substitute teacher handbook

SUBSTITUTE TEACHER
HANDBOOK
Making a World of Difference By Shaping The Future!
Academic Excellence
College and Career Readiness
Safe and Supportive Learning Environment
Purposeful, Timely, Two-Way Communication
ECTOR COUNTY INDEPENDENT SCHOOL DISTRICT
SUBSTITUTE SERVICES
802 N. SAM HOUSTON
ODESSA, TX
432-456-9989
SMARTFIND EXPRESS—432-456-8060
Welcome
ECISD could not function successfully without the help of substitute teachers. It is an honor to
have you serve as a substitute teacher in our district. We are glad that you have chosen to join
this very important teacher and student support system. Our hope is that you are made to feel
that you are an integral part of our learning community and that your experience as a substitute
teacher will be a rewarding one. A substitute has one of the most challenging assignments in the
school system. By your request for an assignment as a substitute, you accept a commitment to
serve when you are called.
With the support of training and resources, substitute teachers are enabled to be the best possible
replacement for the teacher further ensuring that learning continues in the classroom and that
students are successful in the teacher’s absence.
Research shows that students may spend as much as a full year with a substitute teacher during
their Pre-School-12 education. Because ECISD is concerned with quality instruction and timeon-task, there is a critical need to address the initial and ongoing staff development of the
substitute teachers. The substitute teacher is the “teacher of record” when the regular classroom
teacher is absent; therefore, the substitute teacher needs to have as many skills and tools as
possible in order to meet the challenge of replacing the regular teacher. The Substitute Teacher
Services of ECISD assists substitute teachers with this challenge by providing baseline staff
development.
We firmly believe in campus autonomy, it must be bounded these four factors:
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College and Career Readiness
Safe and Supportive Learning Environment
Purposeful, Timely, Two-Way Communication
Academic Excellence
We are pleased that you have chosen to join our staff in their efforts to fulfill the mission of Ector
County Independent School District.
Sincerely:
Joretha H. Lee
Human Resources Director
Terrie Flowers
Substitute Manager
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Table of Contents
Welcome
Page(s)
i
Mission
ii
Board of Trustees & Staff
iii
Substitute Teacher Services
1-2
Substitute Teacher Criteria
Orientation
Staff Development
Application Processing
Photo ID Badge
Web Site
SmartFind Express (Employee Management System)
Roles and Responsibilities
3-7
Ethical Behavior
General Duties & Responsibilities
Classroom Duties & Instructional Responsibilities
Responsibilities of the District, Campus
and Regular Teacher
Salary and Employment Issues
Rates of Pay
Employment Conditions
District Policies and Guidelines
8-12
Appendix A
13-15
SmartFind Express Reference Guide
16-20
Substitute Evaluations
ECISD Substitute Teacher Services
Substitute Office – 432.456.9989
SmartFind Express – 432.456.8060
District Web Address: www.ectorcountyisd.org
ECISD SUBSTITUTE TEACHER SERVICES
SUCCESS
ECISD
SUBSTITUTE
TEACHER
ACADEMICS
S
ORDERLY
ENVIRONMENT
“An effective and successful substitute teacher strives to create a
climate, in which success is expected, academics are emphasized and
the environment is orderly.”
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BOARD OF TRUSTEES
A seven-member Board of Trustees serves as the legal agent of the State of Texas in carrying out
the will of the citizens of the Ector County Independent School District in matters of public
education. The school board is the policy-making body for the school district.
In addition to setting policy, the Board of Trustees also hires the superintendent of schools,
holds regularly scheduled meetings to conduct the business of the district, approves textbooks
and curriculum, approves employment and termination of personnel, approves the budget and
sets the tax rate, approves property purchases, approves new building plans, awards bids, hears
grievances of employees, students and citizens of the district, and authorizes collection,
disbursement and auditing of funds.
Ector County voters elect their school board member on the first Saturday in May. Board
members are community volunteers who are elected to serve four-year terms. At the regular
meeting of the Board of Trustees in May, the Board elects a president, vice-president and
secretary to serve one-year terms.
Trustee
Trustee
Trustee
Trustee
Trustee
Trustee
Trustee
Ray Beaty, D.C.
Dr. Steve Brown
Teri Ervin, M.Ed.
Carol Gregg
Nelson Minyard
Dr. Donna C. Smith
Doyle Woodall
ADMINISTRATIVE STAFF
Superintendent
Thomas Crowe
Chief Human Resources Officer
Keith Garinger
Human Resources Director for Substitute Teacher Services
Joretha H. Lee
Human Resources Director for Payroll
Armando Nunez
SUPPORT STAFF
Substitute Manager
Terrie Flowers
Substitute Teacher Payroll Clerk
Chesiree Olivas
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Substitute Teacher Services
Substitute Teacher Criteria
 45 college credit hours (core courses)
 Enjoy working with children and adolescents
 Want to touch the future by supporting public education
 Complete the District Application Packet
 Observe six hours of classroom instruction
 Pass the required drug screening, fingerprinting, and criminal history check
 Complete the New Substitute Orientation, Baseline Staff Development and Sexual
Harassment Training (3 hours)
 Maintain positive evaluations
 Follow District Policy and Procedures
Orientation
All new substitute teachers regardless of background and experience are required to complete
an orientation conducted by the Human Resources Director for Substitute Teacher Services and
the Substitute Manager. The orientation includes information on District Policies and
Procedures, instructions in the use of the automated SmartFind Express, basic information on
the roles and responsibilities of the substitute teacher, answers to frequently asked questions
concerning substitute teaching and Sexual Harassment Training.
Staff Development
Staff development is essential to the success of the substitute teacher. In addition to the
Orientation, all new substitute teachers regardless of background and experience are required to
complete the baseline staff development. This staff development provides training in classroom
management, effective teaching strategies and other information that will assist the substitute
teacher in continuing the learning process in the teacher’s absence.
ECISD Board Policy requires that new substitute teachers complete the required training during
the Orientation and Baseline Staff Development. Completion of the Orientation and Baseline
Staff Development are a condition of employment for new substitute teachers.
Returning substitute teachers are required to complete the online sexual harassment training,
additional courses mandated by the district, read the ECISD District Handbook and return the
signature form signed; read and return the Internet User Agreement form at the beginning of
each year prior to August 1st. Substitute teachers who do not comply will be removed from the
substitute list until the required staff development is completed.
Application Processing
All required paperwork must be completed and received by the Substitute Office prior to
attending the orientation. The Criminal History Check will be processed prior to the orientation.
Following the orientation the applicant will complete the drug test. Fingerprinting will be
completed prior to hire date.
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When the Substitute Office receives notification of a clear drug test and fingerprinting, the
applicant will be contacted and asked to come to the Substitute Office to pick up a parking pass
(high schools only), the Utah State Substitute Teacher Handbook and the form needed to have
the Photo ID Badge made.
Photo ID Badge
ID badges are made by the ECISD Human Resources Department. There is no cost to the
substitute teacher for the badge. However, if the badge is lost or damaged, the Substitute Office
should be contacted immediately to make arrangements to have a replacement badge made. A
replacement fee will be charged for the new badge.
Substitute teachers must wear or display their photo ID badge at all times when on a campus or
attending a school-sponsored event and be prepared to identify themselves as a substitute teacher
and provide the name of the teacher for whom they are substituting.
If you decide not to substitute please return your badge to the substitute office. Please submit
your badge with your letter of resignation.
Web Site
The Substitute Teacher Services maintains a link on the Human Resources page of the ECISD
website. The website includes information on New Substitute Orientation, newsworthy events
of interest to substitute teachers and tips on how to be more successful as a substitute teacher.
The website can be accessed by going to www.ectorcountyisd.org. Click on employment,
substitute information. Applications are located online by selecting Human Resources, current
job openings.
Smartfind Express Substitute Employee Management System
Ector County ISD Uses an automated system for securing substitute teachers. The SmartFind
Express capabilities include Internet/Intranet and telephone access. SmartFind Express is
accessible from Macintosh or PC compatible computers and uses an Internet browser such as
