Archdiocese of Canberra and Goulburn
Catholic Education Office

Employment of Teachers (Draft)

Related Policies:

Appointment of Religious Education Teachers
Appointment of Specialist Teachers
Employment of School Employees (Non-Teaching Staff)
Employment of Teachers to Promotions Positions
Redeployment
Redundancy
Teacher Exchange Program
Transfer

Purpose:

This policy outlines the procedures associated with the appointment of teachers to Continuing Employment Status positions, temporary positions and casual positions.

Policy:

The Director of the Catholic Education Office has responsibility on behalf of the Trustees of the Roman Catholic Archdiocese of Canberra and Goulburn for the employment of staff engaged in the Catholic Education Office and all Archdiocesan system schools. Whilst Senior CEO Staff, Principals, School Executive Staff, Parish Priests and Parent Representatives are involved in the selection process for teachers and in recommending appointments, it remains the sole responsibility of the Director of the CEO to make appointments in line with the procedures established within this policy.

Definitions:

Continuing Status Teacher : A Continuing Status Teacher means a person employed as such on an on-going basis to assist the Principal in the work of the school. Teachers granted continuing status in an Archdiocesan system school, will be appointed to a school and shall remain at that school subject to the Redeployment Policy, the Redundancy Policy or the Teacher Exchange program.

Temporary Status Teacher : means a teacher employed to work full-time or part-time for a specified period, which is greater than four school weeks. A teacher may be employed as a Temporary Status Teacher in the following circumstances:

a. where a teacher is employed to replace a teacher on leave or secondment;
b. where staffing is to be reduced generally in a school or in a department of the school for the following year. his may include but is not limited to circumstances such as declining enrolments or school amalgamations;
c. where a teacher is employed on a specific programme not funded by the Archdiocese, or a specific programme funded by the Archdiocese for the purpose of a trial of a new program or work organisation;
d. where a teacher resigns during a school year and the usual Archdiocesan practice is that such positions are filled on a temporary basis; or
e. where an ongoing position has not been able to be filled using normal selection criteria and the teacher has been informed of this in writing prior to the appointment.

Applicants must be advised in writing prior to accepting a position that it is temporary and the reason why it is temporary, such reason being one of the reasons specified above.

In the case of “a”, ”b” or “c” above, the appointment may be for a period of up two full school years. The employer and the union and the teacher may agree to extend the temporary period of appointment beyond two years. The union shall not withhold its consent unreasonably.

In the case of “d” above, the appointment may be for not longer than the end of the school year in which the appointment occurs.

In the case of “e” above, the appointment may be for a period of up to one full school year.

Where a temporary teacher is appointed to replace another teacher on leave or secondment, the letter of appointment shall advise of the expected return date of the teacher.

A temporary status teacher may be appointed to a series of different temporary positions either within the school or at another Archdiocesan school immediately following the cessation of a prior temporary appointment.

Casual Status Teacher : Casual Status Teacher means a teacher engaged by the day or by the half day (being fifty percent of the scheduled teaching day).

Procedures:

1. Filling Vacancies

1.1 The Director:

• Reserves the right to fill an existing vacancy, or a newly created position, with a redeployment or transfer consistent with those policies to address particulars needs within System Schools.
• Approves/rejects recommendations for appointment.
• Makes the offer of appointment.

1.2 The Human Resources Division (HRD):

• Facilitates redeployments.
• Places generic advertisements seeking Expressions of Interest from graduates.
• Keeps a list of registered graduates and advises them of available vacancies.
• On request, and as appropriate, assists small schools with paperwork (eg., writing to advise applicants who are not short listed).
• Advises the school when a recommendation for appointment has been approved.

1.3 Principal:

• Immediately notifies HRD of all vacancies at the school.
• Determines the selection criteria.
• Advertises all vacancies internally to the school staff.
• Chairs the selection panel or appoints a delegate.
• Encourages applicants to complete a System interview prior to making an application.
• Considers any external applications from teachers with continuing employment status ahead of other applications.
• Shortlists applicants with the selection panel and invites the applicants to interview.
• Provides written advice to applicants who are not short-listed.
• Appoints the other members of the selection panel (see section 3 for policy on the composition of the panel), taking care to ensure a reasonable gender balance of panel members.
• Provides a complete list of applicants to the selection panel.
• Sends the panel's recommendation for appointment and papers of all interviewees to the Director.
• Advises the successful candidate after the Director has approved the appointment.
• Advises unsuccessful applicants by phone before the successful candidate is announced.
• Conveys written advice of the results to all candidates as soon as possible.

1.4 Chair of the Selection Panel:

• Ensures that Panel members see all the applications and approve the short list of applicants to be interviewed.
• Determines an interview plan with other members of the panel (see section 5).
• Obtains referee reports before the interview. Referees should include the Parish Priest and either two employers or one employer covering the last 7 years.
• Provides the name and contact number of the referee to the Director should further details be required, in the event that an applicant is deemed unsuitable because of the referee's report
• Provides the panel with oral reports from the Parish Priest and employer/s at the time of the interview, even where written reports have been provided.
• Advises all applicants that originals of documents will not be automatically returned unless specifically requested by the applicant..
• Reads the procedures on providing feedback (section 5.1) and provides feedback as appropriate in accordance with this policy. For example, note the obligation to keep the panel's discussions confidential.

1.5 Members of School Level Selection Panel:

• Read applications thoroughly.
• Know the selection criteria.
• Engage actively in the interview in accordance with their agreed role.
• Follow a process of discernment in selecting the candidate.
• Distinguish between suitable and unsuitable candidates and select the successful candidates.
• Must maintain confidentiality.

