Below is a full breakdown of the process — please take a minute to read it all the way through, especially if you're new or could use a refresher. Almost every question I get during the year is answered somewhere in here!

REQUESTING A SUB

• Fill out the Substitute Request Form, found in the link above, as soon as you know you'll need coverage. You'll also find the form in the employee portal under the time-off request section.

• Subs can be requested for a minimum of 4 hours, up to 5 consecutive days per form. If your days aren't consecutive, or you need more than 5 days, please fill out a new form.

• Please read all the instructions on the form itself so it's filled out completely and correctly — incomplete/inaccurate forms slow down the process for everyone.

LONG-TERM REQUESTS

• Need long-term coverage? Submit a form for the first 5 days, then note your final end date in the "Other Information" section so I know to plan for the full length.

LESSON PLANS

• Please include a link to your lesson plans in the request form or send your plans to sub@ascentutah.org before your time off, especially if they won't be easy to access from your classroom. Subs strongly prefer having plans in hand ahead of time.

• Double-check that sharing is turned on before you send the file — this is the #1 thing people forget, and it means your sub can't actually open your plans.

HOW IT WORKS

• I'm not able to assign priority to jobs — if a job isn't picked up, that's outside of my control.

•Once your job is picked up, you'll get a confirmation email with the sub's name.

•If your job doesn't get picked up, you'll need to cancel your PTO and cover your position yourself.

A FEW IMPORTANT NOTES

• The sub request is separate from your PTO/time-off request. PTO questions go to your office manager or principal, not me.

• We don't have contact info for subs, since they aren't district employees. However, if you have a relationship with a sub you have seen at your campus and would like to request them, you can include their full name in the "Other Information" section of the form. Please also let me know if the sub has already agreed to take the job. The "Other Information" section is also the place to share any additional instructions I should know about, or leave a personal note for your sub (such as "Great class!," "Helpful TA!" etc.) — a friendly message often means your job gets picked up faster!

CANCELLATIONS

• All cancellations must go through me directly. If you need to cancel your job, please email me at sub@ascentutah.org.

• If you cancel within 24 hours of your shift, you may still be charged the sub's wage if they're unable to pick up another job.

QUESTIONS OR EMERGENCIES?

Email me anytime at sub@ascentutah.org. I check this often, including for last-minute or urgent needs.Thanks so much for reading and here's to a great year ahead!

Alicia Thiriot 

Substitute CoordinatorAscent Academies of Utah