Netscape or Internet Explorer. Access to SmartFind Express requires the use of an Access ID
Number and Personal PIN Identification Number to gain access to the system. SmartFind
Express will allow you to review and modify your personal profile, review current and future
assignments, cancel assignments and search for available jobs.
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Call Out Times – There are two calling periods – morning and afternoon.
Morning calling period is from 5:30 a.m. – 12:15 p.m. If SmartFind Express calls you
for a job during this calling period, the job will be for that day only.
Afternoon calling period is from 5:00 p.m. – 10:00 p.m. If SmartFind Express calls you
for a job during this calling period, it will be for a job in the future. The job could be for
the next day, the next week or next month.
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Roles and Responsibilities
Ethical Behavior
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Professional Code of Ethics – Appendix A contains the Code of Ethics and Standard
Practices for Texas Educators. ECISD Substitute Teacher Services expects all substitute
teachers to hold themselves to the same high standards expected of all teachers employed
in the District. “Employees shall be courteous to one another and the public, working
together in a cooperative spirit to serve the best interests of the District.” [Refer to ECISD
Website online Policy – DH (LOCAL)]
Confidentiality – Substitute teachers must maintain strict confidentiality in most matters
pertaining to students. Student behavior and academic performance are not topics of
general conversation and should not be discussed outside of the school setting. When
working with special needs students, substitute teachers must exercise an even greater
degree of caution when discussing issues related to these students.
Professionalism – Substitute teachers are asked to refrain from making disparaging
comments comparing one school with another or comparing the children in one
neighborhood with those in another. The substitute teacher should not criticize the
regular teacher, except to those in authority, and even then, only when it is in the best
interest of the students. [Refer to ECISD Website online Policy – DH (LOCAL)]
Substitute/Student Relationships – All District personnel shall recognize and respect the
rights of students. Substitute teachers should exercise extreme caution and good
judgment in verbal and physical relationships with students. Substitutes should establish
a position of authority with the students. Under no circumstances may a substitute
teacher engage in a romantic relationship with a student, regardless of who initiates the
relationship. [Refer to ECISD Website – DIA (LEGAL); DIA (LOCAL); DIA
(EXHIBIT A); DIA (EXHIBIT C); FFH (LEGAL); FFH (LOCAL); FNG (LOCAL)]
Cell Phone Usage – Cellular phones and pagers are allowed on the school campus as
long as they are turned off and out of sight during the instructional school day. No
personal calls should be made or received during the instructional day or during after
school meetings with the exception of limited personal calls which may be made during
lunch.
Mutual Respect – Treating students and campus personnel with the same respect with
which you wish to be treated will result in a positives atmosphere of trust and mutual
respect. Yelling at students, insulting them or calling them derogatory names or making
other verbal threats is unacceptable and may be grounds for dismissal.
Accepting and Canceling Jobs – Whenever possible, substitute teachers should accept
the jobs they are offered through the SmartFind Express system. Once they have done
so, they should write down the date, time, location and other information pertinent to
the assignment. If, after accepting a job, a substitute must cancel the job, he/she should
do so at the earliest possible opportunity. This can be done by calling the SmartFind
Express or going online and following the prompts to cancel a job. If a substitute teacher
attempts to cancel a job after the deadline for doing so (1 hour prior to the start time of
the job), SmartFind Express will prompt the substitute to call the school administrator to
cancel the job.
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Note: Once a job has been accepted, it is critical that the substitute teacher either fulfills
the commitment or cancels the job in a timely manner. Failure to do so may result in a
school’s administrator excluding that substitute teacher from working on his/her campus
in the future. Repeated failure to do so will result in the substitute teacher being restricted
from working in the district.
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General Duties and Responsibilities
Dress/Grooming – Substitutes should exercise discretion and good judgement in their
attire. Dress should be appropriate for the assignment. T-shirts, jeans and tennis shoes
are discouraged in the classroom, except in physical education. Visible tattoos, as
deemed offensive and/or inappropriate, must be appropriately covered. (Please read
District handbook online)
Punctuality – Substitute teachers are expected to be on duty the same length of time as
the regular classroom teacher. This includes reporting to duty 15 minutes before the
start of school. It is recommended that substitute teachers arrive as much as 30 minutes
before the start of school to allow time to meet the office staff, sign in, locate the
classroom as well as the lesson plans and instructional materials and adequately prepare
for the arrival of the students.
The exact beginning and ending times for substitute teachers may vary from school to
school. Substitute teachers must listen carefully to the beginning and ending times as
indicated by the SmartFind Express system.
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Reporting for Duty – Substitute teachers should always wear their photo ID badge and
should report to the school office before assuming their duties in the classroom. Please
remember to sign in. If you do not sign in, you may not be paid for that day. While in
the office, ask for a Substitute Teacher Folder and check to see if there are any special
instructions or other information pertinent to the assignment.
Parking and Privileges – Substitute teachers should not park in “reserved” or “visitor”
parking areas but should use the faculty parking lots. Parking permits will be issued to
those substitute teachers who choose high schools in their campus preferences.
Substitute teachers may eat lunch either in the cafeteria or in the teachers’ lounge.
Supplies, Materials and Equipment – The teacher’s materials and supplies should not be
used unless the teacher has indicated in the plans that their use is necessary. Materials
and equipment that are borrowed should be returned before leaving the campus. The
teacher’s room and equipment should be left as found. Candy, stickers or other types
of “rewards” belonging to the regular teacher should not be used without prior
permission from the teacher.
Leaving the Campus – The care and supervision of students assigned to the substitute
teacher is a top priority. The substitute teacher should not leave the campus during the
day without authorization to do so. Substitute teachers should not leave the campus at
any point in the day without signing out in the office and notifying office personnel that
they are leaving.
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Other Duties as Assigned – Occasionally, schools may find themselves having to make
shifts or adjustments to accommodate last minute changes or problems that arise after
the school day has started. You may be asked to cover a class during a conference period
or assist with some other duty or task. You may be asked to teach a class other than the
one agreed to through SmartFind Express. In these cases, the substitute teacher is
expected to demonstrate flexibility and cooperation, which will both benefit students and
contribute to building a positive rapport with the campus staff.
At the End of the Day – Before leaving the classroom, the substitute teacher should
complete some additional tasks that will leave a positive lasting impression for the regular
classroom teacher. Books, supplies and instructional materials as well as furniture and
equipment should be returned to their original place. The teacher will appreciate a
detailed note letting him/her know how much of the lesson plan was accomplished,
important information concerning the students’ academic performance and/or behavior
and a brief accounting of the progression of the day’s activities. The substitute teacher
should also leave an evaluation form for the regular teacher to complete. The substitute
teacher should always check out through the office at the end of the day making personal
contact with the office staff.
Changes in the Personnel Profile Information – Throughout the year, the substitute has
the responsibility of keeping the information in the Substitute Office current. This
includes current address and phone number as well as the school and subject
preferences. The Substitute Office must be notified of any changes that the substitute
cannot modify online. Please keep all information current.
 Refer to Chapter 1 of the STI Substitute Teacher Handbook for the
expectations of a Professional Substitute Teacher. **This handbook
will be issued when you pick up your form for your employee badge.
Classroom Duties and Instructional Responsibilities
