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Effective Human
Resource
Management of
School Districts
This article focuses on effective human resource management of instructors in public school districts. The major topics explored within human
resource management are recruiting, employment and labour relations.
Effective recruiting can be achieved through ongoing communications and research to project needs and set up reasonable timelines so that
the best possible instructors can be hired. Teacher evaluations are a valuable
though underutilised tool to improve teaching and learning. With cooperative training and communication, the collective bargaining process
can be transformed from acrimonious to problem-solving.
Human resource directors should develop environments in which
central and school level administration work closely with instructors and
draw on the experience and leadership skills of instructors to get the most
out of the limitless human resource potential of the district.
In the fall of 2002, about 69.2 million persons were enrolled in
American schools and colleges. About 4.3 million were employed as elementary and secondary school teachers and as college faculty. Other professional, administrative, and support staff of educational institutions
numbered 4.8 million. So, about 78.3 million people were involved, directly
or indirectly, in providing or receiving formal education. In a nation with a
population of about 288 million, more than one out of every four persons
participated in formal education. The largest single group employed in education was elementary and secondary school teachers. This group of instructors has increased 27 per cent since 1990 to about 3.5 million in 2002
(Snyder & Hoffman, 2003).
The most valuable resource in the field of education is clearly the talents of people. Management of these people is one of the most important
functions in all of education. It is essential to use the most judicious means
to accomplish the goal of quality education within the existing budgetary
and other constraints.
42
Focus
Effective Human
Resource
Management of
School Districts
School district employees are generally split into two major groups:
1) instructors who are referred to as certificated or academic employees and
2) non-instructors or support staff who are referred to as classified employees. The classified employees are generally a significant portion of the
workforce in any school district, often representing a majority of the numbers of employees and over forty per cent of the payroll. However, since the
human resource issues for classified employees in school districts are similar to other organisations, this article will focus on the certificated employees. Certificated employees generally include instructional support staff
such as counsellors, librarians and some administrators along with instructors. This article will focus on the instructors. The term school districts includes districts that educate some portion of the students in grades
kindergarten through grade 14. Grades 13 and 14 are generally taught in
community college districts. This article will focus on kindergarten through
grade 12 districts (K-12). K-12 school districts can further be split into public and private schools. This article will focus on public schools. The major
human resource management topics discussed within this scope will be:
*
Environment
It is important to understand the environment in which school districts operate before discussing human resource management. The school district environment includes the following major stakeholders:
*
Boards of education
Administrators
Labour unions
Students/parents
The board members of the school district are elected by the voters
within the boundaries of the school district. The board sets the major poli-
43
Effective Human
Resource
Management of
School Districts
cies of the district. They hire and fire the districts top administrators. The
district administrators are responsible for carrying out the policies of the
board of education. The instructors and support staff of the district perform
the work of the district including educating students and providing support
services to students, parents and instructors.
They carry out the policies of the board at the direction of the district
administration. Labour unions negotiate with the district administration on
behalf of the teachers and classified staff. Students and parents are essentially customers of the district. They or their children receive education
from the district. Parents also provide support that is essential to good education by assisting students with homework and by volunteering their time
and resources to support school activities. As customers, students and especially parents have a voice in the education of their children. They can express their concerns to teachers, school administration, district
administration or the board members in private or at public board meetings.
They can also affect change in the district by voting and/or campaigning for
or against particular board members and/or policies.
Each stakeholder has their own and very unique perspective of the
school district. Their view of quality education, of where the district is currently and where it should be can vary widely. Each stakeholder has their
unique agendas and interests. The stakeholders are not always willing to
sacrifice their own interests for the interest of the district as a whole; they are
not willing to sacrifice short-term gains for long-term gains. So, the human
resource department of a school district, particularly the human resource director has the difficult job of trying to keep all of the stakeholders happy
while effectively managing the human resources of the district.
Effective human resource management is important in all fields. It is
especially important in service organisations. In school districts, where education is the ultimate goal and personnel costs (salary and benefits) account
for 70% to 80% of total budgets, it is one of the most important functions.
