Collecting and Screening Personal Information Forms

The PNC member login ID and password gives PNC members access to the PIFs that have been referred to the CIF, thereby eliminating making paper copies for those members who do have internet access. Your presbytery COM moderator or Executive/General presbyter can assign these PNC members IDs and passwords.

The following are suggested steps in the process for collecting and screening Personal Information Forms (that may vary from presbytery to presbytery):

Step 1: Receive all PIFs and provide copies for all PNC members. Even if the committee has determined criteria for consideration of PIFs, a PNC chair should not discard PIFs that have not been shared with the full committee. If members of your PNC have access to the internet, you may want to consider obtaining a separate login ID and password for them.

Step 2: Read all information in the PIFs and by consensus rank them from (1) those most likely to be interviewed, to (3) those whom PNC members feel should not be considered further. Keep in mind that PIFs referred through computer matching are selected based on the compatibility of the information your committee has submitted in the CIF and the statement of preferences, experience, skills, and financial needs of each person as submitted in their PIF.

Step 3: When your committee receives a second copy of a PIF, take a closer look at this person because these come to you from two different processes, (a) clergy self-referral and ( b) computer matching. This means that from both the computer matching point of view and the candidate's point of view, the skills and experience of the candidate match the requirements of your church

Step 4: After all committee members have had a chance to react to each PIF, schedule meetings to carefully review and evaluate each PIF, starting with those ranked (1) and continuing with those ranked (2) set aside those rated (3).

Step 5: Self-referrals may be sent by pastors in response to information they have taken from Opportunity Search. When a self-referred PIF does not contain the sexual misconduct sign-off section or the statement at the bottom of the PIF indicating their presbytery’s Stated Clerk’s sign-off (all PIFs coming through CLC will have both), ask the individual for a complete PIF or do not consider them further.

What do you do when a candidate is not able to sign the sexual misconduct statement in the affirmative? If this person interests your committee and meets your other criteria, turn this matter over to your executive presbyter or COM moderator and trust their advice.

Communicating with Prospective Pastors

Those persons referred by computer matching may or may not actually be open to considering your position. Although CLC removes persons from the database as soon as notification comes that a call is pending, some referrals will have already accepted another call. It is important to act quickly on receipt of PIFs to contact persons to discover whether they are available and interested and to communicate your interest in them.

• Persons whose PIF you request from CLC may or may not be aware you have their PIF.
• Those persons who self-refer will expect some response.
• Telephone those you have ranked (1) and (2).
• Identify yourself and indicate that the call is initiated based on the committee's reading of the PIF at an early stage in the process.
• Be ready to describe briefly the church and the position opening; have a copy of the CIF for reference.
• Ask if the person is interested in receiving further information about the position.
• Make notes about the call.
• Make arrangements regarding the next steps if the person is interested.

Contacting References

• After the PNC has determined that the applicant is interested in the position, contact the references listed in the PIF.
• Prepare the questions in advance and review them with your COM representative.
• Contact references when you are able to think clearly and be focused.
• Ask the reference if this time is convenient. If not, offer to call at a better time.
• Be sure of the identity and role of the reference and note it. Make notes about the date, time, and content of your conversation.

Questions to Ask of References

It is usually helpful to tell the reference a bit about the congregation, community, and position for which the candidate is being considered, then ask the reference to give an assessment of how the prospective pastor might serve in your setting.

It is appropriate and important to ask questions related to the candidate's skills and experience that relate to the position being filled. Such questions might be "Tell me about John Doe's worship leadership" or "How does Jane deal with conflict?"

Many Presbyterians who serve on PNCs are familiar with secular employment practices where it is illegal to ask certain questions about a prospective employee. Because of the separation of church and state, the rules are different for search committees considering church professionals. However, questions should focus on the ability of the person to do effective ministry and not be unnecessarily intrusive. A good final question is "Is there anything else we should know?"

Secondary References - Secondary references are persons who are not listed by the candidate but are suggested by others or contacted because they are thought to have knowledge of the candidate. Secondary references should only be contacted when the candidate has given permission. Under no circumstances should a PNC contact members of a pastor's present congregation without her or his permission to do so.

Executive presbyters, stated clerks, COM moderators, and CPM moderators do not fall in this category. They are automatically used as references because of their roles and no authorization is needed from the candidate to consult with them.

Background Checks - Background checks are assessments of a candidate's character and fitness for employment. They may include checks of employment, credit, criminal, and motor vehicle records. If this position will involve work with children, your state may require you or your presbytery to do a background check on the person you call. Check your state law.

Using Reference Material - Make notes of your conversation for use when comparing those being considered. Be sure you get reliable information and ask references to respond only on the basis of firsthand knowledge. Do not share rumors or impressions that cannot be substantiated, and be sure you have specific information to back up negative references. When negative references are received, they should be carefully checked. Remember to consider the evaluator as well as the person being evaluated. Your COM representative may follow up on any negative references.

