1 1. Action Plan Goal (Recruitment)
Improve recruitment process so that there is a larger and highly qualified applicant pool, specifically one that reflects a commitment to underrepresented groups.
Action Strategies How will we address
our key challenges?
Action Steps/Tasks Specifically, how will the
strategy/objective be accomplished?
Timetable Specify when each task will be completed
Performance Measures/Milestones What measure will we use to determine
successful completion of action items?
Baseline Update
1.1 Expand recruiting efforts
Personal contact with prospective employees (D)
Expand outreach through websites (A) Use of electronic application system to send personalized messages to prospective employees
Post for ‘hard to fill’
positions seasonally (A,C)
Create inventory of sites to approach for “hard to fill’ positions and outreach (E,F)
Winter and Spring, 2017
Increase in the number of personal contacts with
prospective employees with SY 15-16 sign in sheets as baseline
Increase applications from websites
Establishment of coding system to collect data on prospective employees
Increased applications for positions
125 personal contacts in 15-16;
3 Fairs;
4451 applicants;
64.3% chose not to respond to
race/ethnicity question; selection file information for 1/15-6/16 is attached
121 personal contacts in 16-17;
7 Fairs;
60 identify as minority; More fairs to be attended
1.2 Establish Task Force to focus on recruiting those from underrepresented groups
Invitation to participate (J)
Development of mission and goals (D,H, I, K) Maintain liaison relationship with State of CT Minority Oversight Council (G)
Winter, 2017
Spring, 2017
Invitation to participate is shared and Task Force developed
Mission/Goals/Strategies created
Implement Task Force recommendations
Increase in applications and interviews from
underrepresented groups with
No Task Force previously;
SY 15-16 data includes
applications from minority = 10.3%, but did not respond
= 64.3% and white
= 22.6%
Task Force established; 5 meetings; 6 members have participated in fairs
2
SY 15-16 as baseline
Promotional materials updated
Attendance at meetings with State organizations
1.3 Receive additional training on the
functionality of the Applitrack system
Training on Applitrack for HR (M)
Turnkey training for hiring managers (B)
Winter 2016- 17
Spring, 2017
Training for HR Staff completed
Turnkey training for hiring managers completed
Electronic systems for tracking applicants, interviewees, hires is established and data reports on information on
demographics of applicants
Baseline is no formal training
Online training on base modules completed
3 2. Action Plan Goal (Selection)
Strengthen selection process in order to select highly qualified employees by refining and clarifying selection criteria.
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the strategy/objective be accomplished?
Timetable Specify when each task will be completed
Performance Measures/Milestones What measure will we use to determine
successful completion of action items?
Baseline Update
2.1 Develop criteria to identify competencies necessary for success in a role
Review current screening guide with focus group Conduct focus groups with hiring managers to review literature and develop a pilot screening tool (A) Refine sets of questions and scoring process for positions (A,B) Develop structure for Hiring Fair (C)
Spring, 2017
Implementation 2017-18 school year
List of dates that focus groups were held
Development of pilot screening tool
Updated interview protocol system established to identify high quality candidates
Hiring Fair held
Original screening tool in place;
Last local hiring fair in 2014
3 new sets of guidelines created and distributed to hiring managers Hiring Fair scheduled
4 3. Action Plan Goal (Contract)
Ensure that contracts issued allow for the retention of high quality employees.
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the strategy/objective be accomplished?
Timetable Specify when each task will be
completed
Performance Measures/Milestones What measure will we use to determine successful completion of
action items?
Baseline Update
3.1 Review language of individual employee agreements
Conduct internal review of previous agreements and develop
recommendations (A-C)
Legal review of recommendations (A-C)
Spring, 2017
Spring, 2017
Set of recommendations prepared and delivered for legal review
Legal review completed
Recommendations implemented
3.1 Review language of Collective Bargaining Agreement related to terms like ‘interim contracts’
Conduct internal review of CBA and develop recommendations (D)
Legal review of recommendations (D)
Summer, 2017
Summer, 2017
Set of recommendations prepared and delivered for legal review
Legal review completed
Recommendations implemented
CBA negotiations for summer
CBA planned for summer
5 4. Action Plan Goal (Substitutes)
Increase the pool of high quality substitutes (both teacher and paraprofessional subs) to ensure continuity of instruction for students and meet the substitute needs of the district.
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how
will the strategy/objective be accomplished?
Timetable
Specify when each task will be completed
Performance Measures/Milestones What measure will we use to determine successful completion
of action items?
