RETOOLING:RETOOLING:Preparing for DownsizingPreparing for Downsizing

Closing Schools and theClosing Schools and theImpact on Impact on

Staff Transfer & LayoffStaff Transfer & Layoff

East China School DistrictEast China School DistrictKetha Knuth, MASPA Trustee

Assistant Superintendent, Personnel & Operations

SURVEYSURVEY Stand up if your district declined in Stand up if your district declined in

enrollment this Fall count.enrollment this Fall count. Stand up if you have closed a school(s) in Stand up if you have closed a school(s) in

the past 3 years.the past 3 years. Stand up if you have reduced any positions Stand up if you have reduced any positions

in your district in the past 12 months.in your district in the past 12 months. Stand up if you have subcontracted an Stand up if you have subcontracted an

employee group, besides sub teachers, in employee group, besides sub teachers, in the past 3 years.the past 3 years.

Stand up if you have any employees on Stand up if you have any employees on layoff (#-5, 10, 20, 30, 50, 100+).layoff (#-5, 10, 20, 30, 50, 100+).

Stand up if you have plans to lay off staff Stand up if you have plans to lay off staff this spring or before.this spring or before.

OverviewOverview

Closing a SchoolClosing a School Setting the StageSetting the Stage PlanningPlanning Committee WorkCommittee Work CommunicationCommunication Decision makingDecision making ImplementationImplementation

OverviewOverview Staff Transfer and LayoffStaff Transfer and Layoff

Preparation / Planning / Establishing a Preparation / Planning / Establishing a TimelineTimeline

Communication PlanCommunication Plan Who? Where? When? What to say?Who? Where? When? What to say?

Support and Follow upSupport and Follow up Application / Resume / Cover Letter / Application / Resume / Cover Letter /

Interviewing Skills / Reference LettersInterviewing Skills / Reference Letters Benefit, Payroll, Unemployment InformationBenefit, Payroll, Unemployment Information System for follow up contactSystem for follow up contact

SCHOOL CLOSURESCHOOL CLOSURESetting the StageSetting the Stage

Annual update to staff, Board of Annual update to staff, Board of Education, community groupsEducation, community groups

Showing enrollment trends in public board Showing enrollment trends in public board meeting and the impact on financialsmeeting and the impact on financials

Regular Board updates - televisedRegular Board updates - televised Communicating with union leadership key Communicating with union leadership key

factors – student enrollment decline, etc.factors – student enrollment decline, etc.

StrategizingStrategizing

Gaining resolve as leader as to Gaining resolve as leader as to directiondirection

Bring together leadership teamBring together leadership team Educating stakeholdersEducating stakeholders Determine whether to do the process Determine whether to do the process

in house or use consultant?in house or use consultant? Knowing your district data and trendsKnowing your district data and trends

SEMCOG’s Forecasted Population for the SEMCOG’s Forecasted Population for the

EAST CHINA SCHOOL DISTRICTEAST CHINA SCHOOL DISTRICT (By Age Group)(By Age Group)

AGE AGE

GROUPGROUP20052005 20102010 20152015 20202020

Ages 5-17Ages 5-17(School-(School-Age)Age)

5,8295,829 5,3075,307 4,9874,987 4,9324,932

ENROLLMENT BY LEVELENROLLMENT BY LEVELFALL 2001 & 2008FALL 2001 & 2008

2,419

1,322

1,9871,958

1,183

1,948

Elementary Enrollment Middle School Enrollment High School Enrollment

Fall 2001 Fall 2008

Loss of 19%

Loss of 10%

Loss of 2%

SOUTH & NORTH END SOUTH & NORTH END ELEMENTARYELEMENTARY

ENROLLMENT DECLINESENROLLMENT DECLINES

1,077

1,342

804

1,154

South End Elem North End Elem

Fall 2001 Fall 2008

Loss of 25%

Loss of 14%

FALL 2001 & 2008 K-5 ENROLLMENT FALL 2001 & 2008 K-5 ENROLLMENT DECLINE & DECLINE %DECLINE & DECLINE %

SchoolSchool EnrollmentEnrollment

Fall 2001Fall 2001EnrollmentEnrollment

Fall 2008Fall 2008StudentStudent

DeclineDeclineDecline %Decline %

Belle RiverBelle River 445445 284284 161161 36%36%

EddyEddy 436436 398398 3838 9%9%

GearingGearing 454454 334334 120120 26%26%

PalmsPalms 224224 230230 +6+6 +3%+3%

Pine RiverPine River 452452 422422 3030 7%7%

WashingtonWashington 408408 290290 118118 29%29%

ENROLLMENT/CAPACITY BY SCHOOLENROLLMENT/CAPACITY BY SCHOOL

SchoolSchool Highest Highest PastPast

FallFall

ProjectedProjected

09/1009/10Building Building CapacityCapacity

(at 25 (at 25 students students

per per classroom)classroom)

% of % of Capacity Capacity

UsedUsed

EddyEddy 447447 408408 450450 91%91%GearingGearing 588*588* 317317 450450 70%70%Pine RiverPine River 520*520* 420420 450450 93%93%

