Marguerite Thibodeaux | March 2025
“In the intent to return survey, 100% of staff said they plan to return, but we know that at least a handful are really on the fence. How do we recruit just in case they leave without scaring off faculty that see their job posted?”
Each spring, schools across the country recruit and hire staff for the following school year. To do that strategically, many leaders rely on understanding the needs and intentions of current staff through intent to return surveys and stay conversations.
Usually, the survey gives a general idea of which roles will need to be filled for next year, while stay conversations provide a more nuanced understanding of staff plans and needs.
But when intent to return data and stay conversations don’t align, school leaders must walk a fine line—retaining trust with staff while recruiting early enough to secure great talent. Here’s a five-step approach I walked a partner through recently to successfully navigate that tension with transparency and clarity.
Step 1: Identify Roles to Fill (Definitely or Potentially)
On this list, include:
- New roles
- Roles that will definitely be vacated at the end of the year (voluntarily or involuntarily)
- Roles that may be vacated based on staff uncertainty or pending performance conversations
This last group – your “maybe” roles – is the toughest. These are roles currently held by staff that are unsure if they will choose to return or you are unsure you will be inviting them to return due to performance. Be sure to include all of these roles to avoid last minute surprises.
Step 2: Prioritize Roles
Not all roles need to be recruited for and filled at the same time. Prioritize which roles will get new job postings first by the likelihood they will need to be filled.
- Top priorities include the new roles and roles that will definitely be vacated at the end of the year.
- All other roles – particularly the “maybes” – can be posted later based on likelihood and timing.
Communicate this prioritization with your recruitment team and hiring committee/interviewers so they can prioritize their work accordingly. Also let them know not to post any of the “maybe” roles before you complete Step 3.
Step 3: Communicate with “Maybe” Staff Before Posting
Seeing your job listed on the school’s career page can shock staff and sow distrust with leadership. At the same time, hiring early is the best way to get the highest quality candidates.
Before posting any “maybe” roles, have 1:1 conversations with the staff member. First, preview your approach with their direct manager (if that’s not you). Then:
- Be open about the reason for the job posting
- If their performance is the main driver, provide clear expectations for what would need to change and by when to be invited back next year. Consider sharing this in a formal coaching plan to ensure clarity and consistency.
- If their own uncertainty is the main driver, emphasize how much they are valued as a staff member and how this job posting is only a backup in case they decide not to return.
- Transparently share the hiring timeline
When is the latest date they can notify you of their final intent to return without negatively impacting the school’s ability to hire a quality candidate? For example, if past data shows that hiring after June often leads to lower-performing candidates, share “We can hold off on hiring until May 1, but after that it becomes harder to secure high-quality candidates.”This proactive conversation helps maintain trust while allowing the school to move forward on a timeline that supports strong hiring.
Step 4: Post Openings with Clarity and Coordination
Once you’ve communicated with all “maybe” staff, let your recruitment team know they’re clear to post these roles. Include any deadlines tied to performance improvement or final intent decisions so the team can manage timelines and expectations effectively.
Step 5: Continued Communication and Updates
Stay in communication with staff, particularly at agreed-upon timelines for coaching plans or deadlines for final intent to return decisions. With any major updates, also update your recruiting team so they can adjust priorities, pause or accelerate searches, and avoid missteps.
Recruiting season brings tough choices—but with a transparent, people-centered approach, you can protect your team’s trust while building for next year.