Term 1 Gaps and Mid-Year Planning: What Schools Should Do Now

Lauren H • February 23, 2026

Strategic staffing advice for school leaders preparing for Term 2 and beyond

It's late February. You're about four weeks into Term 1 2026. And if you're a school leader, you're likely experiencing one (or more) of these situations:

A staffing gap you couldn't fill before Term 1 started
A teacher who isn't working out as expected
Unexpected resignation or leave
Growing awareness that you'll need additional staff by Term 2 or Term 3
Budget pressures making staffing decisions complex

You need a plan—not just for surviving Term 1, but for positioning your school successfully for the rest of 2026.

At HARKE Recruitment, we work with school leaders across QLD, NSW, VIC, and the NT to solve staffing challenges and plan strategically for future terms.

Here's your guide to addressing current gaps and planning proactively for mid-year recruitment.

Part 1: Addressing Current Term 1 Gaps

If You Started Term 1 with an Unfilled Position:

Your options:

1. Continue urgent recruitment:

Late-stage candidates still exist
Fixed-term or contract options
Consider out-of-field teachers with potential

2. Internal solutions:

Existing staff taking additional classes (with compensation)
Adjusting timetables temporarily
Combining classes where possible

3. Strategic use of relief teachers:

Secure consistent relief teachers (same person weekly)
Provide comprehensive planning and resources
Invest in relationship-building with students

4. Contact specialist recruiters (like HARKE):

We maintain databases of immediately available teachers
Can often fill urgent roles within 1-2 weeks
Faster than traditional advertising

Best practice: Combine approaches—use relief teachers while continuing urgent recruitment.

If a Teacher Isn't Working Out:

Assess the situation honestly:

Is it a performance issue or a fit issue?

Performance issues: Can be addressed with support, feedback, mentoring
Fit issues: May require difficult conversations about whether this is the right role

Questions to ask:

Have we provided adequate support and clear expectations?
Is this a skills gap or an effort/attitude issue?
Is improvement realistic with additional support?
How is this impacting students and staff?

Your options:

If it's salvageable:

Implement a support plan
Provide mentoring and resources
Set clear expectations and timelines
Monitor progress closely

If it's not salvageable:

Have honest conversations
Consider mutual agreement to part ways
Plan for transition (notice period)
Begin recruitment immediately

Timing consideration:

If you need to make a change, doing it mid-Term 1 or at end of Term 1 allows you to recruit for Term 2 start—minimising disruption.

Delaying tough decisions until Term 3 or 4 means another year of suboptimal staffing.

If You've Had an Unexpected Resignation:

Immediate actions:

1. Understand the timeline:

Check contract notice requirements (usually 3-4 weeks)
Negotiate finish date if possible
Plan for coverage

2. Begin urgent recruitment:

Post position immediately
Contact recruitment agencies
Leverage internal networks

3. Manage the transition:

Support exiting teacher professionally
Communicate clearly with staff and students
Ensure handover is thorough

4. Learn from the resignation:

Was it preventable?
Is it part of a pattern?
What can you improve?

Don't take resignations personally—but do reflect on what they reveal about your school culture and working conditions.

Part 2: Planning for Term 2 and Term 3

Why Mid-Year Planning Matters:

Term 2 and Term 3 hiring is significant:

Maternity leave coverage (large volume of mid-year contracts)
Teachers who resign during Term 1
Growing enrollments requiring additional staff
Teachers who secured Term 1 roles but aren't the right fit

Schools that plan proactively for mid-year hiring secure better candidates than schools that scramble last-minute.

When to Start Term 2 Recruitment:

Timeline for Term 2 hires (April/May start):

NOW - Early March:

Identify likely Term 2 vacancies
Confirm maternity leaves and finish dates
Assess current staffing effectiveness
Budget for additional roles if needed

March:

Post Term 2 positions
Engage recruitment support
Shortlist candidates

Late March - Early April:

Conduct interviews
Make offers
Finalise contracts

Term 2 starts late April/early May—plan accordingly.

