Create substitute retention and classroom stability through a culture of recognition, benefits, and support.

Across the country, school districts are facing a familiar challenge that is becoming increasingly difficult to address: finding and retaining substitute teachers. Nearly 600,000 substitutes step in each year to cover more than 30 million teacher absences nationwide. Yet even with that level of support, about one in five substitute requests still go unfilled, according to the U.S. Bureau of Labor Statistics.

The solution isn’t just about recruiting more substitutes. It’s about keeping them engaged, making them feel appreciated, and keeping them coming back. At ESS, we’ve learned that building loyalty through culture, recognition, benefits, and support is the key to long-term success.

Substitute teachers, like all education professionals, want more than just a paycheck. They want to feel valued, supported, and like a part of the school community. Here’s how school districts can go beyond salary to create a positive experience that keeps substitutes returning.

1. Prioritize a Welcoming School Culture

Pay matters, but it is not always the reason substitutes return to a district. A 2021 survey of nearly 2,500 substitutes by the Frontline Research and Learning Institute revealed a surprising insight: substitutes ranked school culture as the number one factor influencing their decision to accept a job, ahead of compensation.

Substitute teachers want to feel like they belong. A warm welcome and simple efforts to build relationships can make a lasting impact. Administrators can set the tone by encouraging staff to greet substitutes, include them in staff meetings or events, and treat them as respected members of the team. When substitutes feel welcomed and appreciated, they are more likely to choose your District for future assignments.

2. Recognize and Celebrate Substitute Contributions

Recognition transforms engagement. Too often, substitutes work behind the scenes without acknowledgment. Simple gestures such as celebrating Substitute Educators Day (November 25), recognizing Substitute Appreciation Week, or naming a Substitute of the Month send a powerful message of gratitude.

Gallup’s research shows that high-quality recognition can reduce turnover by up to 45 percent. For substitutes, a mention in a district newsletter or a note from a principal can make a huge impact. Recognition builds connection and encourages them to accept more assignments in your District.

3. Provide Robust Daily Support

A substitute’s first few minutes in a school often determine how the rest of the day will go. Too many substitutes are not given the information or access they need to succeed, such as logins, lesson plans, or a clear point of contact. This lack of structure and conditions that make it harder to do their job can make even experienced substitutes hesitant to work with a district again.

You can set your substitute teachers up for success by ensuring they have everything they need from the moment they arrive. Create a standardized welcome process that includes:

• A Designated Point of Contact: Assign a staff member to greet substitutes, provide a brief orientation, and answer any questions.
• Essential Resources: Equip substitutes with updated lesson plans, seating charts, school maps, and a list of key personnel.
• Technology Access: Ensure they have the necessary login credentials for computers, smartboards, and other classroom technology.

When substitutes feel prepared and supported, they can focus on what matters most: teaching students. This level of professional support shows that you are invested in their success and that your district is an organized, welcoming space that substitutes want to return to.

4. Offer Solid and Meaningful Benefits

For many substitutes, benefits are what turn short-term work into a lasting commitment. Offering affordable health benefits can be one of the most effective ways to secure substitute teacher loyalty, especially for those who work on a long-term or full-time basis.

Districts that provide access to medical, dental, and vision insurance have a significant competitive advantage over those that leave substitutes to fend for themselves. At ESS, we have found that offering a range of benefits is a massive draw for recruiting and retaining substitute teachers. For substitutes who rely on their work at school districts as their sole livelihood, having access to healthcare and other professional development opportunities can make a world of difference.

5. Building Loyalty for Lasting Stability

Substitute teachers often step in with little notice, yet they play a crucial role in keeping instruction on track. They bring stability, flexibility, and commitment to students, which deserves recognition. Districts that move beyond salary and intentionally build a culture of inclusion and support will see the greatest success in retention.

At the end of the day, substitutes want what every educator desires: to feel prepared, appreciated, and part of something bigger. By investing in their professional experience and welfare, you are not just filling absences. You are building a loyal and reliable workforce that will benefit your students, staff, and entire school community for years to come.

Partnering with ESS to Strengthen Substitute Teacher Retention

Partnering with ESS means more than filling classrooms. It means creating a substitute management strategy built on loyalty, recognition, community engagement, and consistent support. Our programs enhance fill rates, relieve administrative strain, and foster meaningful connections between substitutes and the schools they serve.

Ready to Strengthen Substitute Retention?

Let’s start a conversation about how ESS can help your District build a loyal, reliable substitute workforce.