CLEAR, CALM AND CONNECTED:

Communicating with teachers, staff and parents

Ramona Soto-Barajas| Substitute PD Conference| July 30, 2025

RAMONA SOTO-BARAJAS

Human Resources Director�RSOTOBARAJAS@STOCKTONUSD.NET

(209) 933-7065 EXT. 2101

WORKSHOP OBJECTIVES

WORKSHOP OBJECTIVES

• Practice real-life communication scenarios
• Learn simple, effective communication tools
• Strengthen communication with teachers,

staff, and families

ICEBREAKER

ICE BREAKER

Share:

• Name & How long you have subbed
• Share 1 success with communication as a substitute teacher-what did you do?
• What are some common communication

challenges you've faced as a sub?

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WHY COMMUNICATION MATTERS

WHY COMMUNICATION MATTERS

Strong communication leads to:

Continuity of learning for students

Fewer misunderstandings

Positive relationships with staff and families

Increased trust and respect

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With Teachers:

• Builds trust and continuity.
• Supports student success and classroom routines.

With Families:

• Often minimal, but when it happens (notes, early pickups, emergencies), clarity is key.

With Office & School Staff:

• These are your teammates—support with logistics, emergencies, discipline, etc.

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WHAT CAN GO WRONG WITHOUT GOOD COMMUNICATION?

WHAT CAN GO WRONG WITHOUT IT?

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• Misused class time
• Lesson plan not followed
• Lack of behavior notes or feedback
• Teacher uncertainty about what happened
• Loss of Instruction-no learning

REAL-WORLD SCENARIO PRACTICE

SCENARIOS

#1-End-of-Day Teacher Note: You’re leaving a note for the returning teacher summarizing the day—issues, highlights, questions.

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#2-Front Office Request: You’re checking in for an unexpected assignment—how do you introduce yourself and get key info quickly?

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#3-Concern About a Student: A student had an emotional outburst. You need to tell the counselor or admin. What do you say (and what don’t you say)?

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#4-Parent Question: A parent asks you why their child received a behavior note. You're not the regular teacher—what’s the best response?

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#5-Team Support: A neighboring teacher pops in to ask if you need help—how do you communicate your needs or boundaries respectfully?

SUBSTITUTE TEACHER HANDBOOK�HTTPS://DOCS.GOOGLE.COM/DOCUMENT/D/1GICN_ED27C80I-SMM7G7PQYFHHXR1QN3/EDIT?USP=SHARING&OUID=100921643184848405009&RTPOF=TRUE&SD=TRUE �

SUBSTITUTE HANDBOOK

• Page 12-Job Expectations
• Page 13-What the teacher should have available to me
• Page 14-What to do before students arrive
• Page 15-Communicate with classroom assists and volunteers
• Page 16-17-Do’s and Don’ts for substitute teachers

BEST PRACTICES FOR COMMUNICATION

BEST PRACTICES

DO:

• Be clear, brief, and specific
• Use a positive, professional tone
• Document incidents factually

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DON’T:

• Vent in notes
• Ignore small issues
• Assume plans always go as expected

SAMPLE SUBSTITUTE NOTE

YELLOW CONTENT HEADER

• "Hi Ms. Jones,�We completed the math stations as outlined. Most students were engaged, though Group 2 needed reminders to stay on task. I collected the exit tickets and left them on your desk. Also, Jake asked about his missing work—may want to follow up."

TOOLKIT TIPS

TIPS

• Always read the full plan before class
• Ask for a buddy teacher or point person
• Leave notes on the day

CREATE YOUR PERSONAL COMMUNICATION CHECKLIST

COMMUNICATION CHECK-LIST

Checklist might include:�✅ Follow the plan�✅ Leave a written note�✅ Report behavior concerns/unfinished work�✅ Mention absences or changes�✅ Share what went well!

COMMUNICATION WITH OFFICE

WHY DOES COMMUNICATION WITH OFFICE MATTER?

Why it matters: They are your lifeline. First in, last out.

Key Practices:

• Check-in/check-out protocols
• Clarify expectations: Hall passes, discipline policies, emergencies
• Be professional and respectful: You’re representing the school
• Ask questions when unsure (and know who to ask)

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Red flags to avoid:

• Showing up late without notice
• Not reporting issues (e.g., a student leaves class)

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COMMUNICATING WITH PARENTS

COMMUNICATION WITH PARENTS

Why it matters: Parents may see you as the face of the classroom that day.

When it can happen:

• During drop-off/pick-up (especially for elementary)
• On the phone (if allowed/requested)
• When escorting kids to/from specials or the office

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Guidelines:

• Keep it professional and brief
• Don’t discuss student behavior unless it’s part of the plan
• Direct ongoing concerns to the regular teacher or admin

�What would you say if a parent asks:

• “How did Emma do today?”
• “Did Johnny behave himself?”�Practice redirecting with diplomacy.

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FINAL REFLECTION

FINAL REFLECTION

• What’s one communication habit you’ll start using tomorrow?

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�YOUR TIME AND CARE IN THE CLASSROOM MATTERS.�GOOD COMMUNICATION=GOOD TEACHING

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QUESTIONS

THANK YOU!