Insuring Enough Substitute Teachers and Other Staff
4/17/2015 Innovative Substitute Staffing Solutions... ...For a Better Classroom 2015 MSBO Conference Insuring Enough Substitute Teachers and Other Staff 2015 MSBO Conference 1:15 PM to 1:45 PM Session: H20 Presenter: Clark Galloway Today’s Agenda • Local & National Articles • Absence Data & Trends • Low Fill Rate Contributing Factors • Action Plan 1 4/17/2015 Top News: Substitute Teacher Shortage Substitute Teacher Shortage District 181 adds system to help with substitute teacher shortage Hinsdale-Clarendon Hills Elementary District 181 is considering additional steps to find more substitute teachers, after an increase in pay nine months ... Some rural school districts in desperate need of substitute teachers We learned many other rural school districts in this region are experiencing the same shortage in substitute teachers. And, across the state of North ... Del Mar Union School District taking steps to handle shortage of substitute teachers The Del Mar Union School District is dealing with a widespread substitute teacher shortage, trying to cover teachers being out of the classroom for ... How much will substitute teachers earn? Mobile County school board to discuss pay schedule A non-certified substitute teacher (a person who has a substitute teacher license, but not a current teaching certificate) will earn ... Autism surge creates special education teacher shortages "Autistic kids can get better, but they need trained teachers," she said. ... Finding substitute teachers for specialized areas is even harder, said Fred ... Maney: Rulings Reduce Real Estate Taxes for Clearfield School District “One of the main reasons for our lack of substitute teachers is many leave the district due to the lack of opportunity for permanent, full-time employment ... Olathe latest target of false Ebola rumor The story — either faked or erroneous — had named a substitute teacher as having the disease and stated that multiple children in an Olathe ... Talk of the County: Waukegan Public Schools are broken I'm a substitute teacher in the district and the whole system is broken. There are good teachers, students, parents, and administrators. But the kids are ... 2 4/17/2015 You Are Not Alone in Your Search For More Substitute Teachers! Teacher Absence Patterns • State of Michigan: • National Trends: 17 to 20 Days / Year 12 to 18 Days / Year Active Substitute Pool • Rural & Suburb: 35% of Teacher Count • Urban: 50% of Teacher Count • Countywide Factors Fill Rate Variables • • • • 10 to 12% Absence Rate: 13 to 15% Absence Rate: 15 to 18% Absence Rate: +18% Absence Rate: Normal Sub Fill Rate Sliding Fill Rate: 50% Slip Sliding Fill Rate: 75% Dip Sliding Fill Rate: 100% Drop Analogy: “Water Seeks to its Own Level” 3 4/17/2015 Michigan Fill Rate Statistics • 2005 - 2006 Certified Teachers Lining Up Out the Door • 2012 Rural / Suburban: Urban: • 2013 Rural / Suburban: Urban: • 2014 Rural / Suburban: Urban: 98% 95% District “Hands on Effect” +2.00% -1.50% -3.50% -3.00% (-4.50% Cumulative) -3.50% (-7.00% Cumulative) Please Note: “The Rural Factor” Statewide Visual • Substitutes in the Classroom: 12,000 to 15,000 Daily • Unfilled Positions: 1,000 to 1,500 Daily Effect on the District • • • • • • Anger from All Parties at the Building Scramble Plan Pulling Subs From Other Classrooms Pulling Teachers & Paying Extra Principals & Administrators Stepping In Sometimes, Combined Classrooms or No Teacher Overall Effect • • • • Students are Adversely Affected Teachers & Principals are Angry with Administration Administration is Angry with Provider Typically Nothing Changes & Administration Only Receives Lip “Service” from Provider • The Cycle Repeats Itself Every October & March 4 4/17/2015 Factors Effecting Substitute’s Satisfaction & Fill Rates Within