District reports substitute fill rate stable at about 79.6% after new vendor contract
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Summary
After contracting with EDUStaff on July 1, 2024, the Middleton-Cross Plains Area School District reports a 79.6% substitute fill rate through November, down slightly from 80% last year but with more absences to cover; the district described staffing, permanent-sub FTE and building disparities.
The Middleton-Cross Plains Area School District reported that substitute coverage has remained roughly steady this fall after the district contracted with EDUStaff on July 1, 2024.
Director Barb Buffington and talent recruitment and retention specialist Sherry Smith told the Board of Education the district’s new vendor, EDUStaff, provides an on-site district services manager and a larger substitute pool. District figures show EDUStaff currently employs 247 substitutes for the district — 161 carried over from the former provider, Teachers on Call, and 86 new hires — producing an average fill rate of 79.6% for September through November. That compares with an average near 80% at the same point in the 2023–24 school year.
The presenters provided several comparative data points: as of Nov. 26 the district had 2,582 absences covered by substitutes this school year versus 2,315 at the same point last year. Despite the greater number of absence events, the overall fill rate has been sustained. Administrators said some buildings showed higher or lower fill rates: Glacier Creek and Cromley Elementary were called out as below the district average; Glacier Creek had improved from prior low levels while Cromley had seen a decrease.
The report also described the district’s permanent substitute staffing: 7.325 FTE permanent substitutes are currently assigned across eight buildings (down from 13.4 FTE last year assigned to 10 schools). District leaders said permanent building substitutes have helped maintain the average fill rate.
Board members asked how absences are covered when substitutes are not available. Buffington and Smith said principals arrange in‑building coverage, including reassigning staff, having teachers cover classes (with pay for giving up prep), using student‑services staff and principals stepping in when needed. The district put permanent building subs in place, they said, to reduce reliance on specialists and student services staff for coverage.
The presenters also reviewed general leave data (leave used for personal business, sick leave and similar), noting a decrease in general leave requests compared with the prior year: the months of September and October showed 529 fewer general leave requests than the same months last year. The denial rate for general leave requests since the start of the year was 0.7%, down from 2.1% in 2023–24. The number of certified staff requesting consecutive general leave (five days and longer) was 10 this year versus 11 last year; support staff consecutive requests were 57 this year versus 60 last year.
Board members said the sustained fill rate was positive in light of a larger number of absences and fewer permanent-sub FTE in some buildings, but they expressed concern about the classroom impact when teachers or paras are reassigned to cover other classes. One board member asked whether the district should restore additional permanent building subs as a budget priority to reduce pressure on classroom instruction; administration said the topic could be discussed as a budget priority.
Clarifying details and next steps noted in the presentation • EDUStaff contract start: July 1, 2024; current substitute pool attributed to that contract. • Substitutes employed for district: 247 (161 rollover; 86 new hires). • Average substitute fill rate Sept–Nov: 79.6% (vs. ~80% same period last year). • Absence events covered through 11/26/24: 2,582 (vs. 2,315 same point last year). • Permanent substitute staffing: 7.325 FTE assigned to eight buildings (vs. 13.4 FTE last year).
