CLEAR, CALM AND CONNECTED
Communicating with teachers, staff and parents
Ramona Soto-Barajas|Substitute Teacher Professional Development Conference |July 29, 2026
RAMONA SOTO-BARAJAS
Ramona Soto-Barajas
Human Resources Director
emailrsotobarajas@stocktonusd.org
phone(209) 933-7065 EXT. 2101
WORKSHOP OBJECTIVES
WORKSHOP OBJECTIVES
01
Real-Life Practice
Practice and navigate realistic communication scenarios to build confidence for any classroom situation.
02
Effective Tools
Learn and adopt simple, practical communication tools designed to streamline your daily interactions.
03
Stronger Connections
Strengthen critical connections and foster collaboration with school teachers, staff, and student families.
ICE BREAKER
ICE BREAKER
Please share with your group:
person
Introduce Yourself
Your name and how long you have been working as a substitute teacher.
chat
Share a Success
One success you've had with communication in the classroom—what actions did you take?
forum
Key Challenges
What are some common communication challenges you have faced during your sub assignments?
WHY COMMUNICATION MATTERS
WHY COMMUNICATION MATTERS
Strong communication leads to:
check_circleContinuity of learning for students
check_circleFewer misunderstandings
check_circlePositive relationships with staff & families
check_circleIncreased trust and respect
schoolWith Teachers
Builds trust and continuity. Supports student success and classroom routines.
peopleWith Families
Often minimal, but when it happens (notes, early pickups, emergencies), clarity is key.
groupsWith Office & School Staff
These are your teammates—support with logistics, emergencies, discipline, etc.
WHAT CAN GO WRONG WITHOUT GOOD COMMUNICATION
WHAT CAN GO WRONG WITHOUT IT?
When communication breaks down:
A lack of clear information flow disrupts classroom management, halts academic momentum, and leaves school staff disconnected.
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Misused class time
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Lesson plan not followed
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Lack of behavior notes or feedback
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Teacher uncertainty about what happened
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Loss of Instruction-no learning
REAL-WORLD SCENARIO PRACTICE
SCENARIOS
01End-of-Day Teacher Note
You’re leaving a note for the returning teacher summarizing the day—issues, highlights, questions.
02Front Office Request
You’re checking in for an unexpected assignment—how do you introduce yourself and get key info quickly?
03Concern 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)?
04Parent Question in the Hallway
A parent asks you why their child received a behavior note. You're not the regular teacher—what’s the best response?
05Team Support
A neighboring teacher pops in to ask if you need help—how do you communicate your needs or boundaries respectfully?
SUBSTITUTE TEACHER HANDBOOK
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
PAGES 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
✗ DON’T
• Vent in notes
• Ignore small issues
• Assume plans always go as expected
SAMPLE�SUBSTITUTE NOTE
SUBSTITUTE NOTE
"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
assignment
Read the Lesson Plan
Always read the full lesson plan before class begins
people
Identify Your Support Team
Ask for a buddy teacher or point person in case you have questions or need support
edit_note
Document Day-Specific Details
Leave notes on the day-specific details
CREATE YOUR PERSONAL COMMUNICATION CHECKLIST
COMMUNICATION CHECK-LIST
check
Follow the plan
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Leave a written note
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Report behavior concerns/unfinished work
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Mention absences or changes
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Share what went well
COMMUNICATION WITH OFFICE
COMMUNICATING WITH OFFICE
Why it matters: They are your lifeline. First in, last out.
check_circleKEY PRACTICES
warningRED FLAGS
COMMUNICATING WITH PARENTS
COMMUNICATING WITH PARENTS
Why it matters: Parents may see you as the face of the classroom that day.
scheduleWHEN IT HAPPENS
assignment_turned_inGUIDELINES
forumPARENT INQUIRIES
If a parent asks:
Practice redirecting with diplomacy.
“forwarding approach”
“Collaborative Approach”
FINAL REFLECTION
FINAL REFLECTION
psychology
What’s one communication habit you’ll start using tomorrow?
Share your thoughts with the group or write them down.
YOUR TIME AND CARE �IN THE CLASSROOM MATTERS�GOOD COMMUNICATION=GOOD TEACHING
QUESTIONS?
THANK YOU!