Substitute Teacher Certification Training Module
Comprehensive onboarding guide for substitute teachers covering safety, instructional delivery, professionalism, incident management, and payroll admin.
Substitute Teacher
Certification Training
Onboarding & Certification Training Module
Powered by Kelly Education | K-12 School Staffing
Security & Safety
Instructional Delivery
Professionalism
Incident Management
Payroll & Admin
© 2026 Kelly Education. All Rights Reserved.
TABLE OF CONTENTS
What You'll Learn Today
5 Core Modules to Prepare You for Success in the Classroom
01
Security & Safety
Entry protocols, emergencies, supervision, FERPA
02
Instructional Delivery
Lesson plans, classroom management, engagement
03
Professionalism
Dress code, communication, conduct standards
04
Incident Management
Behavior response, documentation, reporting
05
Payroll & Admin
Timekeeping, pay cycles, assignment policies
06
Assessment & Certification
Knowledge check quiz + First Day Checklist
Duration: Approx. 90 Minutes | Format: Self-Paced / Instructor-Led | © 2026 Kelly Education
MODULE 01
Security & Safety
Protecting Students, Staff & School Environments
🏫 Entry Protocols
🚨 Emergency Procedures
👁️ Supervision
🔒 Digital Security
🚫 Unauthorized Visitors
Kelly Education | Substitute Teacher Certification Training | Module 1 of 5
SECURITY & SAFETY
School Entry Protocols & Visitor Verification
✅ Step-by-Step Entry Protocol
Arrive at the main office — NEVER enter directly to classroom
Present your Kelly Education ID and government-issued photo ID
Sign the visitor/substitute log with time, date, and assigned classroom
Receive and visibly wear your visitor badge at ALL times
Obtain classroom keys, emergency procedures folder, and seating chart
Check in with department head or designee before proceeding
🔵 Visitor Badge Rules
Must be worn above the waist and visible at all times
Never share your badge
Return badge at end of day
Report lost badges immediately to the main office
⚠️ What If Someone Asks You to Skip Sign-In?
"A staff member waves you through and says 'Don't worry about signing in today.' What do you do?"
Always complete sign-in. No exceptions. Politely explain it is district policy.
Module 1: Security & Safety | © 2026 Kelly Education
SECURITY & SAFETY
Emergency Procedures: Know Before You Go
What to do when seconds count — lockdowns, fire drills, and medical incidents
🔴
LOCKDOWN
Immediately lock classroom door
Turn off lights, move students away from windows and doors
Silence all devices — including yours
Do NOT open door for anyone until ALL-CLEAR is announced by administration
Take attendance and report to administration via text only
Stay calm — your composure sets the tone for students
🟠
FIRE DRILL
Grab the class roster/red emergency folder (located at teacher's desk)
Lead students to the designated evacuation route (posted near door)
Do NOT use elevators
Assemble at the designated outdoor area
Take attendance and report any missing students to administration immediately
Wait for official ALL-CLEAR before returning
🔵
MEDICAL INCIDENT
Do NOT move the student unless in immediate danger
Call the main office immediately — do NOT call 911 directly unless no response
Send a responsible student to get the school nurse
Keep other students calm and away from the area
Document the incident in writing afterward
You are NOT authorized to administer medication of any kind
⚡ QUICK RULE: Emergency procedures binder is always on the teacher's desk. READ IT FIRST THING when you arrive.
Module 1: Security & Safety | © 2026 Kelly Education
SECURITY & SAFETY
Digital Security & Student Data Privacy
Understanding FERPA and your responsibilities as a substitute
📋 What is FERPA?
The Family Educational Rights and Privacy Act (FERPA) is a federal law protecting the privacy of student education records. As a substitute teacher, YOU are bound by it.
Student records are confidential
You may not share student info with parents, media, or other students
Never photograph students or their work
Do not discuss individual students in public spaces or on social media
🚫 FERPA Violations — Real Consequences
Violations can result in immediate removal from assignment
Loss of Kelly Education placement
School district legal liability
Potential personal legal consequences
When in doubt, say nothing and refer to administration.
✅ DO
Log off any teacher computers when finished
Use only school-approved technology
Keep student rosters secure and face-down
Report any data breach to administration
❌ DON'T
Post student names, photos, or work on social media
Access student records beyond what's needed
Use personal devices to photograph classroom activities
Discuss student behavior with other parents
💡 Scenario
A parent approaches you after class and asks how their child is doing. What do you say?
