Substitute Policy

This policy outlines the expectations for requesting substitutes to cover Togetherhood course sessions. Aiming to promote responsible scheduling, maintain course quality, and support flexibility in unforeseen occurrences.

We understand that life happens, and you may need to request a substitute for your sessions. Proactive communication is key! When you notify us in advance of any potential absences, it allows us to arrange for qualified substitutes who can maintain the continuity and quality of the learning experience, which reflects positively on your own class and standing as an Enrichment Provider. Keeping substitute requests to a minimum, and notifying us in advance whenever you do need a substitute, are two key ways to demonstrate your commitment to our Togetherhood community.

Substitute Request Policy

All substitute requests must be submitted through our online Substitute Request Form located on your Provider Dashboard. 

• Pre-Term Disclosure: Non-emergency absences must be disclosed before the term begins. Here are a few examples of situations where it’s mandatory to communicate your substitute needs before accepting the course:

  • Vacations
  • Religious Observances
  • Other job commitments*
    • *Please note that other job commitments that impact your Togetherhood teaching schedule especially must be communicated before accepting the course.

• Advance Notice Required: Whenever possible, submit substitute requests at least 7 calendar days before your session. Here are a few examples of situations where advance notice is required:

  • Jury Duty
  • Medical Appointments
  • Pre-scheduled Family Events
  • Expected child care issues

• Same-day requests: Only allowed for sudden illness or life/family emergencies.

  • Two or more same day requests, barring emergencies, may impact your standing in the network and will likely result in a reduction of teaching opportunities.

• Frequent Substitutes

  • If substitute requests for a course exceed 15% of the total scheduled sessions in a given term, the course may be reassigned to another instructor.

    • For example: If you need a substitute for 2 out of 8 sessions, that is 25% of the course, and it may be reassigned.

  • This applies to each individual course.

    • For example: if you require a substitute 20% of the time for Course A and 10% of the time for course B, then only Course A is in jeopardy of reassignment.

  • If you request a substitute for more than 15% of your course sessions for emergency or sudden illness related reasons, you will remain in good standing although your class will still be eligible for reassignment. This is to ensure continuity of the student learning experience.

Registered Providers Only

Togetherhood prioritizes the safety and security of children and our school partners are our top priorities. To ensure this, we require all instructors to be properly registered with our team. This onboarding process allows us to verify qualifications and maintain a high standard of quality for our programs.

A non-registered instructor is someone who has not been formally onboarded by the Togetherhood team.

With that said, we welcome referrals and are happy to speak with anyone that you believe may be a good fit for our network. We encourage you to have them email their Contact Information and Resumé to info@togetherhood.us.

Substitute Acceptance Policy

• Once you confirm that you will act as a substitute for a class, you will receive a lesson plan, and assume full responsibility for that session.
• It is expected that you’ve reviewed travel times and will arrive at the classroom 15 minutes before the class is scheduled to start.

Cancellation Policy: If you need to cancel after accepting a substitute request, it will be treated as a substitute request for your own class. This means:

• Same-Day Cancellation: Any cancellation made on the day of the class will be considered a same-day request and is subject to the same guidelines and potential consequences as outlined in the Substitute Request Policy.
• Implications: Frequent cancellations after accepting substitute requests will
  • impact your standing within the network.
  • result in fewer opportunities being offered to you.

We emphasize the importance of honoring substitute commitments to maintain the integrity of our programs and to provide a stable learning environment for our students. If unforeseen emergencies arise, please communicate with us as soon as possible.

Our Substitute Request and Acceptance Policies ensure a high quality experience for both our students and providers. By adhering to these guidelines, you are key in upholding the integrity and stability of our expanding network. We value your dedication to proactive communication and honoring your teaching commitments.