NONPUBLIC SPECIAL EDUCATION - Request to Begin a School Year Utilizing a Certified Substitute Teacher - Instructions and Criteria

Oct 10, 2026

This document provides instructions and decision criteria for nonpublic special education programs requesting approval to begin a school year using a certified substitute teacher. It specifies how to complete the application, obtain primary administrator sign-off, complete a classroom demographic chart, and provide the request rationale. It also outlines submission timelines, review factors, validity limits for approved deviations, required compliance with notification rules, and how ISBE issues approval or denial based on application documentation and email notice.

LanguageEnglish

CategoryHealthcare

FormatPDF

Pages5

Reading Time13 min

AccessFree to download

Instructions

Form Completion

Classroom Chart

Request Rationale

Electronic Submission of Forms

Criteria Considered

Important Reminders/Additional Information

Approval timing and limits

When a deviation request is or is not needed

Notification of Approval/Denial

Citations to Regulations

NONPUBLIC SPECIAL EDUCATION-- REQUEST TO BEGIN A SCHOOL YEAR UTILIZING A CERTIFIED SUBSTITUTE TEACHER 1. Instructions a. Form Completion i. Submit a form for each request for a substitute teacher to begin a school year. The deviation form must be submitted within the first 30 days after the start of the school year. A sperate application is required for each class requesting a deviation. ii. Fill out the program information section of the application and ensure the program’s primary administrator signs off at the bottom of the page. b. Classroom Chart i. Complete the classroom demographic chart, recording the date of birth (DOB) and disability category of each student in the affected classroom. c. Request Rationale i. The program’s primary administrator should complete the “Request Rationale” page. Ensure to complete each section, as any omitted sections will nullify the application. d. Electronic Submission of Forms i. Submit all completed forms to your assigned principal consultant. ii. The deviation form must be submitted within the first 30 days after the start of the school year. Forms submitted after this date may be denied. iii. Failure to submit a deviation request when using a substitute teacher to begin a school year could result in subsequent changes to a program’s status and/or corrective action being issued. 2. Criteria Considered Criteria considered in the review of Request for Approval for Use of a Substitute Teacher to Begin a School Year deviation applications include: a. Any unique circumstances or changes that have occurred within the school year that are beyond the control of the program. b. How long does the program anticipate that the unique circumstance will impact programming? c. What might a potential backup plan be if the request for deviation is denied? d. All scenarios will be evaluated based on the: i. Individual program’s circumstances as presented in the request. ii. Length of time deviation is needed. iii. Program’s plan for compliance and the effect of the deviation on affected students’ overall educational programming. 3. Important Reminders/Additional Information a. A substitute deviation request is intended to be used for programs that have been unable to fill licensed classroom teacher vacancies from the previous school year, or that have a licensed classroom teacher resign unexpectedly prior to the start of the school year. This request form CANNOT be used to open anew classroom with the intent to use a substitute teacher. b. A substitute deviation request is only needed if a program is seeking approval to begin a school year with a substitute teacher. If at any time during the school year a program needs to utilize a substitute teacher due to unforeseen circumstances, a deviation request is not needed. However, the program is subject to the Notification Requirements set forth in 23 IAC 401 . 20(b)(4)(A) . c. If the substitute deviation request form is approved, it is valid for a time period no more than a program’s first semester or four months. Deviation approval is not ongoing and has a definitive enddate. If, despite a program’s ongoing efforts to secure a licensed teacher, the vacancy remains after the approval period ends, another deviation is NOT needed. However, the program continues to be subject to the Notification Requirements set forth in 23 IAC 401 . 20(b)(4)(A) . d. All programs MUST remain compliant with Notification Requirements as indicated in 23 IAC 401.20 for the entirety of the deviation/vacancy. 4. Notification of Approval/Denial a. ISBE will issue an approval determination based on documentation provided in the application request submitted. The program will receive notification of approval or denial via email communications. 5. Citations to Regulations 23 IAC 401.240(b) Staffing Requirements b) A substitute teacher holding a valid license/certificate endorsed for early childhood, elementary, secon

FAQs

When must the deviation request form be submitted after the start of the school year?

The deviation form must be submitted within the first 30 days after the start of the school year. Forms submitted after this date may be denied.

What information and sign-offs are required to complete the application?

Programs must fill out the program information section and ensure the program’s primary administrator signs off at the bottom of the page. The primary administrator must also complete the “Request Rationale” page, and the classroom demographic chart must be completed for each affected student’s DOB and disability category.

How long is an approved substitute deviation valid?

If approved, the deviation is valid for no more than the program’s first semester or four months. Deviation approval is not ongoing and has a definitive end date.

Oct 10, 2026

Uploaded by Taylor Morgan