Politely redirect: "I'm the substitute for today. Please contact the main office to speak with your child's teacher or counselor."
Module 1: Security & Safety | © 2026 Kelly Education
MODULE 02
Instructional Delivery
Teaching with Confidence — Even on Day One
📋 Lesson Plans
🏫 Classroom Management
💡 Student Engagement
🎯 Diverse Learners
🔄 When Plans Are Missing
Kelly Education | Substitute Teacher Certification Training | Module 2 of 5
INSTRUCTIONAL DELIVERY
Following Lesson Plans Effectively
Your roadmap to a successful classroom day — even when it's not your subject
When a Lesson Plan IS Provided
Read the ENTIRE plan before students arrive
Identify the objectives — what should students learn/complete?
Note any special instructions (accommodations, seating, groups)
Prepare any materials listed
Write the agenda on the board so students see the plan
Follow the pacing — don't rush or significantly deviate
Leave detailed notes for the regular teacher on progress
Introduce yourself and the day's plan in the first 3 minutes. Students work better when they know what's coming.
When NO Lesson Plan Is Provided
Notify the main office immediately
Ask a neighboring teacher or department head for guidance
Use school-approved filler activities: silent reading, review worksheets, journal writing
NEVER show unapproved videos or use personal entertainment
Document that no plan was provided in your end-of-day notes
Classroom Management — First 5 Minutes Matter
Stand at the door as students enter
Greet each student briefly
State your name and expectations clearly
Assign work immediately — idle time = behavior issues
Use the seating chart — it's your best friend
Module 2: Instructional Delivery | © 2026 Kelly Education
INSTRUCTIONAL DELIVERY
Engaging Students & Supporting All Learners
Practical strategies for substitute teachers with minimal prep time
⚡ High-Engagement Strategies
Write a warm-up question on the board before class starts
Use think-pair-share: pose question → students discuss → share with class
Provide clear, written AND verbal instructions
Circulate the room — don't sit at the teacher's desk
Use student names from the seating chart — it builds rapport instantly
Offer choice when possible: "Would you prefer to work alone or in pairs?"
🌍 Supporting Diverse Learners
IEP/504 accommodations are MANDATORY — follow them exactly
Locate the accommodation notes (usually in lesson plan folder)
Extended time, preferential seating, modified assignments — honor these
Never single out or embarrass students with special needs
If unsure about an accommodation, ask the special ed coordinator
Report any concerns about unmet needs to administration
🔄 Keeping Continuity for the Absent Teacher
Follow the lesson plan as closely as possible
Avoid introducing new concepts not in the plan
Leave detailed substitute notes: what was covered, what wasn't, behavior observations
Collect and organize any completed student work
Return all materials and keys before leaving
💬 SCENARIO: You're 30 minutes into class and students finish the lesson plan early. What do you do?
A) Let students have free time
B) Show a YouTube video
C) Use an approved extension activity (silent reading, review problems, journal) ✅
D) End class early
The answer is always C — keep students productively engaged.
Module 2: Instructional Delivery | © 2026 Kelly Education
MODULE 03
Professionalism
You Represent Kelly Education — and Every School You Enter
👔 Dress Code
📞 Communication
⚖️ Boundaries
⏰ Punctuality
🏢 Brand Representation
Kelly Education | Substitute Teacher Certification Training | Module 3 of 5
PROFESSIONALISM
Professional Standards: Appearance, Conduct & Communication
👔 Dress Code & Appearance
Business casual or better
Neat, clean, and wrinkle-free
Conservative and appropriate for all ages
Closed-toe shoes recommended
Jeans, leggings, or athletic wear
Revealing or form-fitting clothing
Excessive jewelry or strong fragrances
Graphic tees or casual slogans
When in doubt, dress one level up. You are a professional educator.
📞 Communication Standards
With Students
Use respectful, calm, neutral language
Avoid sarcasm, nicknames, or overly casual language
Never discuss personal life, politics, or religion
Always maintain appropriate physical distance
With Staff
Be courteous and collaborative
Ask questions — don't assume
Report all issues to the right person
Say "thank you" — you're a guest in their building
With Administration
Be punctual to check-in
Notify immediately of any incidents
Leave written summary at end of day
⚖️ Maintaining Appropriate Boundaries
Never be alone with a single student with the door closed
Do not give students your personal phone number or social media
Do not accept gifts from students
Avoid physical contact beyond handshakes (age-appropriate high-fives for younger students only)
Do not discuss other teachers or school staff with students
You are not a counselor — refer personal student disclosures to the school counselor
A student says, "My regular teacher lets us call her by her first name. Can we call you by yours?" — What do you say?
