Substitute Teaching FAQ

Essential Questions

How do I become a BFT Bargaining Unit sub?

You can qualify by working 50 assignments during the current school year, 30 assignments during the last two semesters or 20 consecutive days in the same assignment during the current school year. Assignments are verified via the absence management system. You must provide BFT with a list of the assignments. After we verify them, we will add you to the BFT Bargaining Unit Sub list. Retired teachers are automatically eligible to be a bargaining unit sub. 

What is a Special Circumstance Waiver?

In some cases, an assignment may require a particular credential or skill set. If none of the current bargaining unit subs meet the requirements, BFT and Human Resources may agree to a Special Circumstance Waiver that grants bargaining unit status to a new sub for the current school year only. You can find the waiver here. A site administrator should fill it out and include your contact information. This needs to be renewed annually.

How can I remain on the BFT Sub List?

You must work at least 15 assignments per semester.

How can I learn more about using Frontline to maximize my opportunites to get substitute jobs?

Visit the Frontline Popular Questions for Substitutes to learn more about how to get started and how to use the optional notification features. 

How can teachers prearrange jobs with me?

Your name will appear under a drop down menu if you are requestable in Frontline. Most teachers will call you directly to prearrange the job before they select you in Frontline. We recommend forming relationships with teachers that you like to sub for and informing them that you are requestable.

What is the rate of pay for long-term assignments?

After 31 days on a continuous assignment, a sub is retroactively placed on the K-12 salary schedule according to educational degrees and any previous years of teaching with a credential in a K-12 position. Only certified teachers can take jobs longer than 30 days.

Do I need a credential to work in a long-term assignment?

If the assignment is over 30 days, you must have a teaching credential. For special education, the limit is 20 days. 

Medical Stipend and Sick Leave Questions

Do subs receive medical benefits?

If a sub is placed on the salary schedule after 31 days in a long-term assignment, the sub is eligible for medical benefits. Subs should go to the BUSD Benefits Office to enroll. In addition, subs who work over 80 assignments in a given year qualify for a medical stipend. The stipend increases with the number of assignments.

How will I know if I qualify?

Effective after the 2026-2027 school year: After June 30th, the Human Resources department will send you a list of the number of assignments and days you worked in the school year. You will have a chance to make corrections if necessary by responding to the Human Resources department. 

Do jobs for early childhood education (CDC or BEARS) count toward the medical stipend?

Substitute assignments for early childhood, including the child development centers and the BEARS program, count toward the medical stipend.

Do substitute teachers get Paid Sick Leave?

Each employee who works in California for the same employer for 30 or more days within a year from the beginning of employment is entitled to paid sick leave. Paid sick leave accrues upon employment at a rate of five days or 40 hours [per year], and is paid at the employee’s regular wage rate. Accrual shall begin on the first day of employment or July 1, 2020, whichever is later. PERS retired annuitants are not eligible. -BUSD Sub Handbook

How do I use a sick day?

The Substitute Handbook covers this here. Complete this Request for Paid Sick Leave for Substitute Employees form. You do not need to sign up and cancel a job in order to receive the sick day. 

Do my sick days carryover from year to year and/or accrue?

Yes. You should see this on your pay stub or in ESCAPE.

Do my sick days count as part of my retirement formula?

  • If you are in a Defined Benefit pension plan (i.e. CalSTRS or CalPERS), then yes, substitute teachers can convert unused sick days into retirement service credit. 
  • If you are retired, you receive the 5 days but it does not count towards your retirement formula. For retirees, paid sick leave does carry over from year to year.

Are sick days paid out?

No. In some situations they carry over. If you are a member of CalSTRS Defined Benefit, they become part of your retirement formula.

Medical Stipend and Sick Leave Questions

What should I do if my paycheck is wrong?

If you think your paycheck is wrong, compare your timesheets to your paystubs to determine which timesheet/s you believe have not been paid. You can use the Helpdesk ticketing system for your inquiry. Please only submit one ticket per inquiry and use that same thread for any follow up. It is helpful to include a copy of the timesheet/s in dispute.

How many days does the District have to pay me accurately if there is a pay mistake?

Our contract language states that the District has 5 business days to cut a manual check. You need to ask for a manual check or the District will pay you at the next pay period. There should be a resolution within 5 days of the inquiry.

What if I am told a timesheet was filled out incorrectly

You should find out exactly what is wrong with the timesheet and resubmit it immediately. We also recommend that you inform the administrative assistant that you are resubmitting your timesheet so they can reprocess it immediately. After you submit the corrected timesheet, it should be paid at the next mid-month pay period. If you are told that the pay period was missed, you must request a manual check. 

