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District reports improved substitute fill rates but paraeducator coverage lags
Summary
Year-end attendance data show the district reduced general leave requests and improved substitute fill rates after partnering with EduStaff, while paraeducator coverage remains a challenge with lower fill rates.
District staff told the Middleton-Cross Plains Area School District board on July 14 that leave requests and substitute coverage improved in the 2024–25 school year after the district partnered with EduStaff, but paraeducator positions remain difficult to fill.
Director Barb Buffington and specialist Sherry Smith presented a year‑end review showing that total leave requests fell from 19,713 to 16,293 and denial rates declined from 2.1% to 1.06%. Smith said the district expanded its substitute pool from 297 to 323 and overall substitute fill rates rose from 81% to 83%; teacher fill rates rose from 88% to 90%.
“Substitutes covered 1,788 more absences this year compared to the same time last year, demonstrating the strength and reliability of our new substitute network,” Smith said.
The presentation highlighted school‑level improvements: the Early Learning Center increased its fill rate from 80% to 95%; Elmlawn rose from 86% to 93%; Park Elementary improved from 83% to 91%; and West Middleton rose from 66% to 83%. The district also reduced permanent building substitute FTE from 13.4 across 10 schools to 7.325 across eight schools while maintaining higher fill rates.
Staff said the district’s biggest ongoing challenge is filling paraeducator absences; paraeducator fill rates averaged about 68% compared with 90% for classroom teachers. Administration said recruiting and retention efforts are underway and that a permanent float or similar model for paraeducators is being explored but would involve budget considerations.
Buffington and Smith described general leave policy features — planned absences should not exceed 10% on any day, and supervisors require advanced notice — and noted improved planning by staff. The presenters said the district will continue its EduStaff partnership and monitor Cromry Middle School fill rates in the coming year.
Board members requested that staff bring data on cost avoidance and a clearer annual dollar figure for savings from the sustainability and substitute work; staff said they will prepare a cost‑avoidance spreadsheet for future reporting.
