Replacement Staff Training Initiative Doris Hood & Jane Zwep Presentation prepared for OESC-CSEO Support Staff Training and Development Project

History of Repl. Support Staff Hiring Submit Resume Attend Interview Receive Offer of Employment Fill Out the Forms Wait for the Phone Call This process proposed many challenges for new hires as well as the permanent staff being replaced. Its lonely out there …. can we do better?

Why Do We Need Change? Because … its lonely out there … Basic processes and instructions provided - varied greatly from school to school. On arrival, replacement staff are not fully equipped to fulfill duties of job. Who can replacement staff call for help? Places undue stress on the replacement as well as the permanent staff member.

What Do We Want to Achieve? One stop shop for all essential school site information that anyone coming in for one day would need to know. Continuity from site-to-site, re: use of template for organization of the information (and provide colour-coded binder for each site). Provide contact information for local expertise (neighbouring school Secretary). Hold Information centrally - where School Support Trainer is able to access in case of need/emergency.

How Will We Achieve This? Implement Replacement Manual (based on standard template) Mandatory Orientation/Training Day for New Hires Provide Voluntary OTJ Coaching Opportunity

How did we come up with the template? -borrowed good idea from another Board -customized for our needs How did we know it would work? -tested template in two elementary schools -tweaked based on feedback of replacement staff How did we implement Board-wide? -system memo -permanent staff were provided additional time (3.5 hrs) – paid upon submission of completed template -timeline: one month (May, w/ goal of September launch) Implement Replacement Manual

Training Day for New Hires

On the Job (Site) Orientation Opportunity - half day (voluntary, unpaid) Enrolment - at training day, participants fill in form indicating three schools, in order of preference (one selection will be chosen, based on availability) Scheduling -Jane collates information, contacts permanent secretaries at listed schools – who make their own arrangements with the replacement Evaluation -checklist is completed during the visit -both participants an evaluation – return to Jane

Success – You Bet! How Do We Know? - monitoring and evaluation (formal and informal) at every step (for both permanent and replacement staff) - random school office checks during Support Trainer visits - unsolicited /feedback from replacement staff members who have completed process - involve front line permanent Secretaries in process

The Model & the Future The futures so bright … I gotta wear shades … Training Day to happen twice yearly in coordination with HR replacement list hiring/interviews Mandatory participation in training day for new hires (unpaid, must be completed to get your name on the list) Voluntary opportunity for On-the-Job Orientation Connection established with School Office Support Trainer Re-model of HRs support staff employee hire package (paper version) Revision of permanent secretary - school office reference manual Roll out to remaining support staff groups Exploration of secondary replacement manual

Presenter Information Doris Hood – Distance Education Officer Jane Zwep – School Office Support Trainer