Recruitment & Absenteeism · 7/26/2018 · INSIGHTS: In Minnesota, there was an average of 7 fewer...

July 27, 2018©2018 Frontline Education Confidential & Proprietary

Cydney Mil ler, SPHR, SHRM -SCP- Sr. Human Capital Management

Solutions Consultant

DATE: July 26, 2018

Recruitment & AbsenteeismA Frontline Research & Learning Institute Research Project

Minnesota Data Benchmarked Against National Averages for the 2017-18 School Year


Getting to Know YOU

What are we seeking to learn?

July 27, 2018©2018 Frontline Education Confidential & Proprietary 3

Using actionable insights to make impactful changes

Teacher Prep Enrollment: Minnesota & Surrounding States

State Decline in

Teacher Prep

Enrollment

Enrollment in

2010

Enrollment

in 2015

Loss in

Enrollment

Minnesota 24% 10,403 7,871 2,532

Wisconsin 32.5% 11,780 7,956 3,824

Iowa 26% 9,336 6,913 2,423

Michigan 39.7% 18,402 11,099 7,303

Ohio 52.7% 31,332 14,829 16,503

Illinois 57.5% 32,433 13,797 18,636

According to Title II federal data, the national teacher prep enrollment, on average, declined 30%

between 2010-2015.

5

• Greening of the workforce (Boomers to Millennials)

• Retention challenges (>50% leave in 5 years)

• Low professional prestige

• Low pay

• Demanding work

• Significantly fewer “traditional” education Grads

Why does it matter?

It’s a Teachers’ Market

Educator Shortage


Theory of Action

6

Access to resources

Set goals &

priorities

Identify changes

to practice

Measure & refine

goals

Visualize benchmark

data

Gain insights, take action & improve

outcomes

Benchmarked local results

Data Driven

Research

Recruiting & Hiring-The Data


Minnesota figures based on data from 66 school districts.

National figures based on data from 1,361 school districts.


Questions to Think About:

8

How does Minnesota’s volume of applications submitted per job posting compare to the national volume?

Where are our applicants coming from in terms of referral sources? Is this what we would have expected?

How can we decrease the amount of days it takes to fill a teaching vacancy, thus decreasing lost instructional time?


How many jobs are posted per district?

9

INSIGHT:

In Minnesota, districts posted more jobs on average (194) compared to the national benchmark (167). Approximately 34.2% of jobs posted were for teaching positions.

194

67

167

60

0

50

100

150

200

250

All Positions Teaching Positions

Jobs Posted per District

MN National


What is the volume of applications submitted per job posting? Does it differ for teaching positions?

10

INSIGHTS:

In Minnesota, there was an average of 7 fewer submitted applications per job posting when compared to the national average.

However, the # of applications submitted per job posting in Minnesota is closer to the national average when looking at teaching positions only.

1. Are you surprised to see fewer applications submitted per job posting for your state?

2. What about for teaching positions?

13

1920 21

0

5

10

15

20

25


Applications Submitted per Job Posting

MN National


Where are applicants being referred from?

11

16%0%

36%

1%2%

13%

18%

1%14%

Percent of Applicants by Referral Source: Minnesota

Commercial Job Board

Conference

District/School

Job Fair

Local Sources

Other Referral Source Listed

Referral/Word of Mouth

Social Media

State/Regional

INSIGHTS:

Districts and schools are the largest source of applicant referrals, though it is a large piece of the pie in Minnesota. Referrals by word of mouth and through commercial job boards appear to be slightly greater sources at the national level.

17%

0%

28%

2%1%

17%

20%

1%13%

Percent of Applicants by Referral Source: National

Commercial Job Board

Conference

District/School

Job Fair

Local Sources

Other Referral Source Listed

Referral/Word of Mouth

Social Media

State/Regional


How long does it take to fill a position?

12

INSIGHT:

In Minnesota, it takes 28%

less time to fill a teaching

position than the national

average.

1. What about in your organization?

2. What could be done to improve the process and ultimately shorten the timeline for hiring teachers?

3026

3936

0

5

10

15

20

25

30

35

40

45


Average Days* to Fill

MN National

*Calendar Days

Absenteeism-The Data


Minnesota figures based on data from 211 school districts


Questions to Think About:

14

What percentage of our absences are caused or approved by our district?

How does our percentage of professionally related absences compare to other districts?

How can we decrease absences we have control over to reduce costs and increase instructional time?


Absences from an employee's regular responsibilities that are directed or approved by the district or school. Unlike personal absences (sick, bereavement, etc.), the individual's absence reasons and dates are directly controlled, or approved, by district or school-level leaders.