Politely decline: "You can call me Mr./Ms. [Last Name]. I'm here to keep the same respectful environment your teacher has."
Module 3: Professionalism | © 2026 Kelly Education
MODULE 04
Incident Management
Respond Calmly. Document Accurately. Escalate Appropriately.
🚨 Behavioral Issues
📝 Documentation
📢 Escalation
🔴 Mandatory Reporting
🤝 De-escalation
Kelly Education | Substitute Teacher Certification Training | Module 4 of 5
INCIDENT MANAGEMENT
Responding to Incidents: What to Do & How to Document
🚨 Identifying & Responding to Behavior Issues
Your job is to CONTAIN and REPORT — not to physically restrain.
📝 Incident Documentation: The 5 W's
🔴 Mandatory Reporting — No Exceptions
🤝 De-escalation Techniques
SCENARIO: A student slams their book and yells 'I hate this class!' — What's your first move?
Stay calm. Lower your voice. Quietly approach and say: 'I hear you. Let's step into the hallway for a moment.' Then notify the office.
Module 4: Incident Management | © 2026 Kelly Education
MODULE 05
Payroll & Admin
Getting Paid Correctly — Every Time
⏰ Timekeeping
📅 Assignment Policies
💰 Pay Cycles
📞 Support Contacts
✅ Cancellation Rules
Kelly Education | Substitute Teacher Certification Training | Module 5 of 5
PAYROLL & ADMIN
Payroll, Timekeeping & Assignment Policies
Know how to track your time, accept assignments, and get paid correctly.
⏰ Timekeeping Procedures
Clock in using the school's designated system (ask office staff upon arrival)
Record your start time, lunch break (if applicable), and end time
Obtain supervisor signature or approval on your timesheet before leaving
Submit timesheets by the weekly deadline (check with your local Kelly contact)
Keep a personal copy of every timesheet submitted
Discrepancies must be reported within 5 business days
Failure to clock in/out correctly is the #1 cause of payroll delays.
📅 Assignment Acceptance & Cancellation
Accepting Assignments:
Via Kelly Education app, email, or phone
Accept or decline promptly — same-day notice required
Confirm assignment details: school name, grade level, subject, start time
Cancellation Policy:
Cancel at least 2 hours before start time when possible
Late cancellations affect your reliability rating
Excessive cancellations may result in reduced assignment offers
"No call, no show" can result in deactivation from the platform
DO:
Keep your availability calendar updated
Notify Kelly immediately if you're running late
Communicate any concerns before arriving
💰 Pay Rates & Cycles
Pay Rates:
Vary by district, grade level, and assignment type
Long-term assignments may have higher rates
Certified teachers may qualify for premium rates
Check your Kelly Education onboarding documents for your specific rate
Pay Cycle:
Bi-weekly pay period (every other Friday)
Direct deposit or pay card options
Access pay stubs via Kelly online portal
Common Payroll Issues & Fixes:
Missing hours
Contact local Kelly office within 5 days
Wrong rate
Email payroll@kelly.com with assignment details
No direct deposit
Verify banking info in employee portal
📞 Who to Contact for Support
Payroll Questions
payroll@kellyeducation.com
1-800-KELLY-ED
Assignment Issues
Your Local Kelly Branch Office
Urgent Support
Kelly Education Field Support Line
Available M–F 7AM–6PM
Module 5: Payroll & Admin
© 2026 Kelly Education
FIRST DAY CHECKLIST
✅ First Day Success Checklist
Complete every item on this list for a smooth, confident start — every assignment.
