Complete these steps by 6:45 AM to ensure all classes are covered for the day.

⏰ Early Morning Checklist:

1. Check AESOP by 6:30 AM
2. Review emergency call-ins
3. Confirm all subs are assigned
4. Note any gaps in coverage

📱 Communication Flow: 6:30 - Review AESOP dashboard 6:35 - Check emergency voicemail 6:40 - Contact subs if needed 6:45 - Alert admin of gaps 7:00 - Distribute final coverage sheet

🚨 Priority Response: Handle coverage gaps in this order:

1. Core subjects
2. Special education
3. Specials/Electives

Quick response is crucial for last-minute absences. Follow this escalating protocol:

🔄 Sequential Actions:

1. Check sub quick-call list
2. Review in-house coverage availability
3. Prepare split-class rosters

📋 Documentation Required:

• Time of call-in
• Reason for absence
• Coverage arrangement
• Classes affected

⚡ Response Windows: Before 6:30 - Full sub search 6:30-7:00 - Quick-call list only After 7:00 - Internal coverage only

Maintain an equitable rotation system while meeting school needs.

⚖️ Distribution Principles:

1. Skill-Based Priority

• Subject certifications
• Grade level experience
• Special program training

🔄 Rotation Rules:

• Primary List (Tier 1) • Building subs get first priority • Guaranteed minimum days • Subject-specific assignments

• Secondary List (Tier 2) • Regular rotation subs • Equal opportunity system • Specialty assignments

📊 Monthly Tracking:

• Days worked per sub
• Subject area distribution
• Grade level balance
• Performance ratings

⭐ Preference Factors:

1. Reliability score (90%+)
2. Subject certification
3. Teacher feedback
4. Availability consistency

Balance teacher preferences with fair distribution requirements.

🎯 Request Guidelines:

Allowed Preferences:

• Long-term assignments
• Special education classes
• Advanced placement courses
• Specialized programs

⚠️ Limitations:

• Max 3 preferred subs per teacher
• Must use regular pool 50% of time
• Subject certification priority

📝 Documentation:

• Log all requests
• Track fulfillment rates
• Note special circumstances
• Review monthly for fairness

Use a comprehensive tracking system to ensure quality and fairness.

📊 Tracking Categories:

1. Performance Metrics

• Reliability (attendance/punctuality)
• Teacher feedback scores
• Student feedback (when applicable)
• Admin observations

2. Distribution Data

• Days worked per month
• Subject areas covered
• Grade levels taught
• Special assignments

3. Availability Tracking

• Regular availability
• Preferred days
• Subject preferences
• Grade level comfort

🎯 Monthly Review:

• Distribution balance
• Performance trends
• Preference patterns
• Improvement needs

Use a structured priority system during peak absence times.

📅 High-Demand Periods:

• Flu season
• Conference days
• Testing weeks
• Holiday adjacent

⚡ Priority Assignment:

1. Building subs (guaranteed)
2. Subject-certified rotation
3. Grade-level experienced
4. General pool rotation

🔄 Fair Distribution:

• Track peak period assignments
• Rotate difficult days
• Balance early/late notice
• Share premium opportunities

Systematically integrate new substitutes while maintaining fair distribution.

🆕 Integration Process:

Week 1-2: Orientation

• Shadow experienced sub
• Start with easier assignments
• Admin observation

Week 3-4: Supervised Integration

• Regular assignments
• Mentor check-ins
• Teacher feedback

Month 2: Full Integration

• Added to regular rotation
• All assignment types
• Normal distribution

📝 Support System:

• Mentor pairing
• Weekly check-ins
• Resource access
• Feedback collection

Maintain an updated sub database in both AESOP and local backup system.

👥 Required Info:

• Contact details
• Subject qualifications
• Availability preferences
• Performance ratings
• Background check status

🏷️ Classification System: ⭐ Tier 1: Building subs 🌟 Tier 2: Regular rotation ✨ Tier 3: Occasional/New

📝 Monthly Updates:

1. Verify active status
2. Update availability
3. Check certifications
4. Review feedback scores

Handle sub cancellations immediately to ensure coverage.

🚫 Cancellation Protocol:

1. Log cancellation reason
2. Remove from AESOP
3. Start replacement search
4. Notify affected teacher

⏱️ Timeline Guidelines:

1 hour notice: Full search <1 hour notice: Emergency coverage

Maintain a fair and transparent coverage rotation system.

📅 Schedule Components:

1. Monthly base rotation
2. Emergency backup list
3. Volunteer overflow list

⚖️ Fairness Guidelines:

• Max 2 coverages per week
• Rotate planning periods
• Balance subject areas

💰 Compensation Tracking:

• $30 per period
• Monthly submission
• Budget code: 1175-201

Split coverage requires careful distribution of students.

📋 Process Steps:

1. Generate class lists
2. Check max capacities
3. Consider subject matches
4. Print student passes

📊 Distribution Rules:

• Max +4 students per room
• Same grade level only
• Subject alignment when possible

🔄 Rotation System:

• Track receiving teachers
• Balance distribution
• Log all splits

Generate and distribute specific reports daily.

