1. SUBSTITUTE TIME MANAGEMENT PROCESS 2013-2014 Tekshia Smith, CHRO Michael Thurmond, Superintendent

2. 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

3. 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

4. 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

5. SUBSTITUTE TIME MANAGEMENT PROCESS Communication Channels Automated Sub Finder System Web Connect Email Blast Teacher’s Lounge Sign-in Sheets

6. 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

7. SUBSTITUTE TIME MANAGEMENT PROCESS

12. 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

13. QUESTIONS Tekshia Smith DeKalb County School District Tekshia_M_Ward-Smith@fc.dekalb.k12.ga.us 678-676-0168