Belle RiverBelle River 445445 269269 475475 57%57%PalmsPalms 258258 213213 325325 65%65%WashingtonWashington 408408 285285 450**450** 63%63%

*Includes Use of Portables **Capacity with K-2 CI Program moving to Gearing

PlanningPlanning

Impetus – what is it? Impetus – what is it? Data, Economy, Data, Economy, Enrollment, Funding, Budget? Be aware Enrollment, Funding, Budget? Be aware

of yourof your “window of “window of opportunity”.opportunity”. Frame the decision as “which school(s) Frame the decision as “which school(s)

to close” as opposed to “whether or not to close” as opposed to “whether or not to close school(s)”to close school(s)”

Acceptance level – should not be a Acceptance level – should not be a surprise that a school(s) needs to be surprise that a school(s) needs to be closedclosed

Board ResolveBoard Resolve

The three month period of the process, The three month period of the process, you should be strengthening the Board you should be strengthening the Board and explaining what is coming. and explaining what is coming.

Strengthen the board’s resolve to follow Strengthen the board’s resolve to follow the process.the process.

The planning process is the critical The planning process is the critical moment, not the “school closing decision” moment, not the “school closing decision” moment.moment.

Build trust by keeping board informed and Build trust by keeping board informed and by having a good processby having a good process

Planning PitfallsPlanning Pitfalls

Choosing a committee that’s Choosing a committee that’s not reflective of all the not reflective of all the

stakeholders (i.e. all stakeholders (i.e. all administrators, no community administrators, no community members)members)

Not laying groundwork, therefore Board of Not laying groundwork, therefore Board of Ed, community, & staff are not with youEd, community, & staff are not with you

Timeline is too loose, too long, up in the Timeline is too loose, too long, up in the airair

Not planning down to the detailed level – Not planning down to the detailed level – turning over every stoneturning over every stone

Time Frame for ProcessTime Frame for Process Determine Board decision process Determine Board decision process

3/23/09 3/23/09 Set committee meeting dates Set committee meeting dates

1/21/091/21/09 Determine committee decision Determine committee decision

process 3/6/09process 3/6/09 Layout the structure of the process – Layout the structure of the process –

Board meetings, committee Board meetings, committee meetings, key district events, meetings, key district events, contractual timelines, staffing contractual timelines, staffing process.process.

FULL SPEED AHEADFULL SPEED AHEAD

Committee Make-upCommittee Make-up Determine who selects committee Determine who selects committee

members & what committee make up members & what committee make up will bewill be

Include stakeholdersInclude stakeholders Parents (not necessarily from buildings Parents (not necessarily from buildings

potentially affected or level affected)potentially affected or level affected) Administrators, Board members, Administrators, Board members,

TeachersTeachers Operations & TransportationOperations & Transportation Superintendent calls & personally Superintendent calls & personally

invites each committee memberinvites each committee member

Develop Committee Expectations and Develop Committee Expectations and Guiding Parameters Guiding Parameters

Our parameters included keeping Our parameters included keeping secondary boundaries the same, secondary boundaries the same, having enrollment equity between having enrollment equity between schools, considering building capacity, schools, considering building capacity, enrollment trends, and unique enrollment trends, and unique building features/conditions.building features/conditions.

Determine agenda items for each Determine agenda items for each meetingmeeting

Committee Meeting Committee Meeting PlanningPlanning

Name and Purpose of Name and Purpose of CommitteeCommittee

Determine the charge and name of Determine the charge and name of the committee and define its purpose.the committee and define its purpose.

The purpose of the The purpose of the Elementary Elementary Building Closure Advisory Building Closure Advisory CommitteeCommittee is to identify and is to identify and recommend to the Board of Education recommend to the Board of Education on Monday, March 9, 2009 an on Monday, March 9, 2009 an elementary school to be closed at the elementary school to be closed at the end of the 2008-09 school year.end of the 2008-09 school year.

SAMPLE COMMITTEE SAMPLE COMMITTEE AGENDAAGENDA1. Call to Order1. Call to Order

2. Introductions2. Introductions

3. 3. Committee Purpose & Expectations of Committee Purpose & Expectations of Committee Committee

4.4. Meeting Goal Meeting Goal

5. Review Committee Meeting Dates and Timeline5. Review Committee Meeting Dates and Timeline

6. District Enrollment and Finance Update6. District Enrollment and Finance Update

7. Recognition of Persons Wishing to Address the 7. Recognition of Persons Wishing to Address the Committee Committee

8.8. Present and Review Binder Information: Present and Review Binder Information:

9. Determine Other Information Needed for Next 9. Determine Other Information Needed for Next MeetingMeeting

10. Adjournment10. Adjournment

CRITERIA FOR FINAL DECISION-CRITERIA FOR FINAL DECISION-MAKINGMAKING

1.1. Building Condition Building Condition

2.2. Future Building Needs (2009-2020)Future Building Needs (2009-2020)

3.3. Operational Expenditure ImpactOperational Expenditure Impact

4.4. Geographic / Site ConsiderationGeographic / Site Consideration

5.5. Space UtilizationSpace Utilization

6.6. TransportationTransportation

7.7. Boundary ChangeBoundary Change

8.8. Other Factors – Staffing, EquityOther Factors – Staffing, Equity

Information to CommitteeInformation to Committee Every meeting ended with “What Every meeting ended with “What

else do you need to know? What else do you need to know? What additional information would you like additional information would you like to have?” to have?” BE RESPONSIVE – No BE RESPONSIVE – No problem, I’ll get that to you.problem, I’ll get that to you.

