The Complete Guide to Recruiting BCBAs & RBTs in ABA (Step-by-Step + Templates)

If you run an ABA clinic or lead a clinical team, you already know that hiring is one of your biggest challenges. You need qualified BCBAs and RBTs who can deliver safe, ethical care. You need them now, and you need them to stay. But most recruiting in ABA feels like a scramble—post a job, hope for applicants, rush through interviews, and cross your fingers.

This guide offers a different approach: a recruiting system you can use every time. You’ll find step-by-step workflows, copy-paste templates, and practical checklists to help you find, screen, hire, and onboard qualified staff. Everything here is built around one idea: ethics first, speed second. When you hire well, you protect clients, support staff, and build a team that actually stays.

Whether you’re a clinic owner hiring your first RBT or a clinical director filling multiple BCBA positions, this guide walks you through the entire recruiting funnel—from writing honest job posts to running structured interviews, verifying credentials, and onboarding new hires the right way.

Start with ethics: safe care, honest hiring, and supervision you can keep

Before you post a single job, answer one question: Can we actually deliver what we’re about to promise?

This is where most ABA recruiting goes wrong. Clinics promise supervision, training, and support they can’t realistically provide. They use phrases like “fully supported” or “manageable caseloads” without defining what those mean. Then new hires arrive, find a different reality, and leave. Worse, clients get inconsistent care and staff burn out.

Ethical recruiting means being honest about what you can truly offer. If you promise weekly supervision, you need supervisors with the time and capacity to deliver it. If you say you train new RBTs thoroughly, you need a documented onboarding plan that actually happens. If you advertise a certain schedule or caseload, that needs to be accurate.

This isn’t just about avoiding turnover. It’s about protecting clients. When supervision falls short or staff are overwhelmed, quality of care suffers.

Quick ethics checklist (use before you post a job)

Before you publish any job posting, run through this checklist with your team:

We can actually deliver the promised supervision frequency and format
We have a written supervision agreement ready before fieldwork hours start
We can explain exactly who supervises, their current caseload, and how cancellations are handled
We disclose any costs to the supervisee or confirm supervision is free
We state clear scope limits for the role
We have a backup plan if the assigned supervisor leaves
We do not use misleading titles

This checklist should be a living document. Use it every time you recruit, and update it when your capacity changes.

Red-flag language to remove from your recruiting

Some phrases sound good but set unrealistic expectations. Remove or replace these:

“Guaranteed supervision hours every week” should only appear if you have a documented coverage plan
“You’ll be fully supported” is vague—replace it with specific support systems and frequency, like “weekly 30-minute check-ins with your supervisor”
“Work independently right away” is dangerous for RBTs and new clinicians who need structured support

When you review your job posts, look for language that promises more than you can deliver. Being clear upfront is the first step to hiring people who stay.

For more on building ethical supervision practices, see our guide on ethical supervision basics for ABA leaders.

Ready to use this checklist with your team? Download our one-page ethical recruiting checklist and review it before every job post.

BCBA vs RBT: roles, requirements, and what “qualified” means

Before you recruit, be clear about exactly what role you’re filling. BCBA and RBT are different credentials with different scopes, and confusing them leads to compliance problems and poor care.

A BCBA (Board Certified Behavior Analyst) is the clinical leader. They conduct assessments, write treatment plans, make clinical decisions, and supervise RBTs. They hold a master’s degree, complete 1,500 to 2,000 supervised fieldwork hours, and pass a board exam.

An RBT (Registered Behavior Technician) is the direct care implementer. They run one-on-one therapy sessions using the BCBA’s plan, collect data, and follow the behavior intervention plan—but they don’t make clinical decisions independently. RBTs need a high school diploma, complete a 40-hour training, pass a competency assessment, and clear a background check.

The key difference is decision-making authority. BCBAs decide what to do clinically. RBTs implement the plan and ask for help when something is unclear or unsafe.

Simple role-fit questions (before you recruit)

Before you start sourcing candidates, answer these questions:

What tasks will this person do each week?
Who will supervise them and how often?
What training do we already have ready?
What would success look like in 30, 60, and 90 days?

If you can’t answer these clearly, you’re not ready to recruit yet. Spending time on role clarity upfront prevents mismatches later.

