What Supply Teachers Should Do During PPA Time
PPA time, Planning, Preparation and Assessment, is a statutory entitlement for all teachers in maintained schools in England and Wales, including supply teachers. That means that if you are covering a class for a significant portion of the week, you are entitled to a minimum of ten percent of your timetabled teaching time as non-contact time for planning and preparation. In practice, how PPA works for supply teachers is often less clear-cut than it is for permanent staff, and many supply teachers are unsure what they should actually be doing with that time when it arises.
Whether you receive PPA as a block of time in a long term placement or find yourself with an unexpected non-contact period during a day’s cover, using that time well makes a real difference to how prepared and professional you feel. At First Class Supply, we want every teacher on our books to feel confident and well-supported in every aspect of their role, and that includes the quieter moments between lessons.
What Is PPA Time and Does It Apply to Supply Teachers?
PPA time was introduced under the 2003 workforce agreement to give all teachers protected time for planning, preparation and marking. Under current Department for Education guidance, this entitlement applies to teachers in maintained schools regardless of whether they are in a permanent, temporary or supply capacity, provided they are timetabled to teach.
In practice, the picture for supply teachers is more complicated. Day to day supply teachers are typically covering short periods and may not be timetabled in the same way as a permanent member of staff. In those cases, PPA time may not apply in a formal sense. But supply teachers on longer placements, particularly those covering maternity leave or extended absence, are generally entitled to PPA in the same way as their permanent colleagues.
If you are unsure whether you are entitled to PPA in a current placement, it is worth asking your agency directly. Our team is always happy to clarify your entitlements and advocate on your behalf if something is not in place that should be.
How Should You Prioritise Your PPA Time as a Supply Teacher?
The challenge with PPA time in a supply context is that your priorities are different from those of a permanent teacher. You do not have the same long term curriculum planning responsibilities, but you do have a unique set of pressures, including limited knowledge of the school’s systems, unfamiliar classes and the need to get up to speed quickly with whatever lessons are coming next.
The most productive use of PPA time for supply teachers typically falls into three areas: preparation for upcoming lessons, familiarisation with school policies and systems, and professional development. The balance between these will depend on how long your placement is and what stage of the day or week the PPA falls.
Preparing for What Is Coming Next
Immediate lesson preparation should generally take priority, particularly early in a placement. If lesson plans have been left for you, use this time to read through them carefully, identify any resources you will need and think through how you will deliver the content. If plans are unclear or missing, this is the time to seek clarification from a colleague or cover manager rather than discovering the problem five minutes before the lesson begins.
Our article on what to do if lesson plans are missing or unclear has useful guidance on navigating that situation, and our piece on using school systems without prior training is worth reading if you are working with an unfamiliar virtual learning environment or planning platform.
It is also worth using PPA time to check whether any technology you will need is available and working. A brief test of the interactive whiteboard, projector or any digital resources the lesson plan references will save you time and stress if something is not functioning as expected. Our article on what to do if technology is not working in the classroom covers contingency planning in more detail.
Familiarising Yourself With the School
PPA time is also one of the best opportunities you will have to build your understanding of the school’s systems, expectations and culture, particularly in the early days of a placement.
Use this time to:
- Read through any behaviour policy documents or class information left by the regular teacher
- Familiarise yourself with the school’s timetable, cover arrangements and key contacts
- Check in briefly with a teaching assistant or colleague about the class you will be working with next
- Review any SEND information relevant to pupils in your classes, following the school’s protocols for accessing that information
Our articles on navigating school behaviour policies, understanding timetables and routines quickly and who to ask for help in a new school all cover this territory in more depth and are well worth bookmarking for the start of any new placement.
Can You Use PPA Time for Professional Development?
Absolutely, and for supply teachers on longer placements especially, this is a genuinely valuable use of non-contact time. Without the consistent CPD provision of a permanent staffroom, supply teachers often have to be more proactive about their professional development, and protected time during the working day is an opportunity worth using.
This might mean engaging with research or guidance relevant to the year group or subject you are currently teaching. The Education Endowment Foundation publishes freely available summaries of evidence on teaching and learning that can be read in the length of a typical PPA slot and applied directly to your practice. The Chartered College of Teaching also offers professional development resources accessible to supply teachers.
Even brief reflection on recent lessons, noting what worked, what did not and what you might do differently, is a form of professional development that costs nothing and compounds significantly over time.
What About Safeguarding and Administrative Responsibilities?
For supply teachers on longer placements, PPA time is also an appropriate moment to attend to any administrative responsibilities that come with the role. This might include writing brief notes following a lesson, recording any concerns you have about a pupil’s welfare or wellbeing, or reviewing school safeguarding procedures you may not have had time to read through on your first day.
Safeguarding awareness is a non-negotiable part of every supply teacher’s role, and understanding the school’s specific procedures is something that should happen as early as possible. Our article on what supply teachers should know about safeguarding on day one is essential reading for anyone starting a new placement.
If you have any concerns about a pupil, PPA time gives you a quiet moment to speak with the school’s designated safeguarding lead or note your observations in line with the school’s reporting process. Never wait until the end of the day to raise a concern if it relates to a child’s immediate welfare.
How Do You Make the Most of PPA Time in a Short Placement?
On a day to day supply placement, you may find yourself with an unexpected free period rather than formal PPA. The principles are the same, but the timeframe is shorter, so prioritisation matters even more.
A quick checklist for making use of unexpected non-contact time:
- Check your afternoon timetable and locate any lesson plans or resources
- Identify who to ask if something is unclear before you need it
- Take five minutes to look over any class notes left by the regular teacher
- Address any concerns from the morning promptly and calmly
- If time allows, take a short break. Supply teaching is demanding and looking after your own energy matters
Our information for teachers section covers a range of topics relevant to the day to day realities of supply work, and our community hub is a great space for hearing how other supply teachers manage their time and workload in practice.
Making PPA Work for You
PPA time is an entitlement, not a bonus, and using it thoughtfully is part of working professionally. For supply teachers, it is one of the few moments in the day where you can step back from the immediate demands of the classroom and invest a little time in being better prepared for what comes next.
If you are looking for an agency that supports you in every aspect of your supply work, from understanding your entitlements to finding placements that genuinely fit your skills, we would love to talk. Visit our information for teachers section, browse our latest news and resources, or get in touch with our team directly.
Not yet registered? Our step by step guide walks you through everything. And schools looking for well-prepared, thoroughly supported supply staff can find out how we work by visiting our information for schools section. You are also welcome to read what teachers and schools say about working with us in our testimonials.
This article is intended as general guidance for supply teachers and does not constitute legal or contractual advice. PPA entitlements may vary depending on your employment status, placement type and school setting. Please speak to your agency or consult relevant employment guidance for advice specific to your circumstances.
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