Information included: enrollment Information included: enrollment history, current, & projections, # of history, current, & projections, # of lunches served, square footage of lunches served, square footage of classrooms / buildings / grounds, age classrooms / buildings / grounds, age of major mechanical systems, etc.of major mechanical systems, etc.

PROJECTED ENROLLMENT BY PROJECTED ENROLLMENT BY BUILDINGBUILDING

(if Washington Closes)(if Washington Closes)SchooSchooll

Highest Highest PastPast

FallFall

Fall Fall 20082008

ProjecteProjected d

20092009

Wash Wash

Closes*Closes*%%

CapacitCapacityy

BRBR 445445 284284 269269 427427 90%90%

EE 447447 398398 408408 411411 91.3%91.3%

GG 588**588** 334334 317317 361361 84.9%84.9%

PP 258258 230230 213213 297297 91.4%91.4%

PRPR 520**520** 422422 420420 416416 92.4%92.4%

WW 408408 290290 285285 00 0%0%

TotalTotal ------------------ 19581958 19121912 19121912 88.9%88.9%

*Plan to move the Washington K-2 Cognitively Impaired Program to Gearing

**Includes the use of portable classrooms

BUILDING ASSESSMENT RATING SUMMARY

Criteria Belle River Palms Washington

1. Site Area 48 48 37.5

2. External Building Conditions 48 44 37.5

3. Internal Building Conditions 45 47 34

4. Infrastructure 45 41.5 41.5

5. Classroom/Instructional Space 44 44.5 45.5

6. Cafeteria/Kitchen 41 41 52

7. Office/Administrative Space 44 41 47

8. Floor Plan 47 44 36.5

9. Flexibility of Building 38 33 32.5

10. Unique Features 37 42 37.5

437 426 401.5

STAFF REDUCTIONS BY AREASTAFF REDUCTIONS BY AREABelle Belle RiverRiver

WashingtoWashingtonn

AdministratorAdministrator 1.01.0 1.01.0K-5 TeachingK-5 Teaching 12-12-

5.5=6.55.5=6.511-4.5=6.511-4.5=6.5

Special Ed RRSpecial Ed RR 1.01.0 1.01.0Social WorkerSocial Worker .3.3 .3.3Media Media SpecialistSpecialist

.4.4 .4.4

OfficeOffice 2.752.75 2.752.75CustodianCustodian 2.52.5 2.52.5K AcademyK Academy 1.01.0 1.01.0Noon AideNoon Aide 4.04.0 4.04.0

EXPENDITURE IMPACT EXPENDITURE IMPACT (if closed)(if closed)

AREAAREA Belle RiverBelle River WashingtonWashington

STAFFSTAFF $944,217$944,217 $945,282$945,282

UTILITIESUTILITIES 56,64056,640 64,96764,967BUS RUNBUS RUN 00 00NET NET EXPENDITURE EXPENDITURE REDUCTIONREDUCTION

*$1,000,85*$1,000,8577

*$1,010,249*$1,010,249

*Not including Future Capital Improvement Costs if Building Stays Open

FINANCIAL IMPACTFINANCIAL IMPACTIf ClosedIf Closed Belle RiverBelle River WashingtonWashington

Potential CSOC & Potential CSOC & Revenue LossRevenue Loss

($9,316)($9,316) ($15,632)($15,632)

Expenditure Expenditure

Net ReductionNet Reduction$1,000,857$1,000,857 $1,010,249$1,010,249

SAVINGSSAVINGS $991,541$991,541 $994,617$994,617Capital Project Cost Capital Project Cost Avoidance 2009-2011Avoidance 2009-2011

$126,000$126,000 $256,800$256,800

Capital Project Cost Capital Project Cost Avoidance 2012-2020Avoidance 2012-2020

$388,300$388,300 $305,500$305,500

Total Savings / Cost Total Savings / Cost AvoidanceAvoidance

$1,505,941$1,505,941 $1,556,917$1,556,917

Elective Capital Project Elective Capital Project Cost Avoidance 2012-2020Cost Avoidance 2012-2020

$21,000$21,000 $203,500$203,500

Total Savings / Cost Total Savings / Cost AvoidanceAvoidance

$1,526,941$1,526,941 $1,760,417$1,760,417

CommunicationCommunication

History of CommunicatingHistory of Communicating State of the District address to each State of the District address to each

building, PTO, Rotary, Parent Advisory building, PTO, Rotary, Parent Advisory Council, Superintendent’s Advisory CouncilCouncil, Superintendent’s Advisory Council