What “qualified” really means

Having a credential is the minimum. A truly qualified hire also has experience with your setting, comfort with your client population, openness to feedback, and clear ethical boundaries. During recruiting, you’re not just checking a certification—you’re evaluating whether this person can do this specific job safely and well.

For more on defining roles clearly, see our guides on RBT role, scope, and support and BCBA leadership expectations in a clinic.

Need a quick role clarity worksheet? Use our role clarity worksheet to confirm you’re recruiting the right role before you spend time sourcing.

Build your recruiting funnel (so hiring is a system, not a scramble)

Recruiting works better when it’s a repeatable system. A recruiting funnel gives you defined stages so nothing falls through the cracks.

Here are the standard stages:

Awareness: Potential candidates learn your clinic exists
Attraction: Your role and culture make sense to them
Application: They submit their information (ideally on a mobile-friendly form)
Screening: A quick check for basics and fit
Interviewing: Structured questions and scoring
Offer: A fast, clear, competitive proposal
Onboarding: Where retention actually starts

Each stage should have an owner—someone responsible for moving candidates through. When no one owns a stage, candidates get stuck and you lose good people to faster-moving clinics.

Example funnel stages (copy/paste for your team)

Sourcing and outreach
Application review
Short screen call
Structured interview
Final checks and offer
Onboarding and training plan

Assign each stage to a specific person and set target timelines. For example: review applications same day when possible, schedule screens within 48 hours, get an offer out within 24 to 48 hours of the final interview.

Speed matters in a competitive market, but not at the expense of quality. A well-designed funnel lets you move quickly while still making thoughtful decisions.

ABA-specific best practices

Use mobile-friendly applications to reduce drop-off
Use structured interviews with rubrics to reduce bias
Communicate promptly at every stage
Consider applicant tracking tools to automate scheduling and follow-ups
For some roles, a working interview or skills observation can be valuable

For more on building hiring workflows, see our guide on simple hiring workflows for ABA clinics.

Want a printable recruiting funnel you can post in your office? Use our simple funnel template.

Where to recruit: channels that actually produce candidates

Posting on one job board and waiting is not a strategy. Effective recruiting uses multiple channels and tracks which ones produce good hires.

High-conversion channels to include

Specialized ABA job boards like ABATherapistJobs.com and the BACB Career Center are where your candidates are already looking
Industry associations like ABAI and APBA offer job posts and conference networking
LinkedIn is strong for BCBA outreach, especially for senior or leadership roles
Facebook groups, including regional BCBA/RBT jobs groups and ABA community spaces
Niche recruiters can help with leadership or hard-to-fill BCBA positions

No single channel works for every clinic. Test several and pay attention to which ones bring candidates who become strong hires.

Referral programs

Employee referrals often produce the highest-quality candidates. Your current staff know the job and can realistically describe it. They also tend to refer people who would be a good culture fit.

To run a fair referral program:

Offer tiered bonuses by role (a BCBA referral might earn a higher bonus than an RBT referral given the difficulty of the search)
Coach your staff to share open roles at conferences and CE events
Be clear about rules so referrals don’t lead to favoritism

University partnerships

Building relationships with training programs creates a long-term pipeline. Tactics that work:

Offer tuition discounts through partner programs
Create practicum or fellowship-style programs with paid fieldwork and exam prep
Engage on campus through job fairs and relationships with professors in psychology and education departments

This takes time to set up, but it pays off with a steady stream of candidates who already understand ABA.

Track your sources

For every applicant, note where they came from. Then track which sources produce hires who stay and perform well. Over time, you’ll learn where to invest your recruiting energy.

For more on referral programs and university partnerships, see our guides on how to run a fair employee referral program and how to build university partnerships for hiring.

Want a sourcing tracker to see which channels bring your best hires? Use our simple tracker to log every candidate source.

Job posting that converts (what to include, what to avoid)

Your job posting is often a candidate’s first impression of your clinic. A clear, honest post attracts people who are actually a good fit. A vague or overpromising post wastes everyone’s time.

