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

SUBSTITUTE TIME MANAGEMENT PROCESS 2013-2014 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

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

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  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

  8. 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

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

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