Do not share reference material with anyone other than your committee and presbytery representatives.

Presbytery-to-Presbytery Reference Checks - Once you have narrowed your search to those persons you want to interview, your presbytery COM or presbytery executive will do reference checks with their colleagues in the presbytery of which your prospective pastor is a member. This is for your protection and for the benefit of all involved. If the information leads the COM moderator or presbytery staff to have serious doubts about the candidate's ability to do effective ministry in the particular calling church, they will share those concerns, usually giving specific areas of ministry where they see potential difficulty. They may choose not to share the identity of the reference. Do not share the information with the pastor under consideration.

Screening Out Candidates - Employment as a Presbyterian minister is not a right. Courts have established that the ministries of the Church of Jesus Christ belong to the Church and tasks are assigned to particular persons for the service of its members and the world. The Church must make such assignment responsibly. In G-11.0502d our Book of Order states:

"The committee on Ministry shall serve the presbytery in the following ways: ... shall advise with the committee regarding the merits, availability, and suitability of any candidate or minister whose name is contemplated for nomination to the congregation, and shall have the privilege of suggesting names to the committee. No call to a permanent pastoral relationship shall be in order for consideration by the presbytery unless the church has received and considered the committee's counsel before action is taken to issue a call ..."

Discussing Your CIF

Most ministers whom you are considering will be able to print a copy of your CIF from the internet. Set a date when the committee will telephone the minister or will expect communication from him or her. Make notes on what has been decided and record any arrangements made.

Set-up a Telephone Interview - For this, a telephone amplifier, a phone with several extensions, or a conference call might be used so that several people can be involved in the conversation. Some PNCs may even use video conferencing technology for interviewing.

Whatever method you use be sure to:

• Allow plenty of time.
• Allow the minister to ask questions that the CIF might have raised.
• Ask the minister to clarify or expand on information in the PIF.
• Keep careful notes.
• Take time to debrief and evaluate as a committee following the call.

Updating Candidates

Promptly let all prospective pastors know their status in your process. It is suggested to send a thoughtful letter to those individuals the PNC has not decided to consider further. A response from the PNC is not expected for all CLC referrals, but all self- referrals should be acknowledged. Once you make contact with any potential candidate, you should keep the individual informed of your progress.

Interviewing Potential Pastors

The PIF is designed to introduce pastors and PNCs and help them begin to get acquainted. In order for a PNC to evaluate a person fully, it is necessary to meet the person face to face, engage in conversation, and participate in worship with the minister. At some point during the visit a formal interview is scheduled. Obviously, this will require travel on the part of some or all of the PNC members.

Visiting Churches

When visiting the church of a potential pastor, keep the following in mind:

• Become thoroughly familiar with the person's PIF.
• Contact the person and verify that the person is interested before you make the trip. Ask permission to visit during worship. If the pastor feels it is unwise for you to visit the church he or she is currently serving, ask your COM to help you arrange a "neutral pulpit" in your area. This is an opportunity for the prospective minister to lead worship while you are present without sacrificing the important confidentiality of the search.
• If you visit in his or her present church, confirm the time of worship and that he/she will be preaching that Sunday. Visit discreetly. Especially in smaller congregations, it is difficult to conceal the identity of a PNC. Do not introduce yourselves to church members as members of a pastor nominating committee! Arrange to meet in the afternoon if you want to hold a conversation with the minister at the time of the visit. Do not expect to do so immediately following the service.
• If only a portion of the PNC is visiting, engage only in an informal conversation rather than a formal interview. Take notes on your visit so that on your return you will be able to give a full report to the other members of the committee.
• Because PNCs recognize that much about the call process is experiential — "the chemistry between people," "the movement of the Holy Spirit" — they often move quickly to meet with potential candidates. This is a good time to remember the Presbyterian balance between "ardor and order" or "heart and head."

Preparing for Interviews

When visiting the church of a potential pastor, keep the following in mind:

• Become thoroughly familiar with the person's PIF.
• Contact the person and verify that the person is interested before you make the trip. Ask permission to visit during worship. If the pastor feels it is unwise for you to visit the church he or she is currently serving, ask your COM to help you arrange a "neutral pulpit" in your area. This is an opportunity for the prospective minister to lead worship while you are present without sacrificing the important confidentiality of the search.
• If you visit in his or her present church, confirm the time of worship and that he/she will be preaching that Sunday. Visit discreetly. Especially in smaller congregations, it is difficult to conceal the identity of a PNC. Do not introduce yourselves to church members as members of a pastor nominating committee! Arrange to meet in the afternoon if you want to hold a conversation with the minister at the time of the visit. Do not expect to do so immediately following the service.
• If only a portion of the PNC is visiting, engage only in an informal conversation rather than a formal interview. Take notes on your visit so that on your return you will be able to give a full report to the other members of the committee.
• Because PNCs recognize that much about the call process is experiential "the chemistry between people," "the movement of the Holy Spirit" they often move quickly to meet with potential candidates. This is a good time to remember the Presbyterian balance between "ardor and order" or "heart and head."
• If at this point the committee decides it should not consider a particular person any further, a letter should be sent as soon as possible thanking the individual for offering themselves for consideration, letting them know that the committee has eliminated them from consideration, and wishing them well as they continue to discern God’s call.

