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Click on the following links to view the desired portion of the Substitute Handbook.
Disclaimer
This Substitute Handbook is for your use as a source of information about St. Charles Community Unit School District 303 (D303) and your substitute role. Nothing in this Handbook creates or is intended to create a contract of employment, either expressed or implied. Nor do the Handbook provisions establish an employment relationship where one would not exist. You are an at-will employee of the District and your relationship with the District may be terminated by you or the District at any time, with or without cause.
Please note that you are subject to the policies of the District’s Board of Education. Some, but not all, of those policies are summarized in this Handbook. In the event that a Board of Education policy and/or applicable law conflicts with a provision in this Handbook, the policy and/or law shall control.
The District does not guarantee specific benefits or terms of employment. Board policies, the provisions of this Handbook, District benefits, and District procedures may be changed or revoked at any time, without notice to you and without your consent.
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Equal Employment Opportunity and Minority Recruitment
The School District shall provide equal employment opportunities to all persons regardless of their race, color, creed, religion, national origin, sex, sexual orientation, age, ancestry, marital status, arrest record, military status or unfavorable military discharge, citizenship status provided the individual is authorized to work in the United States, use of lawful products while not at work, being a victim of domestic or sexual violence, physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodations, and other legally protected categories.
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How to Become a Substitute for District 303
- Click here to Start, Continue, or Modify an Application for Employment as Substitute.
- Complete and submit the application. The District Substitute Coordinator will automatically be notified and will then send you information and links to the forms needed. Download, print, and complete the forms.
- Set up an appointment with the District Substitute Coordinator to review completed paperwork.
- Once all required paperwork and documentation has been submitted and reviewed by the District Substitute Coordinator, you will be entered into our automated substitute procurement system called AESOP and can begin substituting for D303 upon receiving the welcome letter containing your substitute ID and PIN.
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Requirements to Be a Substitute in District 303
In addition to the completed application, the following forms and documents MUST be on file in Human Resources for all substitutes, whether certified teacher or support staff (such as teacher assistant, secretary, and nurse):
- Employment Eligibility Verification (Form I-9)
- Copy of document that establishes identity, such as a Driver’s License (original must be copied by HR staff member)
- Copy of document that establishes employment eligibility, such as a Social Security card (original must be copied by HR staff member)
- Federal W-4 Tax Form
- State W-4 Tax Form
- Completion of Certificate of Physical Fitness and Immunity from Communicable Disease
- Written evidence of negative tuberculosis results from chest x-ray, or skin test given within the last 90 days
- Three (3) letters of reference or College Credential File
- Acknowledgement of Mandated Reporter Status
- Illinois Department of Employment Security New Hire Reporting Form
- Consent for Fingerprint-Based Background Check
The following forms and documents MUST be on file in Human Resources to substitute in a certified teacher position:
- Copies of all transcripts
- Copy of valid Illinois Teacher Certificate or Substitute Teacher Certificate currently registered with the Kane County Regional Office of Education.
- Statement Concerning Your Employment in a Job Not Covered By Social Security
- Teachers’ Retirement System (TRS) Member Information and Beneficiary Designation
An optional form for direct deposit is also available.
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Certification
Persons interested in employment as a Certified Substitute Teacher should first contact the Kane County Regional Office of Education (ROE) at 210 S. 6 th St. in Geneva (630-232-5955) for instructions regarding certification. Any applicant with a college degree may apply for a Substitute Teacher Certificate through the Kane County ROE. A substitute teacher with a Substitute Teacher Certificate may teach in place of a Certified Teacher for a period not to exceed 90 paid school days, in any one school district, in any one school year.
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Procedure for Contacting and Assigning Substitutes
Once you have all completed documentation on file with Human Resources, you will be given access to our automated substitute procurement system. D303 uses Frontline’s Automated Educational Substitute Operator or AESOP, as it will be referred to from this point forward, to secure substitutes. It utilizes both the telephone and the Internet to fill vacancies.
Substitutes are given no guarantee of a minimum number of assignments. If you accept a full day assignment, you are expected to report to the school office by the designated reporting time and remain on assignment until the end of the day unless special permission is given by the school office.
- You may search for available jobs 24 hours a day, 7 days a week by calling into the AESOP number 1-800-942-3767 or visiting www.aesoponline.com on the Internet.
