District reports substitute‑fill rates rose to 97% after ESS partnership and hiring adjustments
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Summary
ESS account managers told the board the district’s substitute fill rate rose from 76% (2022–23) to 97% (current year) after process changes, building‑based substitutes, recruitment and targeted raises for staffing positions; staff said work continues on retention, training and long‑term placement incentives.
ESS, the district’s substitute‑staffing partner, told the board that substitute‑fill rates improved substantially over two years, rising from a 76% overall fill rate in 2022–23 to 97% in the most recent reporting period.
In a presentation ESS account staff summarized multi‑year data: the 2022–23 school year showed 7,715 filled absences and 2,441 unfilled (about a 76% fill rate). By 2023–24 the district’s overall fill rate climbed to roughly 91%, and the current year reached a 97% fill rate, with the teacher category at 98% and staff‑assistant and food‑service categories showing strong gains. ESS representatives described tactics used to improve fills: closer daily monitoring of absences starting early each morning, cultivation of a core of reliable substitutes (including some certified teachers who want part‑time work), creating building‑based substitutes assigned to a single school to improve consistency and culture, targeted recruitment and modest pay differentials for long‑term assignments and hard‑to‑fill jobs, and increased communication and appreciation events for substitutes.
ESS staff said they conduct surveys of substitutes at baseline, day‑10 and day‑30 and use feedback to refine assignments and supports. ESS also runs end‑of‑year appreciation events for substitutes. The vendor reported the district’s staff‑assistant fill rate increased from 58% to the low‑90s after targeted efforts and that food‑service fills rose as the program reduced barriers such as the requirement for a food‑handler credential.
Board members asked about training and onboarding — substitutes reported a desire for clearer on‑site orientation and uploaded lesson materials — and ESS staff said they provide an orientation module and one‑to‑two‑hour Zoom sessions and are working on mobile and in‑person onboarding improvements. ESS and district staff discussed partnerships with local higher‑education institutions for tuition discounts to help substitutes become certified teachers and the potential to funnel successful substitutes into district long‑term openings.
Board members praised the improvement and discussed further opportunities for board members and administrators to occasionally serve in classrooms to better understand substitute needs and support culture and retention.