Communicating during Closing ProcessCommunicating during Closing Process Special link on website to school closing Special link on website to school closing

processprocess All committee documents on web the next All committee documents on web the next

dayday

CommunicationCommunication

Information to Administrative TeamInformation to Administrative Team One way E-mail link for community One way E-mail link for community

input, FAQ’s & recognizing input at input, FAQ’s & recognizing input at committee meetingscommittee meetings

Periodic Board of Ed updates – Periodic Board of Ed updates – enrollment, funding, giving them ways enrollment, funding, giving them ways to address community commentsto address community comments

Public comment at Board of Ed meetings Public comment at Board of Ed meetings & school closing committee meetings& school closing committee meetings

Newspaper articlesNewspaper articles

Open Meetings ActOpen Meetings Act

Committee should be open to the Committee should be open to the publicpublic

Plan public comment period during Plan public comment period during the meetingthe meeting

MinutesMinutes

Communication PitfallsCommunication Pitfalls

Having a closed process or Having a closed process or closed meetingsclosed meetings

Not having a formal structure Not having a formal structure to get community & to get community &

stakeholders’ inputstakeholders’ input Not keeping the Board well informed Not keeping the Board well informed

before, during, and after the decisionbefore, during, and after the decision

Planning for the DecisionPlanning for the Decision

Cabinet talking about it – input – Cabinet talking about it – input – early resolveearly resolve

Who makes the decision – Board of Who makes the decision – Board of EdEd

Be clear about committee’s charge – Be clear about committee’s charge – take action at Board of Ed meeting take action at Board of Ed meeting defining thisdefining this

Decision TimeDecision Time

Set Process & Timeline and stick with Set Process & Timeline and stick with it – beware of smokescreensit – beware of smokescreens

Develop rubric for building condition Develop rubric for building condition (tours) & overall decision(tours) & overall decision

Criteria – facts & data – thoroughCriteria – facts & data – thorough Committee – Consensus? Thumbs up? Committee – Consensus? Thumbs up?

Majority (what does that mean?) Majority (what does that mean?) Deciding how the committee would Deciding how the committee would make decisionsmake decisions

Decision making PitfallsDecision making Pitfalls

Not deciding before the process Not deciding before the process begins what process will be begins what process will be used for decidingused for deciding

Not having enough data / information Not having enough data / information to make the decisionto make the decision

Not getting the Board to understand Not getting the Board to understand the value of sticking with the process the value of sticking with the process – people can disagree with the end – people can disagree with the end decision, but have a process that can decision, but have a process that can be defendedbe defended

ImplementationImplementation

Kindergarten Round up – select dates Kindergarten Round up – select dates strategicallystrategically

Set dates for implementation prior to Set dates for implementation prior to process beginning & then follow themprocess beginning & then follow them

Notification letters out to students / Notification letters out to students / parents the day following the Board parents the day following the Board meeting – Not 1 mistake GOALmeeting – Not 1 mistake GOAL

Communicate the SOC process during Communicate the SOC process during the closing processthe closing process

ImplementationImplementation

Plan welcome / transition activities for Plan welcome / transition activities for staff / students / parents (open houses, staff / students / parents (open houses, assemblies, staff meetings, etc.)assemblies, staff meetings, etc.)

Superintendent to school selected to Superintendent to school selected to close the morning following the Board close the morning following the Board of Ed decision to meet with staffof Ed decision to meet with staff

Assistant Superintendent for Personnel Assistant Superintendent for Personnel to school within a week to communicate to school within a week to communicate the staffing processthe staffing process

ImplementationImplementation Moving ProcessMoving Process Staffing ProcessStaffing Process Facility Closure – alternative uses / Facility Closure – alternative uses /

close it up – senior center – Council on close it up – senior center – Council on AgingAging

Transportation logistics – new run Transportation logistics – new run developmentdevelopment

Smooth opening of 09-10 Smooth opening of 09-10 school yearschool year

Implementation PitfallsImplementation Pitfalls

Not keeping the focus on the Not keeping the focus on the project – lots of details – project – lots of details – thinking you’re done after thinking you’re done after the school closing decisionthe school closing decision

Care of confidential files – what goes Care of confidential files – what goes in trash and what is shredin trash and what is shred

Not having student database Not having student database absolutely accurateabsolutely accurate

Staff Transfer and LayoffStaff Transfer and Layoff

Staff Transfer and LayoffStaff Transfer and Layoff Preparation / Planning / Establishing Preparation / Planning / Establishing

a Timelinea Timeline Communication PlanCommunication Plan Who? Where? When? What to say?Who? Where? When? What to say?

