Students will typically spend a full school year with a substitute teacher by the time they graduate from high school. With an ongoing teacher shortage, substitutes play an essential role in maintaining educational continuity to ensure student learning isn’t disrupted.

To understand the factors behind attracting and retaining substitute teachers, we surveyed and interviewed substitutes throughout their teaching journey. Our new research report, The Substitute Teacher Experience, provides insights into what motivates subs, their biggest challenges and priorities, and ways schools can better attract and retain high-quality subs for their classrooms.

Here we take a look at some of the key findings from the report.

What attracts and motivates substitutes?

Substitute teaching competes with various options in today’s gig economy. Many substitutes have other income sources, with 31.8% of survey respondents also engaging in gig work like food delivery and pet sitting. Understanding what makes substitute teaching compelling involves looking closely at their motivations.

Aside from flexibility, the top reason substitutes choose this profession over other part-time work is the desire to help children and contribute to the community. Survey responses included, “I wanted to make a difference in the education of the upcoming generation,” and “making a change in this world by educating the youth in underserved neighborhoods.”

While the desire to make a difference attracts new substitutes, compensation becomes most important to retaining them. In a 2024 Swing Education survey, pay rate was the top factor for selecting a substitute teaching role and low pay was the primary reason for leaving the profession.

Retaining substitute teachers

A Zippia study revealed that the average substitute teacher stays in their role for 1-2 years. Schools prefer subs with more classroom experience, making it essential to understand factors contributing to confidence and fulfillment, which directly impact retention.

For newer substitutes, student behavior and unfamiliarity with students are their biggest concerns. Issues like “students won’t listen” and “managing behavior” undermine their confidence. Retaining newer subs may involve building their professional development and classroom management skills.

For more experienced substitutes, their biggest challenges are more job-related, like lacking lesson plans and logistical issues. Concerns include “no lesson plans,” “broken teaching equipment,” and “not understanding the classroom schedule.” Feeling prepared is vital for their success.

Improving the substitute teacher experience

Beyond pay, other factors can enhance the substitute experience. Preparedness significantly affects whether substitutes stay or leave. Schools that support substitutes’ success attract and retain them better. Essential information includes:

• Campus maps: Identify parking, front office, break room, and restrooms.
• School protocols: Include campus rules, bell schedule, and safety procedures.
• Emergency contacts: Provide phone numbers for emergencies and questions.
• Functioning classroom technology: Ensure subs have login information and working equipment.
• Seating charts: Help subs manage the class effectively.
• Backup lesson plans: Provide plans when teachers are unable to leave instructions.
• Special education resources: Equip subs for special education assignments.

Respect and recognition

When asked to stack rank from most to least important, survey respondents indicated respect—from students and administration—is valued the most. For substitutes, respect is not just a nice-to-have—it’s essential for maintaining order and fostering a positive learning atmosphere. 

Respect can be as simple as acknowledgement for a job well done, or a personal touch, like being welcomed by the principal and escorted to the classroom at the beginning of the day.

Changing the stigma around substitute teachers and making them feel respected are key factors in retention. When substitutes are provided with practical support from school leadership in the way of access to resources and materials that help them familiarize themselves with their environment more quickly, they can walk into a classroom with more confidence and authority. Feeling more empowered to maintain a positive learning environment makes substitutes’ jobs easier and more rewarding.

Actionable steps for schools

In a Swing survey of school leaders last year, 86% indicated that they have challenges with developing practices that support the wellbeing of their substitute teachers. The report highlights a range of proactive steps schools can take to provide a consistent quality of support, which fall into the following three categories:

1. Communicate clearly – including providing detailed assignment descriptions, arrival instructions, contact information, and school policies.
2. Prepare substitutes for success – ensure substitutes are provided with the essentials they need to be prepared, like lesson plans, class rosters, seating charts, and classroom tech instructions.
3. Establish a standard of respect — create a warm and inclusive experience. Recognize quality substitutes through appreciation programs or thoughtful touches like snack bags, and include them in district-wide communications.

With ongoing teacher absenteeism and burnout, creating a high-quality substitute experience is an important part of maintaining student learning continuity. By attracting and retaining substitutes through proactive steps, schools can ensure a quality teacher in every classroom, keeping students on track.

Get your free copy of the Substitute Experience report below!