PART-TIME, TEMPORARY, & SUBSTITUTE EMPLOYEES

OVERVIEW

To ensure continuity of instruction, substitutes may be requested for certain positions to include:

• Teacher

• Alternative Education Technician

• Instructional Assistant

• School Security Officer

• Information Specialist Librarian

• Library Assistant I

• Office Assistant III (Elementary)

• Office Assistant IV (Elementary)

• Secretary (Elementary)

• School Counselor

• School Nurse

• Annual Resident Educator (AREs)

• Clerical Staff (Secondary)

PROCEDURE & BEST PRACTICES

• All candidates must meet the minimum requirements outlined in the substitute job description and submit an application through the applicant management system.  

• To secure a substitute, administrators should refer to the Guidelines for Obtaining a Substitute.

• Approval must be obtained from Human Resources before a substitute may work in the same position for longer than 20 days. 

• Additionally, approval from the respective department or level director is required to obtain a subsitute for the following positions: 

• School Counselors (approval must be granted by the Director of School Counseling)

• Building Administrators (approval must be granted by the respective Instructional Director)

• School Nurses (approval must be granted by the Student Health Services Supervisor)

DAILY RATES

• $135.26/day Monday-Thursday -Classroom Teacher 

  • $160.29/day Friday -Classroom Teacher 

• $114.26/day- Instructional Assistant

• $126.08/day - Clerical

POLICY & LEGAL REFERENCES

P4-14-005 - Substitute Teachers

R4-14-005 - Regulations Pertaining to Substitute Teachers

HELPFUL LINKS

Guidelines for Obtaining a Substitute

HR CONTACT

Felicia Bryant, HR Specialist - Temporary & Substitute Employees

OVERVIEW

A Board Substitute is used when a substitute teacher is needed to fill a vacancy or an employee's extended absence that is greater than 20 days.  

PROCEDURE & BEST PRACTICES

• Before requesting a Board Sub, the principal should work with the assigned HR Specialist to ensure there are no qualified candidates to fill the position.  

• Approval must be obtained from Human Resources before a substitute may work in the same position for longer than 20 days. 

• Additionally, approval from the respective department or level director is required to obtain a substitute for the following positions: 

• • • School Counselors (approval must be granted by the Director of School Counseling)

    • Building Administrators (approval must be granted by the respective Instructional Director)

    • School Nurses (approval must be granted by the Student Health Services Supervisor)

• The Board Sub Request Form must be submitted by the principal to the HR Specialist for Temporary & Substitute Employees.

• Per the Code of Virginia 22.1-302, a substitute, may be used to fill a vacancy for a period less than 90 teaching days. 

• If a substitute is needed for more than 90 teaching days, the principal should work with an HR Specialist to determine whether an exception request to the Superintendent of Public Instruction may be appropriate.

POLICY & LEGAL REFERENCES

Code of VA - 22.1-302 - Written contracts required; execution of contracts; qualifications of temporarily employed teachers; rules and requirements.

HELPFUL LINKS

Board Sub Request Form

Guidelines for Obtaining a Substitute

HR CONTACT

Felicia Bryant, HR Specialist - Temporary & Substitute Employees

OVERVIEW

• Temporary employees must not work in excess of an average of 29 hours per week or 116 hours per month total in all assignments, inclusive of any hours worked for the Henrico County General Government.

• To facilitate classroom continuity, flexibility in the number of hours worked per week will be allowed for substitute classroom teachers; however, the total number of hours worked must not exceed 1,160 hours or 145 days in a school year. 

• Temporary employees are not eligible for benefits or leave, but are covered by Worker's Compensation and Tort Liability Insurance.

PROCEDURE

• To create a temporary position, an administrator must submit a Temp Form 1.

• To fill a temporary position, the Temp Form 1 must be approved.  Upon approval, the administrator must submit a Temp Form 2 - Request to Fill A Temporary Position.

• All new applicants must submit to and successfully pass the required criminal history background check.  Applicants cannot begin work until approved by HR. 

• Upon conclusion of the temporary position assignment, the administrator must submit a Request to End Temporary Assignment Form.  

POLICY & LEGAL REFERENCES

P4-14-009 & R4-14-009  - Temporary Employment

P4-14-010  - Part-time Employment

P4-14-006 - Homebound Teachers

P4-14-007 - Temporary Part-time Teachers, Career & Technical Education

HELPFUL LINKS

• Temp Form 1 - Creates A Temporary Position 

• Temp 2 Form - Request to Fill Temporary Position

• Request to End Temporary Assignment Form

HR CONTACT

Felicia Bryant, HR Specialist - Temporary & Substitute Employees