540R - Substitute Teachers

    1. Employment Conditions and Procedures

      1. All individuals employed as a substitute teacher in Frederick County will meet the following criteria:

        1. Must be at least twenty-one years of age or have completed two years of college (minimum 48 credit hours).

        2. Must have a high school diploma or equivalent.

        3. Must undergo a background check through the Virginia State Police and the Central Registry for Child Abuse and Neglect. All offers of employment are contingent upon the review of all available information.

        4. Must comply with current school board policy and regulations regarding employees.

        5. Must attend a substitute orientation meeting, and complete an employment application and provide all necessary information before being recommended to the school board.

          Applicants who meet the criteria stated above may be recommended to the superintendent for approval. Approved substitutes will be placed on a list that will be maintained by human resources. The list will be updated periodically.

      2. Substitute teachers shall be classified as degreed or non-degreed and be employed on the following basis:

        1. Degreed Substitute Teachers: Must be a graduate of an accredited four-year college or university.

        2. Non-degreed Substitute Teachers: Any substitute who is not a graduate of an accredited four-year college or university.

      3. Special conditions related to the employment of substitute teachers are listed below:

        1. The assistant superintendent for administration may approve individuals with special training or skills other than those previously outlined as substitutes.

        2. Substitutes will be paid according to a uniform salary schedule approved by the school board.

        3. Substitutes who work twenty consecutive days or more in one instructional position must have a four-year degree and shall be paid a per diem rate based upon experience and qualifications. For example, substitutes with verified full-time teaching experience may be paid at the per diem rate on the teachers' pay scale. The salary rate shall be retroactive to the beginning of that particular assignment. When computing the per diem rate for a long-term substitute, the phrase "20 consecutive days" shall include days the long-term substitute may be absent (for which a full dock is charged) if such absence is within the scheduled long-term substitute assignment.

        4. A substitute teacher who teaches in excess of 60 days in the same position must be eligible for a Virginia teaching license. If the substitute teacher is not serving in the same position, there is no limit to the number of days that teacher may teach in a school year.

    2. The Role of Administrators, Teachers, and Substitute Teachers

      1. The human resources department shall:

        1. Devise and implement procedures for securing applicants and recommending them for substitute positions.

        2. Maintain the substitute call-in management system.

        3. Notify substitute employees who have been approved by the superintendent.

        4. Work with school administrators to ensure substitute employees perform at an acceptable level.

      2. The principal or his/her designee shall:

        1. Ensure that a folder of useful information about each class in his/her building is maintained and is available for substitute teachers.

        2. Ensure that a substitute teacher is engaged in the absence of a regular teacher.

        3. Orient the substitute teacher to the school and to the class.

        4. Evaluate the performance of substitute teachers and regular teachers regarding their effectiveness in implementing the substitute teaching process. Information regarding the evaluation will be shared with the individual and will be reported to human resources if unacceptable.

      3. The teacher shall:

        1. Provide lesson plans for use by the substitute teacher.

        2. Inform the principal or his/her designee of any anticipated absence as far in advance as possible and no later than one hour before the normal start time on the day of the absence except for extreme emergencies. When the teacher will be absent for an additional day, he/she shall inform the principal or his designee by 1:30 p.m. on the day before the absence.

      4. The substitute teacher shall:

        1. Follow all guides, suggestions, regulations, and policies of the school system and school.

        2. Contact the principal or his/her designee when unusual situations related to student health or welfare occur.


    Adopted: August 1, 1978
    Amended: August 4, 1981
    Amended: August 15, 1985
    Amended: May 1, 1994
    Amended: June 22, 2007
    Amended: March 21, 2014