6.3.1 Policies and Guidelines
Lay down in guidelines and make known to all staff the policies for staff administration matters, including:
• staff recruitment, promotion and posting policies;
• staff remuneration packages, covering salary scales, fringe benefits, bonus or gratuity, as appropriate, for each rank of staff or each post;
• job descriptions, working hours and other operational requirements such as overtime work arrangements;
• the authority for approval of overtime work and rates payable;
• the performance appraisal system;
• the disciplinary system, such as the administration of sanctions and levels of authority (e.g. warnings and dismissals); and
• the mechanism for handling staff complaints.
6.3.2 Staff Recruitment
Clearly define the entry requirements of each rank or post (e.g. academic and professional qualifications, years of relevant experience, aptitude and any special skills), and seek approval from the school management or the designated authority.
Advertise job vacancies in newspapers and on the website of the school.
State clearly in the advertisement the job description, entry requirements and other essential information, such as the application deadline, any written test, correspondence address (and email address if any), and enquiry telephone number if available.
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Require applicants to declare in the job application form whether they have any friends or relatives working in the school.
Record all applications received in a register or date-stamp and file all applications properly upon receipt.
Require all staff involved in the selection process to declare any potential or actual conflict of interest and reassign staff to take over the process if a conflict is declared (e.g. a candidate is a relative or personal friend) ( Appendix 4).
Shortlist candidates for interview based on pre-approved criteria, such as years of relevant experience, levels of education attained, results of the written test, etc.
Form a recruitment panel to conduct selection interviews and skill tests as necessary.
Design an assessment form ( Appendix 10) showing the attributes for assessment and the corresponding marks or weightings, and require individual panel members to give marks on their own.
Record the combined scores of each candidate after the interview and the comments of the panel members on the form.
Prioritize the candidates according to their scores.
Make recommendations for selection to the school management for approval, giving justification if the highest scoring candidate is not recommended for selection.
Designate the authority to approve the panel’s recommendation and document the decision properly, in particular the reason if the panel’s recommendation is not accepted.
Verify the academic qualifications and work experience of the successful candidate(s) before offer of appointment.
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Make provisions for penalties (e.g. termination of employment) in case of corruption offence, fraud, or other misconduct in the employment contract.
Record all refusals of offer and ensure subsequent offers are made to candidates according to their priority.
6.3.3 Employment of Temporary Staff
Estimate the number of temporary staff required, the duration of engagement, and the estimated expenditure, based on the operational need and any performance benchmark, before seeking approval from the school management or the designated authority.
Determine or endorse the pay scale or hourly rates for temporary staff when granting approval.
Recruit temporary staff following proper recruitment procedures.
Maintain a pool of eligible candidates selected through proper recruitment procedures if there is an on-going demand for temporary staff.
Require the supervising staff to complete a performance appraisal form on the temporary staff who are given jobs repeatedly or to report on any adverse performance.
File performance appraisals or adverse records to facilitate record check on candidates before offering jobs.
Maintain proper employment and payment records of all the temporary staff.
6.3.4 Remuneration Package
Determine the salary scales and fringe benefits for each rank of staff or post.
Lay down the criteria and approving authority for determining the remuneration
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Seek approval from the school management or the designated authority for any offer which deviates from the remuneration package.
Specify the criteria and formula for calculating pay adjustments and non-standard payments (e.g. performance bonus).
Require any adjustment of salaries, benefits, and non-standard payments to be approved by the school management or the designated authority.
6.3.5 Monitoring of Staff Attendance
Put in place a system for recording staff attendance where appropriate (e.g. attendance register or electronic access control card system).
Require supervisors to check periodically the staff attendance records.
Produce exception reports on irregularities, such as repeated unpunctuality or absence from duty, for school management information and follow up action.
6.3.6 Performance Appraisal
Pre-determine and make known to all staff the core competencies and performance standards of each rank or post.
Record performance assessment using a standard appraisal form ( Appendix 11), covering all core competencies to be assessed.
Define clearly the duties of the appraisee, appraising staff, and counter-signing staff, at the beginning of the appraisal period.
Form a review panel to moderate the performance ratings of the appraisal reports if a large number of staff at the same level are being appraised and different appraising staff are involved to ensure consistent appraisal standards and fairness.
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Establish a channel for handling requests for review lodged by the appraisees.
6.3.7 Staff Promotion
Lay down and make known to all staff the eligibility criteria for promotion.
Announce the timing of the promotion exercise to the staff concerned.
Appoint a promotion board to assess all eligible candidates for promotion based on the pre-determined criteria, with reference to their appraisal reports for a specified period of time (e.g. three or four years).
Establish the interview procedures and design an assessment form for use by the board members if a promotion interview is conducted ( Appendix 12).
Require all members of the promotion board to declare any conflict of interest which should be recorded, and assign other staff to take over the process if a conflict is declared (e.g. the candidate under consideration is a relative or personal friend).
Prepare a report on the candidates recommended for promotion, in their order of priority, for approval by the specified authority.
Announce the promotion results as soon as possible to avoid speculation.
Provide a review channel for unsuccessful candidates.
6.3.8 Disciplinary Actions
Lay down and make known to all staff the circumstances warranting different disciplinary actions and the procedures to be taken in the case of misconduct or breaches of regulations.
Ensure fairness and consistency in taking disciplinary actions.
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6.3.9 Handling of Staff Complaints
Publicise the channels for complaint and make the procedures user-friendly.
Ensure that all information given is handled in strict confidence.
Assign an independent staff member, at the appropriate rank and not involved in the case, to investigate the complaint.
Maintain proper records of the investigation results.
Submit an investigation report, with recommendations for disciplinary action if applicable, to the designated authority (e.g. school principal) for consideration.
Inform the complainant of the outcome after investigation if appropriate.
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