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

2. 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.
It’s lonely out there …. can we do better?

3. Why Do We Need Change? Because … it’s 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.

4. 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.

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

6. Implement Replacement Manual
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)

7. Training Day for New Hires

8. 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
Honorarium
Refusals

9. 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

10. The Model & the Future The future’s 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 HR’s 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
Doris do this

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