When to Start Term 3 Recruitment:

Timeline for Term 3 hires (July start):

March - April:

Forecast Term 3 needs
Identify likely vacancies
Plan budget

May:

Post Term 3 positions
Begin shortlisting

May - June:

Interview candidates
Make offers
Secure contracts

Term 3 starts July—gives you time for strategic hiring.

Strategic Staffing Questions to Ask Now

1. What Are Our Actual Needs?

Assess honestly:

Which positions are genuinely necessary vs. "nice to have"?
Where are we understaffed?
Where could we adjust without compromising quality?
What will our enrollment look like in Term 2, Term 3, 2027?

2. What Can We Offer Competitively?

Market realities:

Teacher shortages mean candidates have options
What makes your school attractive?
What can you offer beyond base salary?

Competitive advantages might include:

Supportive leadership and culture
Professional development opportunities
Work-life balance
Modern facilities
Strong community
Career progression pathways

If you can't compete on salary, compete on culture and support.

3. Are We Fishing in the Right Talent Pool?

Expand your search if traditional approaches aren't working:

Consider:

Interstate candidates (mutual recognition makes this straightforward)
International teachers with work rights (NZ citizens, permanent residents)
Career changers bringing industry experience
Experienced teachers seeking regional/lifestyle changes
Fixed-term contracts (allow teachers to assess fit before committing)

Don't limit yourself to local candidates if you're in a competitive market.

4. What's Our Retention Strategy?

Recruitment is expensive and exhausting. Retention is smarter.

Ask:

Why do teachers leave our school?
What would make them stay?
Are we supporting teachers adequately?
Is our workload sustainable?
Do we recognise and value good teachers?

Investing in retention saves you from constant recruitment cycles.

Working with Recruitment Agencies Effectively

When to Engage Recruiters:

Use specialist recruiters like HARKE when:

You've struggled to fill positions through traditional means
You need urgent placements
You're recruiting for hard-to-fill subjects (STEM, languages, special ed)
You want access to passive candidates (those not actively job searching)
You need guidance on market conditions and competitive packages

What to Expect:

Quality recruiters will:

Understand your specific needs and culture
Pre-screen candidates thoroughly
Provide shortlists of qualified, suitable candidates
Manage interview coordination
Support negotiation and offer process
Provide market insights and advice

What you should provide:

Clear role expectations
Honest assessment of school culture
Realistic timeline
Feedback on candidates
Responsive communication

Recruitment is a partnership—the better we understand your needs, the better we can serve you.

Budget Considerations

Balancing Financial Constraints with Staffing Needs:

Reality check:

Quality teachers cost money
But poor staffing costs more (in turnover, student outcomes, staff morale)

Strategic budget management:

1. Prioritise critical roles:

Where is quality teaching most essential?
Where can you manage with adequate rather than excellent?

2. Consider creative contracts:

Part-time arrangements
Job sharing
Fixed-term leading to ongoing

3. Invest in retention:

Small investments in teacher support often save larger recruitment costs
Professional development, workload management, recognition

4. Build relationships with recruiters:

Ongoing partnerships often yield better rates and priority service
Exclusive arrangements can secure commitment

Planning for 2027

While managing current and mid-year needs, start thinking ahead:

Term 1 2027 Recruitment:

Timeline:

Mid-2026 (May-July):

Peak recruitment for Term 1 2027
Best candidate pools
Strategic hiring window

What to do now:

Forecast likely 2027 vacancies
Identify potential retirements or relocations
Plan budget for 2027 staffing
Build relationships with recruitment partners

Schools that plan 6-12 months ahead secure better candidates with less stress.

The Bottom Line for School Leaders

Strategic staffing isn't just about filling vacancies. It's about:

✓ Proactive planning: Anticipating needs before they're urgent
✓ Quality hiring: Finding the right fit, not just any available teacher
✓ Retention focus: Keeping good teachers once you have them
✓ Sustainable workload: Not burning out staff (including yourself)
✓ Partnership approach: Working with recruiters, colleagues, networks

Schools that approach staffing strategically: