Windsor CUSD #1                                                                                                                  5:220


Professional Personnel


Substitute Teachers [1]

The Superintendent may employ substitute teachers as necessary to replace teachers who are temporarily absent.

A substitute teacher must hold either a valid teaching or substitute license and may teach in the place of a licensed teacher who is under contract with the Board. There is no limit on the number of days that a substitute teacher may teach in the District during the school year, except as follows: [2]

1.       A substitute teacher holding a substitute license may teach for any one licensed teacher under contract with the District only for a period not to exceed 90 school days.

2.       A teacher holding a Professional Educator License or Educator License with Stipulations may teach for any one licensed teacher under contract with the District only for a period not to exceed 120 school days.

The Illinois Teachers’ Retirement System (TRS) limits a substitute teacher who is a TRS annuitant to substitute teaching for a period not to exceed 100 paid days or 500 paid hours in any school year,  unless the subject area is one where the Regional Superintendent has certified that a personnel shortage exists. [3]

The School Board establishes a daily rate of pay for substitute teachers. Substitute teachers receive only monetary compensation for time worked and no other benefits. [4]

Emergency Situations [5]

A substitute teacher may teach when no licensed teacher is under contract with the Board if the District has an emergency situation as defined in State law. During an emergency situation, a substitute teacher is limited to 30 calendar days of employment per each vacant position. The Superintendent shall notify the appropriate Regional Office of Education within 5 business days after the employment of a substitute teacher in an emergency situation.

LEGAL REF.:         105 ILCS 5/21B-20(3) and 24-5.

23 Ill.Admin.Code §25.520.

CROSS REF.:         5:30 (Hiring Process and Criteria)


Administrative Procedure - Substitute Teachers [6]

Minimum Qualifications of the Substitute Teacher

Substitute teachers are required to have one of the following that is valid in Illinois:

a.       Professional educator license or professional educator license with stipulations that required a bachelor’s degree for issuance

b.       Substitute teaching license

Substitute teachers shall have each of the following documents on file with the District Administrative Office.

a.       Completed application for employment and transcript of college credits

b.       Evidence of license registration

c.       Evidence of physical fitness to perform assigned duties and freedom from communicable disease

d.       State and federal tax forms

e.       If applicable, Immigration and Naturalization Service, Form I-9

f.        Signed Acknowledgement of Mandated Reporter Status form provided by DCFS and, if applicable, evidence that the individual completed mandated reporter training within one year of initial employment and at least every 5 years after that date (required by the Abused and Neglected Child Reporting Act, 325 ILCS 5/4, amended by P.A. 98-408)

Contact ISBE, the ROE, or Intermediate Service Center with questions.

District Responsibilities

1.       The Superintendent or designee maintains a list of substitute teachers in the District Administrative Office.

2.       The Superintendent or designee verifies:

a.       Criminal background check results

b.       Appropriate license and registration

c.       References and employment verification

Additional Requirements and Procedures

1.       Board policy 4:175, Convicted Child Sex Offender; Criminal Background Check and/or Screen; Notification

2.          Administrative procedure 4:175-AP1, Criminal Offender Notification Laws; Screening

3.          Board policy 5:10, Equal Employment Opportunity and Minority Recruitment

4.          Board policy 5:30, Hiring Process and Criteria

5.          Administrative procedure 5:30-AP2, Investigations

6.          Board policy 5:150, Personnel Records

More information is on the ISBE website, Substitute Teacher License at

Standard Duties of the Substitute Teacher

1.       Keep and leave a status report of lesson plans completed and leave a report of the group’s accomplishments.

2.       Manage all recording of assignments and grading during the time worked as outlined in the applicable collective bargaining agreement or duties for substitute teachers.

3.       Prepare plans for the following day’s work.

4.       Follow the regular teacher’s lesson plans.

5.       Leave the classroom and its equipment in order.

6.       Leave a note reporting any unusual experience with a student during the day.

7.       Hold as confidential any information concerning staff, parents, or students.

8.       Be consistent in dealing with others; emphasize the positive, yet be firm and sympathetic.

9.       When notified in time, arrive at least 20 minutes before the school period starts, and remain on duty at least 20 minutes after dismissal time.