District’s Control: Within Provider’s Control: Sub Handling: Aesop: • Proper Settings & Usage • Concise Assignment Descriptions • Clear Phone Recordings • Vacancy & Building Sub Uses • Speed of Processing • Accessibility & Quick Responses • Knowledgeable & Caring Service Staff • Positive Attitude Toward Contracted Staff Proper Recruiting & Advertising Plans: Sub Interaction: • Proper Advertising & Markets • Active Recruiting & Follow Up • Measurable Response • Communicate With & Involve Districts • Welcoming to New Subs • Positive Experience at District • Feeling Appreciated & Valued • Not Treated as an Outsider Employment Cycle Quality & Metrics: Wages: • Screening & Training • Ongoing Training After Initial Orientation • Management & Payment • Competitive to Surrounding Districts • Keeping Up With Budget & Staff • Proper Use of Seasonal Bonuses Sound Process & Systems: Absence Management: • Database, Aesop & Pool Cleansing • Systematic & Timing Procedures • Skill Matching • Lesson Plans Prepared • Professional Development Mgmt • Absenteeism Spike Mgmt (+10%) Miscellaneous: Outside the Control of Both: • Planning Period Policies • Locational Perks • • • • • • • • • ACA Hours Limitations General Market for Employment Current Government Safety Network Millennial Generation & Communications Recent Retiree Restrictions Less Educational Graduates Per Capita Larger Class Sizes & Less Assistance More Complex Classroom Technology Health & Weather Absenteeism Spikes Factors Effecting Substitute’s Satisfaction & Fill Rates Within District’s Control: Within Provider’s Control: Sub Handling: Aesop: • Proper Settings & Usage • Concise Assignment Descriptions • Clear Phone Recordings • Vacancy & Building Sub Uses • Speed of Processing • Accessibility & Quick Responses • Knowledgeable & Caring Service Staff • Positive Attitude Toward Contracted Staff Proper Recruiting & Advertising Plans: Sub Interaction: • Proper Advertising & Markets • Active Recruiting & Follow Up • Measurable Response • Communicate With & Involve Districts • Welcoming to New Subs • Positive Experience at District • Feeling Appreciated & Valued • Not Treated as an Outsider Employment Cycle Quality & Metrics: Wages: • Screening & Training • Ongoing Training After Initial Orientation • Management & Payment • Competitive to Surrounding Districts • Keeping Up With Budget & Staff • Proper Use of Seasonal Bonuses Sound Process & Systems: Absence Management: • Database, Aesop & Pool Cleansing • Systematic & Timing Procedures • Skill Matching • Lesson Plans Prepared • Professional Development Mgmt • Absenteeism Spike Mgmt (+10%) Miscellaneous: Outside the Control of Both: • Planning Period Policies • Locational Perks • • • • • • • • • ACA Hours Limitations General Market for Employment Current Government Safety Network Millennial Generation & Communications Recent Retiree Restrictions Less Educational Graduates Per Capita Larger Class Sizes & Less Assistance More Complex Classroom Technology Health & Weather Absenteeism Spikes Factors Effecting Substitute’s Satisfaction & Fill Rates Within District’s Control: Within Provider’s Control: Sub Handling: Aesop: • Proper Settings & Usage • Concise Assignment Descriptions • Clear Phone Recordings • Vacancy & Building Sub Uses • Speed of Processing • Accessibility & Quick Responses • Knowledgeable & Caring Service Staff • Positive Attitude Toward Contracted Staff Proper Recruiting & Advertising Plans: Sub Interaction: • Proper Advertising & Markets • Active Recruiting & Follow Up • Measurable Response • Communicate With & Involve Districts • Welcoming to New Subs • Positive Experience at District • Feeling Appreciated & Valued • Not Treated as an Outsider Employment Cycle Quality & Metrics: Wages: • Competitive to Surrounding Districts • Keeping Up With Budget & Staff • Proper Use