Substitute Teacher Orientation

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Agenda

Quick Links

• Welcome
• General Information
• Communication
• Employment & Sub Requirements
• Ethics
• Procedures & Responsibilities
• Long-Term Sub Opportunities
• Classroom Instruction & Management
• Conference Period Expectations
• Student Illness & Accident
• Payroll & Benefits
• Skyward Employee Access
• Dress Code/Attendance
• Frontline
• Safety and Security

• Sub Website & Rates
• Pay Dates
• Frontline

Whitehouse ISD

The mission of Whitehouse ISD, the standard of excellence, is to inspire and equip students through innovative and challenging opportunities.

Notice of Non-Discrimination: The district does not discriminate in any of its programs, activities, services, and other operations on the basis of race, color, sex (including pregnancy), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status. Additionally, the district does not discriminate against anyone who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

Whitehouse ISD

Visitors on Campus

• All visitors to each campus must sign
• Visitor sticker that must be worn while on campus
• Unauthorized visitors- reported to the administrator

700+

4,700+

8

+76 sq. mi.

School Calendar & Map

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School calendar �

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School Board

Dr. Todd Raabe, President

Mr. Al Flanagan, Vice President

Ms. Holly Conaway, Secretary

Dr. Joe Conflitti, Place 3

Mr. Keidric Trimble, Place 4

Ms. Maegan Schneider, Place 5

Mr. Nick Moss, Place 6

Campus Contacts

Brown Elementary: Sean Little, Assistant Principal

Tina Powers, Campus Secretary

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Cain Elementary:

Ashley Rowe, Assistant Principal

Valerie Durst, Campus Secretary

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Higgins Elementary:

Amelia Chavez, Assistant Principal

Teri White, Campus Secretary

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Stanton-Smith Elementary:

Brittany Garrard, Assistant Principal

Judy Boggs, Campus Secretary

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Whitehouse Junior High:

Jacob Martin, Assistant Principal

Ashley Holt, Campus Secretary

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Whitehouse High School:

Stephanie Mooney, Assistant Principal

Susan Jenkins, Asst. Prin. Secretary

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AIM Center:

Gary Jacobs, Director

Tresa Courte, Campus Secretary

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Family Educational Rights and Privacy Act “FERPA”

• The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student education records.
• FERPA gives parents certain rights with respect to their children’s education records. (These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond high school.)
• Any information about a student for use in the educational process is considered a student educational record.
• Personal Information
• Enrollment Records
• Grades
• Schedules
• CONFIDENTIAL

Substitute Professional Ethics

• All substitutes shall comply with all district policies, including but not limited to the standards of conduct
• Maintain the confidentiality of all student records and information in accordance with FERPA (Family Educational Rights and Privacy Act)
• Never criticize a teacher or a student in the presence of other teachers, assistants, volunteers or students
• Never provide students with your personal information or receive personal information from students, including but not limited to:
• E-mail
• Website
• Texting
• Phone number
• Address
• Photos/Videos

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Reporting

Title IX

�Questions or concerns about discrimination based on sex, including sexual harassment, should contact the district’s Title IX Coordinator:

�Dr. Maricela Helm�Executive Director of Student Services�104 Hwy 110 N – Whitehouse�HelmM@whitehouseisd.org�903-839-5500

ADA / Section 504

�Questions or concerns about discrimination on the basis of a disability should contact the district’s ADA / Section 504 Coordinator:

�Dr. Melinda Jennings�Executive Director of Special Programs 104 Hwy 110 N – Whitehouse�JenningsM@whitehouseisd.org�903-839-5500

Mass Communication- Parent Square

✅ All-in-One Communication Tool� Send messages, alerts, event reminders, and more — all from one place.

✅ Two-Way Communication� Parents and staff can easily message back and forth in a secure environment.

✅ Translation Built In� Messages are automatically translated into each family’s preferred language.

✅ Attendance & Forms� Easily send digital permission slips, forms, RSVPs, and attendance notices.

✅ Emergency Alerts� Deliver urgent updates instantly through text, email, app notifications, and phone calls.

✅ Mobile App Convenience� Families can stay connected anytime, anywhere — right from their phones.

✅ Engagement Tracking� See who’s opening and engaging with your messages.

