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5 Metrics K-12 HR Must Track for Recruitment and Retention 

For K-12 HR leaders, closing out the year is more than just wrapping up tasks—it’s a chance to reflect, recalibrate, and set a strategic course for the future. As teacher shortages persist and competition for top talent grows fiercer, leveraging key hiring and retention data is essential to staying ahead.   

The end of November is the perfect time to dive into your district’s hiring metrics. By identifying what worked (and what didn’t), you can fine-tune your approach, attract top-tier candidates, and create a school environment where educators thrive.  

Let’s explore five crucial metrics every K-12 HR administrator should review to drive better hiring outcomes in 2025.   

1. Time-to-Fill Positions 

What It Measures: The average number of days it takes to fill a vacancy from the moment a job is posted to when an offer is accepted.  

Why It Matters: Long hiring timelines can lead to classroom disruptions, increased workloads for existing staff, and missed opportunities to secure top talent. They can also signal inefficiencies in your hiring process or challenges in attracting candidates.  

How to Take Action:  

  • Break down time-to-fill by position type (e.g., classroom teachers, paraprofessionals, administrative roles) to identify where delays are most common.   
  • Start the hiring process earlier for high-need roles to get ahead of peak recruitment competition.   

PRO TIP: Look for patterns. Are certain job types consistently taking longer to fill? That might indicate systemic issues, like uncompetitive salaries or insufficient recruitment outreach.  

2. Applicant-to-Hire Ratio 

What It Measures: The number of applicants needed to make one hire.   

Why It Matters: A high ratio could indicate a mismatch between the candidate pool and your hiring needs, unclear job descriptions, or overly restrictive screening criteria. Conversely, a low ratio might suggest strong alignment between your district’s outreach and the candidates you’re attracting.    

How to Take Action:  

  • Audit your job descriptions to ensure they’re clear, concise, and appealing. Avoid jargon that might deter qualified candidates.   
  • Evaluate whether your recruitment channels are targeting the right audiences—consider partnerships with local colleges or job fairs for broader reach.   
  • Use pre-screening tools to efficiently identify top candidates while maintaining diversity and equity.   

PRO TIP: Compare applicant-to-hire ratios across job boards and recruitment sources to pinpoint which channels are delivering the best results.    

3. Retention Rates  

What It Measures: The percentage of employees who stay with your district for a set period, such as one year or five years.   

Why It Matters: Retention is just as critical as recruitment. High turnover not only drives up hiring costs but also disrupts student learning and team morale. Identifying retention trends can help you design programs to support and retain your best educators.      

How to Take Action:  

  • Analyze retention rates by department, role, or school to uncover specific areas of concern.   
  • Use exit interviews or surveys to understand why employees leave and identify patterns in responses.   
  • Invest in mentoring programs for new hires and professional development opportunities for all staff to boost engagement and satisfaction. 

PRO TIP: Consider introducing wellness initiatives, such as flexible professional learning schedules or financial wellness support, to improve staff satisfaction.     

Teacher Turnover Calculator: Find out how much teacher turnover costs your district. 

4. Cost-per-Hire 

What It Measures: The total cost of hiring, including advertising, interviewing, onboarding, and training.   

Why It Matters: Keeping cost-per-hire manageable ensures your district can stretch its HR budget further while maintaining quality hiring practices. High costs may indicate inefficiencies that can be addressed through smarter resource allocation.     

How to Take Action:  

  • Identify the most and least cost-effective recruitment channels by tracking costs and outcomes for each.   
  • Transition to digital onboarding systems to reduce paper use, streamline processes, and lower administrative costs.   
  • Monitor turnover rates alongside cost-per-hire to ensure you’re getting a return on your recruitment investments.   

PRO TIP: Invest in employer branding initiatives—strong branding can reduce recruitment costs by attracting highly aligned candidates who are eager to join your district.  

5. Diversity in Hiring   

What It Measures: The percentage of new hires who come from underrepresented groups.   

Why It Matters: Building a diverse workforce creates a richer school community, fosters cultural competence, and positively impacts student outcomes. Districts that prioritize diversity can better meet the needs of their students and community.   

“With [Grow Your Own], even the first year when we kicked this program off, our diversity hiring went through the roof in terms of results.”

— Jason Olson, Director of Human Resources, Verona Area School District 

How to Take Action:  

  • Assess your recruitment materials and interview processes for unconscious bias.   
  • Partner with organizations and universities that promote diversity in education careers.   
  • Offer targeted professional development opportunities that showcase your district’s commitment to inclusivity.   

PRO TIP:

  1. Implement a Grow Your Own program to cultivate future educators from within your community—supporting long-term retention and diversity.  
  2. With Human Capital Analytics, you can explore trends in the applicants your district attracts, and how they align with your DE&IB initiatives. 

