperson of the Interview Board of the requirement to ensure that all members of the Interview Board are aware of their obligations in relation to disclosures of interest.
• A disclosure of interest must be made by any member of the Interview Board, where that member has a family relationship or any relationship with a candidate which could be regarded as prejudicial to ensuring absolute impartiality in the selection process.
• Where a disclosure of interest is made, the Chairperson of the Interview Board will inform the Patron. The Patron will then nominate an alternate member to the Interview Board, in consultation with the Chairperson of the BoM.
• Where a conflict of interest Is determined, applications are returned or deleted
• Failure to disclose any relationship may invalidate the process.
4.7.4
Selection of candidates for interview
Where there are 3 or fewer applicants, all will be interviewed
• Where there are no applicants or where the minimum number of candidates set by the BoM has not been reached, the position will be re-advertised
• Candidates will be invited to interview in writing or by e-mail within 3 calendar weeks of the closing date for receipt of applications and will include:
▪ At least 7 days’ notice of the specific time, date (outside school hours) and location of the interview venue
▪ The details of the established criteria for the post
▪ A request for the applicant to inform the Interview Board / ETB if the candidate requires any additional assistance in relation to a special need.
The interview venue will comply with all Disability and Health and Safety Legislation
4.7.5
The interview
All questions at interview will relate to the requirements of the particular post. No question will be asked nor information sought in any form from an applicant which may be construed as being discriminatory. Questions should not give the impression that the Interview Board has a preconceived view of the suitability of either male or female for a particular post.
1. Each member of the Interview Board is required to complete his or her own individual marking sheet for each applicant and give it to the Chairperson of the Interview Board on completion of the interviews
2. 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
3. Following completion of the interview process the Chairperson of the Interview Board/ETB will 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: -
a. The Interview Board/ETB at its sole discretion will determine the suitability of any reference.
b. The Interview Board/ETB further reserves the right to seek from an applicant the names of additional referees
c. Appropriate records of these checks should be retained on the proposed appointee’s personnel file
4. An applicant’s own marking sheets should be made available on request after the recruitment. Click here to access Appendix 2: IPPN Guide to Teacher Interviews
4.7.6
Determining the Successful Candidate
• The Chairperson of the Interview Board will produce a written report for the BoM, indicating:
o that selection procedures have been followed
o if there has been a disclosure of interest/integrity to the Interview Board and the outcome of the disclosure
o the name of the highest ranked candidate whom it considers suitable for appointment
o confirmation of suitable references for the highest ranked candidate (not applicable in Community National Schools).
• The Chairperson of the Interview Board will retain
o A record of the final marks and the ranking of candidates. This will be given to the BoM if requested
o An order of merit which can be used if the highest ranked applicant declines the position. This will be used where an internal panel of applicants has been established
• The BoM, unless there is a good and sufficient reason not to, will offer the post to the highest ranked candidate as nominated by the Interview Board, following approval by the Patron.
• The BoM will verify the following documents before offering the post
o Teaching Council Registration
o Qualifications
o Compliance with National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 and the relevant Circulars in relation to Garda Vetting
• Pre-employment Medical Questionnaire. All successful candidates being appointed for the first time to a teaching position in Ireland or teachers returning from leave of absence or other break in service in excess of two full school years will be screened by pre-employment medical questionnaire and fitness confirmed before the teacher takes up or resumes a teaching post, in accordance with Circular 65/2008 and Occupational Health Services for Teachers
4.8 CONTRACTS AND DOCUMENTATION
4.8.1
Offer of Employment
The BoM will make an offer of employment to the successful candidate, in writing, subject to the following
1. Sanctioning of the post by the Minister
2. The terms set out in Circular 44/2019
3. Confirmation of: -
a. Teaching Council Registration
b. Qualifications
c. Compliance with National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 and the relevant Circulars in relation to Garda Vetting
d. Pre-Employment Medical screening
e. Acceptance of the offer within the specified period
On receipt of written notification of acceptance from the successful candidate, the BoM will notify all unsuccessful candidates
4.8.2 Contract of Employment – Permanent Posts
In accordance with the Terms of Employment (Information) Act 1994 and the Employment (Miscellaneous Provision) Act 2018, a contract of employment should be signed and dated in duplicate by both parties before the date of commencement of the post. One copy will be retained by the teacher and the other retained in the teacher’s personnel file.
The BoM and the successful candidate should complete the Appointment / Re-appointment Form and forward it to the DEY.
The contract will include:
• The full names of the employee and the employer
• 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 as amended
• a requirement to maintain registration with the Teaching Council
• a requirement to comply with all DEY Circulars and BoM policies.
4.8.3 Contract of Employment – Fixed Term Posts
BoMs should note that Fixed Term employees
• must be furnished with a contract which
o specifies the objective grounds determining the context of the employment e.g. a finishing date, completing a specific task or the occurrence of a specific event
o a condition that, where the fixed term teacher is not appropriately qualified, the contract will terminate on the recruitment of an appropriately qualified teacher or on the following 31st August, whichever happens first
• must not be treated in a less favourable manner than a comparable permanent teacher in terms of employment, unless objective grounds for doing so exist
• must have access to CPD on the same basis as a comparable permanent teacher and not just confined to the days on which the fixed term teacher is ordinarily employed
Where a BoM renews a fixed-term contract, having conducted the appropriate recruitment process, the BoM will inform the fixed term teacher, in writing of
• The objective conditions justifying the renewal of the fixed-term contract
• The failure of the BoM to offer a CID before the date of renewal
BoM’s should consult Circular 23/2015 in relation to such situations
A person on work placement or vocational training is not an employee for the purposes of the Protection of Employees (Fixed Term Work) Act 2003
4.8.4
Retention of Documents
All documents, including contracts, in relation to the successful candidate will be retained for the duration of employment plus 7 years.
Documentation in relation to unsuccessful applicants should be kept in the school for a period of 18 months, in accordance with Data Protection procedures
The following documents will be retained for all teacher appointments:
1. A copy of the Registration Certificate / confirmation of current registration of the teacher from the Teaching Council of Ireland
2. A copy of the confirmation of medical fitness received from the Occupational Health Service
3. One part of the completed contract of employment i.e. signed by the employer and the teacher
4. Confirmation of compliance with the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 and with relevant Department Circulars in relation to Garda vetting
5. A copy of the teacher’s educational qualifications e.g. initial teacher education qualifications, Post Graduate courses or Masters Degrees
6. In the case of primary schools other than Community National Schools, a record of the Patron’s approval of the appointment
7. Any other relevant documentation relating to individual teaching appointments
8. A copy of the Appointment Form submitted to the DEY
Documents which must also be retained following an Interview Board recruitment process:
1. A copy of the advertisement
2. The teacher’s application for the post
3. Criteria for assessment of applicants
4. The Interview Board Report
5. Any documents and/or notes created by the Interview Board
6. Confirmation of verification of references
All documentation concerning the employment of registered teachers in receipt of a teacher’s pension and unregistered persons should be retained in accordance with Data Protection procedures and should be available for audit.
5.1 IPPN RESOURCES – APPENDICES IN THIS RESOURCE BUNDLE
Appendix 1 - Sequence of Activity for Teacher Recruitment and Appointment
Appendix 2 - IPPN Guide to Teacher Interview www.educationposts.ie
5.2 DEY RESOURCES
S.I No. 32/2014
Circular 44/2019
Circular 25/2022
Our School 2016 – A Quality Framework for Primary Schools
Circular 65/2008
Occupational Health Services for Teachers
Circular 23/2015