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
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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
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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
[email protected]
616.309.8182
11