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Lesson Plans – When teachers are absent from school, they will hopefully leave detailed
lesson plans for the substitute teacher to follow. Substitute teachers are to implement
the lesson plans as closely as possible. The substitute should leave a note indicating any
deviation from the lesson plans and provide rationale for any changes that are made. If
the lesson plans are not detailed, the substitute teacher can use effective teaching
strategies to cover the assigned content and materials.
When possible, teachers plan for their absences. However, if a teacher is absent due to
an emergency, the substitute teacher may not have lesson plans provided by the teacher.
Should this occur, substitute teachers should contact the office or a neighboring teacher
for assistance.
 Refer to Chapter 4 of the STI Substitute Teacher Handbook for
effective, research-based strategies.
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Student Attendance – Attendance must be taken in every class, and this information must
be provided to the school office following the procedures established by each
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school. Attendance taking procedures are included in the campus substitute folder or
are available from the office.
Written Work/Grading Papers – The substitute teacher should not assign written work
and leave it to be graded except at the request of the regular teacher. Nor should the
regular teacher expect the substitute teacher to grade papers not assigned in the lesson
plans.
Classroom Management and Discipline – Substitute teachers are expected to model and
reinforce the expectations of the regular teacher. Classroom rules are generally posted
in most classrooms. Effective classroom management helps to ensure that learning will
take place.
When the students cause behavior problems that are disruptive to the learning
environment, the substitute teacher should attempt to incorporate the suggested
classroom management strategies outlined in Chapter 2 of the STI Substitute Teacher
Handbook. Substitute teachers must never administer corporal punishment, physically
discipline a student in any way or verbally abuse a student. Substitute teachers should
refer students to school administrators only after all reasonable efforts have been made
to maintain order and have not been successful.
1) Referral Process – when referring a student to the office, the substitute teacher
should use the standard ECISD referral form. These forms should be in the
Campus Substitute Folder or are available from the office or a neighboring
teacher. Students should be sent to the office with the completed form or with
another student should the situation warrant it. The substitute teacher should
leave a copy of the referral for the regular teacher or a note explaining the
contents of the referral.
2) Office Communications – Each classroom has an intercom button and/or a
telephone that can be used should the substitute teacher need immediate
assistance. If necessary, a student may be sent to the office with a message.
3) Unattended Classroom – the substitute teacher should never leave the classroom
unattended. If an emergency situation arises, the substitute teacher should
immediately contact the office for assistance and wait for another campus staff
person to arrive before leaving the classroom. If the substitute teacher needs to
leave the room for personal reasons, the office or a nearby teacher should be
contacted for assistance. The substitute teacher must not leave the classroom
until someone else arrives to supervise the students.
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Ask for Assistance – the substitute teacher should never hesitate to seek help when
needed. A successful substitute teacher positively impacts the students.
Responsibilities of the District, School and the Regular Teacher
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District Staff
1) Substitute Office – The responsibilities of the Substitute Office include: creating
and maintaining employee files, coordinating payroll information with the
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Payroll Office, providing necessary forms to have ID badges made, scheduling orientations and
staff development and providing general support to substitute teachers.
2) Payroll Office – The Payroll Office is responsible for providing the substitute teacher
with timely and accurate payroll checks. Checks are direct deposited. Substitute
teachers are paid on or about the 15th of each month. Please check the payroll
schedule on the substitute webpage for specific dates. The pay period runs from the
first working day through the last working day of the previous month. If a substitute
teacher believes an error has occurred he/she can contact the Payroll Office at 4569769. We suggest that you start with the secretary at the campus where you
substituted.
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School Staff
1) Substitute Folder – Ector County ISD campuses have been provided with a sample
Campus Substitute Folder, which they can customize for their campus. The
substitute teacher should ask for this folder when checking in at the office upon
arrival. The folder should contain information on specific campus policies and
procedures that will make the day run more smoothly and guide the substitute
teacher in emergency situation at that campus.
2) School Routines – the substitute teacher should be provided with a schedule of the
regular school program and any schedule changes, such as assemblies, field trips or
modified dismissal times and be made aware of routine information, such as special
duties or assignments.
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Regular Teacher
1) Lesson Plans – It is the responsibility of the regular teacher to provide adequately
detailed lesson plans for the substitute teacher to follow in his/her absence. If a
teacher fails to provide lesson plans, the substitute teacher should report this failure
to the school administrator in a professional manner. In the case of an emergency
a teacher may fail to provide lesson plans. When this occurs, other teachers and
staff are available to provide assistance.
2) Routines – In addition to lesson plans, the regular teacher should provide the
substitute teacher with class rolls, seating charts, routine schedules, appropriate
procedures for attendance reporting, specific procedures to be used with special
needs students, etc.
3) Support – To prepare students for a substitute teacher, the regular teacher should
establish expectations for good behavior, stressing cooperation and respect for the
substitute teacher.
4) Evaluations – Teachers should complete any evaluation left for them in a timely
manner and return the form to the Substitute Office. If the evaluation is
unsatisfactory, the teacher needs to be specific in the criticism of the substitute
teacher so that performance can be addressed and improvement made.
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Salary and Employment Issues
Certified Substitutes
Non Certified Substitutes
After School Magnet Classes
Cavazos, Downing, Fly, West & Alternative Center
Substitute Teacher Aides, Clerks & Secretaries
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Special Notes Regarding Long Term Substitute Positions
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Job Log – The substitute teacher is advised to keep a job log of dates, times, schools
and job numbers.
Half Day vs Full Day – Substitute teachers should have a clear understanding of
whether they are substituting for a full day or half day assignment before accepting
a job. A half day job is 4 hours or less.
Substitute teachers who complete certification while substituting must call for us to
pull the certification from SBEC so we can move your daily rate to the certified
pay. The certified rate of pay will begin at that time.
Pay Period – Checks will be mailed/direct deposit to you on the 15th of the month.
Long Term Substitute Teacher Pay: A long term substitute with a teacher
certification will earn $225/day, while a long term substitute without a teacher
certification will earn $200/day.
a. Long Term Substitute Jobs are defined as:
i. Ten consecutive days for the same teacher, using the same SmartFind
Express job number. The increase in pay begins on the 11th consecutive
day, and is NOT retroactive for the first ten days OR
ii. Any substitute teacher who fills a certified teacher vacancy and is the
teacher of record, for a job with a minimum of 10 days, using the same
SmartFind Express job number. Extra Help positions do NOT qualify
for additional pay. The increase in pay begins on the 1st day for filling
that 10+ day vacancy
b. Long term positions that qualify for increased wages:
1. Math
2. Science
3. Social Studies
4. English Language Arts
5. Elementary Grade Level
6. Bilingual
7. Special Education (Teacher of Record)
All long term substitute teacher applicants will be interviewed by campus principals
for placement
All long term substitute teachers are required to:
a. Maintain consistent attendance
b. Submit Grades
c. Attend Parent Conferences, Campus Staff Development, PTA
meetings, PLC, ARD & LPAC meetings
d. All other duties assigned by the campus principal
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$125.00 per day
$100.00 per day
$8.91 per hour
$10.00 per day extra
$8.91 per hour
Employment Conditions
 “As Needed” Employment – Substitute teachers are employed on a daily basis for
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regularly scheduled school days and are called “as needed”. Newly hired substitute