- D303 has selected the following hours for AESOP to call substitutes: 5:30 – 10:00 pm and 5:30 – 10:00 am daily. Calls during morning hours may be extended to fulfill assignments for late morning and afternoons for an employee who must leave work unexpectedly. Please note that morning calls will be for that day’s absences ONLY!
- AESOP is programmed to show up as 1-800-942-3767 on phones with Caller ID.
- AESOP is voice-activated. When the system calls you for an available assignment, it will not begin to read the job until you pick up the phone and make a sound (typically by saying "hello").
- If you use a "telezapper" or some other device that blocks calls that were dialed by a computer, you will not receive calls from AESOP.
- You can use a cell phone with AESOP without difficulty.
- When the system calls you, it only asks for the PIN number. When you call into the system, it asks for both your ID number and your PIN number.
- No outbound calls are made on Friday night, all day Saturday, or Sunday morning.
- The system will make outbound calls up to two days in advance of the start of the absence.
- If you hang up on AESOP prior to entering your PIN, the call is 'aborted' and you will not be called for another job for an hour. If you hang up on AESOP after entering your PIN or after pressing the 3 key to reject that assignment, the call was 'rejected' and you will be called for the next job in 15 minutes. If there is no answer or the phone is busy, AESOP will call next in 20 minutes.
- Pressing the phone’s star key at any time on the phone system will return you to the previous menu.
- Calls placed in the morning are ONLY for the current day’s absences. The system will call in the evening for assignments occurring on one of the next two days.
PLEASE NOTE: An employee may cancel an absence up to 45 minutes before the start time posted on the AESOP assignment. AESOP will call your phone number and send an e-mail (if added to your Personal Information on your AESOP home page) to notify you of any cancelled assignments. You will be asked to confirm the notice of cancellation. For your benefit, please call AESOP or go online to verify the assignment prior to reporting to work. If an emergency should arise, you can cancel an assignment up to 45 minutes prior to the school start time. If an emergency should arise within 45 minutes of the start of school, you cannot use AESOP to cancel. Please call the District Substitute Coordinator or the school to report the cancellation.
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Mid-Valley Special Education Cooperative
D303 is the administrative agent for the Mid-Valley Special Education (MVSE) Cooperative and obtains substitutes needed for MVSE teachers and teacher assistants during the school year. These assignments will be designated as MVSE and occur at D303 schools as well as schools in surrounding districts.
Schools that are part of MVSE Cooperative include:
- Batavia High School ( Batavia )
- Blackberry Creek Elementary School ( Kaneland )
- Elgin Community College ( Elgin )
- Geneva High School ( Geneva )
- Geneva Middle School North ( Geneva )
- Geneva Middle School South ( Geneva )
- Howard B. Thomas Elementary School ( Burlington )
- Mades-Johnstone Center ( St. Charles )
- Prairie Knolls Middle School ( Burlington )
- Waubaunsee CC
- Western Avenue Elementary School ( Geneva )
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Professional Responsibilities of the Substitute
You are expected to arrive promptly at the time posted on the assignment. You must first report to the school’s main office to check in and pick up a substitute staff badge. You are expected to complete the work related to the teaching day. In the case of substitute teachers, this work includes, but is not limited to, the following:
- Carry out lesson plans left by the regular teacher.
- Assume attendance taking responsibilities.
- Complete all reports normally required of the regular teacher.
- Complete the regular assignments of the teacher, including supervision assignments such as bus duty, hall duty, study hall, and lunchroom/recess duty
- Be ready and willing to work as needed with administrative personnel during free periods. You may be asked to teach a class or engage in other types of work (supervision, etc.) during the regular teacher’s free periods. You will not receive additional pay for working during a regular teacher’s free periods except as outlined under the Compensation and Benefits portion of this handbook.
All substitutes must:
- Not eat or drink in the classroom (a water bottle may be acceptable in some classrooms).
- Demonstrate flexibility, dedication, and an ability to adjust in stressful situations.
- NEVER LEAVE STUDENTS UNATTENDED!
If you have questions about any of the above or any other responsibilities, information may be obtained from a building administrator, secretary, or the District Substitute Coordinator.
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Professional Ethics
We depend on the integrity of each substitute in preserving confidential information pertaining to students, parents, staff, and other school related matters. Please refrain from making adverse comments about the regular teacher and his/her procedures to the students. Avoid discussion of students, teachers, or procedures at other buildings. Share any concerns with a building administrator or the District Substitute Coordinator.
