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Venus ISD reviews substitute management options amid improving fill rates
Summary
District staff reviewed substitute staffing options (ESS, Kelly Education, Swing Education), noting recent improvements in fill rates (from ~37% to ~56%) and tradeoffs between higher fill rates and vendor markups; no contract decision was made.
Venus ISD staff reported to trustees on substitute management options, comparing the district’s current partner ESS with alternative vendors including Kelly Education and Swing Education. The update was informational; board members discussed pay rates, markups, fill rates and whether to pursue a new contract or bring substitute management in-house.
Speaker Martinez (presenter) said the district currently pays ESS roughly $106 per substitute per day as a bundled cost and that other providers quote markups in the 30–38% range (examples in the presentation: a substitute with an $80 base pay could equate to approximately $108–$110 per day once markup and bundled services are included). Martinez reported a year‑to‑date increase in the district’s absence fill rates from roughly 37% last year to about 56% this year (245 absences in 2024 versus 207 in 2023), and the district currently lists 42 active substitutes versus 33 a year ago.
The board discussed pay as a key lever; one trustee noted Arlington’s 96% fill rate and cited a $125 daily substitute pay there as a possible reason for higher fill. Vendor features discussed included recruiting, onboarding and background checks, orientation and classroom management training, integrated absence-management software (Frontline), and incident reporting. Some vendors offered outcome-based pricing, on-site client managers, and referral bonuses for employee recruitment.
No procurement vote took place. Martinez said staff will continue monthly meetings with ESS and follow up on further vendor assessments, site visits (including a planned visit to a district using Swing Education), and cost comparisons including the district’s option to absorb some functions in-house.
Ending: Trustees received the informational report and asked staff for follow-up on vendor pricing, implementation timelines, and possible pilot options. The transcript does not show any contract award or final decision.