teachers are reasonably assured of employment throughout the current school year. By
virtue of this assurance, substitute teachers must understand that they are not eligible for
unemployment compensation benefits during any school breaks including, but not limited
to the summer, intercessions, Christmas and spring breaks. This assurance is contingent
upon continued school operations and will not apply in the event of any disruption that is
beyond the control of the District (i.e. lack of school funding, natural disasters, court
orders, public insurrections, war, etc).
Reasonable Assurance of Employment – In the spring of each year substitute teachers will
be sent a Letter of Reasonable Assurance informing them that they have reasonable
assurance of employment for the coming school year on the same substitute basis that
existed during the past school year. To receive a letter of assurance each substitute must
have worked 40 days minimum.
Failure to Return the Letter of Assurance – Substitute teachers who do not return the
Letter of Assurance by the designated date will not be able to be considered for reemployment until after September 1 of the following school year.
Substitute Teacher Evaluation – The teacher and/or campus administrator will evaluate
the substitute teachers following the completion of an assignment. A copy of the
Substitute Evaluation form is located in the back of this handbook and copies may be
obtained in the Substitute Office. The substitute teacher should leave a copy of this form
each time he/she substitutes so the regular teacher can evaluate the substitute teacher’s
performance. Some campuses provide an evaluation form when the substitute teacher
arrives, but substitute teachers should be prepared with copies of their own in case one is
not provided.
o Evaluations will be submitted to the Human Resources director for Substitute
Teacher Services for review. All evaluations will be maintained in the substitute
teacher’s personnel file and may be viewed upon request.
o Campus administrators may ask for a substitute teacher who has performed
exceptionally well to be placed on a campus priority list. The SmartFind Express
will call the substitute teachers on this list first. If the “priority subs” are not
available to substitute, the SmartFind Express will begin to randomly attempt to
fill the absence.
o Substitute teachers not performing satisfactorily will be sent a copy of the
evaluation and asked to address the content of the evaluation. Substitute teachers
may be removed from the substitute list for consistently poor performance or for
a serious offense.
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o If a campus administrator perceives a situation to be serious enough to warrant
immediate action, he/she may ask the Human Resources Director to remove a
substitute teacher from substituting at that campus. A letter will be sent to the
substitute teacher informing him/her of this action and asking for the substitute
to schedule a conference with the Human Resources Director.
o Substitute teachers leaving a campus without permission, failing to carry out
responsibilities or making suggestive remarks to a student are subject to
termination.
o Since substitute teaching is not a contractual position, the laws of property rights
and due process are not available to substitute teachers.
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Workers’ Compensation – All employees in ECISD are covered for occupationalrelated injuries and illnesses only. Workers’ Compensation pays for medical
expenses and loss of wages as related to the injury. Note: Workers’ Compensation
does not cover property damage suffered by an employee such as broken glasses,
broken jewelry, ripped clothing, etc. An employee who sustains an occupational
injury must report the incident to the campus administrator immediately. The
employer’s First Report of Injury form must be completed by the campus
administrator and forwarded to the Risk Management Office within two days from the
date of the injury. An additional copy should be forwarded to the Human Resources
Director of Substitute Teacher Services. Failure to report an injury in a timely manner
may result in loss of benefits and denial of a claim. Additional information is available
from the Texas Workers’ Compensation Commission (1-800-452-9595) or by calling
the District’s Risk Management Office at 456-9789.
District Policies and Guidelines
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Medications – Under no circumstances should a substitute teacher administer any
medication to a student. All medication is to be administered in the office by trained
personnel ONLY.
Sexual Harassment – Engaging in conduct constituting sexual harassment is strictly
prohibited and is grounds for immediate termination. All ECISD employees are
required to receive annual sexual harassment training to ensure the safety of the
District’s students and the protection of its employees. Incidences perceived to be
sexual harassment should be reported to the campus administrator and/or title IX
Coordinator for the District. [Refer to ECISD website – DIA (LEGAL); DIA
(LOCAL); DIA (EXHIBIT A); DIA (EXHIBIT C); FFH (LEGAL); FFH (LOCAL);
FNG (LOCAL)]
Grievance Procedures – If a substitute teacher wishes to file a grievance against a
school employee, he/she must follow the procedure outlined in DGBA (LOCAL)
found on the ECISD website.
Religion – Federal law prohibits the advancement of religious beliefs in the classroom.
Substitute teachers are not to pray, lead prayer, or discuss religious beliefs with
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students at any time when they are working in the capacity of a substitute teacher. A
substitute teacher may not distribute religious texts or materials to students.
Child Abuse/Neglect – State Law and Board Policy require a non-accusatory report
of suspected child abuse. If an employee suspects abuse, the substitute teacher should
take the child to the nurse to document suspected abuse and inform the principal of
the situation. The substitute teacher must then make an oral report to the Child
Protective Services Division of the Department of Protective and Regulatory Service
(24 hour hotline: 1-800-252-5400) no later than 48 hours after suspecting the abuse.
[FFG (LOCAL)]
Firearms/Weapons – District Policy and the Penal Code forbid the possession of
firearms, illegal knives or prohibited weapons on school grounds or on grounds where
an activity sponsored by a school is being conducted. [GKA(LEGAL)]
Alcohol and Drugs – Ector County ISD is a Drug-Free Workplace. All employees
are to follow the policies outlined on our ECISD website DH (LOCAL); DI
(EXHIBIT A). Failure to comply with the requirements and prohibitions included
in these policies will result in immediate dismissal.
Computer Use – The District provides computer and network access for all
employees. All classroom teachers have access to this technology. At the written
request of the building administrator, substitute teachers on an extended long-term
assignment (six weeks or more in the same classroom) will be granted use of the
classroom computer and network.
Misuse of District technology will result in termination.
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District Email – All ECISD Substitute Teachers/Aides & Clerks, upon hire date, will
be assigned a district email account. Substitute information and correspondence will
be sent through the district email. All substitutes are expected to check their email
account consistently.
Criminal History Background Check – All prospective ECISD employees and
volunteers must submit to a Criminal History Check. Evidence of a felony or
misdemeanor may preclude employment with the District. [DC (LOCAL)]
Drug Testing – All ECISD employees are required to take an alcohol and/or urine
test for detection of alcohol and/or drugs before they are placed on payroll as an
employee. A refusal to participate in the drug screening will disqualify the applicant
from employment. Strict confidentiality of the controlled substance, drug and alcohol
testing process shall be maintained to protect the privacy of employees and job
applicants who are offered positions with the District. [DHE (LOCAL)]
Finger Printing – All ECISD substitutes are required to have fingerprinting done.
Employees will be required to pay the fee. Once the fingerprinting has been
completed, the employee will bring the receipt of payment to the substitute office.
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*All District policies may be accessed online at:
www.ectorcountyisd.org/districthomepage/boardoftrustees/boardpolicyonline
*The Student Code of Conduct may be accessed online at:
www.ectorcounty.org/parentsandstudents/studentcodeofconduct
It is the policy of the Ector County Independent School district not to
discriminate on the basis of race, color, national origin, sex, handicap or age in
its employment practices as required by Title VII of the Civil Rights Act of
1964, as amended; Title IX of the education Amendments of 1972; the Age
Discrimination act of 1975, as amended; and Section 504 of the Rehabilitation
Act of 1973, as amended.
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Code of Ethics and Standard Practices for Texas Educators
19 Texas Administrative Code Chapter 247.2
The Texas educator shall comply with standard practices and ethical conduct toward
students, professional colleagues, school officials, parents, and members of the community