Preparation, Planning, &Preparation, Planning, &Establishing a TimelineEstablishing a Timeline

Use backward planning - Have a draft of Use backward planning - Have a draft of your staffing timeline completed by mid-your staffing timeline completed by mid-January – know your contract deadlines January – know your contract deadlines for each of your employee groupsfor each of your employee groups

Review & revise with Superintendent Review & revise with Superintendent inputinput

Set appropriate meetings with other Set appropriate meetings with other departments (new HS grad departments (new HS grad requirements, shared time enrollment, requirements, shared time enrollment, new elem Spanish program)new elem Spanish program)

Preparation, Planning, &Preparation, Planning, &Establishing a TimelineEstablishing a Timeline

Include in your timeline the In-district Include in your timeline the In-district and County-wide School of Choice and County-wide School of Choice deadlines & approvalsdeadlines & approvals

Include the scheduling of Include the scheduling of kindergarten round upkindergarten round up

Select dates for displacement, Select dates for displacement, transfer, layoff notification transfer, layoff notification

Preparation, Planning, &Preparation, Planning, &Establishing a TimelineEstablishing a Timeline

Select dates with Board of Education Select dates with Board of Education dates in minddates in mind

Keep in mind when job fairs are Keep in mind when job fairs are scheduledscheduled

Do work on enrollment projections – be Do work on enrollment projections – be involved with new enrollment – involved with new enrollment – overflows & capsoverflows & caps

Meet with secondary principals multiple Meet with secondary principals multiple times regarding master schedule – they times regarding master schedule – they will protect & advocate for more will protect & advocate for more positions than are needed – be positions than are needed – be preparedprepared

Preparation, Planning, &Preparation, Planning, &Establishing a TimelineEstablishing a Timeline

Pressure from union to change Pressure from union to change schedule – accusations of manipulating schedule – accusations of manipulating the schedulethe schedule

Run class size reports, etc.Run class size reports, etc. Understand curricular progression (EX: Understand curricular progression (EX:

next year’s senior math requirement)next year’s senior math requirement) # of students in county tech program# of students in county tech program Determine where sharing of staff Determine where sharing of staff

between buildings reduces an FTE – between buildings reduces an FTE – principals in habit of “filling schedules”principals in habit of “filling schedules”

Preparation, Planning, &Preparation, Planning, &Establishing a TimelineEstablishing a Timeline

Prepare all letters, displacements Prepare all letters, displacements lists, required notices ASAP – include lists, required notices ASAP – include crucial return language – seniority crucial return language – seniority date adjustment, what step upon date adjustment, what step upon returning, recall language, days in returning, recall language, days in bankbank

Prepare recordkeeping documents, Prepare recordkeeping documents, record of layoff, recall order, etc.record of layoff, recall order, etc.

Communication PlanCommunication Plan

Superintendent presentation to all Superintendent presentation to all buildings, employee groups, PTO’s, & buildings, employee groups, PTO’s, & community groupscommunity groups

Meeting with union leadership – Meeting with union leadership – planningplanning

Union meeting presentation – prepare Union meeting presentation – prepare all staffall staff

Administrative Team meeting updatesAdministrative Team meeting updates Employees ImpactedEmployees Impacted

Presented by MEA Uniserv Director to Presented by MEA Uniserv Director to union membershipunion membership

The purpose of today’s meeting is to The purpose of today’s meeting is to review contract language in the review contract language in the areas that affect displacement, areas that affect displacement, bumping, and layoff.bumping, and layoff.

There will be opportunities to ask There will be opportunities to ask questions following the PowerPoint questions following the PowerPoint presentation.presentation.

Teacher Layoff & RecallTeacher Layoff & RecallInformation MeetingInformation Meeting

Displacement LanguageDisplacement Language

Article 9.C. (2Article 9.C. (2ndnd paragraph) paragraph) When an elimination of a position When an elimination of a position occurs (e.g., a particular building is occurs (e.g., a particular building is reducing from three 2nd grade teachers reducing from three 2nd grade teachers to two 2nd grade teachers), the teacher to two 2nd grade teachers), the teacher with the lowest district-wide seniority of with the lowest district-wide seniority of teachers in that grade level would be teachers in that grade level would be placed on the district-wide displacement placed on the district-wide displacement list to select an available position by list to select an available position by seniority.seniority.

Displacement LanguageDisplacement Language

Article 9.C. (3Article 9.C. (3rdrd paragraph) paragraph) The same procedure would be used at The same procedure would be used at the secondary level if a department the secondary level if a department would need to be reduced or would need to be reduced or eliminated. Persons in that eliminated. Persons in that department with the lowest district-department with the lowest district-wide seniority would be placed on the wide seniority would be placed on the district-wide displacement list.district-wide displacement list.

Involuntary Transfer Involuntary Transfer LanguageLanguage

Article 9.E.Article 9.E. Before there is an involuntary Before there is an involuntary transfer of a teacher, the principal transfer of a teacher, the principal and/or superintendent will discuss and/or superintendent will discuss the transfer with the teacher and the transfer with the teacher and review the reason(s) for said transfer. review the reason(s) for said transfer. The involuntary transfer of a teacher The involuntary transfer of a teacher shall not be arbitrary or capricious.shall not be arbitrary or capricious.

Article XX.B.Article XX.B.

B. Prior to finalizing the reduction of staff, the B. Prior to finalizing the reduction of staff, the Superintendent will meet with the Association Superintendent will meet with the Association to discuss procedures for implementation for to discuss procedures for implementation for the proposed reduction. The following the proposed reduction. The following information will be provided by the information will be provided by the Superintendent:Superintendent:

1.1. A seniority list showing district wide A seniority list showing district wide seniority within the bargaining unit.seniority within the bargaining unit.

2.2. Information on attrition during past year Information on attrition during past year and projected attrition for next school year.and projected attrition for next school year.

Article XX.C.1.Article XX.C.1.In reducing the staff, the Superintendent shall meet with the In reducing the staff, the Superintendent shall meet with the

Association to identify affected teachers in accordance with Association to identify affected teachers in accordance with the following procedures:the following procedures:The classifications are as follows:The classifications are as follows:a.a. Elementary Grades K-5Elementary Grades K-5b.b. Secondary Grades 6-8 self-containedSecondary Grades 6-8 self-containedc.c. Secondary Grades 6-8 by departmentSecondary Grades 6-8 by departmentd.d. Secondary Grades 9-12 by departmentSecondary Grades 9-12 by departmente.e. Special areas as defined below:Special areas as defined below:

1. Art1. Art Grades 1‑5Grades 1‑52. Music2. Music Grades 1‑5 Grades 1‑5 3. Physical Education3. Physical Education Grades 1‑5 Grades 1‑5 4. Counseling4. Counseling Grades 1‑12Grades 1‑125. Library5. Library Grades 1‑12Grades 1‑126. Special Education6. Special Education Grades 1‑12Grades 1‑12

Article XX.C.2.A.Article XX.C.2.A.Any reduction in staff made in the Any reduction in staff made in the

above classifications will be above classifications will be accomplished as follows:accomplished as follows:a.a. The teacher with the least The teacher with the least amount of district seniority in a amount of district seniority in a classification in the elementary or classification in the elementary or special areas or in a department special areas or in a department within the classification in (c) and (d) within the classification in (c) and (d) where layoff is to occur will be where layoff is to occur will be identified for layoff.identified for layoff.

Article XX.C.2.B.Article XX.C.2.B.

The identified teacher, provided the teacher has more The identified teacher, provided the teacher has more seniority, may exercise his/her right to bump the lowest seniority, may exercise his/her right to bump the lowest seniority teacher in another classification as follows:seniority teacher in another classification as follows:1.1. Classification: (a – Gr. K-5 & b Sec 6-8 SCC) if Classification: (a – Gr. K-5 & b Sec 6-8 SCC) if he/she is certified.he/she is certified.2.2. Classification: (c Sec 6-8 By Dept) if he/she is Classification: (c Sec 6-8 By Dept) if he/she is certified and has a major or minor in the subject certified and has a major or minor in the subject matter.matter.3.3. Classification: (d Sec 9-12 By Dept) if he/she is Classification: (d Sec 9-12 By Dept) if he/she is certified and has a major or minor in the subject certified and has a major or minor in the subject matter.matter.4.4. Classification: (e Special Areas) if he/she is Classification: (e Special Areas) if he/she is certified certified and has a specific endorsement in the and has a specific endorsement in the special area.special area.

Article XX.H.Article XX.H.

Exceptions to the above procedure Exceptions to the above procedure may be made by mutual agreement may be made by mutual agreement of the Board and the Association to of the Board and the Association to retain a teacher with more seniority retain a teacher with more seniority who does not meet the criteria set who does not meet the criteria set forth herein.forth herein.

Article XX.I.3.Article XX.I.3.

It is agreed that April 22 of each school It is agreed that April 22 of each school year is the cutoff date for teachers year is the cutoff date for teachers getting their certifications up‑to‑date getting their certifications up‑to‑date and the School District need not and the School District need not consider changes in certification or consider changes in certification or information on changes in certification information on changes in certification received by the School District after received by the School District after this date for the purposes of layoff for this date for the purposes of layoff for the following school year. the following school year.

Article XX.I.3. (Cont’d.)Article XX.I.3. (Cont’d.)

However, where teachers are laid off after However, where teachers are laid off after April 22 and before July l and the teacher April 22 and before July l and the teacher notifies the School District in writing, within notifies the School District in writing, within fourteen (l4) days of the layoff of specific fourteen (l4) days of the layoff of specific additional certification they intend to obtain additional certification they intend to obtain prior to the opening of school and who prior to the opening of school and who provide the School District with official written provide the School District with official written documentation of the attainment of the documentation of the attainment of the specific additional certification prior to the specific additional certification prior to the opening of school for the following year shall opening of school for the following year shall have said certification changes considered for have said certification changes considered for the purpose of layoff and recall for said year. the purpose of layoff and recall for said year.

Application of Application of Contract Language - Contract Language -

ProceduresProcedures Meet to review current and following Meet to review current and following

year’s master schedules.year’s master schedules. Identify areas/grade levels reduced.Identify areas/grade levels reduced. Identify vacancies.Identify vacancies. Create displacement list.Create displacement list. Displacement list is distributed and Displacement list is distributed and

teachers submit job preferencesteachers submit job preferences Teachers are placed into positions Teachers are placed into positions

based on seniority / certification / HQbased on seniority / certification / HQ

Application of Application of Contract LanguageContract Language

Follow up meetings between administration Follow up meetings between administration and union to apply bumping languageand union to apply bumping language

Identify least senior people who can be Identify least senior people who can be bumped, based on certification / HQ, for bumped, based on certification / HQ, for layoff – BEWARE OF TENURED W/LESS layoff – BEWARE OF TENURED W/LESS SENIORITYSENIORITY

Throughout this process, issues continually Throughout this process, issues continually being reviewed include the possibility of being reviewed include the possibility of involuntary transfers and assignment involuntary transfers and assignment changes which could retain a more senior changes which could retain a more senior teacher.teacher.