of Seasonal Bonuses • Screening & Training • Ongoing Training After Initial Orientation • Management & Payment Sound Process & Systems: Absence Management: • Database, Aesop & Pool Cleansing • Systematic & Timing Procedures • Skill Matching • Lesson Plans Prepared • Professional Development Mgmt • Absenteeism Spike Mgmt (+10%) Miscellaneous: Outside the Control of Both: • Planning Period Policies • Locational Perks • • • • • • • • • ACA Hours Limitations General Market for Employment Current Government Safety Network Millennial Generation & Communications Recent Retiree Restrictions Less Educational Graduates Per Capita Larger Class Sizes & Less Assistance More Complex Classroom Technology Health & Weather Absenteeism Spikes 5 4/17/2015 Factors Effecting Substitute’s Satisfaction & Fill Rates Within District’s Control: Within Provider’s Control: Sub Handling: Aesop: • Proper Settings & Usage • Concise Assignment Descriptions • Clear Phone Recordings • Vacancy & Building Sub Uses • Speed of Processing • Accessibility & Quick Responses • Knowledgeable & Caring Service Staff • Positive Attitude Toward Contracted Staff Proper Recruiting & Advertising Plans: Sub Interaction: • Proper Advertising & Markets • Active Recruiting & Follow Up • Measurable Response • Communicate With & Involve Districts • Welcoming to New Subs • Positive Experience at District • Feeling Appreciated & Valued • Not Treated as an Outsider Employment Cycle Quality & Metrics: Wages: • Screening & Training • Ongoing Training After Initial Orientation • Management & Payment • Competitive to Surrounding Districts • Keeping Up With Budget & Staff • Proper Use of Seasonal Bonuses Sound Process & Systems: Absence Management: • Database, Aesop & Pool Cleansing • Systematic & Timing Procedures • Skill Matching • Lesson Plans Prepared • Professional Development Mgmt • Absenteeism Spike Mgmt (+10%) Miscellaneous: Outside the Control of Both: • Planning Period Policies • Locational Perks • • • • • • • • • ACA Hours Limitations General Market for Employment Current Government Safety Network Millennial Generation & Communications Recent Retiree Restrictions Less Educational Graduates Per Capita Larger Class Sizes & Less Assistance More Complex Classroom Technology Health & Weather Absenteeism Spikes Two Biggest Factors Affecting Substitute’s Desire to Work • Pay • Appreciation / Treatment What Can We Collectively Do? 6 4/17/2015 Substitute Provider Actions • • • • • • • Create Easy & Quick Onboarding Processes Accurate & Quick Approval Process Quickly & Properly Answer Substitute Inquiries Positive Attitude Toward Contracted Staff Actively Manage Aesop & Clean Out “Inactive Subs” Properly Process Payroll Correctly Established Skill Controls for More Effective Sub Matching • Advertise, Recruiting, Screening, Training, Placing, Managing & Paying… • Most Important Factor: Recruiting Plan Proper Recruiting Plan (Sub Provider) • Take Ownership with the District Concerning Fill Rates • Prepare Action Plan for each Region that Makes Sense • Obtain District “Buy In”, Insight & Assistance with Recruiting in Their Area • Communicate Marketing Plan to District Community • “Work the Plan!” Substitute Teacher Advertising & Recruiting Strategy Jackson County ISD & Constituent Districts EDUStaff Active Advertising Local Markets - Newspapers Ads in Jackson Citizen Patriot: Twice Annually, August & January - MLive.com Jackson County: Online Job Postings - MilitaryVetJobs.com: Online Job Postings - Seeking Local Job Boards, Community Centers Regional Market - Regional Billboards: High Traffic Corridor (127 Hwy North & South), August to January - Radio Station Ads: 30 Second Commercials, 14 Radio Spots, Twice Annually - Radio Station: WKFR Web & Social Media - Continual Online Recruitment: AppliTrack, CraigsList.org, Indeed.com, MITalentBank.org - Pandora Commercials & Banner Ads: Targeted to Females, Age 22 - 35, Twice Annually - Social Media Marketing: Developing EDUStaff Application Enhancement Invite Again - Initial Rollover Subs Re-Invitation to Join the Pool Tracking & Reporting - Monitoring & Metrix to Application & Meeting Traffic Available to Districts Applicant Follow Up - Calling & Contact to Applicants that Abandon Process Mid-Stream Branching Out - Invitation to Substitutes From Surrounding Districts EDUStaff Active Recruiting Local Colleges - Introductory Meetings with Graduating Educational Students - Albion College, Baker College, Calvin College, Cornerstone University, Grand Valley State University, Hope College, Spring Arbor University, Western Michigan University - Applicant Meetings at Colleges Educational Workshops & Job Fairs - Attending College of Education Job Fair Week April 2015 EDUStaff Regional Job Fair - January 29th: Countywide Job Fair Hosted by EDUStaff at Local District or ISD - Participating District Tables - Local Radio & Newspaper Announcements & EDUStaff Homepage Post MI Works! Local Office District Location & Involvement Posting at Your District - Posters & Business Cards Placed on Announcement / Job Boards Outdoor Advertising - Yard Signs Identifying the Need for Subs District Publication Announcement - Need for Subs Posted in District Publications / Newsletters Graduating Class Announcements - Note to Graduating Seniors the Ability to Comeback & Work at District Spread the Word - Word of Mouth to All 7 4/17/2015 Sample Billboards Sample Radio Ads Sample Pandora Ads 8 4/17/2015 How Did You Hear? • EDUStaff Recruiting Report January 11th, 2015: Last 7 Days District / Teacher Sent Me Billboard Google Search Michigan Works! Indeed.com Newspaper Poster at School Pandora Other Word of Mouth Total Last 30 Days 110 5 18 42 18 1 7 1 53 61 316 District / Teacher Sent Me Billboard Google Search Michigan Works! Indeed.com Newspaper Poster at School Pandora Other Word of Mouth Total 267 19 47 130 42 8 11 1 142 147 814 Please Note: These Results are Solely Based on EDUStaff’s Applicant Responses District Actions to Increase Fill Rates • Proper Aesop Settings • Clear & Consistent Assignment Descriptions • Proper & Clear Phone Recordings • Proper Use of Vacancy & Building Sub Profiles • Absenteeism Management • Advance Planning for Professional Development • Demand Control for Early Setup • Communicate Need to Substitute Provider • No Mondays or Fridays • Analyze Absenteeism Spikes of +12% • Proper Display & Details of Lessons Plans in Aesop District Actions to Increase Fill Rates Cont. • Enhance the Substitute’s Experience: • Help Substitutes Feel Welcome • Orient New Substitutes If New to the Building • Planning Period Policies • Create Substitute Welcoming Plan (Best Practices) • Keys, Sign In, Name Badge, Lesson Plans, Treat at the Door, Lunch Pass, etc. • Greeting from Secretary with a Smile & Orientation if New • Have Building Principal Walk Into Sub’s Class to Shake Hands in Front of Students to Communicate Their Value & Need to Be There 9 4/17/2015 Wages & Bonuses Concepts • Competitive Daily Rate Analysis • Seasonal or Loyalty Bonuses • $10 Bonuses for 10 Days Worked • $10 Bonuses for Working Mondays and Fridays • $15 Bonuses for Working Fridays State of Michigan Hurdles for Subs • Ridiculous CHRI Process, Needs to be Overhauled • CHRI: High Cost & Not Easily Shared • Typical Cost is $65.00 • Substitute Permit, Why? • Annual Fee of $45.00 • Minimum Substitute Requirements: • Should be 60 Instead of 90 Credit Hours • Retirees are Excluded, Why? • These are Our Best Subs! Collaborative Effort = Better Fill Rates = + 3.00% 10 4/17/2015 Questions? THANK YOU! Clark Galloway, President Clark@EDUStaff.org 616.309.8182 11
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