and shall safeguard academic freedom. The Texas educator, in maintaining the dignity of
the profession, shall respect and obey the law, demonstrate personal integrity, and exemplify
honesty. The Texas educator, in exemplifying ethical relations with colleagues, shall extend
just and equitable treatment to all members of the profession. The Texas educator, in
accepting a position of public trust, shall measure success by the progress of each student
toward realization of his or her potential as an effective citizen. The Texas educator, in
fulfilling responsibilities in the community, shall cooperate with parents and others to improve
the public schools of the community. 19 TAC 247.1
1.
Professional Ethical Conduct, Practices, and Performance
Standard 1.1. The educator shall not intentionally, knowingly, or recklessly engage in
deceptive practices regarding official policies of the District, educational institution,
educator preparation program, the Texas Education Agency, or the State Board for
Educator Certification (SBEC) and its certification process.
Standard 1.2. The educator shall not knowingly misappropriate, divert, or use monies,
personnel, property, or equipment committed to his or her charge for personal gain or
advantage.
Standard 1.3. The educator shall not submit fraudulent requests for reimbursement,
expenses, or pay.
Standard 1.4. The educator shall not use institutional or professional privileges for
personal or partisan advantage.
Standard 1.5. The educator shall neither accept nor offer gratuities, gifts, or favors that
impair professional judgment or to obtain special advantage. This standard shall not
restrict the acceptance of gifts or tokens offered and accepted openly from students,
parents of students, or other persons or organizations in recognition or appreciation of
service.
Standard 1.6. The educator shall not falsify records, or direct or coerce others to do
so.
Standard 1.7. The educator shall comply with state regulations, written local Board
policies, and other state and federal laws.
Standard 1.8. The educator shall apply for, accept, offer, or assign a position or a
responsibility on the basis of professional qualifications.
Standard 1.9. The educator shall not make threats of violence against District
employees, Board members, students, or parents of students.
Standard 1.10. The educator shall be of good moral character and be worthy to
instruct or supervise the youth of this state.
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Standard 1.11. The educator shall not intentionally or knowingly misrepresent his or
her employment history, criminal history, and/or disciplinary record when applying for
subsequent employment.
Standard 1.12. The educator shall refrain from the illegal use or distribution of
controlled substances and/or abuse of prescription drugs and toxic inhalants.
Standard 1.13. The educator shall not consume alcoholic beverages on school
property or during school activities when students are present.
2.
Ethical Conduct Toward Professional Colleagues
Standard 2.1. The educator shall not reveal confidential health or personnel
information concerning colleagues unless disclosure serves lawful professional
purposes or is required by law.
Standard 2.2. The educator shall not harm others by knowingly making false
statements about a colleague or the school system.
Standard 2.3. The educator shall adhere to written local Board policies and state and
federal laws regarding the hiring, evaluation, and dismissal of personnel.
Standard 2.4. The educator shall not interfere with a colleague’s exercise of political,
professional, or citizenship rights and responsibilities.
Standard 2.5. The educator shall not discriminate against or coerce a colleague on the
basis of race, color, religion, national origin, age, gender, disability, family status, or
sexual orientation.
Standard 2.6. The educator shall not use coercive means or promise of special
treatment in order to influence professional decisions or colleagues.
Standard 2.7. The educator shall not retaliate against any individual who has filed a
complaint with the SBEC or who provides information for a disciplinary investigation or
proceeding under this chapter.
3.
Ethical Conduct Toward Students
Standard 3.1. The educator shall not reveal confidential information concerning
students unless disclosure serves lawful professional purposes or is required by law.
Standard 3.2. The educator shall not intentionally, knowingly, or recklessly treat a
student or minor in a manner that adversely affects or endangers the learning, physical
health, mental health, or safety of the student or minor.
Standard 3.3. The educator shall not intentionally, knowingly, or recklessly
misrepresent facts regarding a student.
Standard 3.4. The educator shall not exclude a student from participation in a
program, deny benefits to a student, or grant an advantage to a student on the basis of
race, color, gender, disability, national origin, religion, family status, or sexual
orientation.
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Standard 3.5. The educator shall not intentionally, knowingly, or recklessly engage in
physical mistreatment, neglect, or abuse of a student or minor.
Standard 3.6. The educator shall not solicit or engage in sexual conduct or a romantic
relationship with a student or minor.
Standard 3.7. The educator shall not furnish alcohol or illegal/unauthorized drugs to
any person under 21 years of age unless the educator is a parent or guardian of that
child or knowingly allow any person under 21 years of age unless the educator is a
parent or guardian of that child to consume alcohol or illegal/unauthorized drugs in the
presence of the educator.
Standard 3.8. The educator shall maintain appropriate professional educator-student
relationships and boundaries based on a reasonably prudent educator standard.
Standard 3.9. The educator shall refrain from inappropriate communication with a
student or minor, including, but not limited to, electronic communication such as cell
phone, text messaging, e-mail, instant messaging, blogging, or other social network
communication. Factors that may be considered in assessing whether the
communication is inappropriate include, but are not limited to:
a.
The nature, purpose, timing, and amount of the communication;
b.
The subject matter of the communication;
c.
Whether the communication was made openly or the educator attempted to
conceal the communication;
d.
Whether the communication could be reasonably interpreted as soliciting sexual
contact or a romantic relationship;
e.
Whether the communication was sexually explicit; and
f.
Whether the communication involved discussion(s) of the physical or sexual
attractiveness or the sexual history, activities, preferences, or fantasies of either
the educator or the student.
19 TAC 247.2
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Ector County ISD Substitute Quick Reference Card
System Phone Number
ID
432.456.8060
(Your Employee ID #)
PIN (you set this number)
System Calling Times
Week Day
Today’s Jobs
Future Jobs
Weekdays
Starts at 05:30 a.m.
Continues until 12:15 p.m.
None
None
None
05:00 – 10:00 p.m.
Saturday
Sunday
Holidays
Decline/Cancellation Reasons
Number Description
Number
1
2
3
4
5
Illness
Illness in Family
Bereavement
Maternity
Educational Needs
None
05:00 – 10:00 p.m.
05:00 – 10:00 p.m.
Description
6 Civic Leave
7 Return to Previous Assignment
8 Military Leave
9 Vacation
10 Car Problems
11
12
13
14
Won’t Go To Campus
Previous Commitment
Child Care Problems
Other Reasons
Substitute Call-in Registration **This must be completed to set up your account!
Enter your Access ID, followed by star (*) key.
Enter your PIN, followed by star (*) key. If you do not have a PIN, enter your Access ID followed by the star (*) key.
Name does not exist
PIN is not valid
Record your name, press
star (*) key when done.
1. Accept
2. Re-enter
9. Exit and hang-up
1. Hear your
telephone number
1. Modify
9. Exit to next step
Enter a PIN at least xx digits
in length, followed by the
star (*) key.
Hear your PIN
1. Correct
8. Re-enter
9. Exit and hang-up
1. Modify, enter telephone,
star (*) key
1. Correct
5. Re-enter
9. Exit to next step
System Call-Out (for Job Offers and Cancellation Notifications)
Enter your Access ID, followed by star (*) key . Enter your PIN, followed by the star (*) key, or
Enter the star (*) key to make the system wait for 2 minutes to enter your Access ID. After 2 minutes, the system will hang-up.
Job Offer
1. To hear job offer
2. Set Do Not Call
9. Exit and hang-up
Job Cancellation Notification
Hear Cancellation Notification
1. Repeat job cancellation
9. Exit and hang-up
1. Hear Job Description
1. Accept Assignment
2. Repeat Job Description
3. Decline Assignment
1. Job Offer
1. To Hear Job Description
2. Decline Job
2. Set Do Not Call
1. Accept time offered
2. Enter earlier time
HHMM, 1 =am 2=pm
9. Exit and hear the job offer
16
2/3. Decline Assignment
Enter decline reason, star (*)
key. A list of reasons is
played.
1. Accept
2. Re-enter
9. Exit and repeat this step
1. Accept Job Assignment
Hear Job Number
1. Hear Job Number again
2. Repeat Job Description
9. Exit
Substitute Call in: Enter Access ID, followed by the star (*) key, Enter PIN, followed by the star (*)key, then listen to announcements.
1. Review or Cancel Assignments
2. Hear Available Jobs
3. Change your Callback Number
4. Review or Modify Do Not Call Times
5. Review or Modify Unavailability Dates
6. Review or Modify Daily Availability
7. Change your PIN, Re-record Name, or
Change Language Preference
9. Exit and hang-up

