You’re always going to need substitute teachers. So what can you do to keep the best subs returning when you’re in need?
The first step is to recruit top-quality substitute teachers and provide them with the training they need to be successful in the classroom, but providing support for them once they’re in the classroom can make all the difference. A substitute who feels welcomed, informed, and connected is far more likely to succeed in the classroom and accept future job openings.
Here are five ways administrators and staff can make sure substitutes feel supported throughout the school day.
1. Create a warm welcome
Help ease first-day nerves by greeting substitutes at the office, walking them to their classroom, and making sure they know where key spaces like restrooms, staff lounges, and copy machines are located. Small gestures like a personalized welcome folder or a thank-you note from the principal can go a long way toward making substitutes feel valued.
2. Provide a clear point of contact
Make it clear who substitutes should communicate with if questions arise. Whether it’s the main office, an assistant principal, or a designated teacher leader, having one clear point of contact prevents confusion and gives substitutes confidence that they’re not navigating challenges alone.
3. Ensure access to materials and technology
A smooth start helps substitute teachers focus on instruction instead of troubleshooting. Subs often spend valuable classroom time tracking down supplies or logging into school devices. Save time by ensuring that classroom materials are ready, passwords or guest logins are available, and any specialized equipment is explained in advance. With Fill In Finder, you can send your sub all the information they need for a smooth day.
4. Check in during the day
A quick visit from an administrator or support staff member shows substitutes that their work is being noticed and appreciated. This check-in can be as simple as asking how the day is going or confirming that lesson plans are clear. These short interactions reinforce the message that substitutes are part of the school community.
5. Wrap up with appreciation
Help substitutes end the day feeling recognized for their contributions. A thank-you from staff, an invitation to return, or even a debrief on how things went encourages loyalty. Schools that consistently show appreciation often have substitutes who are happy to return when they’re needed.
Strong Support Leads to Strong Substitutes
When substitutes feel supported, students benefit from smoother transitions and more consistent instruction. Teachers gain peace of mind knowing their classes are in good hands, and administrators strengthen their substitute pool by building trust and loyalty. Supporting substitutes during the day is not just good hospitality; it’s a long-term strategy for stronger schools.
At Fill In Finder, we help schools connect with qualified substitutes and set them up for success. With the right systems and support, substitutes become valuable partners in maintaining learning continuity.