AI in HR: Every Applicant, Every Role, Evaluated with Intention

From paper stacks to purposeful screening: AI is transforming how we identify the people who will lead and serve in our schools.

This is one in a series of AI in HR articles for school and district leaders exploring how artificial intelligence can enhance human resources systems, support strategic decision-making, and help operationalize a district’s mission, vision, and core values.

“If we get the right people on the bus, the right people in the right seats, and the wrong people off the bus, then we’ll figure out how to take it someplace great.”

—Jim Collins, Good to Great

Every year, school districts make hundreds of hiring decisions. Some are routine, while others are transformative. But few are more critical than selecting the right people to lead and support our schools. We need the very best working with our students and families, whether it’s a teacher, bus driver, principal, or superintendent. The stakes are high, because the right hire can elevate a school community, while the wrong one can set it back and negatively affect students.

I see this work up close every day in my role as Deputy Superintendent in Bellflower Unified School District, where I work directly with our HR team to lead hiring processes across all roles. I also know how consequential these decisions can be, having served as Superintendent in Monrovia Unified. A great hire doesn’t just fill a vacancy—it builds momentum. A poor one creates disruption, drains time and energy, and too often hurts the very people we’re here to serve.

And yet, the earliest phase of hiring—reviewing applications—is one of the hardest to get right.

Take for example a principal opening. Within a week, we might receive over 100 applications. Each one includes a resume, a letter of introduction, recommendation letters, and the standard district application. Most are from qualified, credentialed, experienced professionals. But even the best hiring teams face the same challenge: how do you fairly and consistently review that many applicants, match them to your district’s criteria, and stay aligned with your mission and values?

That’s where AI can help. Not by making decisions for us, but by helping us make better ones.

Why Use AI? Equity, Consistency, and Better Decisions

In education, we talk a lot about equity—and we should. But even in our hiring practices, we face challenges that make it harder than we’d like to ensure fair, consistent outcomes.

The truth is, reviewing large applicant pools is exhausting. We’re human. We get tired. We skim. We’re drawn to names we recognize or resumes that “look right.” We unintentionally give more weight to familiar districts, certain writing styles, or specific degrees—even if we’re trying to be objective. These inconsistencies don’t always stem from bias—but they still shape who gets a second look.

That’s one of the strongest arguments for bringing AI into the early stages of hiring. AI doesn’t get tired. It doesn’t scan for prestige. It applies the same lens to every applicant, using the criteria we set—whether that’s instructional leadership, multilingual experience, or alignment with core values.

This idea that technology can help bring greater fairness and clarity to hiring is one I’ve written about before, here and here. Since Dr. Frank Olmos joined our team in Bellflower Unified, his insight and thought leadership have pushed my thinking even further. Our conversations have helped me see new possibilities for using AI to support equity, consistency, and alignment with our mission, especially in the earliest stages of the hiring process.

Of course, AI is not immune to bias. It is only as fair and objective as the data, design, and criteria behind it. That is why human oversight remains essential. We have to be thoughtful not just about using AI, but about how we apply it. Our systems should reflect our values and our commitment to equity.

When used with care, AI strengthens professional judgment. It helps us make better decisions more consistently and ensures that every candidate receives a fair opportunity. In that sense, equity is not something we measure at the end. It is something we build into the process from the beginning.

Using AI to Surface What Matters Most

AI is most effective in education hiring when it’s not making decisions for us, but helping us make better ones. It can quickly scan dozens or even hundreds of applications, surfacing patterns that reflect what matters most to your district.

That means more than just identifying technical qualifications. It means finding people who bring the right combination of relevant experience, leadership readiness, and alignment with the district’s mission, vision, and values. In some cases, that may be someone who’s already succeeded in a similar role. In others, it may be someone who’s excelled in a "feeder" position and is ready for the next step.

Prompt to Try:

“Review these applications and highlight specific examples that reflect alignment with the job description, the district’s mission, vision, and core values, as well as other school or district priorities or key initiatives. Identify demonstrated strengths and indicators of readiness for the position, such as relevant experience in areas like instructional leadership, equity-driven practices, or community engagement.”

This allows us to go beyond surface-level qualifications. It helps us identify candidates who not only meet the formal requirements, but who also demonstrate the mindset, values, and experience that position them for success in our schools and communities.

