Substitutes Frequently Asked Questions - Capital Region BOCES, Albany, NY

If you have one, you know it! These are files set up for students in a college teaching program to keep a record of their student teaching recommendation letters and teacher certifications. If you don’t have a confidential file, two written reference letters written within the previous two years are acceptable. If you have not worked in a school setting, list references that can attest to your ability to work with children.

I have a Confidential College file. Should I have it sent to you by my college? If so, where do I send it?

Colleges usually insist on sending the credential files directly to us, as most credential files are confidential. Our address is Capital Region BOCES Substitute Coordination Service, 900 Watervliet-Shaker Road, Suite 102, Albany, NY 12205. Make sure your college sends it to the attention of the Substitute Coordination Service. Some colleges will fax credential files. Please ask for the fax number when you set up your appointment.

Can my two reference letters be from the same people I list in the references section of the page on the application? What should the reference letters contain?

Yes, they may be from the same people you list on the application. They must have been written in the last two years, but do not have to be written specifically to us. You may bring copies of letters written for you for other employment or graduate school etc. as long as they are signed and have the reference’s telephone number or address on them. The reference letters should attest to your ability to handle a classroom if you are in a teacher education program, or may be character references if you are not.

Should my references send their letters to me or do they have to be sent directly to you, and what is your address? Do they need to be sealed?

Our address is Capital Region BOCES, 900 Watervliet-Shaker Road, Suite 102, Albany, NY 12205. Please address your letter to Program Consultant, Substitute Coordination Service. Letters may be sent directly to us or you may bring them in yourself, and they do not have to be sealed.

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My mother (or other family member) wants to write a reference letter for me. Is that acceptable?

We do not accept reference letters from relatives.

Do you accept e-mail references?

Not at this time as reference letters must be signed, unless you set this up with the Program Manager at your interview.

Do you need my actual bachelor's (or master's) degree? How about a transcript?

We can accept your diploma or a good copy, or a transcript (does not have to be sealed) from your college that states that your degree was conferred and the conferral date. We are unable to accept multi-page unofficial transcripts downloaded from the Internet.

I haven't graduated from college yet. How do I prove I'll be graduating?

You can provide a transcript from your college showing courses completed (not the down-loadable document from the Internet) or a registrar's letter stating when you will graduate.

How can I prove I'm certified?

You may bring a copy of your certification or you can access the TEACH Web site. Make a copy of the page showing that your certification was issued and bring it to your interview.

Do I have to be certified to substitute for your districts?

Burnt Hills-Ballston Lake, Guilderland and Ravena-Coeymans-Selkirk require certification. Bethlehem strongly prefers certification, but will look at applications on a case-by-case basis. That said, all of our districts prefer certified teachers and require a bachelor’s degree except for the following: with an associate's degree you may sub as a teacher in the Cohoes and Duanesburg districts.

You may sub as a teaching assistant with your high school diploma in the South Colonie, Cohoes and Voorheesville districts, and BOCES Career & Technical Education and Special Education divisions. You need 60 college credits to be a teaching assistant substitute in Schalmont, and you must hold New York State Teaching Assistant Certification to sub as a teaching assistant in North Colonie.

I’m not able to bring everything requested for my interview. Should I still come to my appointment?

We suggest that you do keep your appointment, as long as the application itself is completely filled out. You may mail, fax or bring in subsequent documentation after your interview. Note, your application will not be forwarded to the Program Manager for a reference check until all required paperwork is complete.

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What if I can’t come to my appointment?

Due to high demand, there is often a waiting list of six weeks for an interview appointment. Please call and leave a message to cancel your appointment so that someone from the waiting list can take your place.

How long does it take to be approved?

You should allow a minimum of four weeks if all required documents are in your file. Reference checks can take anywhere from a day to many weeks. Please make sure your references know you need this reference. Once you’re approved out of our office (application file complete, reference check done) your application will be sent to the districts for approval. Approval is dependent upon each districts' board meeting schedule.

I used to substitute for you and I would like to come back on the list. What do I have to do?

Call the help desk at (518) 464-3918 and your file will be pulled and checked over. You will be called back or mailed a chart with what is required to return to the service. In most cases a new application and payroll forms are required.

Do you hire permanent or long term substitutes?

No. Hiring long term or permanent subs is a district decision.

Do you handle substitutes for summer school?

No. We suggest you contact school district offices directly about substituting in the summer.

Do you handle home tutors?

Bethlehem, Cohoes, North Colonie and South Colonie districts pull tutor names from our substitute list. If you want to home tutor for any of these districts proceed with the substitute application process and then follow up with them directly. The service does not call for home tutors at this time.

I have questions about New York State Teacher Certification. How do I contact the New York State Education Department or BOCES Certification Officers?

The Capital Region BOCES Certification Officers can be reached at (518) 862-4918 daily between the hours of 1 pm - 3 pm only. You won't be able to leave a message, so please keep trying. For certification information, please refer to the New York State Education Department Web site or call them at (518) 474-3901 from 9-11:30 am and 1:30-4:30 pm Mondays, Tuesdays, Thursdays and Fridays.

You do not have to be reprinted as long as you were fingerprinted for the NYSED OSPRA database after July 1st, 2001. If you were printed for the New York City Board of Education after July 1, 1990 you will need to fill out and send the NYCBOE an OSPRA 104 form authorizing the NYCBOE to release your print results to NYSED OSPRA.

If you were printed for daycare or as a bus driver, you have to be fingerprinted again. Our process and fees are explained on our fingerprint link. You may also check your fingerprint status online, arrange to be fingerprinted on your own, or access the fingerprint forms link. Or you may call NYSED OSPRA directly at (518) 473-2998 for information.

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