1. Review/Cancel
1. Repeat assignment
2. Cancel assignment
8. Hear next assignment
9. Exit to menu options
2. Hear Available Jobs
1. Repeat Assignment
2. Accept assignment
3. Decline assignment
8. Hear next assignment
9. Exit to menu options
The Review / Cancel and Available
Jobs list is played in job number order

You may enter as many Unavailable
periods as needed
2. Cancel Assignment
1. Accept cancellation
Enter cancellation reason,
star (*) key
A list of reasons is played
9. Exit (Do not cancel)
2. Accept assignment Hear job number
1. Repeat Job number
8. Hear next assignment
9. Exit to menu options
3. Change callback number
Hear callback #
1. Modify
9. Exit to menu options
1. Modify callback #
Enter number, star (*) key
4. Do Not Call
1. Enter a time
2. Remove setting
9. Exit to menu options
1. Enter a time
1. Accept time offered
2. Enter a time
9. Exit to menu options
5. Unavailable Period
1. Review or delete
2. Add dates
9. Exit to menu options
1. Review or delete
Hear unavailable date
1. Delete
8. Hear next
9. Exit to menu options
2. Add dates
Enter start date (MMDDYY)
Enter end date (MMDDYY)
Unavailable entire day?
1. Yes
2. Enter time