Recruitment
The first step to effective human resource management is recruitment. For
school districts this begins with a needs forecast. Forecasting your internal
demand for teachers begins with projecting student enrolments at all grade
levels. Human resource directors should work closely with the admissions
department and pay close attention to area housing developments, census
and demographic data and enrolment of feeder institutions to help prepare
enrolment projections. The admissions department will provide human resource departments with current enrolment projections based on current enrolment at each grade level, promotion rates, students leaving the district
and applications of new students. Longer-range enrolment projections can
be made based on area population changes based on significant factors like
new housing, new business developments and enrolment of feeder institu-
44
tions. Feeder institutions are public or private schools or day care centres
that currently serve students who will eventually transfer to your school district. Enrolment projections should be compared to current instructor rosters
at target student-teacher ratios to determine hiring needs.
Human resource departments should set up recruitment time-lines.
Recruitment should start early enough to attract the best possible pool of applicants. Human resource departments must keep abreast of the external demand for teachers such as the needs of other local school districts. This can
be done by attending functions with colleagues from other districts such as
human resource meetings and meetings at county department of education
offices. Human resource directors can also pick up current trends and hiring
needs through lunches and regular phone conversations with administrators
at other districts. Holding offices in community or trade groups or boards of
other districts or joint powers associations help directors keep in touch with
the trends of the area. Human resource departments also must keep close
track of the supply of qualified teachers. Close relationships with area college career centres are helpful.
Effective Human
Resource
Management of
School Districts
Environmental changes
Human resource departments must also be flexible to act when significant
changes in the environment occur. For example, preparing the best possible
enrolment projections based on the information available is essential. However, even the best possible projection can turn out to be inaccurate. The
Lennox School District in Los Angeles County experienced significant increases in kindergarten enrolment in the late 1990s. This small elementary
school district is located in a low-income area directly adjacent to the Los
Angeles International Airport. The district boundaries covered only about a
single square mile. There was no new housing or apartment construction to
explain the increase in enrolment. So, the district had to act quickly when
new enrolment applications were submitted to recruit teachers to meet the
demand of the new students. The administrators speculated that the increase
in enrolment was due to heavy immigration from Mexico and multiple families living in existing homes.
Another example of change in the environment occurred when California implemented a class size reduction programme in the mid 1990s.
The programme funded the reduction of class sizes to 20 pupils per class
from the typical 30 pupils for kindergarten through third grades. When this
programme was initiated districts instantly had a huge internal demand for
elementary school teachers. Since this was a state-wide programme, the external demand for teachers throughout the state also increased instantly. The
districts that acted quickly in their recruitment efforts were able to hire the
most qualified candidates.
In the 1960s school districts had to make major adjustments, including major capital expansion to accommodate the baby boomers entering the
45
Effective Human
Resource
Management of
School Districts
public schools. Baby boomers are the nickname of the generation of children of post-World War II parents who were born from 1945 to 1960. Today, school districts are dealing with a smaller, yet still significant bulge in
attendance due to the enrolment of the children of baby boomers. This generation of children is sometimes referred to as tidal wave II. Due mainly to
tidal wave II, enrolment in public elementary and secondary schools rose 21
per cent from 1985 to 2002 (Snyder & Hoffman. 2003). Adequate long-term
research and planning can ease the burden of these increases on school districts.
Class Size
Class size is a key concern of all of the stakeholders of any district. One of
the jobs of the human resource director is to determine the target class sizes
at each grade level and at each school in the district. The challenge is to try to
balance efficiency with effectiveness. Efficiency is sometimes referred to as
productivity. Efficiency is the ratio of outputs to inputs, or the amount of
output per unit of input. Effectiveness is determined by the relationship between an organisations output and its objectives. In summary, an organisation is efficient if it does things right, and it is effective if it does the right
things (Anthony & Govindarajan. 2001).
In a school district, larger class sizes are considered more efficient
because more students are educated (output) with less teacher salary expense (input) per pupil. While a manufacturing company may focus only on
maximum efficiency (output per input), a school must be ever conscious of
the quality of education. With the goal of giving students the best quality
education possible, districts would make student - pupil ratios as low as possible. A district accountant might tout the cost savings the district would enjoy with teacher-pupil ratios of 100 to 1. The vice superintendent of
instruction might lobby for the quality education the students would receive
with teacher-pupil ratios of 5 to 1. The board of directors makes ultimate decisions of the major policies of the district. The director of human resources
should work with all stakeholders, help build consensus and make sound
recommendations to the board regarding optimal class sizes to help the district deliver the highest quality education at a reasonable cost to the taxpayers of the district. Almost as important as reaching the optimal number of
students per teacher is communicating clearly, to all stakeholders, the reasons for the final decisions made by the district. As in many aspects of business and life in general, perception is key. If teacher-student ratios are
perceived to be inappropriate by one or more of the stakeholder groups, it
may be a problem to the district even if the perception is unjustified.
