How do substitute teachers get classroom assignments?

It used to be that when a teacher was absent and the school needed a substitute teacher, the school secretary would get out a paper — or a spreadsheet — and start calling people. 

They did the best they could with what they had, but it wasn’t very efficient and often left schools without a qualified substitute teacher to work in a classroom. 

Tech for teachers.

Today, thanks to technology, the entire process of managing coverage for teacher absences is much easier — for both schools and substitute teachers. Most school districts use an online platform where, once you’re hired, you can sign up to substitute teach. At Kelly Education, our district partners typically use Frontline, Red Rover and SmartFind Express as their absence management tool.

These programs even have an app that lets you do everything right from your phone. No fuss, no muss for the substitute teachers. 

1. Login and with just a few clicks of the mouse, available assignments show up.
2. Accept the assignments they want.
3. Mark availability, block out dates you’re unavailable, and cancel assignments if something comes up.

These absence management tools provide a lot of flexibility when it comes to scheduling. You’ll most likely mark your availability well in advance, but you can also do so the night before if something changes and you cannot work the next day, or even first thing in the morning if you’re ready to pick up and go at a moment’s notice. This flexibility is great since not all teacher absences are planned. 

Sometimes a last-minute replacement is needed due to an emergency or sickness. You can even get alerts sent to you that a position has opened. And if you become a “favorite substitute” in a particular school or district, they can email you directly to let you know that a teacher is absent and an assignment is available. 

Substitute teachers love the technology.

It’s all well and good to talk about, but note what actual substitute teachers have said about their experience with these scheduling programs used by Kelly Education:

Claire, a newlywed grad student: 

“I look for shifts to pop up on the Kelly Education scheduling app and I’m excited when I see one that’s at a school I like. It just feels like a reward.” 

Nealie, retired business owner and avid golfer: 

“I travel a lot and I love to golf. With substitute teaching, I choose my schedule. There really is flexibility. I can go into the scheduling system at any time and look at the available opportunities for that day. I just click on accept and show up. Most schools start at 8 a.m. and end at 3 p.m. so I can still head to the golf course!” 

Jeff, retired Spanish teacher:

 “Notifications come up on my phone and ask if I would like to teach second grade on Thursday. And I say to myself, ‘That sounds sort of fun.’ Or if it asks if I want to teach middle school geometry, I can decline. I always have a choice of what jobs to take and what days to work. If I have a doctor’s appointment, I can just indicate that I’m not available to work that day.” 

Become a favorite, get requested.

We’ve discussed the technical side of how substitute teachers get their assignments. But the fact is, you play an important role in getting assignments as well. You may remember we mentioned being a “favorite substitute” who gets repeated requests to teach at certain schools. How can you reach this special status? By being responsible, conscientious, professional, and personable. You should always leave teachers and faculty with a great impression when you finish an assignment. 

Here are a few suggestions: 

• Be professional. Be on time, dress appropriately, speak kindly and respectfully to both students and faculty members, and make sure to tidy up the classroom before you leave. Always leave it in the same condition you found it — or better. 

• Build relationships. Being at school all day gives you many opportunities to interact with other teachers and faculty. Be friendly and conversational. Get to know them. Be willing to help others out, even if it goes beyond your specific duties. They won’t forget you, and school personnel will be glad to see you when you return for another assignment. 

• Stick to the lesson plan. The teacher will likely provide you with one, and it’s important to adhere to what was planned. You don’t need to reinvent the wheel or get super creative. Each lesson is a building block designed to help students learn progressively and succeed. Respect the teacher by sticking to what they’ve given you. 

• Leave a brief report. Upon returning, the teacher you replaced will appreciate a brief report stating how the class went, what was covered, and any issues that arose. This shows concern for both the teacher and students, and it could lead to a personal request to have you back when that teacher is absent the next time. 

• Be appreciative. It’s always appropriate to say thank you to those who help you. In your report to the teacher, be sure to express your appreciation for the opportunity to teach the class. And don’t forget to thank others in the school who helped you as well, either verbally or in writing. 

By following these simple suggestions, you could become an in-demand substitute teacher, and you’ll have no problem getting assignments. And when you have a lot of options, you can choose the assignments you like best! 

Become a substitute teacher.

If you love working with kids and need flexible hours and part-time employment, substitute teaching could be your dream job! Check out our complete guide to becoming a substitute teacher. 

“I’m ready to sign up!” you say. “But where are the substitute teacher jobs near me? How do I apply to be a substitute teacher?” Great questions! Fill out our interest form, and one of our recruiters will reach out to you to answer your questions and share more about opportunities to teach with one of our school district partners.