📌 Before You Arrive
Confirm assignment details (school, grade, subject, start time)
Review school address and plan your route — arrive 20–30 minutes early
Bring valid government-issued photo ID + Kelly Education badge
Dress in business casual attire — neat and professional
Charge your phone and bring a notepad/pen
Review any assignment notes sent via Kelly platform
Get a good night's rest — your energy sets the classroom tone
🏫 Upon Arrival at School
Enter through the main office ONLY
Sign in at the front desk — get visitor badge
Collect keys, emergency folder, seating chart, lesson plans
Locate classroom before students arrive
Read the FULL lesson plan and emergency procedures
Write your name and the day's agenda on the board
Stand at the door to greet students as they enter
📚 During the Day
Take accurate attendance and report absences to the office
Follow the lesson plan — document any deviations
Honor all IEP/504 accommodations listed
Maintain supervision at all times — never leave students unattended
Address behavior issues calmly; escalate Level 3+ immediately
Keep student data private — no photos, no social sharing
Take brief notes throughout the day for your end-of-day report
🏁 Before You Leave
Collect and organize student work
Leave a detailed substitute note for the returning teacher
Return classroom keys and borrowed materials
Sign out at the main office — turn in visitor badge
Submit timesheet with supervisor signature
Report any incidents to administration and Kelly Education support
Reflect: What went well? What would you do differently?
⭐ REMEMBER: Principals notice substitutes who are reliable, professional, and prepared. These are the subs who get called back — and who build long-term careers with Kelly Education.
Kelly Education Substitute Teacher Training | © 2026 Kelly Education
📝 Knowledge Check — Certification Assessment
Q1 (Module 1): You arrive at school and a teacher waves you past sign-in. What should you do?
○ A) Skip sign-in since a staff member approved it
○ B) Complete sign-in — no exceptions ✅
○ C) Sign in tomorrow to make up for it
○ D) Ask a student to sign in for you
Q2 (Module 1): FERPA protects which of the following?
○ A) Teacher salary records
○ B) School building blueprints
○ C) Student educational records ✅
○ D) District budget reports
Q3 (Module 1): During a lockdown, you should:
○ A) Open the door if a student knocks
○ B) Call 911 immediately
○ C) Lock the door, turn off lights, keep students silent ✅
○ D) Send students to the office
Q4 (Module 2): You arrive and there is no lesson plan. First you should:
○ A) Show a movie
○ B) Let students have free time
○ C) Contact the main office and ask for guidance ✅
○ D) Leave the assignment
Q5 (Module 2): IEP accommodations are:
○ A) Optional suggestions
○ B) Only for the regular teacher to follow
○ C) Legally required and must be honored by all staff ✅
○ D) Only needed for testing days
Q6 (Module 3): A student asks for your personal cell number 'in case they have homework questions.' You should:
○ A) Give them your number — it shows you care
○ B) Decline and redirect to school resources ✅
○ C) Give them your email instead
○ D) Ask a colleague what they would do
Q7 (Module 3): Appropriate dress for a substitute teacher is:
○ A) Casual — you're only there for one day
○ B) Athletic wear if the weather is warm
○ C) Business casual or better ✅
○ D) Whatever the students are wearing
Q8 (Module 4): A student discloses abuse at home. Your responsibility is to:
○ A) Keep it confidential as requested by the student
○ B) Report it to the principal or school counselor immediately ✅
○ C) Wait to see if it happens again before reporting
○ D) Discuss it with other teachers for their opinion
Q9 (Module 4): Level 3 behavior (fighting, weapons) requires you to:
○ A) Physically restrain the student
○ B) Handle it yourself to show authority
○ C) Call the office immediately and secure other students ✅
○ D) Send the student to the hallway
Q10 (Module 5): If your hours are missing from your paycheck, you should:
○ A) Wait until the next pay cycle
○ B) Contact your Kelly Education payroll support within 5 business days ✅
○ C) Deduct it from your next timesheet
○ D) Contact the school principal about payroll issues
✅ Answer Key: 1-B | 2-C | 3-C | 4-C | 5-C | 6-B | 7-C | 8-B | 9-C | 10-B
Score 8+ = Certified Ready!
Score below 8 = Review indicated modules and retake.
Kelly Education Certification Assessment | © 2026 Kelly Education
You're Ready to Make a Difference
Thank you for completing the Kelly Education Substitute Teacher Certification Training
🔒 Always Sign In
📋 Follow the Plan
🤝 Stay Professional
📝 Document Everything
Every day you walk into a classroom, you have the power to be the steady, supportive presence a student needs. That's not just a job — that's a calling.
Questions? Contact Kelly Education Support
kellyeducation.com
© 2026 Kelly Education. All Rights Reserved.
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