Budgetary Concerns
The majority (roughly 75%) of funding for California school districts
comes from state general apportionment and local property taxes. Along
with this funding districts also receive millions of dollars annually in the
46
form of state and federal grants. This money is essential to districts in carrying out many special programmes in support of education. Much of these
grant allocations are spent on personnel. The human resource directors must
be careful in using these funds for personnel costs. Some of these grants may
be ongoing sources of revenue, but there is no guarantee that these dollars
will continue in future years at the same rate or that they will continue at all.
So, the human resource director must make sure that the policies of the district communicate clearly that positions funded by grant money are only
available as long as the funding continues. In many districts, full-time positions become ongoing regardless of the funding source. In these cases, the
district must pay the costs of these positions out of general unrestricted
funds if the grant funding is reduced or eliminated. The human resource director must take these issues into consideration before approving the use of
grant funds for personnel.
Effective Human
Resource
Management of
School Districts
Advertising
The supply and demand for teachers will determine the extent of recruitment advertising necessary. The budgetary environment will also be a factor in the types and numbers of advertisements used. Internal flyers and job
announcements on bulletin boards are inexpensive and communicate job
openings to the internal workforce and their associates. However, if there
are many positions to be filled (high internal demand) and the surrounding
districts have a great need for new teachers (high external demand) and there
are relatively few qualified candidates (low supply), then the district will
need to use more extensive job announcement efforts. Advertising in local
and major city newspapers as well as trade publications is a cost effective
way to publicise open positions.
The state of the economy is a major factor in determining the extent of
recruitment advertising. In recent years, the recession has resulted in many
more applicants than there are jobs available. This has been as true in education as in other industries according to Workforce magazine. They also note
that the recent corporate scandals have resulted in a shift in the interest of job
applicants. While larger entities might have a tougher time attracting people, it could be easier for start-ups, governmental and non-profit organisations. The first week-end in August 2001, the Dallas Independent School
District had a career fair to recruit applicants for teaching jobs. The turnout
was so large that many people stood in line for hours to get in the door
(Workforce, 2002). In this environment the advertising costs and efforts
may be minimal. However, the district must watch environmental factors
closely and maintain the flexibility to shift into an aggressive recruitment
mode when necessary.
To compete in the modern environment, most districts use on-line recruiting. The growth of on-line recruiting is among the biggest changes in
the area of staffing. According to the Internet Business Network (1997), a
47
Effective Human
Resource
Management of
School Districts
consulting firm specialising in the on-line employment industry, in December 1996 1.0 million resumes were on-line and 1.2 million job vacancies
were advertised over the internet (Kraut & Korman, 1999). This great technological change represents not only a challenge, but also an opportunity to
school districts. It may be difficult to gain budget approval for a web master
to set up and maintain a school district web site. Some districts use the services of existing information technology staff as part-time web masters. The
cost of this new technology will pay off for the district in many ways including expanding the recruiting area from surrounding counties to the entire
state and potentially the whole country.
Credentials
48
Compensation
Effective Human
Resource
Management of
School Districts
Attracting and retaining quality teachers are growing concerns among education officials and the public. This is especially true for beginning teachers
as school districts compete with each other and other industries for additional teaching personnel to cope with growing enrolments and an aging
workforce. Increased salaries potentially provide a means of attracting and
retaining the increased numbers of quality young teachers who will be
needed in the years ahead. As a wave of younger teachers hired in the mid1970s has aged, a demographic shift in the age of teachers has occurred.
For example, in 1975, 53 per cent of all full-time teachers were younger than
age 35; in 1993, the percentage of younger teachers fell to about 23 per cent.
The annual median teacher salary in constant 1998 dollars increased
only $986 or 2.9% from 1971 to 1998 nationwide (National Centre for Education Statistics. 1999). This moderate increase to the median teacher salary
of $35,099 in 1998 has occurred while the demographic shift has been an increase in older teachers who typically earn more than younger teachers. In
1971 the median teacher with bachelors degrees earned 16.5% more than
the overall median teacher. In 1998 this gap shrunk to 6.6% probably due to
the fact that more teachers earn bachelors degrees now than thirty years
ago. Local, as well as nation wide trends must be consulted when human resource departments begin to develop salary schedules.