Tentative TimelineTentative Timeline

Multiple meetings between union and Multiple meetings between union and administration administration

Displacement list distributedDisplacement list distributed Preferences duePreferences due Multiple meetings to identify least Multiple meetings to identify least

senior teachers for layoff & bumpingsenior teachers for layoff & bumping Notifications to members madeNotifications to members made

Layoff Layoff MeetingMeeting

Who?Who?

Determine who will meet with impacted Determine who will meet with impacted staff for the DISPLACEMENT & staff for the DISPLACEMENT & TRANSFER process and for the LAYOFF TRANSFER process and for the LAYOFF notification– immediate supervisor notification– immediate supervisor (write a script), HR administrator, (write a script), HR administrator, superintendentsuperintendent

What is the history of who has notified What is the history of who has notified staff? How has it gone – any staff? How has it gone – any improvements to be made?improvements to be made?

What?What? What information needs to be included in What information needs to be included in

your message?your message? Informational details get lost if given Informational details get lost if given

verbally – include written notice and follow verbally – include written notice and follow provisions of your contract. They don’t provisions of your contract. They don’t hear half of what you sayhear half of what you say

If tenured, we include a copy of the tenure If tenured, we include a copy of the tenure act and list of staff impacted and act and list of staff impacted and remaining staffremaining staff

Include any additional supplementary Include any additional supplementary documents, i.e. unemployment documents, i.e. unemployment information, FAQ on benefitsinformation, FAQ on benefits

Where?Where?

Do you meet with staff impacted at Do you meet with staff impacted at their building? At Central Office? In their building? At Central Office? In their classroom? In the principal’s their classroom? In the principal’s office? Individually? In a group?office? Individually? In a group?

Select somewhere that allows Select somewhere that allows privacy as impacted staff will have a privacy as impacted staff will have a variety of reactions to the news – 1variety of reactions to the news – 1stst time laid off versus multiple timestime laid off versus multiple times

When?When?

Is there a specific day of the week Is there a specific day of the week that is better than another?that is better than another?

What time of day?What time of day? When in relationship to board When in relationship to board

meetings, holidays, breaks, etc.?meetings, holidays, breaks, etc.? Always within the timelines of the Always within the timelines of the

law and the CBAlaw and the CBA

How?How?

With respect, honesty, humbleness, With respect, honesty, humbleness, regretregret

Years of cuts & layoffs can cause Years of cuts & layoffs can cause some people to become complacent some people to become complacent with the processwith the process

Support and Follow upSupport and Follow up

Support and Follow up – Be Support and Follow up – Be AccessibleAccessible Application/ Resume / Cover Letter / Application/ Resume / Cover Letter /

Interviewing Skills / Reference LettersInterviewing Skills / Reference Letters

Benefit, Payroll, Unemployment Benefit, Payroll, Unemployment InformationInformation

System for follow up contactSystem for follow up contact

APPLICATIONAPPLICATION

Fill out completely – many on-lineFill out completely – many on-line If not on-line, type or write very neatlyIf not on-line, type or write very neatly Accurate, truthful information is Accurate, truthful information is

essentialessential Sign it – read statement that you’re Sign it – read statement that you’re

signingsigning Deliver in person, when possible and Deliver in person, when possible and

appropriateappropriate

RESUME’RESUME’

Quality Paper – same as cover letterQuality Paper – same as cover letter Appropriate use of “white space”Appropriate use of “white space” Consistency in headings, subheadings, Consistency in headings, subheadings,

etc.etc. Appropriate order and focus (i.e. Appropriate order and focus (i.e.

coaching)coaching) OrganizedOrganized Meaningful bulletsMeaningful bullets

RESUME’RESUME’

No typosNo typos Proper grammarProper grammar Think about all experiences and frame Think about all experiences and frame

properlyproperly Don’t list tasks; list skills, measurable Don’t list tasks; list skills, measurable

outcomes & accomplishmentsoutcomes & accomplishments What are evidences of your best work?What are evidences of your best work?

Resume’ - The LookResume’ - The Look

Organized, consistent (headings, color, Organized, consistent (headings, color, fonts, size, indents, bullets, etc.)fonts, size, indents, bullets, etc.)