10.      Check with the office when reporting for substitute duty, and check with the office before leaving to see if you will be needed the next day.

11.      If temporarily or permanently withdrawing from substitute work, so inform the District office.

12.      Report any issues you encounter to the Building Principal.


1.       The rate of pay for substitute teachers is established from time-to-time by the School Board.

2.       Substitute teachers are employed and paid for only days actually worked. Substitutes are not paid for holidays, vacation days, or days of illness.

Assignment Procedures

Substitute teachers will be called as needed from the office of the Building Principal. Only individuals who are on the substitute teacher list, as compiled by the Superintendent or designee, may be called for substitute work. Substitute teachers are given as much notice as possible; however in emergency situations, they will be called the morning they are needed.

Building Level Responsibilities

The person arranging for a substitute teacher’s service shall provide each substitute with the information relevant to the service, for example:

1.       District map with locations of District schools indicated

2.       District and school building emergency procedures, location of emergency equipment, etc.

3.       School directory

4.       School calendar and handbook

5.       District student discipline policy and procedures

LEGAL REF.:         105 ILCS 5/21B-20(3).

23 Ill.Admin.Code §1.790 (Substitute Teacher) and §25.520 (Substitute Teacher License).


Exhibit - Unsatisfactory Performance Report for Substitute Teachers

To be submitted to the Building Principal. Please print.




Substitute’s name


ID #










Classroom teacher’s name


Date of substitution

Areas of concern with a brief explanation:

 Arrived late and/or left early



 Inappropriate dress



 Improper language



 Lack of classroom control



 Accurate records not kept



 Failed to provide written feedback



 Physical aggression against student



 Received parental complaint



 Did not follow lesson plans or routines






Reported by:         Student         Staff          Both

In the future, please do not assign this substitute to:


 Classroom/Teacher’s name



 Grade level






 In any capacity










Building Principal’s signature                                                                  Date



[1] State law controls this policy’s content. Policy 5:30, Hiring Process and Criteria, contains the requirements for pre-employment investigations, e.g. a finger-print based criminal history records check. See also 5:30-AP2, Administrative Procedure - Investigations. Each board must require new employees to furnish evidence of a physical examination and freedom from communicable disease (105 ILCS 5/24-5, amended by P.A. 98-716). The physical examination must be performed within 90 days before the time it is presented to the board, and the employee bears the cost of the physical examination.

[2] Substitute teaching licenses are governed by 105 ILCS 5/21B-20(3) and 23 Ill.Admin.Code §25.520.

[3] 40 ILCS 5/16-118 and 40 ILCS 5/16-150.1. Use this alternative for districts in suburban Cook County: replace “Regional Superintendent” with “appropriate Intermediate Service Center.” P.A. 96-893 abolished the Regional Office of Education for Suburban Cook County and transferred its duties and powers to Intermediate Service Centers.

[4] If a board provides substitute teachers other benefits, it may consider listing them here.

[5] 105 ILCS 5/21-9. An emergency situation is defined as one where an unforeseen vacancy has occurred and (i) a teacher is unable to fulfill his or her contractual duties, or (ii) the district’s teacher capacity needs exceed previous indications and the district is actively engaged in advertising to hire a fully licensed teacher for the vacant position.

Use this alternative for districts in suburban Cook County: replace “Regional Office of Education” with “appropriate Intermediate Service Center.” P.A. 96-893 abolished the Regional Office of Education for Suburban Cook County and transferred its duties and powers to Intermediate Service Centers.

[6] These sample procedures must be amended to reflect actual practice. It should be clear who has responsibility for maintaining the substitute list, contacting them, recording work days, and evaluating them. A superintendent may also refer to a Substitute Handbook, if one exists, as well as additional pay provisions.