Substitute Teacher Ideas
It’s September! I love this time of year—the heat is finally starting to ease up, but the mornings are crisp and refreshing. By now, most of us have been in school for a couple of weeks, and we’re just starting to find our rhythm. It’s the perfect time to talk about something we often overlook early in the school year: substitute planning.
Why You Need to Be Ready for a Sub
Let me ask you: have you already started thinking about what you’ll do if you need a sub? If you’re like most teachers, the answer is probably "no." After all, the beginning of the year is not an ideal time to have a substitute. You’re busy setting up your routines, introducing the curriculum, and getting to know your students. But life happens! Maybe, like me, you’ve already caught a cold (yep, I got my first cold just two weeks in!). When things pop up unexpectedly, you’ll be glad you took the time to prepare.
Essential Items Every Sub Needs
The key to ensuring a smooth day for your substitute (and your students) is preparation. Here are two things you should always have easily accessible by your desk, even if you’re not planning on needing a sub anytime soon.
Your Class Schedule:
Make sure your daily class schedule is visible and detailed. While you might already have it posted for students, keep version that outlines duties, specials, and any daily variations. Having this information right by your desk helps a sub know exactly how your day flows, no matter which day they come in.Lesson Plans:
Your lesson plans don’t have to be super detailed, but they should include enough information for a sub to know what’s going on. They should easily see which lesson is being taught and what materials or activities are needed. I keep my lesson plans and materials organized in a file tray labeled by day of the week, so if I’m unexpectedly out, everything is ready to go.
Also, it’s helpful to include your daily routines within your lesson plans. Even though your plans may not be very detailed, adding in routine activities (like morning work or math stations) helps subs know what to expect during each block of the day.
Planning for an Expected Absence
When you know you’ll be out—whether for a doctor’s appointment or a planned day off—you’ll want to be even more thorough. I recommend using a template for your substitute plans to break down the day with clear instructions. Walk them through each part of your day: how you start the morning, how you transition into math or reading blocks, and any special procedures they should follow.
You want to give them enough detail to succeed without overwhelming them with a novel. Keeping it simple but informative will make the day go more smoothly.
Create a Substitute Binder
One of the best things you can do is create a substitute binder or folder. I always have mine available in case of emergencies or planned absences. Inside, I include:
Classroom routines and procedures
Detailed schedules (including when students leave for specials or resource)
Emergency procedures
Any other important information (like where to find materials or any behavior plans)
I actually have a template for a substitute binder, and I’ll link it for you to check out HERE if you need a little help getting started!
Have Backup Activities Ready
We’ve all been there: a sub has finished your lesson plans early, and now your students are restless. To avoid this, always have a set of backup activities ready. Whether it’s extra worksheets or quiet reading tasks, make sure your sub knows exactly what to do if the class finishes early. You don’t want your students to have too much downtime because, as we all know, idle hands will find something to do!
In your sub plans, clearly explain the “must-do” and “may-do” options. If you have routines in place, like students grabbing their book bins when they’re done, remind your sub of these procedures.
Ask for a Substitute Reflection
One last tip: create a simple reflection sheet for your substitute to fill out at the end of the day. You want to know how things went, what was accomplished, and if there were any behavior issues or standout moments. My reflection sheet typically includes these questions:
How did the day go overall?
Is there anything that wasn’t finished or needs to be revisited?
How were behaviors in the class? Any students to recognize for good behavior?
This feedback helps you pick up where the class left off and address any issues the next day.
Set Clear Expectations with Your Students
Before I wrap up, here’s one more important thing: make sure your students know how to behave with a substitute. Unfortunately, many students see having a sub as a chance to test limits. I always remind my class that a substitute should be treated with respect—like a guest in our room. I even go so far as to tell my students that I expect them to treat the sub better than they treat me because we want them to feel welcome and come back!
By setting this expectation early on, you help your students (and your sub) have a successful day, even in your absence.
As you can see, being prepared for a substitute—whether it’s a planned or unexpected absence—ensures that your classroom runs smoothly in your absence. By organizing essential materials, setting clear expectations for your students, and having backup activities ready, you can create a stress-free experience for both your substitute and your class. Taking these simple steps will help keep your students on track and your classroom management strong, even when you're not there.
Check out the SUBSTITUTE TEACHER BINDER to help keep you organized!