• Athletics

• Field Trip

• Professional Development

• School Business

• Union Business

What are Professionally Related Absences?


What percentage of absences are professionally related?

9% 8%

17%15%

National MN

Percentage of Absences That Are Professionally Related

All Professionally Related Absences

Professional Development Only

INSIGHT:

The average for Minnesota districts is 2% BELOW the national average.

1. Are these results what we would expect?

2. Do we understand which of our absence reasons are professionally related and why?

3. What other professional learning structures can we support to minimize release time while maintaining or increasing PD effectiveness?


What does this look like on a per employee basis?

1. What do these results mean to our district?

2. Do we understand who is absent for professionally related reasons and how often?

3. Is release-time necessary for all of these activities?

2.97

2.58

2.3

2.4

2.5

2.6

2.7

2.8

2.9

3

Employees Requiring A Sub

Ave

rage

# o

f D

ays

Ab

sen

t

National MN

INSIGHT:

Minnesota employees have fewer professionally related absences (2.58 days) compared to the national average (2.97 days).

Average Number of Professionally Related Absence Days per Employee

©2018 Frontline Education Confidential & Proprietary 18

What’s the lead time on these absences? How does that impact fill rates?

1. Are you surprised to see the percentage of professionally related absences reported within four days of the event?

2. What is attributing to the delay in reporting these absences?

32%68%

26%

74%

0%

50%

100%

4 days or less More than 4 days

Professionally Related Absences that

Require a Sub by Lead Time

National MN

82%

94%89%

97%

70%

80%

90%

100%

4 days or less More than 4 days

Fill Rate by Absence Lead Time for

Professionally Related Absences

National MN

INSIGHTS:

In Minnesota, 26% of professionally-related absences are reported within 4 days or less of the absence: 6% lower than the national average.

Fill rates rise when professionally related absences are reported more than 4 days in advance.

July 27, 2018


The cost of professionally related absences

19

$32,135,275 By decreasing professionally related absences by:

$341,352

1% 2% 3% 4% 5%

$682,705 $1,024,058 $1,365,411 $1,706,763

*2017-18 school year, based upon average daily substitute pay of $110.

we would save:


Estimated loss in instructional time for professionally related absences

20*Based on an average of 60 students/teacher – considering the average between elementary & secondary teachers

95%Average fill rate

15,516Classrooms unfilled by a substitute

930,960Student days in unfilled classrooms

Potential Solutions


How can you lessen the impact of professional related absences?

Get Social

Keys to Recruiting Millennials

Personalize the

Experience .

Focus on Fit & Culture

Benefits Over

Paycheck

Career Opportunities

Responsive and Timely

Provide Feedback

Be Mobile


Cross-departmental collaboration

23

A national survey was conducted

KEY FINDING: A lack of collaboration and common understanding across the Human Resources and Curriculum & Instruction teams may exacerbate the impact of professionally related absences


Survey: Do the HR & Instructional departments collaborate on managing professionally-related absences?

24

INSIGHT:

Over 80% are not

intentionally collaborating

in managing professionally

related absences.

1. What about in your organization?

2. How could collaboration lessen the impact, cost and lost instructional time?

• Understand the impact of your professionally related absences

• Intentionally collaborate on professionally related absences

• Leverage technology to ensure professionally related absences are identified early-on for maximum fill rates

• Consider best-practice professional learning opportunities that don’t require release time


Strategies for Lessening the Impact of Professionally Related Absences

25

www.frontlineinstitute.com



• Institute Report: A Leak in the Pipeline

• Other Institute Reports– Monthly Absence

– Bridging the Gap

– Professionally Related Absences

• Case Study: Renton School District


Additional Resources

28

White paper: The Impact of Professional Development on Employee AbsencesCase study: Atlanta Public Schools

https://www.frontlineinstitute.com/reports/leak-pipeline-recruiting-report/

https://www.frontlineinstitute.com/reports/

https://www.frontlineinstitute.com/reports/monthly-reports/

https://www.frontlineinstitute.com/reports/essa-report/

https://www.frontlineinstitute.com/reports/april-research-report/

https://www.frontlineeducation.com/insights/case-studies/renton-school-district/

http://pages.frontlinek12.com/rs/313-HHS-008/images/Impact_of_PD_on_Absences_White_Paper.pdf

https://www.frontlineeducation.com/solutions/absence-time/insights/absence-management-atlanta-public-schools/

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Recruitment & Absenteeism · 7/26/2018 · INSIGHTS: In Minnesota, there was an average of 7 fewer...

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