How to Find Substitute Childcare Staff in Wisconsin

For daycare operators

Start with the shift you actually need covered

‘We need help tomorrow’ is a starting point, but it leaves important questions unanswered. Note the location, start and end time, age group, duties, required qualifications and the person the substitute should meet on arrival. The clearer the shift, the easier it is for an educator to decide whether it fits.

Check eligibility and role requirements

Wisconsin’s Department of Children and Families sets background check and staffing requirements for regulated programs. A substitute who has worked in childcare elsewhere is not automatically ready to work unsupervised in every role at your center. Verify the individual’s current DCF background check eligibility and the qualifications needed for the assignment; keep the required staff records and orientation information. DCF advises adding emergency backup providers to its portal and completing checks before they are needed, because waiting until a call-out can cause delays.

Build more than one source of coverage

Keep contact with educators who have worked well at your center and ask whether they want future shifts. Identify staff who can float within the program when their roles and ratios allow it. Local training programs and professional networks may also help you meet prospective substitutes, though each person still needs the appropriate checks and onboarding. A digital shift posting can widen the pool when your usual list is unavailable.

Give new substitutes a usable handoff

A substitute should know whom to report to, where to park, the classroom schedule, allergy and emergency procedures, bathroom and break arrangements, and who can answer questions. Share sensitive child information through your approved processes. A short welcome and a clear point of contact make it easier for someone to do good work on a first visit.

Keep the relationship going

After the shift, ask staff what worked and invite the educator back if it was a good fit. Record only appropriate operational notes, and keep credentials and eligibility current. SnapSub helps Wisconsin centers connect with educators for open shifts. Sign up and prepare your center profile now; when you have a gap, you can post the details rather than start your search from zero.