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Board considers hiring substitute coordinator or outsourcing to raise coverage above current fill rates
Summary
HR presented two options to improve substitute coverage—hire a 6‑hour district coordinator (all‑in cost estimated) or contract an external substitute service; current average fill rate cited at about 66% and the board requested more cost detail and staff input.
Human resources detailed a problem the district has been managing for years: staffing substitute positions. HR told the board the district’s current average fill rate for substitutes is roughly 66% and that the district averages about 22 teacher vacancies daily that require coverage.
HR presented two options. The first would add a 6‑hour district substitute coordinator (estimated salary ~$47,778 plus benefits), which combined with projected substitute pay yielded an estimated all‑in cost roughly equal to $531,000 in the illustrative scenario. The second option would contract an outside substitute‑placement vendor; HR’s calculation showed the contractor scenario at approximately $506,008 (using the district’s historical absence figures and a 75% target fill rate); the vendor charges a markup on the daily substitute rate instead of payroll contributions and pension costs.
HR recommended returning with a written cost comparison and a recommendation after consulting the teachers’ association; board members requested a back‑of‑envelope scenario showing what happens operationally on days when multiple teachers are out and a clear statement of teacher‑association preferences.
Why it matters: classroom coverage affects instruction and equity for students; outsourcing can broaden the pool of available substitutes but raises concerns about local relationships and oversight. Board members expressed concerns about cost and asked HR for more granular numbers and stakeholder feedback before taking action.
What’s next: HR will provide a detailed written comparison, break out the numbers used in the calculations, and report teacher‑association feedback and operational impacts to the budget and finance committee.
