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How to hire a substitute teacher

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

  • In the United States, the median cost per hire a substitute teacher 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 teacher to become settled and show total productivity levels at work.

How to hire a substitute teacher, step by step

To hire a substitute teacher, you should create an ideal candidate profile, determine a budget, and post and promote your job. Here's a step-by-step guide on how to hire a substitute teacher:

Here's a step-by-step substitute teacher 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 teacher job description
  • Step 5: Post your job
  • Step 6: Interview candidates
  • Step 7: Send a job offer and onboard your new substitute teacher
  • Step 8: Go through the hiring process checklist

What does a substitute teacher do?

Substitute teachers are responsible for filling in the role of regular teachers who will not be able to come to school. They may be engaged short-term or long-term, depending on the need. Substitute teachers should have a deep understanding of the topics that are related to the subject matter and are appropriate to the learning level of the student. They should be able to advance the lessons while the regular teacher is unavailable. At times, they are required to create their own lesson plans. Substitute teachers should have the skills of regular teachers. They should also be flexible and adaptable.

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

    The substitute teacher hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

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

    Hiring the perfect substitute teacher also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

    Here's a comparison of substitute teacher salaries for various roles:

    Type of Substitute TeacherDescriptionHourly rate
    Substitute TeacherA Substitute Teacher works in the absence of the full-time classroom teacher. They ensure that normal classroom routines are followed and discipline is maintained.$11-21
    Teacher InternshipTeaching interns are individuals who assist teachers and educators in the classroom. The interns are instructed to fulfill the tasks set out and provided by the supervisors for them... Show more$16-32
    Teacher/TutorA teacher/tutor is primarily in charge of facilitating discussions and other learning activities for students. Their duties typically revolve around developing lesson plans and teaching materials, assessing the progress of students through quizzes and examinations, assisting students in areas they find difficult, and helping them develop their interpersonal and intrapersonal skills... Show more$12-33
  2. Create an ideal candidate profile

    Common skills:
    • Kids
    • Math
    • Help Support
    • Language Arts
    • ESL
    • Social Studies
    • Bilingual Education
    • Classroom Management
    • Mathematics
    • Substitute Teaching
    • Student Learning
    • Pre-K
    • Public Schools
    • Physical Education
    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.
    • Manage substitute teaching responsibilities in elementary and secondary school including ESL and bilingual programs.
    • Lead classroom management activities including attendance while coordinating lesson plan delivery for consumer science, physics and mathematics classes.
    • Maintain effective classroom management contracts and apply advanced math teaching strategies in middle and high school align with common core standards.
    • Substitute teach throughout the district grades k-5.
    • Attend necessary CPR and child care trainings.
    More substitute teacher duties
  3. Make a budget

    Including a salary range in your substitute teacher job description helps attract top candidates to the position. A substitute teacher salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

    For example, the average salary for a substitute teacher in Indiana may be lower than in Alaska, and an entry-level substitute teacher usually earns less than a senior-level substitute teacher. Additionally, a substitute teacher with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

    Average substitute teacher salary

    $15.82hourly

    $32,904 yearly

    Entry-level substitute teacher salary
    $23,000 yearly salary
    Updated December 29, 2025

    Average substitute teacher salary by state

    RankStateAvg. salaryHourly rate
    1California$39,574$19
    2Arizona$33,290$16
    3Nevada$30,975$15
    4New York$29,973$14
    5Colorado$29,508$14
    6Nebraska$29,053$14
    7New Jersey$27,251$13
    8Massachusetts$26,971$13
    9Illinois$26,761$13
    10Texas$26,591$13
    11Missouri$24,774$12
    12District of Columbia$24,584$12
    13Maryland$23,817$11
    14Indiana$22,902$11
    15Florida$22,885$11
    16Georgia$22,199$11

    Average substitute teacher salary by company

  4. Writing a substitute teacher job description

    A substitute teacher job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a substitute teacher job description:

    Substitute teacher job description example

    Our population is comprised of children form ages 6 to 22, with autism and other neurological differences, emotional, learning, developmental, and intellectual disabilities, as well as other impairments. 8:1 ratios for student to Teachers/Support Staff.

    What we are looking for:

    A Teacher to provide temporary coverage in the classroom teaching all academic subjects at the kindergarten through 12th grade level to a group of 9 - 12 students. Responsible for classroom behavior management including therapeutic interventions.

    What you will need:

    High School diploma and a minimum of two years teaching experience or working with at risk youth.


    Why work at UMFS?

    UMFS has been an unwavering champion for children, teens, and families for more than 120 years. Our main campus is in Richmond, Va., and we offer nearly 20 programs at nine locations throughout Virginia.

    Work-life balance is critical to the health and well-being of our employees, which is why we offer generous paid leave, 12 paid holidays, flexible workspaces (non-essential employees are currently teleworking in response to COVID-19), and comprehensive health benefits options that include an Employee Assistance Program, vision, and optional dental. We also offer pet insurance. UMFS employees are eligible for a 401(k) that UMFS matches up to 6 percent.

    Diversity, Equity, and Inclusion (DEI) is at the forefront of all we do at UMFS, and we maintain a culture of acceptance in which crucial conversations are encouraged. UMFS doesn’t exclude anyone on the basis of race, color, national origin, gender, sexual orientation, genetic information, disability, religion, or economic background.

    #ZR

    Proof of Covid-19 Vaccination Required

    Equal Opportunity Employer

    Company DescriptionUMFS is a nonprofit agency that provides a comprehensive array of programs to meet the needs of high-risk children and parents to enable them to overcome challenging circumstances and succeed. A national leader in helping children, we also proactively identify unmet social service needs throughout Virginia and develop appropriate partnerships to address them.
  5. Post your job

    To find the right substitute teacher for your business, consider trying out a few different recruiting strategies:

    • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
    • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with substitute teachers they would recommend.
    • Recruit at local colleges. Attend job fairs at local colleges to recruit substitute teachers who meet your education requirements.
    • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.
    Post your job online:
    • Post your substitute teacher job on Zippia to find and recruit substitute teacher candidates who meet your exact specifications.
    • Use field-specific websites.
    • Post a job on free websites.
  6. Interview candidates

    To successfully recruit substitute teachers, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

    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 teacher

    Once you've decided on a perfect substitute teacher candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

    It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

    To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is 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 teacher?

There are different types of costs for hiring substitute teachers. 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 teacher employee.

You can expect to pay around $32,904 per year for a substitute teacher, as this is the median yearly salary nationally. This can vary depending on what state or city you're hiring in. If you're hiring for contract work or on a per-project basis, hourly rates for substitute teachers in the US typically range between $11 and $21 an hour.

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