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How to hire a substitute instructor

Substitute instructor hiring summary. Here are some key points about hiring substitute instructors in the United States:

  • In the United States, the median cost per hire a substitute instructor is $1,633.
  • It takes between 36 and 42 days to fill the average role in the US.
  • Human Resources use 15% of their expenses on recruitment on average.
  • On average, it takes around 12 weeks for a new substitute instructor to become settled and show total productivity levels at work.

How to hire a substitute instructor, step by step

To hire a substitute instructor, you need to identify the specific skills and experience you want in a candidate, allocate a budget for the position, and advertise the job opening to attract potential candidates. To hire a substitute instructor, you should follow these steps:

Here's a step-by-step substitute instructor hiring guide:

  • Step 1: Identify your hiring needs
  • Step 2: Create an ideal candidate profile
  • Step 3: Make a budget
  • Step 4: Write a substitute instructor job description
  • Step 5: Post your job
  • Step 6: Interview candidates
  • Step 7: Send a job offer and onboard your new substitute instructor
  • Step 8: Go through the hiring process checklist

What does a substitute instructor do?

A substitute instructor is in charge of managing and facilitating classroom activities while the teacher or instructor is not around. Their responsibilities typically revolve around coordinating with the teacher they're substituting for to have insights into the current progress of lessons, recording student attendance, conducting discussions and assessments, preparing different activities, and overseeing the progress of students. Furthermore, a substitute instructor must prepare reports for the teacher and implement the school policies and regulations, all to maintain a safe and healthy learning environment for students.

Learn more about the specifics of what a substitute instructor does
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  1. Identify your hiring needs

    Before you start hiring a substitute instructor, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

    Determine employee vs contractor status
    Is the person you're thinking of hiring a US citizen or green card holder?

    You should also consider the ideal background you'd like them a substitute instructor to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a substitute instructor that fits the bill.

    This list shows salaries for various types of substitute instructors.

    Type of Substitute InstructorDescriptionHourly rate
    Substitute Instructor$13-22
    Correspondence School InstructorA correspondence school instructor confers with learners and their parents on the assigned students' progress or issues. Besides participating in teacher and learner or teacher and parent conferences, correspondence school instructors also instruct learners in the face-to-face settings on their IEP's objectives/goals... Show more$11-35
    Long Term Substitute TeacherA long term substitute teacher is responsible for covering the duties of a teacher who is away for a long time. Long term substitute teachers proceed with the lesson plan outlines and the regular teacher's curriculum depending on their expertise... Show more$14-28
  2. Create an ideal candidate profile

    Common skills:
    • Kids
    • Classroom Management
    • Mathematics
    • Literature
    • Syllabus
    • Math
    • ESL
    • English Language
    • Chemistry
    • Developmental Disabilities
    • Instructional Materials
    • III
    • Learning Environment
    • Social Studies
    Check all skills
    Responsibilities:
    • Manage the classroom environment and help students to learn in the absence of the regular teacher with grades levels k-5.
    • Develop grade level appropriate curriculum in reading, math, science and social studies.
    • Provide educational instruction for students grade k-12.
    • Instruct students in the areas of math and science.
    • Prepare class materials such as PowerPoint presentations and handouts.
    • Tutor ages 16-mid 50's desiring to obtain their GED
    More substitute instructor duties
  3. Make a budget

    Including a salary range in the substitute instructor job description is a good way to get more applicants. A substitute instructor salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

    For example, the average salary for a substitute instructor in North Carolina may be lower than in Hawaii, and an entry-level engineer typically earns less than a senior-level substitute instructor. Additionally, a substitute instructor with lots of experience in the field may command a higher salary as a result.

    Average substitute instructor salary

    $36,159yearly

    $17.38 hourly rate

    Entry-level substitute instructor salary
    $28,000 yearly salary
    Updated December 19, 2025

    Average substitute instructor salary by state

    RankStateAvg. salaryHourly rate
    1California$40,663$20
    2Arizona$39,507$19
    3Illinois$36,753$18
    4Wisconsin$35,491$17
    5Washington$35,012$17
    6Texas$34,134$16
    7Louisiana$34,111$16
    8District of Columbia$33,894$16
    9Colorado$32,773$16
    10Minnesota$32,633$16
    11Virginia$31,820$15
    12Missouri$31,814$15
    13Pennsylvania$31,156$15
    14Connecticut$31,085$15
    15Montana$30,434$15
    16Florida$30,347$15
    17Ohio$29,317$14
    18Indiana$27,250$13

    Average substitute instructor salary by company

  4. Writing a substitute instructor job description

    A job description for a substitute instructor role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a substitute instructor job description:

    Substitute instructor job description example

    6

    EEO-1 Classification:

    02 – Professionals

    Last Revision Date:

    5/25/2022

    SUMMARY OF POSITION FUNCTION:

    Provides ad-hoc academic instruction to students in accordance with approved curriculum and promotes student achievement.