Looking Ahead to 2025   

Reflection is the first step toward improvement. By focusing on these five metrics, K-12 HR leaders can gain actionable insights to optimize their recruitment and retention strategies for 2025. Whether you’re refining your time-to-fill processes or enhancing diversity initiatives, the data you review today can drive the success of your district tomorrow.   

Great schools start with great people. Use this end-of-year reflection to ensure your district is attracting, hiring, and keeping the educators who make a difference in students’ lives.   

Ready to boost recruitment and retention in 2025? Learn more about Frontline Recruiting & Hiring today.
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Erin Shelton

Erin is a writer and member of the award-winning content team at Frontline Education. With experience in education, she is passionate about creating content that helps to support and impact the growth of both students and teachers.

Projecting Credibility: How to Build Trust in Your Financial Forecasts 

No CFO wants to be wrong—especially when it comes to financial forecasting. One misstep can spark anxiety, damage credibility, and strain relationships with key partners. The pressure to deliver precise projections can feel overwhelming, but here’s the truth: financial forecasting isn’t about perfect accuracy. It’s about mastering three critical elements that build trust—trend, disclosure, and materiality.  Focusing on these principals can enhance transparency and confidence in your financial reports. Let’s explore how. 

Leaders at Dieringer School District use Frontline Analytics to make clear financial decisions and garner school board support. 

Trend: Spotting Patterns to Strengthen Credibility 

Want to boost the credibility of your financial forecasts? Start by looking at the bigger picture. Comparing your current forecast with previous ones can quickly reveal where things are heading. For instance, if your projections show a steady trend towards a revenue shortfall, that’s your cue to dig deeper and find out why.  

This kind of comparison helps you identify where assumptions may have gone off track and which areas need extra attention. When you spot consistent trends, it reinforces confidence in your forecast. But don’t ignore the red flags—those discrepancies are where the real insights live. Addressing them not only strengthens your current forecast but also provides valuable intel for smarter decision-making down the road. 

Transparency Through Disclosure: Building Trust in Your Forecasts 

Let’s face it—variances are inevitable. Every financial forecast will have some discrepancies when compared to the next one. Why? Because assumptions change, whether due to internal shifts, like staffing costs, or external factors, such as funding changes or economic conditions. But here’s the good news: being upfront about these changes builds trust. 

When you clearly explain why the numbers have shifted, you not only gain credibility but also help your team and community understand the bigger picture. Highlighting the biggest contributors to these variances—whether it’s enrollment dips or unexpected expenses—helps you stay ahead of the curve. By researching and explaining these changes, you make your forecast a tool that everyone can confidently rely on for critical budget and operational decisions.  

The visual below highlights the forecasted decline in days cash on hand, which mirrors the trend seen in the prior forecast. This signals a consistent pattern that requires attention for long-term planning.  

Materiality: Focusing on What Really Matters 

It’s easy to get caught up in dollar variances—after all, $2.7 million sounds like a big deal. But in the context of a large school budget, focusing on that number alone can cloud the bigger picture. What really matters is understanding the factors driving those changes. By clearly explaining these underlying influences, you help everyone—from your board to your community—gain the right perspective. 

As shown in the graph below, while there is a variance, the overall trend remains consistent. This emphasizes an important point: staying focused on the most material impacts, rather than just the dollar figures, is key to building credibility in your forecasts and making more strategic decisions. 

By focusing on trends, transparency, and materiality, you can turn financial forecasting from a stress point into a strategic asset. Credibility isn’t about being flawless—it’s about delivering clear, actionable insights that inspire confidence and guide decision-making. With these principles, your forecasts become a powerful tool to build trust, foster support, and drive long-term financial success for your district. 

Frontline Financial Planning Analytics Provides CFOs With The Analytics They Need to Build Trust in Their Financial Forecasts 

At Frontline, our Analytics team provides K-12 leaders with software tools that create custom visuals like the one displayed here—all with the ease of a point-and-click interface. These tools make it easier to communicate complex data, helping you focus on trend, disclosure and materiality—the key elements that boost financial forecast credibility.   

Discover Financial Planning Analytics today
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Ernie Strawser

Ernie Strawser is a Senior Analytics Advisor at Frontline Education, specializing in financial forecasting, data analytics, and strategic planning for school districts. With over three decades of experience, including roles as a school CFO and financial consultant, Ernie provides his district partners with valuable insights to drive effective decision-making and communication. He delivers tailored training, webinars, and software solutions to help educational leaders leverage data for improved outcomes.

