5 Strategies for Running an Effective Substitute Teacher Program

AASPA Blog,

It’s the problem that keeps every school administrator awake at night. The nationwide teacher shortage has left our public schools scrambling to find qualified teachers and substitute teachers to cover classrooms.


This is where Kelly Education’s more than 25 years of staffing expertise in PreK-12 education can help. From recruiting to onboarding and scheduling to professional development, we’ve identified five strategies that work in concert with each other when running an effective substitute teacher program.

Strategy #1: Attracting high-quality substitute teaching talent
Many districts only use their website to promote open jobs. While that’s absolutely necessary, it will only attract active candidates. We’ve found that many of our most successful substitute teachers didn’t consider a role in their local schools until something sparked their interest elsewhere. Many passive candidates don’t realize that in most states the role doesn’t require a teaching certificate.

In our experience, visibility wins.

When it comes to recruiting, a blend of customized digital and local grassroots tactics is crucial. You’ll want to experiment, find your rhythm, and adjust. No two districts are exactly alike.

Strategy #2: Screening and hiring procedures that support student safety
Many districts start the school year with a “back-to-school” hiring blitz to secure a substitute teacher roster, but this approach often leads to a dwindling pool within months. Substitutes may move to other roles, find better opportunities, or transition to full-time positions. To counter this, districts should embrace an “always on” hiring strategy to maintain a steady flow of qualified candidates.

This process begins with pre-hire interviews to identify candidates with the right skills and behaviors. Using standardized questions and scorecards helps streamline selection and focus on top prospects. Pre-hire training offers candidates a realistic job preview, covering key topics like classroom management and conflict resolution. While some may opt out after this stage, it ensures those who proceed are well-prepared.

Successful candidates advance to background screening, where compliance with state and district requirements is essential. Clear communication during this phase minimizes frustration, especially during busy hiring seasons. Regular re-screening of inactive employees helps keep certifications and background checks current.

An “always on” approach ensures districts consistently build a strong, well-prepared substitute teacher pool to support classrooms year-round.

Strategy #3: Effective orientation and onboarding to ensure substitute teachers are ready on Day 1
Once you’ve hired quality substitute teachers, the next step is making them feel like a valued part of your team.

Start with a structured orientation that equips substitutes with the tools and knowledge they need before entering the classroom. Frequent sessions—whether in-person, online, or hybrid—prevent delays that could lead candidates to explore other opportunities. Key elements include a school tour, substitute handbook, emergency protocols, scheduling and payment tool training, and assigning a faculty buddy for ongoing support.

Onboarding goes beyond orientation, lasting 3-6 months to help substitutes fully integrate. Regular check-ins, feedback loops, and professional development opportunities keep substitutes engaged and confident in their roles. Including them in team-building activities fosters a sense of belonging. A thoughtful approach to both orientation and onboarding sets substitutes up for success, benefiting students, staff, and the broader school
community.

Strategy #4: Manage and fill those long-term and last-minute absences
Managing substitute teacher scheduling and reporting is a challenging task, especially during early-morning absences. Districts can ease this burden by adopting a data-driven approach to track absence trends and optimize coverage. Clear policies for absence approval and time-off requests help set expectations, ensuring coverage while minimizing strain on the substitute pool. Emergency absences should remain exceptions, and scenarios like taking time off before a break should be addressed to prevent overloading substitutes. Tracking the substitute usage rate—active substitutes versus dormant ones— offers valuable insights into the health of the substitute pool, helping determine if additional substitutes or permanent building substitutes are needed.

Leveraging reporting tools to analyze absence trends by school and year-over-year comparisons can uncover patterns, such as aging teacher populations or shifts in local labor markets. Assigning responsibility for managing absences and offering incentives for high-demand days can boost efficiency. Partnering with experts like Kelly Education can help districts fill gaps and make strategic, data-informed decisions.

Strategy #5: Retaining your top talent
Retaining a happy, engaged workforce requires a thoughtful blend of strategies beyond competitive compensation. Substitute teachers, known for their reliability, compassion, and expertise, are highly sought after, making retention especially important. Offering tailored benefits like affordable healthcare options, daily or weekly pay schedules, and access to retirement plans can make a significant difference. Perks such as wellness memberships, community discounts, and professional learning opportunities show substitutes they are valued and invested in. By extending benefits and perks typically reserved for full-time staff to substitutes, districts create a more inclusive and rewarding work environment.

Recognition and rewards also play a vital role in retention. Creative appreciation tactics, like small gift cards, referral bonuses, and “Substitute of the Month” programs, can build morale without straining budgets. Regular feedback opportunities, such as surveys or listening sessions, help identify areas for improvement and foster open communication. Recognizing achievements, addressing concerns, and supporting career development
build loyalty and strengthen the substitute teacher pool.
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Looking to dive deeper into these strategies? Download Kelly Education's comprehensive guide to building an effective substitute teacher program here. Empower your district to create a substitute program that supports educators and students alike!