Substitute Expectations

As a substitute, your role is essential in maintaining consistency and quality in our programs when regularly scheduled staff are absent. 

Expectations for Substitutes

1. Keep Your Availability Updated

• Use the Sub Availability Calendar to indicate when you are available to sub.

• If your availability changes, update the calendar immediately to ensure accuracy.

2. Respond to All Sub Requests

• • Promptly reply to any calls or texts regarding substitute opportunities—even if you are unavailable. This helps program staff plan and reach out to others quickly.

3. Commit to the Shift

• Once you accept a subbing job, you are expected to work the shift.

• Failing to show up for an accepted sub assignment negatively affects the program and may result in disciplinary action.

Substitute Availability Calendar

When dates are added to the Sub Availability Calendar on the Google Drive, you are required to fill in your availability for all dates. 

• If not available or unsure if you are available, place an "X" on the day.

• If available, indicate times you are available to sub.

• If you accept a subbing job, change your availability to indicate which program you are subbing at and who you are subbing for.

• You are required to keep your availability updated on the Sub Availability Calendar. If your availability changes at any time, update your availability on the calendar.

Communication & Accepting Sub Jobs

Strong and timely communication is essential when subbing. Whether your answer is yes or no, please respond to all subbing requests. We understand you may be in class or otherwise occupied—just reply as soon as you are able. Quick, clear responses help us manage staffing efficiently. 

Before You Sub

Once you’ve accepted a subbing shift:

• Review the Staff List and check the Sub Info folder on the Google Drive for:

  • • Site location and address

    • Shift start/end times

    • Contact information

    • Daily schedule 

    • Daily Leader expectations

• If you accept a subbing position and later become unavailable, you are responsible for finding coverage. Refer to the “Time Off” steps outlined in this training.

When Subbing...

These guidelines will help you have a successful day at any program.

• Introduce Yourself

  • • Greet the staff and let them know what you'd like to be called (e.g., Ms., Mr., Leader, etc.), along with your pronouns if you'd like.

• Familiarize Yourself with the Site

  • • Ask about key locations (e.g., supplies, bathrooms, playgrounds).

    • Learn any site-specific rules or special situations.

    • Review the daily schedule. Most activities will be pre-planned and left for you to facilitate.

• Come Prepared

  • • Sometimes plans don’t go perfectly—bring a few simple backup activities just in case there’s extra time or a shift in plans.

    • The Leader you are subbing for will leave activity plans for you to facilitate. However, sometimes, things won't go as planned. Please come prepared with a couple of easy activities that you can facilitate if time permits.

• Engage with the Kids

  • • Don’t wait for them to approach you—be proactive! Let them know you’re excited to be with them today.

• Set Clear Expectations

  • • You’re a new adult presence in their day, so be sure to clearly communicate your expectations for behavior.

• Follow Behavior Guidelines

  • • Hold children accountable using the established behavior management system. 

• Report Concerns Immediately

  • • Inform the site supervisor of any behavioral or safety concerns, including injuries.

• Ask for Help!

  • • Never hesitate to ask staff questions or request support.