Lead with the real job: schedule, setting, travel expectations, and client ages
Explain supervision and training clearly
List must-have requirements separately from nice-to-haves
Share how performance is supported through coaching, feedback, and growth paths
Avoid unclear pay language and vague hours

Copy/paste template: BCBA job post

Job Title: Board Certified Behavior Analyst (BCBA) Location: (City, State / Remote / Hybrid) Job Type: (Full-time / Part-time)

Job Summary: We are seeking a dedicated BCBA to join our clinical team. You will evaluate, design, and manage evidence-based behavior plans. You will lead and support RBTs through supervision and feedback.

Key Responsibilities:

Conduct assessments using tools like FBA, VB-MAPP, or ABLLS-R
Build treatment plans and behavior intervention plans
Provide supervision aligned to BACB standards
Run caregiver training
Review data and adjust programming

Requirements:

Active BCBA certification in good standing
Master’s degree in ABA, psychology, or related field
State licensure if required
Experience with (population/setting)

Benefits:

Competitive salary plus (bonus structure)
Paid CEUs and professional development
Flexible scheduling and manageable caseloads

Copy/paste template: RBT job post

Job Title: Registered Behavior Technician (RBT) Location: (City, State / In-home / Clinic-based) Reports To: BCBA

Job Summary: Provide one-on-one ABA therapy. You will follow a BCBA-written plan to build communication, social, and daily living skills.

Key Responsibilities:

Run one-on-one sessions using written programs
Follow the behavior plan for behavior reduction
Collect data every session using (software/system)
Communicate session wins and concerns to your supervisor
Complete session notes in line with HIPAA requirements

Requirements:

Active RBT certification
High school diploma minimum, bachelor’s preferred
Pass background check and drug screen if applicable
Reliable transportation if in-home

Why Join Us:

Career pathing with fieldwork support for future BCBAs
Paid training and ongoing support
Travel reimbursement and competitive pay (range per hour)

Must-include details

Every job post should clearly state:

Exact setting (clinic, in-home, school)
Typical hours including any after-school availability needs
Travel expectations
Caseload ranges for BCBAs or client load ranges for RBTs
Supervision format and frequency

Being specific reduces applications from people who aren’t a fit and increases applications from people who are.

For more templates, see our collection of ABA job description templates.

Want ready-to-use BCBA and RBT job post templates? Copy, edit, and post them today.

Screening process (fast, fair, repeatable)

Screening is your first filter. Done well, it saves time and keeps your process fair. Done poorly, it either lets poor-fit candidates through or turns away good ones.

Use the same screening steps for all candidates
Decide your pass/fail criteria ahead of time
Screen for role fit, schedule fit, and support needs
Keep the process brief and respectful
Document your decisions with simple notes

15-minute screen call script (copy/paste)

Intro: “Hi (Name), this is (Your Name) from (Company). Do you still have 15 minutes for a quick screen for our (Role)?”

Motivation: “What drew you to ABA, and why our clinic?”

Credentials: “Are you currently RBT/BCBA certified? When is your renewal date?”

Logistics: “This role often needs sessions between 3:00 and 7:00 PM. Does that work for you?”

Safety scenario: “If a client has a high-intensity behavior you haven’t seen before, what do you do first?”

Close: Confirm the next step and timeline.

Simple screening scorecard (use the same categories every time)

Rate each candidate on a 1 to 5 scale with clear anchors:

Clinical basics: 1 = cannot explain basic ABA concepts; 3 = explains basics in simple terms; 5 = explains clearly and applies to examples

Safety and protocols: 1 = suggests unsafe steps; 3 = follows the plan and asks for support; 5 = mentions prevention, safety, and escalation

Ethics and HIPAA: 1 = unclear on privacy and boundaries; 3 = basic understanding; 5 = proactive and clear boundaries

Team fit: 1 = resists feedback; 3 = accepts coaching; 5 = seeks feedback and collaboration

Logistics: 1 = cannot meet role needs; 3 = can meet most needs; 5 = strong match and flexible

If ethics or safety is a non-negotiable for your clinic, weight those categories more heavily.

For more on scorecards, see our guide on structured hiring scorecards for ABA roles.

Want a one-page screening scorecard your team can use today? Use our simple scorecard so everyone rates candidates the same way.

