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National Employee Absence & Substitute Data

About the Report

This report analyzes data from over 5,000 K-12 organizations using Frontline’s absence and substitute management tool. The available data is so comprehensive that the Center for Research and Reform in Education at Johns Hopkins University has declared it to be representative of national trends.

The report addresses the following objectives:

  • Increase awareness regarding the number of absences that are professionally related
  • Provide data regarding actual trends in professionally related absences
  • Analyze the degree of common understanding between Human Resources and Curriculum and Instruction personnel regarding the incidence and impact of professionally related absences
  • Suggest strategies for reducing these professionally related absences

Interactive Charts: Where applicable, you can filter data by selecting/un-selecting the axis categories. Hover over charts for more details.

 

 
Absence & Fill Rates

Average number of absences1 per employee

 
0.78 (June avg. number of absences per employee)

  Insight: Employees were absent less often in June, as the month marks the end of the school year and has fewer scheduled work days.

1 "Absence” refers to an absence event, where any individual absence counts as one absence, regardless of duration.

Requiring a sub: Includes only absences for individuals in positions where a substitute is required, whether teachers or other employee types, such as bus drivers. Each continuous absence period counts once, regardless of duration. For instance, a two-hour absence counts the same a full-day absence or a three-day absence.

Not requiring a sub: Includes only absences for individuals in positions where a substitute is not required. Each continuous absence period counts once, regardless of duration. For instance, a two-hour absence counts the same a full-day absence or a three-day absence.


Percentage of absences by reason


Categories marked with an * above are prof. related absences. *The "Other" category for absences may include bereavement, jury duty, military leave, unexcused absences and workers compensation, as well as absences not associated with any reason.

  Insight: Because of the high percentage of non-working substitutes fewer days worked by active substitutes, K-12 organizations saw both absence rates and fill rates drop in June.

Professionally related absences: Absences related to an employee’s regular responsibilities that are directed or approved by the organization (district) or school. Unlike personal absences (illness, bereavement, etc.), the individual’s reasons and dates for being absent are directly controlled or approved by organization- or schoollevel leaders.

- What they include: professional development, field trips, association/ bargaining unit work, school business

- What they do not include: illness, vacation, personal time off, bereavement, jury duty, military leave, unexcused absences, workers’ compensation.


Average fill rate*

  Insight: Although employees took relatively few days off, the year’s lowest fill rates occurred in June. This may be due to both employees and substitutes taking vacations.

*Fill rate indicates the percentage of absences requiring a substitute that were in fact filled by a substitute. The percentage is calculated by dividing the number of filled absences by the number of absences that required a substitute.


Fill rate by absence lead time*

  Insight: Low fill rates might be avoidable by increasing the lead time for professionally related absences, which are typically planned weeks in advance.

*Absence lead time refers to the number of days between when an absence occurs and when it is entered into Frontline Absence & Time. An absence with zero days of lead time is entered on the same day it occurs.


Fill rate by day of week

Show data for:

  Insight: Over a quarter of all June absences fell on a Friday, and were least likely to be filled by a substitute. This may be due primarily to the day’s proximity to a weekend, as Thursday saw high absence rates as well, without suffering the same drop in fill rates.

 
Substitutes

Percentage of non-working substitutes

Show data for:

  Insight: Low absence rates (and thus, fewer jobs to fill) were not enough to counterbalance the high number of non-working substitutes in June, resulting in lower fill rates.


Average number of days worked 3 per substitute

  Insight: Substitutes worked fewer days in June than any other throughout the 2017-18 school year, resulting in low fill rates despite the short month and low absence rates.

3 “Days worked” represents absences substitutes filled at one district, even if they work at multiple districts.


Average employee to sub ratio

Show data for:

Average Employee/Sub Ratio
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)
Average teacher/sub ratio by fill rate (counting all subs)

Average teacher/sub ratio by fill rate (counting all subs)

Average teacher/sub ratio by fill rate (counting all subs)

  Insight: When viewing substitute ratios by fill rate, the correlation between lower employee to substitute ratios and higher fill rates becomes quite apparent.


Average illness related absences

Source for % flu related outpatient visits: “Weekly U.S. Influenza Report”, Centers for Disease Control and Prevention (CDC)

*Significant dips in the avg # of illnesses corresponds to school vacation times (Thanksgiving and December holiday breaks).

  Insight: The data indicates that illness-related absences are loosely aligned to influenza rates, with the highest absence rates occurring during peak flu season.
 
  Note: Influenza activity, determined by the percent of visits to outpatient healthcare facilities for influenza-like illness, is reported on a weekly basis by the CDC. The national baseline for this metric is 2.2%.

Data Validation

Data includes public school districts, educational service agencies and charter and private schools.

  Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June
Organizations                      
Total # of Orgs 5,284 5,289 5,226 5,232 5,239 5,247 5,220 5,256 5,257 5,258 5,261
 


In this report, district size definitions are as follows:

  • Small: 1 to 100 employees
  • Medium: 101 to 1000 employees
  • Large: 1,001 to 2,500 employees
  • Extra large: 2,501 employees or more