Reporting Substitute Assignments

This page provides information on reporting substitute teaching assignments. In all scenarios below the Teacher of Record should be reported in CALPADS. Failure to do so will trigger an exception during assignment monitoring. If the class is vacant, then the teacher or substitute in the classroom on census day should be reported in CALPADS.

Short-Term Absences

Absences in which the teacher of record is out of the classroom for 1-30 days in general education settings or 1-20 days in special education setting.

  • CalSAAS: If reported as directed above, no exception will be created (presuming the teacher of record is appropriately authorized for the assignment).
  • Documents which Authorize the Full Length of Absence: 
  1.  Any full credential that requires a Bachelor's Degree and passage of the Basic Skills Requirement
  2. Substitute Permits, including: Emergency 30-Day Substitute Permit, Prospective Substitute Permit, and Career Substitute Permit
  3. Teaching Permit for Statutory Leave (serving as a substitute teacher)

Non-Statutory Leave Related Long-Term Absences

Absences in which the teacher of record is out of the classroom for over 30 days in general education settings or over 20 days in special education setting.

  • CalSAAS: If reported as directed above, no exception will be created. However, if the substitute does not hold an appropriate credential, these are misassignments and must be reported via the CalSAAS Monitoring Authority Reported Misassignments feature.
  • Documents which Authorize the Full Length of Absence: 
  1.  Any General or Special Education Credential that holds the appropriate authorization required for the assignment
  2. Career Substitute Teaching Permit, for up to 60 days

Statutory Leave Related Long-Term Absence

Absences in which the teacher of record is out of the classroom on a statutory leave, as provided by California Code of Regulations, Title 5, ยง80022.

  • CalSAAS: If reported as directed above, no exception will be created (presuming the teacher of record is appropriately authorized for the assignment). However, every time a TPSL holder is used to cover a statutory leave, the TPSL holder and assignment details should be reported via the CalSAAS TPSL List feature.
  • Documents which Authorize the Full Length of Absence: 
  1.  Any General or Special Education Credential that holds the appropriate authorization required for the assignment
  2. Career Substitute Teaching Permit, for up to 60 days
  3. Teaching Permit for Statutory Leave that holds the appropriate authorization for the classroom

Resignation of the Teacher of Record

Absences in which the teacher of record is out of the classroom and resigns from the position on or before census day, and a new contracted teacher of record has not been assigned to the classroom by census day.

  • CalSAAS: If there is no teacher of record assigned for the classroom on census day, then it is considered a Vacancy, and the substitute in the classroom as of census day should be reported in CALPADS. Reported vacancies will generate an exception in CalSAAS.
  • Documents which Authorize the Full Length of Absence: 
  1.  An appropriately credentialed Teacher of Record is required, and therefore no documents authorize a Vacancy
Updated September 21, 2021