Interview guide: questions + scoring rubric (BCBA and RBT)

A structured interview asks the same core questions in the same order for every candidate in the same role. This reduces bias and makes it easier to compare candidates fairly.

Use the STAR method (Situation, Task, Action, Result) to get real examples
Score answers right away with a rubric
Include ethics, safety, and teamwork questions—not just technical skills
Avoid “gotcha” questions; focus on job-relevant behavior
Decide who interviews and what each person evaluates

RBT interview question bank

Challenging behavior: “Describe a time you saw a high-intensity behavior. How did you follow the BIP?”
Feedback: “Tell me about a time you got corrective feedback. What did you do next session?”
Ethics and boundaries: “What would you do if a parent asks you for advice outside the session goals?”
Data accuracy: “How do you collect accurate data during a busy session?”

BCBA interview question bank

Data-based decision-making: “Tell me about a case where progress stalled. How did data drive your change?”
Supervision and coaching: “Describe a time an RBT was off-plan. How did you coach them?”
Stakeholder conflict: “Describe a disagreement with a parent or other provider. How did you handle it?”

Scoring rubric (simple anchors)

Score each answer on a 1 to 5 scale. 1 = unsatisfactory; 3 = proficient; 5 = exemplary.

Technical knowledge: 1 = cannot define key terms; 3 = defines correctly and gives an example; 5 = applies concepts to complex cases

Safety and protocols: 1 = unsafe or ignores the plan; 3 = follows the BIP and seeks guidance; 5 = mentions prevention and environmental safety

Professionalism: 1 = poor boundaries or resists feedback; 3 = accepts feedback and maintains boundaries; 5 = models ethics and problem-solves collaboratively

Data and ethics: 1 = confused about privacy or documentation; 3 = understands HIPAA and objective notes; 5 = shows strong judgment in ethical dilemmas

For more interview resources, see our ABA interview questions with a scorecard.

Want a full interview pack with questions and rubric for both BCBAs and RBTs? Use our structured interview template.

Credential verification + ethical hiring guardrails

Verifying credentials is not optional. It protects your clients, your clinic, and your license. Make verification a standard step before any final offer.

BACB credential verification workflow (step-by-step)

Check the BACB Certificant Registry (public). Search by name, certification number, or location. Confirm the status shows “Active.” Review any listed disciplinary actions or sanctions.

If needed, request an official verification letter. The fee is about $25 per letter; typical timeline is 3 to 5 business days.

Collect documentation from the candidate. For BCBAs, ask for exam pass confirmation (the paper certificate arrives later). For RBTs, there is no mailed certificate—ask for the digital certification email.

Set up ongoing monitoring. Employees should report any certification status changes within 24 hours. For RBTs, confirm they have a qualified supervisor properly linked.

Ethical guardrails to state in your process

Write these into your hiring documentation:

We do not inflate titles
We do not promise supervision we cannot provide
We do not ask for private information we do not need
We use consistent steps for each candidate

Do not let RBTs work independently without required supervision. Do not imply someone is a BCBA if they are not credentialed. Document who supervises whom and when, including a backup plan.

For more on verification and supervision planning, see our guides on credential verification checklist for ABA hiring and supervision planning template.

Want an offer-ready checklist that includes credential verification and supervision planning? Use our checklist before you send the offer.

Candidate experience: speed, clarity, and communication

In a competitive market, small improvements in candidate experience increase your offer acceptance rate. The best candidates have options. If your process is slow, confusing, or impersonal, they’ll accept a different offer.

Share a simple timeline so candidates know what happens next
Keep messages short and kind
Reduce dead time between steps
Give clear expectations for each interview stage
Close the loop with candidates you decline

Copy/paste templates: candidate messages

Application received (send within 24 to 48 hours):

Subject: We received your application for (Job Title)

Hi (Name), Thank you for applying for the (Job Title) role at (Company). We received your application and our team is reviewing it. What to expect: We will update you by (date). If it’s a fit, we’ll invite you to a quick call. Thanks, (Name)

Interview invitation:

Subject: Interview Invitation: (Job Title)

Hi (Name), We’d like to invite you to a (30-minute Zoom / phone) interview for (Job Title). Schedule here: (Calendly link). What we’ll cover: role expectations and your experience. Thanks, (Name)

Post-interview status update:

Subject: Update on your (Job Title) interview

Hi (Name), Thank you again for your time. We expect to have an update by (date). Best, (Name)

Polite decline:

Subject: Regarding your application for (Job Title)

Hi (Name), Thank you for interviewing. We’re moving forward with a candidate whose experience more closely matches our current needs in (specific area). We appreciated your strengths in (specific strength). Wishing you the best, (Name)

A simple rule: never let candidates go silent for more than a few days. Give a clear date for next steps so they know you’re still engaged.

