Tips for Hiring a Public Library Director Part 2
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By Marla Sepnafski, Director, Wisconsin Valley Library System
Determine Who Will Screen Applications and Conduct Interviews
The board must decide who will participate in the hiring process—whether it will involve the full board, a designated board committee, municipal HR staff, library system staff, or others—and what their roles will be. Questions to clarify include:
- Will the full board participate at every stage?
- Will a selection committee handle the initial screening?
- Who will conduct interviews?
- Who will serve as the board’s official spokesperson?
Clear communication is essential. Only one person should act as the board’s point of contact to avoid misunderstandings or conflicting messages.
It is important to recognize that hiring a library director is legally the responsibility of the library board—not the municipal human resources department. Additionally, the incumbent director should not participate directly in recruitment or candidate selection.
Screening and Interview Processes
The board or screening committee should develop a standardized list of interview questions that relate directly to the job description and the library’s culture and community needs. Interview questions should be based on essential functions of the job. Questions based on a person’s race, color, creed, ancestry, national origin, age, sex, disability, arrest or conviction record, marital status, sexual orientation, military service, or use or non-use of lawful products away from work should be avoided. Allow adequate time for each interview and complete an appraisal immediately afterward. A standardized evaluation form helps ensure consistency with all members of the interview panel.
After preliminary interviews, conduct thorough reference and background checks for finalists. Contacting at least three references is recommended as doing so allows the selection committee to compare comments. All questions raised during a reference check should relate to the applicant’s past job performance (within the most recent five to seven years), and nothing else. Ask open-ended questions. Examples include: “How would you rate the quality of the applicant’s work?” or “Could you describe the applicant’s interpersonal skills?” or “Why or why wouldn’t you hire this person again?” Note both what the references say and what they do not say and consider the nature of their relationship with the candidate.
Boards should also request and review college transcripts to verify that candidates meet Wisconsin’s Public Library Certification requirements.
If no clear choice emerges from the first round of interviews, the board may conduct a second round, possibly involving the full board.
Selection of Final Candidate and Job Offer
A job offer should never be made until all references and background checks are finalized and the board is fully satisfied with the results.
Internal candidates should be evaluated using the same criteria as external applicants. While an assistant director may be an excellent prospect, the role of director requires a broader and deeper scope of leadership. Evaluate every candidate holistically, considering not only experience but also communication skills, work ethic, and vision.
If the process does not yield an outstanding finalist, the board should restart the search. It is far better to extend the search than to settle for someone who isn’t an ideal fit. Rushed or suboptimal decisions often lead to long-term challenges.
Onboarding a New Director
The board’s work continues after hiring the director. A new director represents a major transition for the library, and thoughtful onboarding increases the likelihood of a successful tenure.
An onboarding checklist may be helpful. Tasks might include:
- A full tour of the library facility
- Introductions to staff, municipal and county officials, the library system, Friends group, and library foundation
- Access to library and personnel policies
- Review of the budget, financial reports, annual reports, contracts, and strategic plans
- Access to meeting packets from recent board meetings
Supporting a new director early on fosters stability, confidence, and long-term success.
Additional Resources and Support
Library boards are encouraged to consult their regional library system for guidance and support throughout the hiring process. Additional information, including the Hire and Supervise the Library Director resources, can be found on the Wisconsin Department of Public Instruction’s website.