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Substitute FAQ
  • I have completed the online application as outlined on your website. When can I start subbing?   After you have filled out the online application, you will need to print off the Substitute Interest Packet, fill it out, and attach a copy of your transcripts, teaching license or subsitute 3 or 5-year authorization and resume. You can then either mail the Sub Interest Packet, drop it off in person to 4700 S. Yosemite St., Greenwood Village, 80111, or fax it to 720-554-4331 (Attention: Sub Office). After we review your interest packet and determine a need, we will begin the process to possibly hire you as a Substitute.  After we have processed your application and there is still a need for you as a Substitute, we will send you an email instructing you to complete and return a  substitute hire packet. Return the hire packet in person completely filled out with evidence of fingerprints. Return it to 4700 S. Yosemite St., Greenwood Village, CO  80111.  Please bring appropriate identification for your I-9 form.  Upon receipt of your hire packet, you will receive a confirmation email letting you know you have been processed for subbing. 
    If you are a substitute teacher, nurse, or ILC para-educator you will be invited to attend an orientation session for our automated system (SmartFindExpress) to learn how to register and obtain a PIN so our automated system can start calling and offering you substitute assignments.
    If you are a clerical/secretarial substitute, you will be notified by mail and your name will appear on a list available to the District. Clerical/secretarial substitutes do not need to attend the orientation or register on our automated system.
  • How do I register and select a PIN on the automated system, SmartFindExpress?
    Once you have been cleared for subbing, you will receive an email notification from the Substitute Office inviting you to RSVP to one of our automated system orientations. During our orientations, we review the registration process and how to select your PIN. If the next orientation is a few weeks away, you may register prior to the orientation by calling 720-554-4804 and listening carefully to the recorded message and following the prompts to register as a brand new user. You will need to know your Employee/Access ID - which is emailed to you upon completion of the sub hireing process.

 

  • I forgot my Access ID and/or PIN number(s). What do I do?
    For Substitute Teachers, Substitute Nurses, & Substitute ILC Para-Educators:
    • You may review your PIN anytime by visiting the automated system at https://subs.ccsd.k12.co.us and clicking on the “Forgot Your PIN?” link. Your PIN will be emailed to you.
    • Your Access ID is your Employee ID assigned to you by the District. If you forget or Lose your Employee ID, contact the Substitute Office at 720-554-4442.
    For Teachers of Cherry Creek who Sub during Non-Contract time:
    • You may review your PIN anytime by visiting the automated system at https://subs.ccsd.k12.co.us and clicking on the “Forgot Your PIN?” link. Your PIN will be emailed to you.
    • Your Access ID is your Employee ID assigned to you by the District. If you forget or lose your Employee ID, contact your school’s office staff during regular school hours.

 

  • When the automated system calls me and I enter my Access ID and PIN, it says “invalid” or disconnects me?
    Some users experience problems accessing the system with cell phones. If this happens to you here are some tips:
    • Be sure you are entering the (*) start key after each entry
    • Be sure the DTMF function on your cell phone is turned on
    • You may need to contact your cell phone provider for assistance
    • If there is no DTMF function, search tones or key tones and make sure the tones are on and not set to silent. You may also have to set them to “long”

 

  • When do I get paid?
    • Substitutes get paid on the 10th of the month for the previous month’s work.
      Example: Any subbing you do in the month of April, you will get paid on May 10th Checks are mailed to your home (If you signed up for direct deposit, then checks are automatically deposited into your bank account)
    • For Teachers of Cherry Creek who Sub during Non-Contract time:
      Teachers get paid on the 20th of the month and any substituting during the previous month will be included in their 20th check. Example: Any subbing you do in the month of April, you will get paid on May 20th

 

  • When I call the automated system, I hear that I have an expiration date in my profile. What does that mean?
    The automated system is programmed to give you a 90-day warning message that your teaching license or substitute authorization is about to expire. It can take up to 90 days to complete the renewal process through the Colorado Department of Education so you will want to begin the renewal process as soon as possible. Contact the Colorado Department of Education for assistance at www.cde.state.co.us or by calling 303-866-6628. The automated message will stop once you have submitted a copy of your renewed license or authorization to the Substitute Office at 4700 S. Yosemite St., Greenwood Village, CO 80111.

 

  • Why is the automated system calling me repeatedly for the same assignment?
    If a teacher or school enters you as the “specified” substitute on a job, the system will attempt to reach you every hour on the hour during the evening callout period up until the night before the job starts. When called by the automated system, simply enter your Access ID and PIN to accept or decline the assignment.

 

  • Why aren’t I getting any calls?
    • You have been set up as “pre-arranged” only on the automated system
    • You have only 1 or 2 locations selected on your profile which limits the calls generated
    • We have the wrong telephone/callback number for you in the automated system
    • You are using a long distance telephone/callback number and the long distance indicator (1) is missing
    Please contact the Substitute Office at 720-554-4442 for assistance with above.

 

  • Why can’t I see or hear any open jobs?
    • You are shopping during the automated system’s callout periods: 4:55 am to 1:00 pm & 4:30 pm to 10:00 pm
    • You are set up as “pre-arranged” only in our automated system
    • The job is for a location that is not on your profile
    • The open jobs have “specified” substitutes and therefore are not available for pick up
    • You have an expiration date (expired license/authorization) that will not allow you to pick up jobs that begin after your expiration date
    • Your “daily” availability is limited to only Mondays and Wednesdays and the open job is for a Tuesday
    Please contact the Substitute Office at 720-554-4442 for assistance with above.