For more on candidate experience, see our candidate experience checklist for ABA hiring.

Want copy/paste messages for every hiring step? Use our message templates to keep your process fast and consistent.

Retention starts in recruiting (realistic job preview + growth path talk)

Turnover is expensive. The best way to reduce it is to set honest expectations before someone accepts the job. A realistic job preview (RJP) means sharing both the good and hard parts of the role.

Many clinics oversell the job during recruiting and then wonder why new hires leave within months. When people know what they’re signing up for, they make informed decisions—and those who accept are more likely to stay.

Join The ABA Clubhouse — free weekly ABA CEUs

What an ABA realistic job preview should cover

Schedule realities, including split shifts or after-school hours
Range of client needs and behavior intensity
Documentation and session note expectations
Travel requirements if the role includes in-home work
How support actually works when things get hard

RJP script (copy/paste)

“I want to share what the job is really like so you can decide if it fits.”

“A typical day can include 4 to 6 hours of direct therapy.”

“Some clients may show physical behavior like biting or kicking.”

“Cancellations happen, and schedules can shift.”

“Travel between homes can be 30 or more minutes in traffic if you’re in-home.”

“You’ll have training and weekly supervision, but there will be moments when you’re on your own and need to ask for help.”

Then ask:

“How do you recharge after a tough session?”
“When do you know it’s time to ask for help?”
“Are you comfortable with a split schedule or travel?”

Growth path talk

Don’t just describe the job today. Help candidates see a future. For RBTs, explain skill growth opportunities, pay bands, and any lead roles you offer. For BCBAs, describe mentorship, leadership tracks, and specialty areas if available.

People are more likely to stay when they can see a path forward.

For more on retention and career development, see our guides on reduce turnover with systems (not perks) and career pathways for RBTs and BCBAs.

Want a realistic job preview script you can use in every interview? Use our script to set honest expectations and reduce early turnover.

Onboarding + training basics for RBTs (and support for BCBAs)

Recruiting doesn’t end when someone accepts the offer. Onboarding is where retention is won or lost. A new hire who feels lost or overwhelmed in their first weeks is already at risk of leaving.

Plan onboarding before the start date
Give RBTs a clear training path and daily support
Give BCBAs clear expectations, mentors, and tools
Set check-ins at 30, 60, and 90 days
Make feedback normal and safe

30/60/90-day onboarding plan for RBTs

Days 1–30: Safety and basics

Orientation: policies, HIPAA, mandatory reporting, safety basics
Shadowing: observe sessions across at least two clients if possible
Practice: data collection, prompting, and reinforcement basics
Weekly supervisor check-ins with skills feedback

Days 31–60: Increasing independence

Run sessions with supervisor overlap during higher-risk times
Competency checks on data accuracy, BIP steps, and professional boundaries
Introduce parent communication basics (what to say versus what to escalate)

Days 61–90: Stability and retention

Assign a consistent caseload when performance is stable
Create a skill growth plan with goals for the next 90 days
Retention check: schedule fit, workload fit, and support needs

Support plan for new BCBAs

New BCBAs also need structured support—not just a caseload:

Clear caseload ramp plan that starts smaller and builds up
Weekly clinical mentor consult for case review and documentation expectations
Defined supervision schedule for RBTs so the BCBA can deliver what was promised

For more on onboarding, see our guides on RBT onboarding and training plan and support plan for new BCBAs.

Want a simple onboarding checklist you can reuse for every hire? Use our 30/60/90-day onboarding template.

Simple recruiting metrics dashboard (so you know what’s working)

If you’re not tracking your recruiting, you can’t improve it. A simple dashboard helps you see what’s working and where candidates are dropping off.