Baseline Update
4.1 Assemble data on substitutes (total number, days worked, years of service, etc.) through AESOP
Project to be done by staff in- house (B, C,G)
Spring, 2017 Completion of data
report
Record of AESOP training
Switch to new system; 251 hired in SY 15-16 (all types); 33 resigned or termed
511 total subs; 46 hired since January;
401 worked 10 or more days
4.2 Outreach to colleges and universities regarding intern candidates
HR Department will meet with representative from colleges to preview intern candidates (F, G)
Spring, 2017 Meeting with all local colleges with a list developed
Previous with SHU, UB, Fairfield
Developed new internship program with UConn Stamford
4.3 Update of substitute handbook
Review and updating of handbook (A, H)
Summer, 2017 Departmental Approval of Handbook
Handbook from 2005
PowerPoint Developed; 5 orientation sessions held; will serve as basis for handbook revision
4.4 Recruitment of potential substitutes
Invitations possible interviews of applicants for full time jobs (D, E)
Summer, 2017 Completion of
interviews and increase in number of available subs and
Active recruitment led to 46 new subs and recruiting continues at Job Fairs
6 5. Action Plan Goal (Absences)
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the
strategy/objective be accomplished?
Timetable Specify when each task will be
completed
Performance Measures/Milestones What measure will we use
to determine successful completion of action
items?
Baseline Update
5.1 Ongoing training for HR in AESOP processes and report generation
Training and guidance provided by AESOP (B)
2016-17 school year
Development, use and sharing of absence reports
New System;
Previously SubFinder
Training is ongoing
5.2 Turnkey training for AESOP managers at the building level
HR to provide training manuals and sessions (C)
2016-17 school year
Training completed
Manuals sent to AESOP coordinators 5.3 Interventions to be
developed
Work with building managers to establish a set of interventions and best practices to be used to monitor absences (A,C, D)
Summer, 2017 for
implementation in 2017-18
Reduction in the failed to fill jobs with SY 16-17 as baseline
Currently 84% fill rate.
7 6. Action Plan Goal (Evaluation)
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the
strategy/objective be accomplished?
Timetable Specify when each task will be
completed
Performance Measures/Milestones What measure will we use
to determine successful completion of action items?
Baseline Update
6.1 Updates on the Evaluation Plan for Administrators
In-service on the processes associated with the plan (A) Quarterly reports sent to administrators on process progress (A)
Quarterly, 2016- 17
Increase in percentage of processes completed according to timeline
14-15 Reported 91.4%
15-16 Reported 93.8%
Quarterly reports sent re: progress
6.2 Training on Supervision of all employees
Seek feedback on areas needed for additional training (C)
Establish schedule (C) Implementation of Schedule (C)
Spring, 2017
Spring, 2017 Ongoing
Training completed by recording dates of all sessions, both feedback and trainings
Dates recorded in 15-16 with only some feedback
New Teacher training and new administrator training completed
8 7. Action Plan Goal (Job Descriptions)
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the
strategy/objective be accomplished?
Timetable Specify when each task
will be completed
Performance Measures/Milestones What measure will we use
to determine successful completion of action items?
Baseline Update
7.1 Job Description Review/Audit
Assemble and inventory job descriptions (A, B) Identify additional features necessary for inclusion in job description (A, B)
Summer, 2017 Compilation
Completed
Job Descriptions online
Preliminary work done through APQC process mapping
7.2 Preparation of Updated Job Descriptions
Revise and update for Board approval (A, B) Explore software options to implement job
description updates (C)
School Year, 2017-18 Board Approval, as needed
Identification of vendor
9 8. Action Plan Goal (Technology and Electronic Forms)
Improve efficiency by reducing systems focused on using paper and increase effectiveness and accuracy by employing data systems.
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the
strategy/objective be accomplished?
Timetable Specify when each
task will be completed
Performance Measures/Milestones What measure will we use to determine successful completion
of action items?
Baseline Update
8.1 Investigate vendors for service
Contact vendors and request presentations (A, B
Winter, 2016 Meetings completed No e-forms in15-16
E-forms used with Seamless Docs
8.2 Pilot use of online documents to determine strengths and needs
Select a small number of documents to test (C, D, E. F)
Spring, 2017 Report on the pilot implementation and feedback from office staff
8.3 Expand use of system
Greater number of documents will be converted from paper to electronic (H)
Kronos Coord. review
2017-18 Reduction by at least one-half in the number of paper documents being used (Baseline SY 15-16)
Meeting with Kronos contact and report from contact person
Approximately 12 forms identified for potential switch.
6 forms switched;
Others now sent electronically;
evaluations for paras and security online
10 9. Action Plan Goal (Customer Service)
Expand and improve systems for customer service and employee recognition as a tool for retention.
Action Strategies How will we address our
key challenges?
Action Steps/Tasks Specifically, how will the
strategy/objective be accomplished?
Timetable Specify when each
task will be completed
Performance Measures/Milestones What measure will we
use to determine successful completion
of action items?
Baseline Update
9.1 Review Staff Recognition Programs
Meet with Public Affairs regarding current
opportunities; develop set of potential
opportunities (A, B, C ) Create Master List of recognition/opportunities
Spring, 2017 2017-18
Master List completed and opportunities presented
Survey of other districts
Teacher of the Year New Teacher Survey conducted in effort to be
responsive to needs
10. Action Plan Goal (Reorganization) See Slides
