The best time to find your next preschool sub? Before you need one. Sure, teacher call-outs are part of running a preschool, but having a plan for when they happen makes it easier to keep the school day running smoothly. And during back-to-school season—when teachers and students are still settling into new routines—having your system already in place can make all the difference.
Your preschool substitute teacher coverage plan doesn’t need to be complicated. What matters is that it’s clear, documented, and easy for your team to follow. Start with the basics: build your sub bench, set a call-out protocol, know your staffing ratios, and have an option ready when your usual subs aren’t available.
Ready to get started? Here’s a step-by-step playbook.
Step-by-step guide
1. Build your go-to sub list
It’s not always possible to know when you’ll need classroom coverage, so it helps to have a few sub options ready. A strong preschool substitute teacher coverage plan starts with a list of quality subs who meet your school’s needs and are available to work.
SitterTree can help you build that list. With tools built just for preschools, this app connects directors with local subs looking for preschool jobs. (Bonus: it’s totally free to browse subs and post jobs!) First, think about the kinds of coverage your school typically needs—it might be for certain classrooms or times of day, or for jobs that require specific skillsets. Then, browse local subs and review profiles and ratings to find candidates that fit. You can also filter by badges to quickly find subs with experience and qualifications that matter to your preschool. (This includes badges that indicate a candidate has a portable DECAL record required for Georgia programs—which over 800 subs on SitterTree have!*) When you find strong candidates, save subs on the app to easily reach out the next time you need coverage. Making connections at the start of the school year can give you a headstart for the months ahead.
2. Set a clear call-out protocol
Once you have a running sub list, create a preschool substitute teacher coverage plan so your team knows what to do when that 6am call-out comes in. Make sure your protocol is easy to follow and clear about who owns each step.
Consider including:
- How and when teachers let you know about an absence
- Who is responsible for finding coverage
- Which subs or sources should be contacted first
- When to expand the search or post the opening on platforms like SitterTree
- What information to share with the substitute before the shift
- Who helps the sub get oriented once they arrive
With the process sorted out, it's time to assign the details that make it work. Decide who on your team should have access to child care marketplaces like SitterTree, who has final say on confirming and booking a substitute, and who is responsible for payment. That way, everyone knows their part when it’s time to find coverage. It’s a simple way to give your team more confidence as back-to-school routines take shape.
3. Plan with ratios in mind
When a teacher calls out, knowing your required staff-to-child ratios and other state-mandated requirements can help you make informed decisions for the day ahead. Keep this important information handy to make sure your sub decisions stay compliant.
Then, look at what those requirements mean for your classrooms. Which rooms would need coverage first if multiple teachers are out? Can subs and staff move between rooms? Does a sub need specific qualifications to step into a certain classroom? Back-to-school is a good time to walk through these scenarios, especially if enrollment, classroom assignments, or staffing have changed for the new school year.
Ratio requirements vary by location and program, so consider using ChildCare.gov’s State and Territory Resources to find child care licensing information for your state.
4. Post a job when you need support now
Your go-to subs may be your first call, but they won’t always be available. When that happens, you can post your job directly on SitterTree to connect with local subs who are ready to help.
And don’t hesitate to post if a job is coming up quickly! Even last-minute jobs—posted as little as 12 hours in advance—can get applicants. In fact, on average, 92% of sub jobs posted on SitterTree receive applicants*. Create your job, add the details, then review candidates and book the sub who works best for your preschool.
By including SitterTree in your teacher call-out plan ahead of time, your team will know where to turn when your usual subs aren’t available.
Help your sub have a great day
Once you’ve found coverage, a few details can help your sub show up ready for the day. Before the job, share the basics, like where to park and check in, which classroom they’ll be in, who they should ask for when they arrive, and anything they should bring or know ahead of time.
Once they’re there, give them a quick rundown of the classroom rhythm—meals, outdoor time, transitions, activities, and any routines your teachers keep throughout the day. Writing those details down and keeping them somewhere easy to reference is a great next step.
And if your sub is a great fit, don’t lose the connection! Save them as a favorite on SitterTree and they’ll be notified the next time you post a job.
Be ready for the next call-out
It feels good to be ready for a call-out before it even happens. By getting preschool substitute teacher coverage in place, you and your team will be ready when things come up.
Before you wrap up your back-to-school prep, confirm who owns finding coverage, update your sub list, and make sure your team knows the staffing requirements they need to maintain.
Want to deepen your sub bench this season? Create your free SitterTree account to browse child candidates near you and build you preschool substitute teacher coverage plan.
*Statistics are based on SitterTree marketplace data from Jan-Aug 2026. Actual member results may vary. Certifications are self-reported and are not verified. You should directly verify all certifications and experience before your job.