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iPhone

Android

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Weekly District Newsletter

• Only to Staff
• Every Friday
• Every Department
• Celebrates Staff (Spotlight, Future Cat, & Wows)

Monthly District Newsletter

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• Last Thursday of the Month
• From the Superintendent
• Highlights the Month

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• Tuesday Following Board Meeting
• Keeps Staff and Community Informed on Board Meetings
• Highlight Student Groups

Social Media

📱 All Official Whitehouse ISD Social Media Accounts Must:

✅ Be created in coordination with the Office of Communications

✅ Have appropriate administrative privileges established

🚫 No Unofficial Accounts

🚫 No Personal Opinions

🚫 No Political Posts

🚫 No Comments That Violate District Policy

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📝 Comment Moderation

Comments on official pages are moderated at the discretion of page administrators.

While critical or negative feedback is not automatically removed, any comments that violate privacy or policy may be hidden or deleted to protect students, staff, and the district. You can view the full list of Social Media Guidelines here.

Media Guidelines

Media Requests:

✅ All media inquiries must go through the Communications/Public Relations Department

✅ The Communications team serves as the liaison between WISD and all news outlets

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Crisis Situations

The Superintendent serves as the sole spokesperson. All crisis-related media communication will come from the District level. You can view the full list of Media Guidelines on our website.

Media Access:

❌ Media may not enter schools or film without prior approval

✅ All visits must be coordinated through Communications and approved by campus leadership

📞 If media show up unannounced, notify the Communications Department immediately

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Public Information Requests

All Public Information Requests must be submitted in writing via one of the following methods:

• U.S. Mail�
• Hand Delivery�
• Email�
• Fax�

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Requests should be directed to:

Clint Williamson�Email: williamsonc@whitehouseisd.org�

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Substitute Website

Employee Handbook

• Essential Guide: Your primary resource for a successful year.
• Key Information Source: Provides details on employment, compensation, benefits, conduct expectations, and district procedures.
• Policy Summary: A valuable tool that summarizes official district policies.
• Question Answering: Helps to address common questions and concerns.
• Annual Update: Updated and released annually

Employment as a Substitute

• Employment of a substitute occurs according to the needs of the district
• Services rendered as a substitute may be creditable towards retirement provided such service is for at least 90 full-time days in a school year
• For more information, contact the Teacher Retirement System (TRS) of Texas at 800‑223‑8778 or on the Web (www.trs.state.tx.us)

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Substitute Requirements- Important!

• Must sub 5 days per semester to remain active
• December Checkpoint- Non-working subs removed
• Summer Deactivation- All subs
• Reactivation Requirements
• Return your Letter of Reasonable Assurance in late May or early June
• Be in good standing with the campuses
• Attend a mandatory substitute update meeting at the end of summer

Employment as a Substitute- �AFTER Retirement

• Substitutes retired from a Texas school district and currently drawing pay from TRS may substitute as many days as desired:
• following one complete calendar month of non-work, and
• provided they are replacing an existing employee.�
• If a position is vacant, the retiree cannot substitute in that position for more than 20 days annually
• Contact TRS to identify any ramifications that may apply

Substitute- General Responsibilities

• On Time and Flexible
• Arrive at their assigned campus prior to the school day starting, regardless of the first period assignment (i.e., physical education or athletics class or conference period)
• Sign in with the campus contact. At the end of the day, sign out with the campus contact
• Be attentive and on duty the entire day
• Review lesson plans and the daily schedule of activities
• Never leave students unattended
• Substitutes may be asked to work a different assignment than the one originally assigned�
• Personal Items
• Use of personal items, such as a book, newspaper, cell phone or other personal electronic devices is prohibited while supervising students
• Cell phones and personal electronic devices should be silenced during the day
• Tasks
• Perform the duties of the regular teacher
• Preserve the regular routine
• Follow lesson plans left by the regular teacher

Substitute Duties – Procedures

• Meet other teachers whenever possible, as they can provide assistance during the day.
• Greet students as they enter the room.
• Introduce yourself and explain that the teacher is absent.
• Check the attendance and handle other routine matters.
• Begin lesson plans as quickly as possible and keep students engaged for the entire class period.
• Leave collected papers on the teacher’s desk.
• If any papers are missing, attach a note and include an explanation.
• Leave a note for the teacher indicating if any of the planned lessons were not completed.
• Leave the classroom in the same condition as found at the beginning of the day.