 

  • How do I renew my teaching license/substitute authorization?
    Renewal of your teaching license or substitute authorization is handled by the Colorado Department of Education. You can contact them by calling 303-866-6628 or visiting their website at www.cde.state.co.us and click on the Educator Licensing/Services link. Allow approximately 90 days for the completion of this process. Please submit a copy of your renewed license or authorization to the Substitute Office so we can update your records on our automated system.

 

  • I need a copy of the Substitute Teacher Handbook, where do I find it?
    Visit our website at www.cherrycreekschools.org and click on “Employment” on the left hand side of the screen, click on “Substitutes” and then scroll down toward the bottom of the page to Substitute Links & Resources. Click on Substitute Teacher Handbook and you will then be able to print a copy.

 

  • I need a copy of the Substitute Quick Reference Guide for SmartFindExpress, where do I find it?
    Visit our website at www.cherrycreekschools.org and click on “Employment” on the left hand side of the screen, click on “Substitutes” and then scroll down toward the bottom of the page to Substitute Links & Resources. Click on Quick Reference Guide and you will then be able to print a copy.

 

  • I need an additional parking decal for my automobile, where do I pick one up?
  • Call the Substitute Office at 720-554-4442 to request a decal and we will mail it to your home address. Or you may stop by our Educational Services Center Building at 4700 S. Yosemite, Greenwood Village, 80111 between the hours of 7:00 am and 5:00 pm. to pick one up.

 

  • What if I need to cancel an assignment?
    Sign-on to SmartFindExpress with your Access ID and PIN and click the “Review Assignments” link. Click on the Job Number to bring up the Review Assignment Detail screen and then click the Cancel Assignment button.
    If you are cancelling within 24 hours of the assignment start date, contact the Substitute Office at 720-554-4442 as well as the school’s main office as a courtesy notification of your cancellation.

 

  • What is a “Short-Term” Assignment?
    Being in the same assignment more than 10 days but less than 90 days
  • No Child Left Behind and Short-Term Assignments - Am I qualified to accept Short-Term Positions?
    You must be highly qualified in the subject area of the position. You will need to be endorsed in the particular subject of the teacher you are replacing. Substitutes with a 5-year authorization should not accept any assignment with out approval. Substitutes with a 3-year authorization should not accept a short term assignment.

 

  • The automated system called me at 10:00 am, but the start time was 7:30 am what do I do?
    If you are available to work the assignment, go ahead and accept the job. However, we recommend that you contact the school’s main office or the Substitute Office before you leave for the assignment to verify that the school still needs a substitute. Also, keep in mind that the assignment may end up being a ½-day assignment if your arrival time changes the hours worked to 4 hours and 15 minutes or less.

 

  • I spoke with a teacher personally & confirmed that I would sub for them, how do I get my job number?
    The teacher will be entering the absence with you as the assigned substitute. The system will NOT call you. Sign-in to SmartFindExpress (https://subs.ccsd.k12.co.us) with your Access ID and PIN and then click the “Review Assignments” link to view your assignments and obtain the Job number. If you do not see the job, contact the teacher you arranged the assignment with.

 

  • I had a job in the system, but now when I go into to review my assignments it is not there. What happened?
    Most likely the job has been cancelled by the school or teacher. Although we encourage the schools and teachers to do a courtesy call to you if there is a cancellation, there are times they may not have reached you. If you any questions or concerns please contact the school directly.

 

  • At the end of the current school year, how do I let you know I want to sub again next year?
    In May, we e-mail our Substitute Update letter to the email address listed on SmartFind Express - in addition we post the Sub Update Letter for easy access 24/7 on the District Website.  Return the Update letter to the Substitute Office by the deadline indicated on the letter. If you do not respond to the update letter, you will be removed from our active substitute list and will have to reapply.

 

  • I am a student getting ready to graduate, can I apply to substitute?
    No, you must have a teaching license or sub 3 or 5-year authorization in hand in order to apply as a substitute.
  • Can you mail a substitute hire packet to me?
    Unfortunately we are unable to send hire packets by mail.

 

  • Can I attend a sub orientation before I am approved to be a substitute?
    No, you must be approved to substitute with the district prior to attending a substitute orientation.

 

  • How Do I Remain an Active Substitute Year-to-Year?
    1. Substitute Once Every Three Months
      If you do not substitute at least once every three months during the current school year, we will consider this a “voluntary resignation”. If this happens, you will need to reapply and will be subject to current hiring practices. Re-employment is not guaranteed.
    2. Annual Substitute Update Letter
      In order to remain an active substitute for subsequent school years, you must respond by the posted deadline to the update letter that is emailed and posted on our website each spring. We will consider no response to the update letter as a “voluntary resignation”. If this happens, you will need to reapply and will be subject to current hiring practices. Re-employment is not guaranteed.
Copyright © Cherry Creek School District #5, 4700 S. Yosemite Street, Greenwood Village, CO 80111 | 303-773-1184
Cherry Creek School District No. 5 does not discriminate on the basis of race, color, national origin, sex, age or disability in admission to its programs, services or activities, in access to them, in treatment of individuals, or in any aspect of their operations. The lack of English language skills shall not be a barrier to admission or participation in the district’s activities and programs. The Cherry Creek School District No. 5 also does not discriminate in its hiring or employment practices. This notice is provided as required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990. Questions, complaints, or requests for additional information regarding these laws may be forwarded to the designated compliance officer: District Compliance Officer or directly to the U.S. Department of Education, Office for Civil Rights, Region VIII, Federal Office Building 1244 North Speer Blvd., Suite #310, Denver, CO 80204.

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