    MAJOR DUTIES AND RESPONSIBILITIES:

     Administers and corrects tests.

     Identifies, selects, and modifies instructional resources to meet the needs of the students with varying backgrounds, learning styles, and special needs.

     Recommends supplemental materials to enhance learning.

     Motivates and counsels students in areas of behavior, training, personal problems or study habits.

     Records and forwards daily attendance to Student Records.

     Models appropriate behaviors, mentors students and monitors both positive and negative behaviors through interventions.

    Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as needed to meet the ongoing needs of the organization.

    SKILLS/COMPETENCIES:

     Possesses strong oral and written communication skills

     High energy level and ability to engage students

     Demonstrated knowledge of effective instructional strategies, classroom management and content field

     Ability to quickly learn Job Corps methodologies and strategies

     Ability to use different methods and mediums in delivering course material

     Ability to effectively respond to student issues as they arise

     Proficient in the use of a personal computer with emphasis on Microsoft Office, Outlook, etc.

    EDUCATION REQUIREMENTS:

     High School Diploma.

    EXPERIENCE:

     One year teaching experience preferred.

    OTHER:

     Must possess a valid driver’s license with an acceptable driving record.

    ADA REQUIREMENTS:

    In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose an undue hardship on the company.

    Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position.

    PHYSICAL ACTIVITIES:

    • Reading, writing and communicating fluently in English

    • Hearing and speaking to express ideas and/or exchange information in person or over the telephone

    • Seeing to read labels, posters, documents, PC screens, etc.

    • Sitting, standing, moving about or walking for occasional or frequent periods of time

    • Dexterity of hands and fingers to operate a computer keyboard and other office equipment

    • Kneeling, bending at the waist, stooping and reaching overhead

    • Retrieving and storing files and supplies; occasionally carrying and/or lifting light objects

    WORKING CONDITIONS:

     Campus and classroom setting

     Indoor and outdoor environment



  5. Post your job

    There are various strategies that you can use to find the right substitute instructor for your business:

    • Consider promoting from within or recruiting from your existing workforce.
    • Ask for referrals from friends, family members, and current employees.
    • Attend job fairs at local colleges to find candidates who meet your education requirements.
    • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.
    Post your job online:
    • Post your substitute instructor job on Zippia to find and recruit substitute instructor candidates who meet your exact specifications.
    • Use field-specific websites such as k12jobspot, learn4good, serious teachers, teachingjobs.com.
    • Post a job on free websites.
  6. Interview candidates

    Recruiting substitute instructors requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

    It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

    The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

  7. Send a job offer and onboard your new substitute instructor

    Once you have selected a candidate for the substitute instructor position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

    It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

    After that, you can create an onboarding schedule for a new substitute instructor. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

  8. Go through the hiring process checklist

    • Determine employee type (full-time, part-time, contractor, etc.)
    • Submit a job requisition form to the HR department
    • Define job responsibilities and requirements
    • Establish budget and timeline
    • Determine hiring decision makers for the role
    • Write job description
    • Post job on job boards, company website, etc.
    • Promote the job internally
    • Process applications through applicant tracking system
    • Review resumes and cover letters
    • Shortlist candidates for screening
    • Hold phone/virtual interview screening with first round of candidates
    • Conduct in-person interviews with top candidates from first round
    • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
    • Conduct background checks on top candidates
    • Check references of top candidates
    • Consult with HR and hiring decision makers on job offer specifics
    • Extend offer to top candidate(s)
    • Receive formal job offer acceptance and signed employment contract
    • Inform other candidates that the position has been filled
    • Set and communicate onboarding schedule to new hire(s)
    • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)
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How much does it cost to hire a substitute instructor?

There are different types of costs for hiring substitute instructors. One-time cost per hire for the recruitment process. Ongoing costs include employee salary, training, onboarding, benefits, insurance, and equipment. It is essential to consider all of these costs when evaluating hiring a new substitute instructor employee.

Substitute instructors earn a median yearly salary is $36,159 a year in the US. However, if you're looking to find substitute instructors for hire on a contract or per-project basis, hourly rates typically range between $13 and $22.

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