SUBSTITUTE TIME MANAGEMENT PROCESS Tekshia Smith, CHRO Michael 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 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, 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 blasts directly to teachers encouraging the use of the Sub Finder system within a timely manner

SUBSTITUTE TIME MANAGEMENT PROCESS

Monitor monthly fill rates 16 day analysis Teacher Absences Report (FMLA) Hire more day to day subs Increase pay Challenge with unfilled classes Comparison for Agencies- Recommendation to BOE- May 2014

QUESTIONS Tekshia Smith DeKalb County School District