Each day of the week is played
6. Daily Availability
1. Review or delete
2. Add time period
3. Review or delete time
period to not receive
calls
4. Add new time period to
not receive calls
9. Exit to menu options
7. Modify PIN, Re-record
Name, or Change Language
Preference*
1. Modify PIN
2. Change recording of
name
3. Change language
preference
9. Exit to menu options
*If multiple languages are
configured
17
1/3. Review or delete
Availability / No calls
Daily Availability will play
1. Delete this day/time
period’s availability
2. Hear next time period
9. Exit to menu options
2/4. Add time period
availability
Select day of week
1. Monday thru Friday
2-8 Sunday - Saturday
(2) Sunday, (3) Monday, etc.
9. Exit to menu options
Cancel reason
1. Accept
2. Re-enter
9. Exit and hear next
assignment
3. Decline Assignment Enter Decline Reason,
star (*) key
A list of reasons is played
1. Accept
2. Re-enter
9. Exit and hear next
assignment
New callback # played
1. Correct
2. Re-enter
9. Exit to menu options
2. Enter time
Enter HHMM
1=am
2=pm
2. Enter Time
Start time (HHMM)
End time (HHMM)
1=am
2=pm
Receive Calls?
1. Receive calls for future job
offers
2. Do not receive future calls
9. Exit (without saving
unavailability period)
1-8 Selected day(s) of week
1. All day
2. Enter start and end time
(HHMM)
1=am
2=pm
3. Change Language Preference
Enter language followed by the
(*) star key.
1. Correct
2. Hear more language options
9. Exit to menu options
1. Change PIN
Enter new PIN at least xx digits in
length followed by the star (*)
key. PIN is played:
1. Correct
2. Your name is recorded as “recorded name.”
8. Re-enter
1. Hear your name again
9. Exit to menu
2. Change recording of name
options
9. Exit to menu options
Record your name; press the star (*) key when done.
1. Accept
2. Re-record
9. Exit to menu options
YOUR SCHOOL DISTRICT
SUBSTITUTE BROWSER ACCESS
Browser Access Instructions
Web Browser URL https://sems.ector-county.k12.tx.us
Help Desk Phone Number
432.456.8060
Sign In
Open your web browser and access the SmartFindExpress Sign In page. Review the messages above the Sign In. Enter your User ID and
Password. Review additional announcements on your home page, if any.
Language Selection
If multiple languages are present, the language choice is offered on the Sign In page. Selecting the language choice on the Sign In page
will immediately refresh the page and all screens are displayed in the selected language after you successfully log into the system. The
language choice must be made before clicking the Submit button on the Sign In page.
PIN/Password Reminder
The “Trouble Signing in?” link supports users who want to log into the system, but have forgotten their PIN/password. When this link is
selected, the system displays the PIN/password request page. Your User ID and the security code being displayed must be entered on
this page. Note: You must be registered with the system to use this option.
If the submitted information is valid, the system sends the user an email containing their PIN/password. This information will enable the
user to successfully log into the system. The email is sent to the email address on the user’s profile. If the submitted information is
invalid, the system will return an error message and allow new information to be entered, or refer the user to their system
administrator for assistance.
Profile
Click the Profile option to view and update profile information.
 Information
Review profile status and address information.
 Update Email
Enter or update your email address
 Change Password
Enter your current PIN followed by a new PIN twice and click Save
 Callback Number
Enter the telephone number where you can be contacted by the system. Include the ‘1’ (long distance indicator) and area code
only if required for the system to call you from the district office
Schedule
Click the Schedule option to view, add and update schedule information.
General:
 Create a New Availability Schedule
o
Select New button
o
Select days of the week for the schedule by leaving boxes checked by that day
o
Select the times you are available to work or do not want to be called. (Choose only one option)
 Check box for all day or
 Enter a start and end time range in HH:MM am or pm format
o
Select Save button
o
To Exit without saving changes, select the Return to List button
18
YOUR SCHOOL DISTRICT
SUBSTITUTE BROWSER ACCESS


