5610 Substitute Employment

  • The board authorizes the employment of a certificated substitute in the absence of a certificated staff member. In addition, the district may use a substitute in place of a regularly contracted staff member when:

    1. Enrollment uncertainties exist at the beginning of a school year, or
    2. Resignations of regular staff do not allow sufficient time for the district to employ an immediate replacement.

    On either of the latter occasions the district will employ a contracted staff person within a reasonable time.

    The superintendent will be responsible for establishing procedures by which teachers request substitutes and by which substitute teachers are assigned, employed and compensated.

    Substitute teachers who have served for 20 full consecutive working days in the same assignment will, from the 21st day of service on, be paid according to the regular salary schedule of certificated staff.  However, those holding emergency teaching certificates will be paid at the daily substitute rate, regardless of the number of consecutive days working in the same assignment.

    The board authorizes the employment of a spouse of an officer as a substitute teacher when the superintendent deems that there is a shortage of substitute teachers in the district.

    Retired teachers or administrators may work up to eight hundred sixty-seven (867) hours of employment.

    If the superintendent reasonably anticipates that the list of qualified, willing substitutes will be exhausted, emergency substitute certification may be sought from the Office of the Superintendent of Public Instruction for persons not fully qualified for a teaching or substitute certificate.  Substitutes holding emergency certification may only be assigned work when the list of fully qualified substitutes is exhausted.

    The board authorizes the employment of a classified substitute in the absence of a classified staff member when a program will be adversely affected by the regular staff member's absence and when a substitute can perform the duties in a reasonable manner.  A classified substitute employee’s eligibility to purchase retirement service credit will be determined according to RCW 41.35 and retirement system rules. Substitute classified employee means a classified employee who is employed by the district exclusively as a substitute for an absent employee. The superintendent is authorized to establish procedures relating to the use of substitute classified staff.

    By October 1 of each year, the district will report to the Office of Superintendent of Public Instruction: 1) the number of substitute teachers hired per school year; 2) the number of substitute teachers hired under the expedited certification process for out-of-state teachers; 3) the full daily compensation rate per substitute teacher; and 4) the reason for hiring the substitute teacher.

    Cross References:    
    Board Policy 1610         Conflicts of Interest
    Board Policy 5001         Hiring of Retired School Employees
    Board Policy 5612         Temporary Administrators

    Legal References:  
    RCW 28A.300                   Superintendent of Public Instruction
    RCW 28A.330.240           Employment Contracts
    RCW 28A.400.300           Hiring and discharging employees – Written leave policies – Seniority and leave benefits of employees transferring between school districts and other educational employers
    RCW 28A.405.900           Certain certificated employees exempt from chapter provisions
    RCW 28A.410.010           Certification – Duty of professional educator standards board – Rules – Record check – Lapsed certificates – Superintendent of Public Instruction as administrator
    RCW 41.32.570                Postretirement employment – Suspension of pension payments
    RCW 41.35                         Washington school employees’ retirement system
    RCW 42.23.030(9)           Interest in contracts prohibited – Exceptions

    Management Resources:    
    Policy & Legal News      Aug. 2001; June 2008; Aug. 2011; July 2016

    ADOPTED: 09/24/98
    REVISED: 06/24/99; 10/28/99; 06/22/00; 12/14/00; 11/20/01; 07/26/07; 09/25/08; 11/22/11; 10/27/16

    Procedure No. 5610P Substitute Employment

    The following procedures will be in effect:

    1. Substitute teachers will be contacted by the Personnel Cooperative.
    2. Teachers who are ill and unable to be present for duty in the morning will call the substitute secretary at the Personnel Cooperative before 5:00 a.m.
    3. Teachers who feel ill and do not expect to be able to teach the next day may call anytime the preceding day.
    4. The principal will make an accurate and prompt report of all substitute services to the business office.
    5. Principals will be responsible for keeping the record of days taught by the substitute and shall notify the district office when the 21st continuous day of substituting in the same classroom assignment shall begin.
    6. The superintendent or designee will notify the substitute secretary in the event leave has been granted to a teacher, indicating the beginning and termination dates.

    In the performance of their duties, substitute teachers will be expected to:

    1. Have the same responsibilities and work day as regular teachers.
    2. Attend staff meetings unless excused by the principal.
    3. Follow the lesson plan prepared by the regular teacher or comply with the instructions from the principal. The principal will review the lesson plans of the absent teacher when advance planning is possible.  When not, the absent teacher shall have made provisions for the substitute in the daily plan book.
    4. On completing an assignment, prepare a definite statement of the work accomplished in each subject, specifying pages covered in various textbooks. New assignments should be noted in the teacher’s assignment book or upon a card inserted in the desk copy of the text.  All papers should be graded, records made and preparations for the next day completed.
    5. Maintain the “housekeeping” arrangements for the regular teacher.
    6. Administer no corporal punishment to a child. The principal should be contacted in the case of a serious behavior problem.
    7. Complete building reports, including:

      1.  Attendance reports
      2.  Students progress, report cards and warning slips after conferring with the principal.
      3.  Communications to parents with the approval of the principal.

    8. Report to the principal’s office before leaving the building in the evening to see if services are needed on the following day.

    Substitutes for classified staff will be contacted in the following manner:

    1. Food Services – The food service department will attempt to fill this temporary assignment by contacting one or more qualified individuals from the appropriate list.
    2. Transportation – The transportation department is authorized to fill this temporary assignment from a list of qualified drivers.
    3. Maintenance – Unless a state of urgency exists maintenance positions will not be filled by a substitute.
    4. Operations – The principal is authorized to employ a substitute custodian from the approved list.
    5. Secretary – The principal is authorized to employ a substitute secretary from the approved list when the position is vital to the operation of the unit, e.g., one-secretary school, attendance secretary, etc.
    6. Teacher and Library Aide – The principal is authorized to employ a substitute when the role of the aide is critical to the operation of the unit e.g., playground aide, library aide.

    The substitute for a classified staff member should report to the office of the unit administrator at the end of the day to determine if service, on the following day will be needed.

    ADOPTED: 10/23/97
    REVISED:   09/24/98; 12/14/00; 11/22/11

5000 Policies