📊 Morning Report (7:15 AM):

• Absent staff list
• Coverage assignments
• Sub locations
• Open periods

📑 End-of-Day Report (3:30 PM):

• Coverage completion
• Any issues/feedback
• Next day preview
• Pending leaves

Maintain accurate records for payroll processing.

💰 Tracking System:

• Daily coverage log
• Rate verification
• Budget code matching
• Monthly summaries

📝 Required Details:

• Date and period
• Coverage teacher
• Absent teacher
• Type of coverage

🗓️ Submission Schedule: 15th: Collection deadline 20th: Verification 25th: Payroll submission

Prepare comprehensive monthly reports for administration.

📈 Report Elements:

1. Coverage Statistics

• Total absences
• Coverage types used
• Sub fill rates
• Budget impact

📊 Analysis Categories:

• Absence patterns
• Coverage distribution
• Budget tracking
• System efficiency

🎯 Action Items:

• Pattern concerns
• Budget projections
• System adjustments
• Staffing needs

Multiple absences in one department require special handling to maintain instructional quality.

🚨 Initial Response:

1. Notify principal immediately
2. Check department head availability
3. Review all building subs

📋 Priority Actions:

• Keep classes separate if possible
• Avoid splitting advanced/AP classes
• Consider combining similar subjects

👥 Coverage Hierarchy:

1. Subject-certified subs
2. Department head coverage
3. Same-subject teachers
4. General coverage

💡 Administrative Options:

• Combine similar classes
• Deploy admin coverage
• Adjust daily schedule

Mid-day departures require immediate restructuring of coverage.

⚡ Immediate Steps:

1. Get departure time
2. Secure personal items
3. Collect lesson materials
4. Notify affected periods

🔄 Coverage Options (in order):

1. Pull from prep period pool
2. Available administrators
3. Merge with similar class
4. Emergency split roster

📝 Required Documentation:

• Time of departure
• Reason (private to admin)
• Coverage arrangements
• Parent communications needed

Late or no-show subs require quick action to minimize disruption.

⏰ Time-Based Response: 10 min late: Start backup plan 15 min late: Deploy coverage 20 min late: Mark as no-show

🔄 Immediate Coverage:

1. Send runner to room
2. Deploy available admin
3. Start emergency coverage

📱 Communication Chain:

1. Call substitute
2. Notify administration
3. Alert department head
4. Update coverage board

⚠️ System Updates:

• Log in AESOP
• Update sub rating
• Document incident
• Adjust future bookings

Tech issues can disrupt sub access to materials and plans.

🔧 Backup Systems:

1. Physical emergency plans
2. Department backup folder
3. Grade-level standard activities

📚 Standard Backup Materials:

• Reading comprehension sets
• Subject review packets
• Grade-appropriate activities

👥 Support Access:

• Tech support: x2134
• Department resources
• Digital backup access

Unexpected events require flexible coverage and clear communication.

🌪️ Event-Based Protocols: Power Outage:

• Runner system
• Emergency lights check
• Classroom consolidation

❄️ Weather Events:

• Early coverage calls
• Flexible assignments
• Combined supervision

🚨 Communication Methods:

• Emergency cell list
• Walkie-talkie system
• Runner network

👥 Coverage Priorities:

1. Student supervision
2. Safety monitoring
3. Parent communication
4. Facility needs

Address missing sub plans quickly to maintain instructional continuity.

🔍 Resource Check:

1. Department plans
2. Previous lesson plans
3. Curriculum guides
4. Emergency sub folder

👥 Contact Order:

1. Department colleague
2. Department head
3. Grade level lead
4. Curriculum specialist

📚 Default Materials:

• Subject-specific activities
• Grade-level worksheets
• Review materials
• Reading assignments

Sensitive situations require discrete handling and documentation.

🔒 Confidentiality Rules:

• Need-to-know basis
• No discussion of reasons
• Code system for coverage
• Private documentation

📋 Process Steps:

1. Get admin direction
2. Use generic coverage reason
3. Document all changes
4. Maintain privacy

⚠️ Communication Limits:

• Only confirmed info
• No speculations
• Direct questions to admin
• Log all inquiries

Special education coverage has specific legal and practical requirements.

📋 Legal Requirements:

• Maintain ratios
• Follow IEP mandates
• Document coverage
• Ensure qualifications

👥 Coverage Priority:

1. Certified SPED subs
2. SPED department staff
3. Trained paraprofessionals
4. Admin coverage

⚠️ Never Allowed:

• Splitting SPED classes
• Unqualified coverage
• Ratio violations
• Mixed coverage

Testing periods require special coverage arrangements.

🎯 Planning Timeline: 2 Weeks Before:

• List all proctors
• Identify coverage needs
• Arrange floating subs

📋 Coverage Priorities:

1. Test coordinators
2. Required proctors
3. Regular classes

⚠️ Restrictions:

• No split classes
• Limited teacher movement
• Quiet zone enforcement

IEP coverage requires careful scheduling and specific documentation.

📅 Scheduling Protocol:

1. Verify all attendees
2. Check coverage options
3. Confirm room availability
4. Schedule coverage

📑 Required Forms:

• Coverage request
• Legal timesheet
• Meeting schedule
• Accommodation notes