Teacher Evaluations
Engaging in both formal and informal assessment and evaluation of classroom teaching and learning are roles common to all school administrators.
The teacher assessment process, when used as an evaluation tool, is often
routine and superficial and most teachers receive outstanding scores.
Clearly, opportunities are being missed for assessment of the teaching and
learning processes to support collegiality and collaboration, to identify professional growth needs, and to acquire the contextually specific data necessary to improve student learning.
Teacher evaluation is almost universally a role required of school administrators. Most teacher evaluation policies and practices have done little
to improve teaching, learning and schools. Sound teacher assessment,
evaluation and professional growth processes provide school administrators and teachers rich opportunities to enhance the quality of teaching and
learning in schools. Based on these two premises, it is argued that imple-
49
Effective Human
Resource
Management of
School Districts
The second choice requires leadership, not just from the traditional,
centrist view of school leadership (the school principal), but also from
newer, non-centrist perspectives that envision leadership role taking on the
part of all professional educators as essential to developing schools as learning organisations.
The teacher evaluation has been typically viewed from a narrow procedural or technical perspective that fails to appreciate schools as complex
organisations and systems. New forms of teacher assessment, evaluation
and professional development, when integrated with new conceptions of
developing leadership density in schools, can result in increased opportunities for learning among organisational members. These opportunities are essential elements of school reform and improvement (Ibid. 2002).
Evaluation system. How can schools take advantage of the rich opportunities the evaluations have to offer? First they must use new state of the art
teacher evaluation systems. The Professional Assessment and Comprehensive Evaluation System (PACES) is currently being used with all 23,000
teachers and instructional support personnel in the Miami-Dade County
Public Schools. PACES is a learner-centred, classroom-based assessment
and professional development system intended to improve the cultural context of teaching and learning in schools through new role taking on the part
of school administrators and teachers. PACES was built around the core assumption that teachers are the heart of meaningful change and reform in
education. The evaluation system is important, but the case study of
Miami-Dade County Public Schools shows that leadership plays an essential role and in the extreme cases it makes all the difference (Ibid.2002).
Extreme examples. Two extreme examples of the case study were labelled
metaphorically as the knight in shining armour and the small jazz combo.
50
Effective Human
Resource
Management of
School Districts
51
Effective Human
Resource
Management of
School Districts
1960s presidential orders gave public school teachers ammunition to influence state legislators on the issues of organising, bargaining, and binding arbitration. By 1971, there were 27 state collective bargaining laws for
teachers, although very few of these provided the right to strike. However,
in 1969-1970, there were 180 teacher strikes, compared to three in the
1960-1961 school year. By 1991, collective bargaining in the public schools
was a reality in many districts across the U.S. (Sharp. 1992). Today collective bargaining is the reality at almost all school districts in California and
labour negotiations is one of the most important functions of the human resources director.
Benefits of Collective Bargaining
52
Case Studies
The potential of collective bargaining is demonstrated in recent case studies. In 1997, Lompoc Unified School District completed a 15-year journey
in the professionalisation of teachers as they implemented inclusive collaboration negotiations in their effort to reform education. Educational reform that focuses on professionalising teachers by expanding their roles can
result in long-lasting organisational change. In the Lompoc Unified School
District teachers were able to collaborate with management and make decisions about policy, teacher evaluations, and budgetary priorities. The implications for reform are vital because the traditional labour relations paradigm
of collective bargaining will be redefined as management and teachers work
hand-in-hand to transform schools (Cline & Necochea. 1997).
Effective Human
Resource
Management of
School Districts
2.
3.
4.
5.
2.
53
Effective Human
Resource
Management of
School Districts
3.
4.
Relationship improvement.
54
References
Abbott, Jan; Chisholm, Les; Rose, Warren. 1994. Shifting the paradigm:
Labor-management relations change. Public Administration Quarterly,
pp.18-19.
Anthony, Robert N. & Govindarajan, Vijay. 2001. Management control
systems. New York: McGraw-Hill Higher Education.
Effective Human
Resource
Management of
School Districts
55
1. Rhoda C. Joseph, Souha R. EzzedeenE-Government and E-HRM in the Public Sector 272-277.
[CrossRef]