Core metrics to track

Time to fill (TTF): Days from job approval to offer acceptance. General benchmark is around 45 days median, though this varies by role and market.

Offer acceptance rate (OAR): Percentage of offers accepted. General benchmarks are 79 to 84 percent; top teams aim for 90 percent or higher.

Source quality: Which channels produce hires who stay and perform well.

Quality of hire: Combines performance and retention—for example, whether the person is still employed at 90 days and meeting expectations.

Recommended spreadsheet columns

Requisition info: Role (BCBA or RBT), location or setting, hiring manager, date opened, date closed

Pipeline counts: Applicants, screened, interviewed, final interviews, offers sent, offers accepted, start dates

Speed and conversion: Days to first response, days from application to screen, days from screen to interview, days from final interview to offer, funnel conversion rates by stage

Source and outcome: Source (referral, LinkedIn, BACB board, university, Indeed, recruiter), cost per hire if tracked, 90-day retention, 90-day performance check, offer decline reasons (pay, schedule, commute, benefits, culture, supervision)

Dashboard views that help

Funnel conversion chart showing where candidates drop off
Offer decline reasons
Time to fill and offer acceptance trends by month
Source ROI comparing cost versus 90-day retention for each channel

Review your metrics monthly and change one thing at a time.

For more on metrics, see our recruiting metrics dashboard for ABA clinics.

Want a simple recruiting dashboard template you can start today? Use our starter dashboard and track your next 10 candidates.

Frequently asked questions

What is the difference between a BCBA and an RBT?

A BCBA is a Board Certified Behavior Analyst who leads clinical care—they assess, write treatment plans, and supervise RBTs. An RBT is a Registered Behavior Technician who delivers direct therapy following the BCBA’s plan. The key difference is decision-making authority: BCBAs make clinical decisions; RBTs implement the plan and escalate when something is unclear or unsafe.

Where should I post to recruit BCBAs and RBTs?

Use multiple channels: specialized ABA job boards, the BACB Career Center, LinkedIn, industry associations, and employee referrals. Track which sources produce candidates who become strong hires and invest more in those over time.

What should I include in an ABA job posting to get more applicants?

Be clear about schedule, setting, and duties. Be honest about workload and support. Describe training and supervision specifically. Include simple next steps for applying.

How do I screen candidates quickly without being unfair?

Use the same screening steps for everyone. Run a short screen call with consistent questions. Use a simple scorecard with clear criteria. Document your decisions.

What interview questions should I ask BCBAs and RBTs?

Use structured questions tied to the job. Include questions about ethics, safety, teamwork, and communication—not just technical skills. Use the STAR method to get real examples. Score answers right away with a simple rubric.

How do I verify BCBA or RBT credentials the right way?

Make verification a standard step before any final offer. Use the BACB Certificant Registry to check status and any disciplinary actions. Match the title to the credential and job duties. Document completion.

How do I improve retention while I recruit?

Start with a realistic job preview that shares both the good and hard parts of the role. Be clear about workload and support. Explain growth paths. Build strong onboarding with check-ins at 30, 60, and 90 days.

Bringing it all together

Recruiting BCBAs and RBTs doesn’t have to feel like a scramble. When you build a system, you can hire consistently, fairly, and ethically. You protect clients by only promising what you can deliver. You protect staff by setting clear expectations from day one. You protect your clinic by making hiring predictable.

Start with ethics. Be honest about supervision, caseload, and support. Get clear on the role before you post. Build a funnel with defined stages and owners. Source from multiple channels and track what works. Write job posts that are specific and realistic. Screen with a consistent process and scorecard. Interview with structured questions and scoring. Verify credentials before every offer. Communicate promptly with every candidate. Give a realistic job preview so people know what they’re signing up for. Onboard with a plan so new hires succeed in their first 90 days. Track your metrics so you can improve over time.

None of this requires expensive software or a large HR team. It requires intention and consistency. Pick one role you need to fill. Run the full funnel using these templates. Then review what worked and improve one step next month.

Building a team that stays starts with how you recruit. When you hire well, you spend less time scrambling and more time doing the clinical work that matters.