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After data review showing improved fill rates, Venus ISD approves ESS substitute staffing contract
Summary
District administrators presented ESS substitute-system data showing improved overall fill rates and a higher 24‑hour lead fill rate; trustees voted to approve a substitute-services contract with ESS for 2025–26.
Venus ISD administrators presented data on substitute coverage produced in partnership with ESS and told trustees that overall daily fill rates had improved after program changes; trustees subsequently approved a 2025–26 substitute-services contract with ESS.
Mister Martinez, who led the presentation, summarized year-over-year trends: after a dip to roughly 36 percent fill in 2022–23, the district’s fill rate climbed to approximately 53 percent in the current reporting period. The presentation emphasized the importance of lead time: when absence requests are made with at least 24 hours’ notice, the district’s fill rate rose to about 74 percent this year, Martinez said.
Martinez said the number of active substitutes working with the district increased from about 33 in 2022–23 to 77 in the current year, with a larger applicant pipeline after ESS stepped up recruitment and orientation processes. He described ESS recruitment tactics (job boards, social media, local flyers) and said some campuses see lower fill rates because of extracurricular schedules and higher late-call absences.
Board members discussed local steps to increase advance notice and improve fills. One trustee suggested department-level reporting so program directors and coaches can be reminded to enter planned absences earlier. Martinez said ESS handles payroll taxes, workers’ compensation and other employer liabilities as part of the contract and that the district’s current annual substitute spending is roughly $100,000.
After the presentation, the board approved the substitute-services contract with ESS for the 2025–26 year. The motion was recorded as “Motion by Kirby, second by Amber. All in favor? Motion carries.” Administration said ESS will continue monthly meetings with the district to track fills, onboarding and recruitment and that the HR office will monitor performance metrics.
Ending: Administration and ESS will provide monthly performance reports and continue joint recruiting and lead-time initiatives to boost substitute fill rates, particularly for the high school.
