As Term 4 draws to a close, many schools are already thinking about staffing for the year ahead.
Planned leave, changes to teaching staff and those inevitable early-morning absences can all create challenges when the new school year begins.
At SOS, we’ve been connecting schools and educators since 1995. Over the years, we’ve seen how a little preparation can make a considerable difference to the way schools manage their relief staffing.
Here are seven practical things worth reviewing before the end of Term 4.
1. Review your relief staffing from 2026
Before planning for next year, take a look at how your school managed relief staffing throughout 2026.
Were there particular times when finding casual relief teachers (CRTs) was more difficult? Were certain year levels or specialist subjects consistently harder to cover?
Review your booking history to identify recurring staffing needs, last-minute shortages and educators who regularly supported your school.
Consider which placements were filled successfully through your existing Local CRT pool and which required additional agency assistance.
Understanding these patterns can help you plan ahead, strengthen your local educator network and identify where additional support may be needed in 2027.
2. Plan ahead for known leave
While unexpected absences are part of school life, many staffing requirements can be anticipated.
Long service leave, parental leave, professional development days and other planned absences may already be on the calendar for 2027.
Where possible, consider arranging suitable relief teachers ahead of time, particularly for longer placements or specialist teaching roles.
It’s worth reviewing your Term 1 calendar now and identifying any dates or teaching positions that may require additional cover.
Planning early gives schools and educators greater certainty and allows more time to find the right person for each placement.
3. Reconnect with your Local CRTs
A reliable local CRT pool is one of the most valuable resources a school can have.
Think about the educators who have worked well with your school this year. Those who know your students, understand your routines and have built positive relationships with your staff can make a real difference.
Term 4 is a good opportunity to reconnect, thank them for their contribution and find out about their availability for 2027.
It’s also a good time to review your existing educator pool.
With SOS Platform, schools can review their educators, update their preferred list and add new educators to their local pool.
Consider whether there are teachers you’d like to invite back more regularly, or new educators who could complement your existing team.
A little time spent maintaining your CRT pool now can make organising relief staffing considerably easier when the new school year begins.
4. Identify specialist staffing needs
Finding a suitable CRT for a general classroom placement can be challenging enough. Specialist subjects often require additional planning.
Whether it’s Mathematics, Science, Languages, Visual Arts, Physical Education or senior secondary subjects, schools may benefit from identifying potential gaps before the new year begins.
Consider which specialist educators are already part of your network and where additional support might be needed.
If you have upcoming specialist placements, review your existing educators’ experience and qualifications, and consider reaching out to suitable candidates early.
For longer placements, it can also be worthwhile discussing your requirements with a staffing agency ahead of time.
Having these conversations early gives schools more opportunities to find educators who are well suited to their needs.
5. Make relief bookings easier for your daily organiser
For many daily organisers, the school day begins well before the first bell.
Managing unexpected absences, contacting available educators and coordinating bookings can take valuable time, particularly on busy mornings.
One way to simplify the process is to build a reliable local CRT pool and make it easier to communicate with those educators.
With SOS Platform, schools can manage their own Local CRTs, view availability and send booking requests directly through the online platform or mobile app.
Rather than contacting educators individually, schools can send booking requests to multiple available teachers, giving them the opportunity to respond directly.
Schools can also request preferred educators for upcoming placements, helping maintain continuity with teachers who already know their school.
This gives daily organisers greater flexibility to manage bookings, whether they’re at their desk, at home or on the move.
And when additional staffing support is needed, SOS is still available to assist.
It’s about giving schools greater control over their relief staffing, while keeping personal support available when they need it.
6. Review your relief staffing budget
Relief staffing is an important part of every school’s operating budget, and the daily cost of a CRT is only one consideration.
There’s also the time spent coordinating bookings, managing last-minute changes and finding alternative arrangements when an absence cannot be filled.
As you prepare your 2027 budget, it’s worth reviewing how your school currently manages these costs.
Consider how many placements were filled through your existing Local CRT pool, how frequently agency assistance was required and whether your current booking processes could be more efficient.
For schools with an established local CRT pool, managing direct bookings through a staffing platform may help reduce reliance on agency placements and provide greater visibility over staffing arrangements.
Agency support can then remain an option when additional educators are required.
The right approach will depend on your school’s needs, existing relationships and staffing requirements.
7. Help your CRTs feel prepared and supported
A well-prepared CRT is in a much better position to settle into the school day and focus on teaching.
Before the new year begins, consider reviewing the information your school provides to visiting educators.
Are your induction documents up to date? Have your bell times, emergency procedures or school routines changed? Is important information easy to locate when a CRT arrives for their first placement?
With SOS Platform, schools can use the Documents section to upload and maintain important school information in one convenient location.
This might include:
- School induction information and expectations
- Daily routines and bell times
- Emergency and evacuation procedures
- School values and ethos
- General teaching resources and lesson information
- Key contacts and support staff information
Taking a few minutes to review and update these documents before the new school year can help ensure your school has accurate information ready for visiting educators.
Even small details, such as knowing where to find resources, understanding classroom routines or who to approach for assistance, can make a considerable difference.
And beyond the practicalities, taking the time to welcome and support relief educators helps build positive relationships, encouraging familiar faces to return to your school.
Start 2027 with confidence
Every school approaches relief staffing differently.
Some have well-established local CRT pools, while others rely more heavily on agency support. Many find that a combination of both works best.
At SOS, we believe schools should have the flexibility to manage staffing in a way that suits their community.
For more than 30 years, we’ve worked alongside schools and educators, helping them navigate the everyday challenges of relief staffing.
Today, we’re continuing that commitment by combining our experience in teacher recruitment with technology that gives schools greater flexibility and control.
Whether you’re looking to strengthen your local CRT pool, simplify the booking process or find additional staffing support, we’re here to help.
Explore SOS Platform or get in touch with our team to discuss your school’s plans for 2027.