Interview Questions You Might Ask

The following are questions you might ask during an interview of any potential pastor:

1. Tell us about your faith journey.
2. What are the things you feel best about in your present ministry?
3. What have been the challenges there?
4. What makes you think you may be called to leave there now?
5. What interests you about this position?W
6. What do you bring to our ministry?
7. What are your greatest strengths in ministry? ... your greatest weaknesses?
8. One of our goals is to strengthen our _________. How would you do that?
9. Describe a typical week in your ministry.
10. Share your perspective on the Presbyterian Church (U.S.A.).
11. One of the issues our session has debated in the past few years is __________. Tell us how you might address that topic?
12. If we selected you as our pastor (or other role), when could you start and what would be your start-up plan?
13. How do you balance your personal/family life with your ministry?
14. What will you need from the members of this church in order to be effective as our pastor?
15. What questions or concerns do you have?

You will also want to develop questions related to the specific candidate. These will come out of things you read in the PIF and things you hear from references.

Conducting the Interview

Decide which PNC member should begin the interview. Your committee may want to start by giving a statement regarding the nature of your church and the position to be filled, followed by questions the committee has framed in advance. Each member should take notes and be prepared to ask questions that arise from the initial conversation.
Allow adequate opportunity for the candidate to ask questions. These may sometimes be difficult and penetrating, but they indicate interest on the part of the minister. Face the problems and weaknesses as well as the strengths and opportunities of your situation directly and openly.

Take notes, not only of the information shared but also of impressions gained in the course of the interview.

Thank the minister for meeting with you. Let him or her know that the interview is not a commitment on the part of the PNC or candidate, and indicate a specific date by which you will contact him or her.

Ask the minister to let you know within a given period of time if he or she wishes to be considered further, allowing adequate time for him or her to check information and impressions gained in the interview.

Report the results of the interview to the COM representative.

After the Interview

A full committee review should be held as soon after the interview as possible. The COM representative should be present and follow up on any unresolved concerns.

Remember that your committee has given each candidate a week or two to consider your position. If at this point the committee decides it should not consider a particular person any further, a letter should be sent as soon as possible thanking the individual for offering themselves for consideration, letting them know that the committee has eliminated them from consideration, and wishing them well as they continue to discern God’s call.

If your committee cannot come to a consensus, it may be necessary to request more PIFs and continue the process. If a candidate should decline your committee's invitation, the experience is not wasted; it will help the committee to move forward more quickly the next time.

If You Get Stalled

Occasionally PNCs become discouraged when things do not move along as smoothly as they had hoped or when the person they choose decides not to accept their call. If this should happen, it would be well to consider prayerfully the cause of your discouragement and deal with it realistically. The following suggestions might be helpful as you analyze and develop a strategy to deal with the problem.

Reconsider the qualifications required

• Are they realistic?
• What is implied by the amount of experience and specific skills the PNC is seeking?
• Which are truly necessary and which would be nice to have?
• Is the committee operating with hidden qualifications not reflected here? It would be best to bring these out in the open and examine them.
• If necessary, rewrite parts of the CIF and consult with your COM liaison.

Reconsider Minimum and Maximum Salary

• Is the salary range realistic enough to encourage applications?
• Has your committee considered the salary figure at which it will begin negotiations? It is not fair to your church or to ministers to set the minimum salary lower than this figure.
• Is the salary commensurate with the experience and skills being sought?
• Are there other benefits that would make the opening more attractive?

Reconsider Distances

• Perhaps additional money and time for travel to hear ministers would be well spent.
• Will a conference call interview help the PNC screen ministers who live some distance away?
• Many presbyteries will make arrangements to have ministers preach in a neutral pulpit nearby, although this is far less satisfactory than worshiping with the minister in his or her own congregation.

Reconsider Personal Information Forms

• In light of your experience, some of the PIFs discarded earlier may now be worthy of new consideration.
• Others with whom you have talked might be reconsidered, and some minor problems negotiated.

Reconsider Your Church Information Form

• Does the CIF accurately portray your church? Does it show all the potential of your church?
• Does it point up the challenges of ministry in your community? Does it look as if your committee cared enough to do a good job?
• Is it attractive? Your committee may want to produce a packet including photos, bulletins, etc., to be sent to those whom the committee is considering.
• Ask someone else, (e.g. neighboring minister, member of presbytery, or perhaps someone in another profession) to read the CIF and react honestly to it.
• Ask a few other members of the congregation to react honestly to the CIF.