2. Advertising

2.1 Continuing Status Vacancies

• Continuing Status Vacancies will be advertised at all Archdiocesan System Schools and on the CEO Website . Vacancies will also appear on ‘Teachers on Net' and where necessary in appropriate newspapers. All teachers are eligible to apply.

2.2 Temporary Status Vacancies

• Where a Temporary vacancy exists for a period of one term or less, the Principal may recommend appointment to the Director from the Casual and Temporary Teacher Register.
• Where a Temporary vacancy exists for a period greater then one term, the vacancy should be advertised to all Archdiocesan schools on the CEO Website ( www.ceo.cg.catholic.edu.au ) and on ‘Teachers on Net' ( www.teachers.on.net ). In cases where there are insufficient suitable teachers a request may be made by the Principal for the vacancy to be advertised further. The vacancy should be filled following the procedures set out in Section 1 above.

2.3 Casual Status Vacancies

• The Catholic Education Office will advertise for Temporary status and Casual Status teachers to ensure that appropriate numbers are available on the Casual and Temporary Teacher Register.
• Principals may engage Casual Teachers from the Casual and Temporary Register to fill casual vacancies of periods of less then four weeks.
• Where a Temporary Vacancy exists in relation to a promotion position, but there is not a corresponding vacancy for the teaching component of the position, the vacancy should be advertised only to the staff of the school as an acting vacancy. This advertising may be in the form of an Expression of Interest.

3. Selection Panels - Composition

3.1 Members of the same family of an applicant may not be included on the panel. Eg. The Principal may not be part of the panel in the event that a spouse or child is applying for a vacant position.

3.2 For the selection of staff from internal advertisement or selection from the Casual and Temporary Register for all schools other than ACT secondary :

The selection panel should comprise at least three members:

• The Principal
• The Parish Priest
• A person nominated by the school board (not a member of staff).

3.3 For the selection of staff from internal advertisement or selection from the casual and Temporary Register for ACT secondary schools :

The selection panel should comprise at least three members:

• The Principal
• The Chaplain or nominee
• The Assistant Principal or appropriate Co-ordinator
• A person nominated by the school board (not a member of staff).

3.4 For the selection of staff from external advertisement the panel should comprise at least the three members listed in 3.2 for all schools other than ACT secondary schools and at least the four members listed in 3.3 for ACT secondary schools. The Principal is responsible for the systems interview and sighting originals of qualifications and documentation. The selection panel for Promotions Positions is per the Employment of Teachers to Promotions Positions Policy.

4. Selection Panels - Responsibilities

4.1 The Principal will ensure that a complete list of applicants with their applications is to be available to the panel.

4.2 Selection panel members responsibilities include:

• Reading applications thoroughly
• Knowing the selection criteria
• Being actively involved in the interview in line with an agreed role
• Following a process of discernment in selecting the appropriate candidate
• Maintaining confidentiality.

5. Selection Panels – Protocol for Interviews

5.1 Duties of the Chairperson of the Panel

5.2 Administrative Checklist for the Interview Process

5.3 Process of Formal Appointment Following Interviews

5.3.1 The successful applicant will be appointed by the Director, in writing, to take up duties on an agreed date or as soon as possible after signing and returning the acceptance to the Director.
5.3.2 Until the successful applicant occupies the position, the vacant position can be filled on a casual basis.
5.3.3 Should the appointee not accept the position, a further recommendation for employment will be sought from the selection panel of those persons short listed. In the event of there being no suitable application, the position will be readvertised.

6. Appointment of Teachers to Temporary Positions

6.1 Terms of a Temporary Appointment

6.1.1 Temporary teachers will be engaged by the System to replace teachers with continuing employment status who are on leave or to fill vacant positions as provided for in the appropriate Award.
6.1.2 Temporary teachers may be engaged for positions longer than four weeks and up to one year.
6.1.3 In the case of secondments temporary employment may be for up to two years.
6.1.4 No teacher may commence work prior to system employment checks.

7. Responsibilities and Authority for Appointment of Teachers to Temporary Positions

8. Appointment of Teachers to Casual Positions

8.1 Terms of Appointment to a Casual Teaching Position

8.1.1 Principals must engage casual teachers from the list of registered teachers held by the HRD and made available to schools.
8.1.2 No teacher may commence work prior to system employment checks.
8.1.3 Principals may at their discretion engage casual teachers for periods:

• to replace teachers absent due to illness;
• to replace teachers on bereavement leave;
• to release teachers on approved professional development activities;
• to replace teachers on short term leave without pay;
• to replace teachers on adoption leave;
• to replace teachers on parental leave;
• to replace teachers on examination study leave;
• to replace teachers on family leave; and
• to cover a vacancy whilst an appointment is being made.

8.1.4 Casual teachers are expected to perform all duties as directed by the Principal.
8.1.5 Registration lapses if a teacher has not worked for the CEO for a period of twelve months or more.

9. Responsibilities and Authority for the Appointment of Teachers to Casual Positions

References:

Teaching in Catholic Schools – A Statement of Principles

Religious Education Teachers Accreditation Policy

Privacy Policy

Child Protection Policy

NSW Institute of Teachers

Forms:

Advertising Pro Forma (username and password required)

Application for Registration – Teaching Position

Working with Children Check – Employment Screening Consent Form

Prohibited Employment Declaration - NSW or ACT

Application for Accreditation as a Teacher of Religious Education

Recommendation for Employment – Continuous Status

Recommendation for Employment – Temporary Position

Last updated on August 22, 2007