Recruiting principals – starting the process

The most important task a board will undertake is to select and appoint a new principal.

As the leader of learning and day-to-day manager of the school, the principal will enact the board's strategic direction.

Your board can ensure it has appointed the most suitable person for the role by following an effective appointment process.

We can help you with any stage of the process. Please contact our Advisory and Support Centre for advice and support in recruiting your principal.

The Human Rights Act 1993 and Employment

It is illegal for your board, as an employer, to refuse, decide not to employ, or appoint on less favourable terms because of any of the prohibited grounds of discrimination under the Human Rights Act 1993open_in_new.

The questions you ask and the rationale you use during the recruitment process can be used as evidence of, or to infer, discrimination – even if you did not intend to do so.

Therefore, to avoid issues, be sure only to ask questions and make decisions that clearly relate to the person's suitability for the position (both of referees and candidates).

You should also ensure any secondary information you inevitably pick up from legitimate questions is not used to influence any decision.

A common sticking point is questions about health.

Questions and criteria that probe beyond a clear connection to a candidate's ability to carry out the role they are interviewing for (including open-ended, general questions about their health) are generally not permissible.

This Community Lawopen_in_new article provides a good case study of when questions cross the line.

Conflicts of Interest

A conflict of interest is when your duties or responsibilities as a board member conflict, or could be seen to conflict, with some other interest you might have outside your role as a board member.

In the context of an appointment process, an example may be that you are related to one of the candidates applying for the position or are an applicant for the role yourself.

In these situations, you are expected to declare your conflict, and you may need to recuse yourself from the process.

This prevents potential challenges to the process or perceptions that the process may have been "rigged" in one way or another.

If you are unsure whether you have a conflict and should recuse yourself, contact us for advice.

Planning stage

Your board can guide itself through the process using this Appointment Checklistopen_in_new.

Initial steps

There are some initial steps that boards should complete upon receiving the resignation of their principal:

Check your board's policies regarding appointment – this will guide your thinking and processes.
Check your board's budget – appointment processes will require your board to plan for some expenditure (usually, a board can expect to spend up to approximately 10% of the annual salary of a principal for the recruitment and appointment process).
Check our Resource Centre for template forms and guidance.
Decide on whether to use an external consultant/adviser to assist your board in its appointment process.
Decide on key dates.
Notify and inform your school community.

Consider who will be involved in the process

Several groups and individuals may contribute to the principal appointment process.

Your board must decide who they include in this process and to what extent.

The full board

As the employer of school staff, your board decides who is involved in the process as per your policy.

Staff and student board members

They are both full board members and give important perspectives on the process.

However, if either feels uncomfortable being involved in some parts of the process, they are not required to.

Appointment committee

Boards commonly use an appointment committee to work through the principal appointment process.

The committee's formation must align with the board's policy, with documented delegations and terms of reference.

A committee may make recommendations to the board; however, the board should still make the final appointment decision.

Some of the common tasks for appointment committees are summarised below.

Review and update the job description/person specification.
Determine selection criteria.
Decide on key dates.
Decide on the interview date, format, venue, and participants.
Compile the information pack.
Advertise the job with a closing date.
Nominate a key contact person (this person will be the point of contact and information for all applicants and can be contacted with questions about the role or appointment process).

Proprietor board members

If your school is a state-integrated school of special character, you will likely require a proprietor's board member to be included on your appointment panel. Check your integration agreement and policies.

External consultant/adviser

Your board may require someone with educational expertise to assist the board.

You can engage a consultant to help with the process – more information is available at the bottom of this article.

They may make recommendations; however, your board will still make the final decision.

Iwi

As part of the school's local community, your board may wish to consult with iwi about leadership qualities and skills they would like to see in the incoming principal.

Parent community

Early in the appointment process, it is good to get feedback from the community on what leadership qualities and skills they believe are important for their new principal.

Students and Staff

Students and staff can be consulted on the leadership qualities and experience they seek for their school.

The current principal should not be involved in the process.

However, your board may wish to ask for their input in developing the role description.

Preparation stage

Selection criteria

This must be developed at the beginning and used consistently throughout the process (in the advertisement, role description, shortlist, interview, reference checking and final decision).

When developing selection criteria, consider the school's needs, including the following.

Your board's vision (where the board wants your school to be in the future and what sort of leader will take the school there)
The strategic plan
ERO review recommendations
Community, iwi, staff, and student consultation
Any special school requirements or character.

Remember that criteria cannot be directly or indirectly discriminatory; for example, it cannot be based on gender, race, nationality, etc.

Utilise this sample interview technique and questionsopen_in_new document.

Advertising and applications stage

Advertising

Your board should prepare an appropriate advertisement containing all necessary information about the role.

Schools must advertise nationally, for example, in the Education Gazette.

Some schools may advertise internationally or utilise additional methods to advertise the vacancy to ensure the widest possible reach in search of quality applicants.

An advertisement should include several key facts and be written to reflect your school's culture and who you are looking for.

The application pack

This is a critical element of the recruitment process.

Not only should it provide information about the school, but also about the community the school serves.

The application pack should contain the following items as a minimum

A covering/introductory letter
Vision statement
Strategic plan
Information about the community (e.g., economy, housing, demographics)
Job description
Description of the person wanted for the position
Application form
School prospectus
School newsletters and other publications
Recent ERO report
Photos/maps of the school
Board members' profiles
Contact person details

These resources can assist you in developing the pack.

Principal Recruitment Allowance

Some boards may be eligible to offer an allowance to help attract a highly effective principal to a school facing significant challenges as part of their recruitment process.

Check the Ministry of Education website for more details on Principal Recruitment Allowanceopen_in_new (and whether your board may be eligible to receive additional funding to ensure the recruitment and appointment of a principal).

Any school board may apply, including those who are members of a Kāhui Ako.

The school and principal must each meet a range of eligibility criteria.

The allowance is on top of other remuneration offered by the employing board.

The recipient is expected to provide the leadership needed to improve a school's student achievement challenges.

Any board may apply for the allowance.

This Principal Recruitment Allowance Guideopen_in_new outlines the eligibility criteria the school and the principal must meet. It can be downloaded from the Ministry of Education website.

Using a consultant to assist the board

Using a consultant does not release your board from its responsibilities as the employer.

Your board is accountable for managing and deciding on the principal's appointment and, subsequently, their performance.

Your board should understand and have discussed the contract terms agreed to with the consultant.

Consultant criteria check

Professional and personal background.
Previous experience with the principal appointment process.
Community and sector knowledge.
Solid referrals from previous employers and boards that have engaged the consultant's services.
Recent principal/teaching experience.
Recent experience in a similar school context.

Process boards should follow when appointing a consultan

Have a written contract formalising the consultant's role (e.g., process specific) and requirements.
Provide direction to the consultant about the process in line with your board's policies.
Receive regular updates and discuss any concerns on the recruitment/appointment process and outcome.
Check and ensure that the consultant uses an appropriate and robust recruitment process.

Questions your board could ask

What are the stages of a robust and fair recruitment process?
What do our policies state?
Do we want an external consultant to assist us with the process?
What resources do we need for the process?

Templates, resources, and references

Click on the link(s) below to access the templates, resources, and references related to this topic.

These may download or open in a separate browser depending on your device.

Links from us

Community Law

Applying for jobs: What you do and don't have to say about your impairmentopen_in_new

Human Rights Act 1993

Section 21 – Prohibited grounds of discriminationopen_in_new

Ministry of Education