Southern Ontario Library Service

CEO Search Service

SOLS has assisted libraries and library boards in staff recruitment for many years. In 1998, we formalized a process and now offer it on a contracted basis to library boards recruiting new chief executives. This Code of Conduct has been developed to explain SOLS’ approach to this contracted service.

SOLS is in a unique position because it provides a range of services to public libraries and has an ongoing relationship with them. On the one hand, this equips SOLS to provide successful search services effectively and efficiently. On the other hand, there may be discomfort or concern that a service organization is involved in any way in a hiring process that involves staff from libraries it serves. This Code of Conduct is intended to explain how the executive search service is kept distinct from other SOLS’ services in order to provide a level of comfort for boards and candidates seeking new positions.

SOLS provides CEO search services to help boards attract the best possible candidates, and to ensure that the process followed is fair, equitable, and meets all legal and quasi-legal requirements.

We ensure that boards are fully aware of the various options available for mounting a search, some of which involve assistance from SOLS and others which do not.
 

We believe that boards are autonomous and have the right to select the option and services that meet their needs without influence or coercion.
 

Any process a board selects remains the responsibility of the board – the search consultant can provide assistance, but the final candidate choice must be that of the board.
 

We accept assignments only if the board is clear about requirements, or prepared to engage in a process to determine exact requirements.
 

Library board requirements must be consistent with the Public Libraries Act.
 

We ensure confidentiality of individual library board information, plans, and intellectual property, using information only for the specific reasons for which it was provided.
 

We do not actively solicit applications from candidates who have been hired as CEO by library boards for which we have provided search services in the last three years.

Professionals working in the library field should have as much opportunity as possible to develop their careers in an environment of trust and respect.

All candidates are treated with respect and courtesy.
 

All dealings with candidates adhere to and respect the laws and intent of laws that apply to public libraries in Ontario, including but not limited to the Ontario Human Rights Code, and the Municipal Freedom of Information and Protection of Privacy Act.

 

Only SOLS’ Director of Operations and assistant, and those involved in the selection process from the client library receive information about applicants.

 

References are sought only from the list of names requested from candidates, and no references are contacted without candidates’ express permission.

 

Personal information gathered about candidates in one search remains confidential to that search.

 

Candidates receive timely information throughout the process.

 

Candidates who have expressed interest in career moves are kept informed by SOLS of other potential opportunities as they arise, however their potential interest is kept confidential.

 

Unsuccessful candidates who have been interviewed receive full feedback if they so choose.

No matter what level of assistance a board requests, the decision on whom to hire always rests with the board. While SOLS can provide tools for good decision-making, it cannot guarantee the match. If a candidate stays in a new position for less than a year, however, SOLS will provide the same services again at no charge.

Can SOLS advise on good candidates?

SOLS has knowledge of potential candidates who may be interested in various positions. SOLS can encourage candidates to apply for positions that may be of interest to them.

I realize that Protection of Privacy legislation prevents us from asking SOLS or anyone else details about a candidate’s history. So, how do we make sure we get the full story on candidates?

The best way to get the full picture is to structure your interviews and assignments to learn what candidates think, how they will react, and how they have acted before. The number and type of references requested and the questions asked referees all contribute to a selection committee getting a full and accurate picture of a candidate. Search consultants such as SOLS can help structure these processes appropriately.

SOLS provides so many services to libraries. How is this service kept at arm’s length from other services?

SOLS’ Director of Operations offers the CEO search service. This service is his only formal direct link with client libraries.

I may occasionally be critical of SOLS or aspects of SOLS’ services. How can I be assured that this won’t become a hindrance when I am applying for jobs where SOLS is the search firm?

Criticism of SOLS or its services has no bearing on a candidate’s eligibility for a job. Our commitment to library boards is to help them find the best possible range of candidates. Candidates are selected for interviews based on the explicit criteria set with a hiring board, and on nothing else. It would be unethical, inconsistent with our search approach, and counter productive to act otherwise.

If I apply for a job SOLS is helping with, who at SOLS will know that I have applied?

Only the Director of Operations and his assistant have any knowledge of applicants. Professional ethics prevent any discussion with other SOLS’ staff, unless of course, a SOLS’ staff member is provided as a reference.

What information about me will be passed on by SOLS?

SOLS can only pass on factual information, the information you provide in your application, and information from sources you specifically authorize, such as your references.

If I don’t get a job that SOLS was helping with, will I ever get a chance at another? I feel uncomfortable continually sending resumes that may be reviewed by the same person.

Each board sets its own criteria with regard to what it is looking for. Each application is assessed on that basis and that basis alone. Generally, it is not uncommon for job seekers to apply for a number of positions until the right match comes along. This is no cause for embarrassment.

How confidential are reference checks?

Once you have given permission to contact references, everything they say can be shared with the selection committee. However, information gathered in one search cannot be provided to a subsequent selection committee in another search without your express permission.