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.   

• Streamline workflows by using tools like applicant tracking systems (ATS) and automating interview scheduling.   

• 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.     

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.   

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.