Interested in partnering with Ernie? You can reach him here: estrawser@frontlineed.com

Ryan Ghizzoni

Ryan Ghizzoni is the National Senior Director of Business Analytics at Frontline Education, where he empowers school business officials make data-driven decisions that strengthen financial transparency and operational effectiveness. With over two decades of experience in K-12 financial management, Ryan has held several leadership roles, including Senior Analytics Advisor at Forecast5 Analytics and Treasurer/CFO at various school districts across Ohio, such as Austintown, Berea, and Fairview Park. 

Ryan continues to deliver insights and solutions that help districts in leveraging data to make informed, strategic decisions. Interested in partnering with Ryan? You can reach him here: rghizzoni@frontlineed.com 

Why Are Teachers Leaving? What K-12 Leaders Can Do to Keep Them 

Staffing America’s classrooms has always been a challenge, but we’re at a critical juncture. While K-12 districts have long struggled to fill critical roles like special education, the real crisis is the increasing number of teachers leaving the profession.  

The issue is especially concerning in urban and high-poverty districts, where turnover rates have climbed to 14%. Now is the time for bold, data-driven leadership to stabilize the teaching workforce and better support your educators.  

The Teacher Shortage: Challenges and Long-Term Solutions

The Real Cost of Teacher Turnover: More Than Just Dollars 

Replacing a teacher is expensive—around $25,000 per teacher in a large district accounting for hiring, training, and lost productivity. But the true cost is more than just financial. Teacher turnover disrupts learning, especially in urban and high-poverty schools, where students are already facing significant challenges. For district leaders, the message is clear: understanding why teachers are leaving and identifying those at risk of leaving is critical to keeping classrooms stable and ensuring consistent, high-quality education for all students.  

Teachers Are Sharing Their Challenges Online—Here’s What You Need to Know 

Teachers are increasingly turning to social media to vent frustrations and seek support, and the conversations happening there offer a glimpse into why so many are leaving. On Reddit and Instagram, communities of educators are candidly discussing their reasons for burnout and career transitions. One Reddit group, “Teachers in Transition,” has over 37,000 members, while Instagram’s @TeacherMisery account has over 540,000 followers, surpassing the follower counts of both Education Secretary Miguel Cardona and former Secretary Betsy Devos combined and multiplied by twelve.  

These stories are tough to read but important to understand.  

  • “I left because of the constant chaos in my classroom with no real support. I was left to handle everything on my own I was dealing with frequent physical fights between students, and the most they got was a 10 to 5 minute time-out. I was left to handle everything on my own—there were no consequences. The stress made me physically ill, and my anxiety became unbearable.”  
  • “I’m looking for a way out because the expectations are crushing. In a class of 30 students, 11 are English language learners, 5 have IEPs, and there’s no teacher assistant. I’m juggling individual needs with no real support. When you’re set up to fail, it’s impossible to feel like you’re making a difference and that loss of purpose is devastating.” 
  • “Attendance is worse than ever before. Kids are coming to school 40 out of 180 days with no repercussions. I had a student who missed 18 days of a semester-long class and didn’t show up for the final. But they still passed! What’s the point of having rules if they aren’t enforced? Chronic absenteeism adds to the workload, and it’s demoralizing when there are no consequences for the students—or support for the teachers.” 
  • “I have kids in my class who are five years behind academically. How am I supposed to catch them up—or help them access the curriculum?” 
  • “In the age of Tik Tok, Fortnite, and whatever else has grabbed their attention…it’s a lot tougher to get them excited about learning.” 
  • “I’d add the fentanyl epidemic and the expectation that we literally save these kids’ lives to the list. As soon as we were asked to keep Narcan handy, I was out.” 

These are more than personal anecdotes—they’re a warning. If district leaders want to get ahead of teacher attrition, understanding these frustrations is key. 

The Power of Supportive Leadership: Administrators as the Key to Teacher Retention 

While the challenges of teacher burnout and turnover are real, the positive impact of strong, supportive leadership cannot be overstated. Many teachers choose to stay in the profession—not because the job is easy, but because they feel valued, supported, and fulfilled in their roles. School leaders who foster a culture of trust and collaboration create environments where educators can thrive, even in the face of difficulties. 

One hundred and fifty people commented in response to the question on a Reddit thread: “What’s keeping you from quitting?” Many pointed to the critical role that administration plays in their decision to stay: 

  • “I have an absolutely incredible admin team, and I love my kids. When it’s hard, I know I feel way more fulfilled doing this than anything else.” 
  • “I love my job…My coworkers support me, enough of my students adore me. 90% of my experience with my administration has been positive over the last 10+ years.” 
  • “I make decent money, have good health benefits, and my admin team and colleagues are awesome. I plan to stay for the long haul.” 
  • “I do not want to quit. I have supportive admin, interesting content to teach, and nice students. We see the negative on this sub but not the positive.” 
  • “One of the reasons I’ve stuck with my current school for five years is that I teach my 8th graders three full novels, a Shakespeare play, and John Hersey’s Hiroshima, cover to cover, a year. They’re novels written for adults. We read them anyways. We have great discussions. I’ve put up with a LOT because I know my principal will never make me teach chopped up books…which I’ve been made to do in the past.” 