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Substitute Duties – Classroom Instruction

• The substitute is responsible for students, equipment and materials assigned to his or her care
• Make every effort to carry on the regular work of the classroom teacher and complete lessons as planned
• The substitute will not have access to students or associate with students except during class time and only within the professional instructional environment
• Being alone with students, eating lunch with students, or providing students with a pass to return to the class are examples of inappropriate situations

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Substitute Duties – Classroom Management

• Be appropriate at all times when communicating with students
• Show respect and speak kindly and politely when addressing students
• Never administer corporal punishment to any student
• Maintain a level of discipline in the classroom
• The substitute must follow the classroom, campus and district disciplinary policies
• Never leave the classroom unattended
• If a student needs to be removed from a classroom, call the campus administrator for assistance

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Substitute Duties – Conference Period

• Follow the daily schedule of a teacher, which includes a conference or planning period
• May be asked to cover or perform other duties and responsibilities during the day as needed by the campus
• Required to assist in any capacity asked during the assignment, which may include working in another capacity during the conference or planning period

Substitute Duties – Student Illness or Accident

• Send ill or injured students to the nurse’s office.
• If student is seriously ill or injured, do NOT move them.
• Send for the school nurse or administrator immediately.
• A substitute should never administer medicine to a student.
• If the substitute is involved in an accident on campus, report it to the campus administrator or nurse immediately.

Long-Term Substitute- �General Responsibilities

• A long-term substitute assumes the role and responsibilities of the regular teacher, including but not limited to:
• Planning lessons
• Attending team meetings
• Entering grades
• Conducting parent conferences

Dress Code

Mon | Tues | Wed

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Thursday

Friday

Think Ahead Thursday Shirt �& Jeans

Spirit �Shirt �& Jeans

ID Badge EVERYDAY!

Compensation – Payroll Procedures

• Getting Paid: * Direct Deposit is the best and most efficient way to get paid.
• If you don't use direct deposit, paychecks are either mailed to you on payday or can be picked up at the ESC (Educational Support Center) by 3:30 p.m. on payday.
• Substitute Pay: A substitute's paycheck will cover all assignments from the previous month.
• Ensuring Accurate Pay: To make sure you get paid correctly, you must:
• Verify your completed jobs in the Frontline system.
• Sign in with the campus office when you arrive for your assignment.
• Check out with the campus office at the end of your assignment.

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W-4 (Federal Withholding Tax)

• Required deduction
• Instructions for completing should be read in full; only section 1 and 5 are required
• Each person’s tax situation is different. Your W-4 impacts your Federal Withholding in each check and the result for the calendar year is your W-2, issued January 31st
• Consult with your tax advisor or preparer as to how to complete this form if unsure
• WISD cannot offer guidance on how you should complete the W-4 form because everyone’s tax and financial situation is different
• Form can be changed at anytime; name change, marriage, divorce, financial changes might cause a need to update your W-4 form
• Contact Payroll to update your W-4 form

W-2 (Wage and Tax Statement)

• WISD is required to issue your W-2 by January 31st
• Format for W-2
• Paper - be sure your address is current with Human Resources
• Electronic – an email will go out for this option in early December
• What is the advantage of an electronic W-2?
• Possible access to your W-2 sooner than January 31st
• Print as often as you need to in Employee Access
• Ability to view or print prior year W-2’s
• How to access W-2 in Skyward
• Employee Access/Payroll/W2 Information

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Skyward Employee Access

Don't Forget:

Check your paychecks

Review Sub Tracking

Direct Deposit

Keep Contact Info Updated

Opt for electronic W-2

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Benefits & Leave Specialist �Tilly McLeod�903.839.5500 x6170

Health Insurance

• Eligibility: Subs are eligible for group health insurance if the district reasonably expects them to work at least 10 hours per week, though this is not guaranteed.
• Enrollment: New substitutes must enroll in or decline coverage within 31 days of their hire date.
• Declining Coverage: If you decline coverage, you cannot enroll again until the next plan year unless you have a "special enrollment event" (e.g., loss of other coverage, marriage).
• Cost: If you choose coverage, you are responsible for the full premium. The cost can be obtained from the district’s employee benefits office.�

Deferred Compensation Accounts

• Plan: The district offers a 403(b) retirement plan.
• Eligibility: All employees are eligible to participate.
• Contributions: You can defer a portion of your pay into an approved investment account.
• Enrollment: To participate, you must enroll through PenServ Plan Services, Inc.

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Workers’ �Compensation�

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Company:

Claims Administrative Services

• The district provides workers’ comp benefits to substitutes who suffer a work‑related illness or are injured on the job
• All work‑related accidents or injuries should be reported to the campus administrator or nurse immediately, no matter how minor.
• Did you know…..Injury cost increases 3% per day!

Frontline Absence Management System

Remember to check Frontline late at night and/or early in the morning!

Substitute Basic Training Video – Frontline Education (3 min)

Frontline Absence Management System

Tips and Tricks from HR!

• Campus Preference
• Assignment Preference
• Availability Times

Substitute Advanced Training Video – Frontline Education (5 min)