What if no one replies to my Helpdesk ticket or email inquiry?

If you do not get a response, write an email to the payroll supervisor and cc president@berkeleyteachers.org for tracking purposes. Updated BUSD HR and Payroll roles can be found here. 

School Site Questions

How can I get information about each school’s procedures and expectations?

Ask the school administrative assistant for this information. If basic information or emergency procedures are not available please alert your BFT Site Rep. 

What should I do if it is difficult or impossible to follow the teacher's lesson plan, or if the plans are unclear?

We recommend following the teacher's lesson plans as best as you can. If the plan is not clear we recommend immediately asking for assistance from a nearby classroom teacher, or a principal or vice principal if they are nearby. If you cannot follow the lesson plans we recommend writing a detailed note to the teacher to explain, and to keep a copy of the original lesson plan and your note to the teacher.

What should I do if I report to an assignment only to find that the assignment no longer exists, or there is another substitute teacher there for the same job?

Always be sure you have a job number for every assignment. If a teacher wants to prearrange you, insist that they put the job into AESOP so that you have a job number and your rights are protected. If you have a job number and the other person does not, you have a right to the job. If you show up only to find the job has been canceled, but AESOP did not inform you, as long as you have a job number you should be paid for a half-day.

Substitute Compensation Questions

For secondary school subbing, what constitutes a full day pay?

Coverage for three or more classes is paid at the full rate. At the discretion of the Principal (or their designee), the Substitute may be required to teach up to five periods if being paid for a full day.

Can a principal or their designee (i.e. VP) ask you to cover periods for secondary school sub assignments?

If a substitute at a secondary school is being paid for a half day, they can be asked to cover two periods maximum. If a sub is being paid for a full day, you can be asked to sub up to 5 periods. 

For elementary school subbing, what constitutes a full day pay?

Covering for 3 hours and 15 minutes constitutes a full day. Anything less than that is a half day.

For Early Childhood (preschool and BEARS) subbing, what constitutes a full day pay?

Covering for 5 hours or more is a full day. Anything less than 5 hours is paid at an hourly rate with the minimum pay being 2 hours (even if you covered for less than 2 hours). 

Are there situations in which you can be paid for more than a full day?

There are a handful of situations where you can get more than a full day pay. These include the following:

  1. Working a 0 or 7th period that is separate from the full day job you are covering.
  2. Working 6 periods at secondary instead of 5.
  3. Covering for a secondary teacher who works 1.2 FTE (either 6 periods or longer than 7 hours and 10 minutes)
  4. Working two half day jobs at two different locations.
  5. Working a full day at one site and covering BEARS or CDC before or after the regular work day.
  6. TK-8 Music jobs (see below)

What happens if I teach periods that are not back to back and/or have a prep period?

Substitute teachers who are assigned non-consecutive periods will be paid for the entire duration of time and substitutes can be assigned to sub for unassigned periods up to 2 periods for a half day and 5 periods for a full day. If a substitute teacher accepts a job that is listed as a ‘full day’ on the substitute management system, they will be paid for a full day but can be assigned up to 5 periods.

How am I paid if I sub for an itinerant educator (TK-8 Music)?

Substitutes for TK-8 Music and other itinerant positions who accept and complete two or more half-day assignments at two or three different sites will be paid a total of 1.5 days, unless the total time exceeds 7 hours and 10 minutes, for which they shall be paid 1.75 days. 

Where can I find the appropriate timesheets?

Discipline

What should I do if I get a notice of unsatisfactory performance?

These originate with the teacher or the site administrator. You will receive the notice from the site administrator through Informed K-12. You should be sure to respond and give your perspective on the situation. It is especially important to correct any misinformation and provide context to the situation. You can give written feedback or ask to set up a meeting. There should be no disciplinary action if you were not given a chance to respond.

Am I entitled to union representation in a disciplinary meeting?

Yes, if you are part of the BFT Bargaining Unit. Any BFT member can accompany you to a meeting or interview that could result in discipline.

What can happen as a result of a disciplinary meeting

It depends on the nature of the situation.

  • The complaint is dismissed
  • Complaint is substantiated but no disciplinary action.
  • Warning/Recommendations
  • Banned from the site/program
  • Termination of employment

Who can I contact if I need support with a discipline issue?

You should email the BFT Vice President at vicepresident@berkeleyteachers.org.

Updated 09-2026