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Student Discipline
In the absence of the regular teacher, the substitute teacher has the primary responsibility for discipline in the classroom. Should serious disciplinary issues occur, immediately obtain the assistance of a building administrator in maintaining discipline in the classroom. Please read and follow the classroom discipline plan. If no discipline plan is included in the substitute teacher plans, ask a fellow teacher and leave a note requesting this plan be included for future needs.
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Emergency Procedures in the Buildings
As a substitute teacher or teacher assistant, you should take a few minutes to become familiar with the building and the emergency procedures for the building. If the information cannot be located, please request it in the main office.
Instructions for fire and tornado drill exit procedures are posted near the door of each room. If the class is away from the classroom when the fire alarms sounds, leave the building through the nearest exit and proceed to a safe distance away from the building.
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Emergency School Closing Information
Substitutes can obtain district school closing information during inclement weather by:
- Checking the district website.
- Checking on your AESOP home page (AESOP will automatically delete all previously assigned substitute jobs when the schools are closed).
- Checking the local radio and television stations.
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Student Safety
You are responsible for ensuring the safety of the students under your charge. If a student appears to be ill or hurt, contact the main office. A nurse or health assistant is on duty at all times to attend to the student.
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Appearance
Professional appearance (business casual attire at a minimum) and neat grooming are expected of all substitutes. Inappropriate attire includes, but is not limited to, low cut pants (includes Capri pants, shorts, and skirts), bare midriff shirts (shirts must cover torso), short shorts, exposed undergarments, and shirts with foul or inappropriate language and/or images.
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Policy Regarding Use of Cigarettes, Alcohol or Illegal Drugs
D303 policy states that smoking in district buildings or on school property, including parking lots, is not permitted. Use of alcohol or illegal drugs on district property is also prohibited.
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Cell Phone Usage
Please do not make or receive cell phone calls during classroom instructional time. To insure that students will not be disrupted during class time, cell phones should be turned off.
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Abused and Neglected Child Reporting
Any District substitute who suspects or receives information that a student may be an abused or neglected child must immediately report the case to the Illinois Department of Children and Family Services. The substitute also must promptly notify the Superintendent or Building Principal that a report has been made.
All District substitutes are required to sign an “Acknowledgement of Mandated Reporter Status” form provided by the Illinois Department of Children and Family Services.
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Sexual and Other Unlawful Harassment
District 303 is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment. District 303 will not tolerate any actions, words, jokes, or comments based on a person's sex, race, color, national origin, age, religion, disability, sexual orientation, or any other legally protected characteristic.
Sexual harassment is defined as unwanted sexual advances, or visual, verbal, or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial list of sexual harassment examples:
- Unwanted sexual advances.
- Offering employment benefits in exchange for sexual favors.
- Making or threatening reprisals after a negative response to sexual advances.
- Visual conduct that includes leering, making sexual gestures, or displaying of sexually suggestive objects or pictures, cartoons or posters.
- Verbal conduct that includes making or using derogatory comments, epithets, slurs, or jokes.
- Verbal sexual advances or propositions.
- Verbal abuse of a sexual nature, graphic verbal commentaries about an individual's body, sexually degrading words used to describe an individual, or suggestive or obscene letters, notes, or invitations.
- Physical conduct that includes touching, assaulting, or impeding or blocking movements.
Unwelcome sexual advances (either verbal or physical), requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of employment; (2) submission or rejection of the conduct is used as a basis for making employment decisions; or, (3) the conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or offensive work environment.
If you experience or witness sexual or other unlawful harassment at work, report it immediately to your supervisor. If your supervisor is unavailable or you believe it would be inappropriate to discuss it with your supervisor, you should immediately contact the Assistant Superintendent for Human Resources or any other member of management. There will not be punishment or reprisal if you report sexual harassment or ask questions or raise concerns about it.
All allegations of sexual harassment will be quickly and discreetly investigated. To the extent possible, your confidentiality and the confidentiality of any witnesses and the alleged harasser will be protected against unnecessary disclosure. When the investigation is completed, you will be informed of the outcome of the investigation.
Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment must immediately advise the Assistant Superintendent for Human Resources or any member of management so it can be investigated in a timely and confidential manner. Any employee who engages in sexual or other unlawful harassment will be subject to disciplinary action, up to and including termination of employment.
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Compensation and Benefits
Substitute teachers with a Teacher Certificate or a Substitute Teacher Certificate are paid a daily rate of $80.00 for a full day or $40.00 for a half day serving in either a certified or non-certified (non-secretarial) position.