That kind of alignment, and readiness, is important in every role, but it’s especially critical when hiring leaders. Because leadership isn’t just about credentials. It’s about character, influence, and trust.

Once we’ve surfaced those candidates who reflect what we’re truly looking for, AI can help us take the next step: organizing that information and helping us prioritize who to move forward.

Summarizing and Prioritizing Candidates

Once aligned candidates have been identified, AI can help streamline the next step—by summarizing their backgrounds, organizing applicants into tiers, and generating a prioritized interview list.

Start with tiering. Based on district-defined priorities and core values, AI can assign candidates to one of three groups:

• Strong Alignment – Clear match with district priorities, with specific examples of successful results, leadership, or improvement efforts.

• Potential Fit – Shows promise and partial alignment; may benefit from further review, clarification, or context.

• Unlikely Match – Limited alignment with priorities or lacks key experience and indicators of readiness.

Prompt to Try:

"For each applicant, use the resume, letter of introduction, and recommendation letters to write a 3–4 sentence summary highlighting the applicant’s experience, demonstrated strengths, and alignment with the district’s mission, vision, and priorities. Then assign the candidate to one of three tiers: Strong Alignment, Potential Fit, or Unlikely Match."

From there, AI can recommend a Top 5 to Interview, along with a Next 5 in case any of the top candidates are no longer available.

Prompt to Try:

“Based on the full application materials and the district’s mission, vision, and priorities, recommend the top five candidates to interview. For each, include a brief rationale highlighting their experience, demonstrated strengths, and alignment with the role and organizational values. Also include the next five candidates to consider if any of the top five are unavailable.”

This doesn’t replace human judgment, it supports it. With a clear, values-based view of the applicant pool, hiring teams can move faster, stay focused, and spend more time with the candidates who are most likely to lead and serve well.

What Applicants Should Know

For many candidates, the idea that AI may play a role in the screening process is still relatively new. Most are more familiar with traditional hiring practices and may not realize how districts are beginning to use technology to support the early stages of selection.

But when used well, AI can actually work in their favor. It ensures that applications are reviewed for what truly matters: alignment with the district’s mission, readiness for the role, and the depth and relevance of experience. It doesn’t get distracted by formatting or prestige. It focuses on substance.

That said, generic materials won’t stand out. AI-assisted screening tools are designed to surface key indicators—examples of leadership, collaboration, innovation, or equity-driven work—that match the district’s priorities and needs.

To be competitive, candidates need to tailor their materials. That means reading the job description closely, understanding the district’s mission and strategic goals, and then writing in a way that reflects that understanding. Be clear about how your experience has prepared you for this role—not just in title, but in substance.

Tell your story in a way that shows both who you are and how you lead. Highlight work that aligns with what the district values, and be intentional in how you present your skills, growth, and impact.

This applies to internal candidates as well. Sometimes, familiarity within a system can make it harder to be viewed objectively. We may focus on a single incident, a long-standing perception, or a role someone has always held, rather than seeing their full body of work or potential for growth. AI helps counter that by applying the same criteria to every application, ensuring internal applicants are evaluated with the same care and consistency as those from outside the organization.

When districts use AI thoughtfully, they’re not filtering people out—they’re giving more candidates a fair chance to be seen. And if your materials reflect both alignment and readiness, they will.

Bringing Intention to Every Hire

Using AI in education hiring isn’t about chasing efficiency or replacing people. It’s about staying focused on what matters most: our students, our values, and the kind of culture we’re working to build.

We still lead the process. We still read, reflect, and interview. But with the right tools in place, we can approach hiring with greater clarity, fairness, and purpose—especially when we’re working through large pools of applicants.

At every level, whether we’re hiring a teacher, a principal, or a classified team member, we owe it to our students to find the people who will live our mission and move our work forward.

AI can help us do that with more confidence, more consistency, and more intention.

Dr. Ryan Smith, with 20 years of leadership experience in public education, is dedicated to ensuring every student receives an outstanding education and reaches their highest potential. Through his current service as Deputy Superintendent in the Bellflower Unified School District and previous experience as Superintendent of the Monrovia Unified School District, his commitment to putting students first has driven success and positive change across various schools and districts. Learn more about Dr. Smith at his website, on LinkedIn, or X.