These stories offer a powerful reminder: teachers are more likely to stay when they feel like they are part of a supportive team. Administrators who actively listen to their teachers, provide meaningful feedback, and address challenges in the classroom create a culture of respect and collaboration that helps prevent burnout.  

By stepping up as leaders and ensuring that teachers have the support they need, whether through professional development, classroom resources, or simply knowing that someone has their back, district administrators can be the heroes that stabilize their schools and reduce turnover. 

Beyond Anecdotes: Using Data to Predict and Prevent Teacher Burnout  

While personal stories shared on social media provide valuable insights, they don’t capture the larger, systemic factors that lead to teacher burnout and attrition. Research shows that teacher stress is often linked to three key predictors: student absenteeism, disruptive behavior, and low academic performance.  

  • Student Absenteeism: When students are frequently absent, teachers must invest additional time and energy to help them catch up, leading to emotional exhaustion. Chronic absenteeism disrupts the flow of instruction, creating stress that can quickly lead to burnout (Gottfried, 2019). 
  • One study found that emotional exhaustion is closely linked to feelings of frustration when teachers are constantly forced to modify lesson plans due to irregular student attendance (Skaalvik & Skaalvik, 2017). 
  • Disruptive Behavior: Teachers who are regularly dealing with disruptive behavior often report feeling drained, as they struggle to maintain classroom order while also meeting academic expectations (Aldrup et al., 2018). The constant need to manage disciplinary issues wears down teachers’ emotional resources, making them more vulnerable to burnout and more likely to consider leaving the profession.  

Educators who responded to a 2024 RAND survey indicated that managing student behavior tops the list of factors contributing to increased job-related stress. See the full results below. 

  • Low Academic Performance: Teachers working with students who are consistently underperforming—especially in schools with high rates of failing grades—often experience a sense of professional inadequacy. The pressure to boost student achievement, especially in high-stakes environments, can be overwhelming and lead to heightened stress and dissatisfaction (Steinhardt et al., 2011). Teachers may begin to question their effectiveness, which further erodes their motivation and increases the likelihood of burnout.  

By paying attention to these predictive factors, district leaders can identify which teachers are most at risk and act before burnout leads to attrition. A data-driven approach allows administrators to intervene early, providing targeted support and reducing the likelihood that teachers will leave the profession.  

How to Combat the Teacher Shortage with Student Data

Taking Action: Five Steps to Support Teachers Before They Reach a Breaking Point 

District leaders have the power to address the underlying causes of teacher stress and burnout by taking a proactive, data-driven approach. Research from RAND shows that teachers experience higher levels of stress and burnout compared to the general population (see figure below). 

This data highlights the urgent need for targeted actions that address the unique challenges teachers face. Here are five steps you can take to support your educators. 

  1. Foster a Supportive School Culture
    Create a strong, positive environment by actively listening to teachers, recognizing their contributions, and encouraging collaboration across teams. When teachers feel valued, they’re more likely to stay engaged and committed. 
  2. Provide Targeted Professional Development 
    Offer professional development that addresses the specific challenges teachers face in the classroom, such as behavior management strategies, mental health support, and instructional techniques for diverse learners. 
  3. Address Disruptive Behavior 
    Implement consistent behavior policies that support both teachers and students. Ensure that teachers have the resources and training to manage classroom behavior effectively, while also reinforcing a safe and respectful learning environment. 
  4. Focus on Student Absenteeism and Academic Support 
    Develop strategies to address chronic absenteeism and offer extra academic support for students who are falling behind. This reduces the burden on teachers to constantly catch up students and minimizes the stress causes by frequent disruptions in learning. 
  5. Use Data to Identify Teachers at Risk of Burnout 
    Leverage student data aggregated at the teacher level to monitor key indicators of teacher stress, such as student absenteeism, disruptive behavior, and low academic performance. By analyzing this data, district leaders can identify teachers at greater risk of burnout and intervene with the right support before it’s too late. 

Student Analytics Lab Helps You Identify At-Risk Teachers Before It’s Too Late 

What if you had a tool that could automate this process? Student Analytics Lab makes that possible, providing the insights you need to help retain your teachers and build a more stable, supported learning environment.  

Ready to start using your data to protect your district’s most valuable asset—your educators? 
Talk to a Frontliner