What is emphasized? (size, order)What is emphasized? (size, order) Balance (white space, borders, etc.)Balance (white space, borders, etc.) Quality PaperQuality Paper Typed application if possible (most on-line)Typed application if possible (most on-line) Grammar / Typos - NONEGrammar / Typos - NONE

Resume’ - The ContentResume’ - The Content

Order – Most important and most Order – Most important and most recent things first recent things first

Verb Tense ConsistencyVerb Tense Consistency Framing experiences from the proper Framing experiences from the proper

lense (teacher, administrator, etc.)lense (teacher, administrator, etc.) Leave screening team wanting to Leave screening team wanting to

know more about youknow more about you

COVER LETTERCOVER LETTER

11stst Paragraph – Apply & introduce Paragraph – Apply & introduce yourself (factual)yourself (factual)

22ndnd Paragraph – Topic sentence Paragraph – Topic sentence (philosophical) with supporting details(philosophical) with supporting details

33rdrd Paragraph – Summarizing and Paragraph – Summarizing and contact informationcontact information

Accompanying DocumentsAccompanying Documents

TranscriptsTranscripts CertificatesCertificates Letters of ReferenceLetters of Reference Highlights – Newspaper ArticlesHighlights – Newspaper Articles Test ScoresTest Scores

INTERVIEWINGINTERVIEWING

First impressions are importantFirst impressions are important The handshakeThe handshake Eye contactEye contact Demeanor – appropriate energyDemeanor – appropriate energy Names of interview teamNames of interview team Bring necessary materials (portfolio, Bring necessary materials (portfolio,

extra resumes, etc.) & be quick to access extra resumes, etc.) & be quick to access themthem

Follow up thank youFollow up thank you

PROFESSIONAL DRESSPROFESSIONAL DRESS

Buy a new outfit, shoes (polished), Buy a new outfit, shoes (polished), etc.etc.

Professional (NOT memorable for the Professional (NOT memorable for the wrong reasons)wrong reasons)

Neat grooming (hair, nails, fragrance)Neat grooming (hair, nails, fragrance)

INTERVIEWING SKILLSINTERVIEWING SKILLS

Relax! Relax! Be Yourself Be Yourself Practice ahead of timePractice ahead of time Do your research on the district & Do your research on the district &

positionposition Prepare meaningful questions, if the Prepare meaningful questions, if the

opportunity arisesopportunity arises PosturePosture Nervous habitsNervous habits

INTERVIEWING SKILLSINTERVIEWING SKILLS

Answer the question that is asked, Answer the question that is asked, providing appropriate examples providing appropriate examples (verbally or in portfolio)(verbally or in portfolio)

Give an organized answer (Topic Give an organized answer (Topic sentence, details, summary)sentence, details, summary)

Richness/Depth of answers is crucialRichness/Depth of answers is crucial Prepare a closing statementPrepare a closing statement

JOB FAIRSJOB FAIRS

Take plenty of resumes – hard Take plenty of resumes – hard copy/digitalcopy/digital

Short time to make an impressionShort time to make an impression Research ahead of time, if possibleResearch ahead of time, if possible Leave resume even if line is longLeave resume even if line is long Take information provided and do Take information provided and do

follow-up calls/e-mailsfollow-up calls/e-mails

Benefits, Payroll, Benefits, Payroll, UnemploymentUnemployment

FAQ on Benefits, Payroll, Unemployment FAQ on Benefits, Payroll, Unemployment ((www.michigan.gov/uiawww.michigan.gov/uia), FSA’s), FSA’s

When is their final paycheck?When is their final paycheck? When do their benefits end? Cobra When do their benefits end? Cobra

subsidy?subsidy? How do they apply for unemployment? How do they apply for unemployment?

(Joint meeting with union leadership)(Joint meeting with union leadership) Help as much as you can, but always Help as much as you can, but always

state a disclaimer that the employee state a disclaimer that the employee ultimately has the responsibility to get ultimately has the responsibility to get accurate information from the agency, accurate information from the agency, etc.etc.

Work in coordination with Business Work in coordination with Business Office on FTE reduced, names, Office on FTE reduced, names, budget amendmentsbudget amendments

Make job offers in writing for recallsMake job offers in writing for recalls Communicate with your Communicate with your

unemployment TPAunemployment TPA Determine appropriate accruals Determine appropriate accruals

owed – vacation, etc.owed – vacation, etc.

Benefits, Payroll, Benefits, Payroll, UnemploymentUnemployment

Within a week of layoff identification, Within a week of layoff identification, make contact with all impacted make contact with all impacted employees.employees.

Keep laid off employees informed Keep laid off employees informed throughout the summer & school throughout the summer & school year every time someone is recalled.year every time someone is recalled.

Have a systematic way of Have a systematic way of documenting -layoff list, recalls, documenting -layoff list, recalls, denials, seniority adjustmentsdenials, seniority adjustments

Consider making personal contact Consider making personal contact during the following school year.during the following school year.

System for Follow UpSystem for Follow Up

Closing CommentsClosing Comments

The planning, structure and process you The planning, structure and process you create will carry the day.create will carry the day.

Prior planning, thinking, strategizing Prior planning, thinking, strategizing combined with an implementation done combined with an implementation done with care and concern for all will be the with care and concern for all will be the key contributing factors to the most key contributing factors to the most successful process possible.successful process possible.

Ketha K. Knuth, Assistant Superintendent, Personnel & Ketha K. Knuth, Assistant Superintendent, Personnel & OperationsOperations

kknuth@ecsd.uskknuth@ecsd.us East China School DistrictEast China School District