Modify your Availability Schedule
o
Choose day or days of the week you want to delete by checking the boxes by that day
o
Select the Delete button
o
Select the New button to add a new day of week or time. Follow the steps for “Creating a New Availability
Schedule” as outlined above.
Delete an Availability Schedule
o
Select day(s) of the week you want to delete by checking the boxes by that day
o
Select Delete button
Temporary Do Not Call
 Enter the telephone number where you can be contacted by the system. Include the ‘1’ (long distance indicator) and area code
only if required for the system to call you from the district office
 Enter a time in HH:MM am or pm format for the system to resume calling (The maximum is 24 hours from the current time)
Classifications and Locations Tab

Review classifications and locations you have chosen for possible assignments
Unavail Dates

Create Unavailability Schedule
o
Select the New button
o
Enter Start and End Date Range (MM/DD/YYYY) or use the calendar icon
o
Select the All Day check box or enter the time range in HH:MM am or pm format
o
Select the Call for Future Assignments checkbox, if during the unavailable time period entered you would still
like to receive calls for future assignments. Leave box unchecked if you do not want any calls during this time
o
Select Save button

Delete Unavailability Schedule
o
Place a checkmark in the desired date range box
o
Select the Delete button
Available Jobs
Click the Available Jobs option to view and accept assignments.
To view and accept jobs

You must be available to work all days and times of the job

You have specified that you will work at the location

You are specified for the job
Follow these steps:

Select the date range for your search entering in the dates with forward slashes (MM/DD/YYYY) or using the
Calendar icon. Leaving dates blank will return all data

Press the Search button to display the list of jobs

Press the Details link to view the job details. Review the specifics and choose one of the following
o
Select the Accept Job button. A job number will be assigned to you if the job has been successfully assigned to you.
Please record this Job Number.
o
Select the Decline Job button. Select a reason for decline from the drop-down list, and then select the Decline Job
button.
o
Select the Return to List button to return to the job listing
19
YOUR SCHOOL DISTRICT
SUBSTITUTE BROWSER ACCESS
Review Assignments
Click on the Review Assignments option to review past, present and future assignments or to cancel an assignment
Follow these steps:

Select format for Assignment display. List or Calendar view.

Search for assignments
o
Enter the date range with forward slashes (MM/DD/YYYY) for your search or use the calendar icon. Leaving
dates blank will return all data
o
Enter a specific job number (date range will not be used)

Press the Search button to display the list of assigned jobs

Choose the Job Number link to view job details
o
Select the Return to List button to review other jobs assigned to you
o
Select the Cancel Assignment button to cancel your assignment. Enter a reason for canceling from the pull-down list.
Wait for the “Job was cancelled successfully” notification. You cannot cancel an assignment that has already started.
o
An assignment may contain file attachments. To view or download a file attachment, click on the file name.
20