Non-certified substitutes for support staff (such as teacher assistants) are paid $10.00 per hour.
Substitute secretaries are paid $11.23 per hour.
Substitute nurses (with nursing licensure) are paid $20.46 per hour.
Long-term substitute teachers are paid $100.00 per full day. A long-term substitute teacher position is defined as substituting for the same teacher for more than ten (10) consecutive days. Long-term substitute teachers are assigned by each building principal for his/her respective school.
Definitions for full day and half day pay for certified substitutes are as follows:
Elementary schools:
- 4 hours or less = half day pay
- More than 4 hours = full day pay
Middle Schools:
- Teach one period and supervise one period (2 total periods) = half day pay
- Teach one period and supervise two periods (3 total periods) = half day pay
- Teach two periods and supervise one period (3 total periods) = half day pay
- Teach two periods and supervise two periods (4 total periods) = full day pay
- Teach three, four or five periods plus supervision periods = full day pay
- Teach more than five periods = full day pay plus $16 per extra period of teaching (not supervision)
High Schools:
- Teach one period and supervise one period (2 total periods) = half day pay
- Teach one period and supervise two periods (3 total periods) = half day pay
- Teach two periods and supervise one period (3 total periods) = half day pay
- Teach two periods and supervise two periods (4 total periods) = full day pay
- Teach three, four or five periods plus supervision periods = full day pay
- Teach more than five periods = full day pay plus $16 per extra period of teaching (not supervision)
If you report to a building as directed for a substitute assignment and upon arrival are directed to another assignment, you are expected to accept the new assignment.
If you arrive at a building and no substitute assignment is available due to building and/or scheduling error, please ask the building secretary to contact the District Substitute Coordinator. Every effort will be made to place you in another unfilled position. If no other acceptable position is found, you will be paid for no less than a half day of work.
Certified Substitute Teachers are required to participate in the Teacher’s Retirement System (TRS).
Substitutes do not receive fringe benefits from D303 except for those required by law.
D303 encourages all substitute employees to use direct deposit.
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Pay Dates and Deadlines
D303 paydays are the 15th and 30th of every month. If the 15th or 30th falls on a weekend or other day the District is closed, checks will be issued on the prior workday. All work completed between the 1st and 15th of the month will be paid on the 30th (last payroll of the month). All work completed between the 16th and the last day of the month will be paid on the 15th (first payroll of the month). If you opt for direct deposit, your paycheck information will be posted on iVisions, our web portal (see instructions). Otherwise, your paycheck will be mailed to your home.
Please keep your copy of the absence sheet from each substitute job and compare it to your schedule on your AESOP home page (go to View My Schedule and use the calendars to see all dates worked for the school year). Any inquiries about pay can be addressed to Payroll at 630-377-4798.
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Change of Name or Address
You should notify the D303 Human Resources Department immediately of any changes to your address or phone number by contacting the District Substitute Coordinator. To change your name, you must bring in your new Social Security card to the Human Resources Department at 201 S. 7 th St. in St. Charles , and show the new card to a Human Resources representative. HR will notify the Payroll Department of the change of name or address to ensure all paychecks and W-2 forms are correct.
To change your phone number or e-mail address in AESOP, please log onto your AESOP home page and go to View Personal Information.
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Removal from the Substitute Roster
Substitutes may be removed from the substitute roster at their request or based upon request(s) from building administrators that substitutes not return to their respective buildings following incidents of poor performance. The Human Resources Department makes final decisions and resolutions.
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D303 School Buildings and Substitute Hours
Substitutes are given no guarantee of a minimum number of assignments. If you accept a full day assignment, you are expected to report to the school office by the designated reporting time and remain on assignment until the end of the day unless permission is granted by the school office.
Elementary Schools
Standard Elementary School Hours:
- Full Day: 8:15 AM-3:15 PM
- Half Day (AM) 8:15 AM-12:00 PM
- Half Day (PM) 12:01 PM-3:15 PM
Middle Schools
Standard Middle School Hours
- Full Day: 8:00 AM-3:35 PM
- Half Day (AM) 8:00 AM-11:40 AM
- Half Day (PM) 11:41AM - 3:35 PM
High Schools
Standard High School Hours
- Full Day: 7:05 AM-2:36 PM
- Half Day (AM) 7:05 AM-10:50 AM
- Half Day (PM) 10:51 AM-2:36 PM
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