substitute time management process 2013-2014 tekshia smith, chro michael thurmond, superintendent

SUBSTITUTE TIME MANAGEMENT PROCESS2013-2014

Tekshia Smith, CHROMichael Thurmond, Superintendent

SUBSTITUTE TIME MANAGEMENT PROCESS

Setting the Threshold

•29 hours per week

•16 days per month

•Look back period

•16 x 10 = 160 days per year

Payroll Analysis

•1192 substitute employees in DCSD

•68 worked more than 160 days for FY13

•Audit of substitute work hours- 184 day teacher calendar

SUBSTITUTE TIME MANAGEMENT PROCESS

Challenges

• HRIS system- exclusions for attendance• Job number• Fill rates

• Sub Finder System-• Could not control workweek requirements• Could not exclude future job• Monthly threshold would require IT programming

and additional stress to operating system

SUBSTITUTE TIME MANAGEMENT PROCESS

Training and Notifications

Bookkeepers• Elluminate• Post notifications• Substitute Agreements• Praise

Principals• Financial Implications• Teacher absences• Incentives for good attendance

Substitute Employees• Expectations• Hours• Substitute Agreements• Assistance with full-time

employment

Teachers• Student achievement• MARP- Incentives for good

attendance• Sub Finder System • Colleagues and challenges

SUBSTITUTE TIME MANAGEMENT PROCESS

Communication Channels• Automated Sub Finder System• Web Connect• Email Blast• Teacher’s Lounge• Sign-in Sheets

SUBSTITUTE TIME MANAGEMENT PROCESS

1. Invited more than 800 certified teachers who retired over the last 5 years to become a substitute teacher

2. Purged our existing database of Substitute Employees who constantly decline jobs

3. Hired more than 200 certified and non-certified subs since August 1, 2013, with more than 150 more who are scheduled to be authorized by December 20, 2013

4. No longer allow newly hired day to day sub employees to make preferences or select schools. To accept a substitute position in DCSD the sub must be willing to work where the district needs him/her

5. Removed restrictions to allow retired teachers to substitute on an unlimited basis

6. Monthly email blasts directly to teachers encouraging the use of the Sub Finder system within a timely manner

SUBSTITUTE TIME MANAGEMENT PROCESS

SUBSTITUTE TIME MANAGEMENT PROCESS

Monitor monthly fill rates

16 day analysis

Teacher Absences Report (FMLA)

Hire more day to day subs

Increase pay 80 -90

Challenge with unfilled classes

Comparison for Agencies- Recommendation to BOE- May 2014

QUESTIONS

Tekshia SmithDeKalb County School District

Tekshia_M_Ward-Smith@fc.dekalb.k12.ga.us

678-676-0168