Frequently Asked Questions

Looking for answers? You’ve come to the right place. Whether you need help with scheduling, or you’re wondering how to find daycare teachers, we’re here to help.

What Can We Help You With?

Just in Time Teachers is more than an early childhood education substitute agency. We’re a network of educators and centers focused on meeting needs, filling gaps, and raising the standard of the childcare industry. To help you better understand what makes us different and how we can help you, we’ve gathered some of the most common questions we receive from centers and teachers.

Click the button that best meets your needs or continue scrolling down the page.

Requests & Pre-Placement
Permanent Placements
General Questions
Who to Contact

Requests & Pre-Placement

If you’re already a partner center, and you’re looking to make a request for a sub, simply click here. If you have questions about requesting a sub or fulfilling a request, please continue.

How do I know if my request has been filled?

Once your request has been filled, you will receive a confirmation e-mail from your placement coordinator. This e-mail will include: the center name, substitute teacher name, teacher qualification, and the dates and hours scheduled.

You will receive an immediate confirmation email letting you know that we’ve received your request and are working to fill it. For requests submitted in advance, we begin scheduling the week prior, starting on Tuesday. You’ll receive a confirmation by Thursday at the latest, whether we’re able to fill the shift or not.

For same-week or same-day requests, our placement coordinator begins working on your request right away and will follow up as soon as we’ve contacted all available substitutes.

Each substitute’s digital file includes all required documentation to ensure they’re ready to support your center. You’ll receive their:

  • DHS Personnel Information Form (PIF)
  • College transcripts
  • Resume
  • MN DHS background clearance letter
  • Employee emergency card
  • DHS orientation form
  • First Aid/CPR certification card
  • A photo and short bio so you can get to know who will be arriving at your center

This orientation checklist should be completed with the substitute on their first day at your center and once annually thereafter, or anytime your center’s policies change. It ensures our staff are aligned with your center’s values, routines, and expectations.

Since every center is unique, this checklist helps our substitutes understand any specific procedures or requirements at your location, so they can support your team confidently and effectively from day one.

Join Our Network

Permanent Placement

Permanent placement is when a center and a substitute are the perfect fit for each other, and the center agrees to purchase the substitute’s contract from Just In Time Teachers. The center then has the opportunity to hire the substitute as their own permanent employee.

1.

Initiate permanent placement process by reaching out to the Director of Fulfillment. She will discuss with the substitute the potential of joining your center and work through the next steps with you.

2.

The process begins when both parties agree. This is also a great time to ensure the substitute understands your benefits, PTO, holiday pay, etc.

3.

Determine the substitute’s official start date with your center. The permanent placement fee must be received in full prior to substitute being released from JITT. The release date must be a Friday. If we receive payment earlier than that, the substitute will complete the week with JITT prior to being released

4.

An agreement is sent out to both the center and substitute to be signed and returned.

5.

Once both agreements and payment has been received, the substitute will be released on the pre-agreed release date

What If My Permanent Placement Doesn't Work Out?

The great thing about permanent placement is that you have had enough time with the employee to understand their work ethic and how they fit in with your center. This is much more information than most employers get at time of hire!

In the case that something doesn’t work out and the substitute finds a different job, there will be no refund given. If the substitute returns to JITT within 90 days of the official release date, JITT will honor the refund policy listed on the rate sheet.

General FAQs

What happens if you are unable to fill my substitute request?

We always do our best to fill as many requests as possible! However, in the event we are unable to find a substitute to fill your request, you will be put on a waitlist.

You will receive an e-mail from our Placement Coordinator informing you that your request is on a waitlist. They will keep you updated regarding your request in the event they are able to find a substitute for you!

If you no longer need a substitute after submitting a request, please notify your Placement Coordinator as soon as possible. Make sure to include the date and time of the request you would like to cancel.

Important:
Cancellations must be made at least 24 hours in advance to avoid additional charges.

We do our best to balance the needs of our centers while providing support for our staff.
As long as you cancel at least 24 hours in advance, you will NOT be charged a fee.

If you cancel within 24 hours before your substitute is scheduled to start, you will be charged a 4-hour minimum.
You may choose to still use the substitute during this time if you like.

We always appreciate timely communication surrounding cancellations so we can do our best to find a new placement, not only ensuring our team gets the hours they want to work, but that another center is able to receive the assistance they need.

You may certainly ask your substitute if they are willing to travel to another location!
However, you cannot require them to do so.

If they agree, they will also be paid for their drive time to the new location.
You must discuss this with the placement coordinator first.
If they choose not to go, you may keep them at your center for the original timeframe requested.

If you no longer need them, you may also choose to release them early.

Please keep in mind that you will be charged the 4-hour minimum if you choose to release them before they work for the full 4 hours.

Please notify The Director of Fulfillment of this change. Contact information will be updated, and the new center director will be scheduled for an on-boarding meeting.

Invoices are generated every two weeks, and you will be billed for any placement hours you had for the prior two weeks.

You will be billed at the current rate depending on what type of Substitute was placed at your center (Aide, Assistant or Teacher)

JITT allows overtime if pre-approved by the management team.

It is important to note that our substitutes often work at a variety of centers each week. If they end up working over 40 hours and into overtime, the center will be charged the overtime rate depending on the time they worked over the 8-hour daily amount at your center.

Ex. If a Substitute worked four, 8-hour days at Center A, and one 9-hour day at Center B, Center B would be charged for the hour of overtime.

In the event of emergency closures due to severe weather conditions or unforeseen circumstances, Just In Time Substitute Teachers will be paid for the hours they have worked during the emergency closure.

If this is less than four hours, the center will be charged the 4-hour minimum.
If the center is closed and the Just In Time Substitute Teacher is not needed the center will be billed for the minimum 4 hours.

While our partner centers use our staff as substitutes, they are hired by JITT as Teachers, Assistants and Aides per licensing.

Their Background Check, Personal Identification Form (PIF), and Licensing Orientation Form have their job title listed as Teacher and not Substitute. We cover all required training upon hire, and then annually, so that our partner schools do not have to do this.

Because of this, you do not have to worry about a Substitute working more than 240 hours at your center. The 240-hour rule only applies if a center employed a substitute themselves.

In this case, the center would not have to provide certain trainings until their substitute hit 240 hours a year. Because our staff receive all the DHS required trainings every year, the 240 hour “substitute” rule does not apply to them.

Just in Time Teachers is a support community designed to elevate the early childhood education industry and ensure every child receives the care they deserve. One of the ways we do this is by helping early childhood education centers, preschools, and daycares find substitute teachers across the Twin Cities of Minnesota.

Wondering how to find daycare teachers and early childhood center substitutes? Just in Time Teachers can fulfill roles for Montessori, Reggio Emelia, STEM, faith-based child care programs and more. We do not cover in-home centers at this time.

Still Have Questions?

Not finding the answer you’re looking for? Prefer to discuss a topic over the phone or in person? Our team is happy to help. Please reach out to the staff member that best aligns with your needs, or fill out the contact form below, and we’ll follow up with you directly.

Placement Coordinator
Haley Ramcheck

haleyr@justintimeteachers.com

  • Questions about past, current, or upcoming substitute placements
  • Request cancellations
  • Long-term substitute placement inquiries

Director of Fulfillment
Jenn Jacobsen

j.jacobsen@justintimeteachers.com

  • Comments, concerns, or feedback about a substitute
  • Interest in the permanent placement process with a substitute

Director of Operations
Nicki House

nicki@littlebeginningslc.com

  • Questions about invoices or billing

Any Questions?

We’re happy to answer any additional questions you may have about our childcare substitute agency, general services, and more. Just fill out the form below, and we’ll take it from there. We can’t wait to connect with you.