What Needs to be in a Substitute Folder?

Many teachers are in the process of creating a substitute folder or file. I noticed that some newer teachers were asking; “What needs to be in the substitute folder?” Well I’m going to take some time here to answer that question for all of you.

Substitute Folder “Must Haves”

Below is a quick list of items that each substitute folder must have:

a current class list
a current seating chart
a list of important phone numbers (office, nurse, etc.)
your daily schedule.
the times of recess and lunch along with any special days (for example library day).
a page that describes your discipline plan.
a list about special students (for example who goes to speech and when).
names of some teachers they can go to with questions or for backup (and the phone extension numbers).
current lesson plans (if possible).
emergency lesson plans (that are their for emergency situations).
extra independent worksheets (what we used to call “busy work”).
important times; lunch, recesses, dismissal, etc. (also let them know if you have recess duty. And if teachers are required to walk students to the bus or front of school).
If teaching primary, be specific about the parent pick-up protocol. Do you require that parents gain your attention to get their child at dismissal, etc.

Substitute Folder items when you know you will be out.

If you know you will be absent, your class will run so much more smoothly if you take a few minutes the day before to put post it note tabs in all the TE’s so the sub can find the pages easily. Also, try to be specific regarding what to cover in the TE and what to skip. Many TE’s (as you well know), especially Language Arts) provide numerous “other” activities that are offered for each lesson. Spell out exactly which ones to do so the time period is not whittled away before getting to the main content.

For Math time, be sure to specify what they do with their classwork once completed. Do they turn it in, does it go in a folder, do they check their own answers from the TE? Let the sub know your procedure and life will be easier all around.

One tip that might make it easier to create plans is to create a “plan template.” Then you can make copies of this template and use it over and over. You just fill in the details for that day such as page numbers, etc.

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Create a set of Emergency Substitute Plans and keep it in a separate Subsitute Folder

It is always a good idea to create and store a set of emergency substitute plans. It’s even better to leave it with the office once it’s complete instead of in your classroom. Another solution is to keep it in a location in the room where a sub can easily find it, and make sure the office knows the location.

This set of plans needs to be generic work for each subject area. So if you are currently on Unit Three but a sub needs the plans during the last month of the school year, you don’t want Unit Three work listed in the plans.

When I would make my Emergency Substitute Folder each year, I made a whole day’s worth of worksheets. I would do simple things that could fit into any time of the year; such as, alphabetizing words, looking up words in the dictionary, a short story (like three pages run off) to read together and answer questions about (a sheet with the questions also).

Now I won’t lie, creating this batch of emergency plans took a LONG TIME. I would do a little bit at a time the first month of school (so hopefully I wouldn’t need it that month).

I began my teaching career as a substitute. Subbing gave me so much experience and insight into different rooms and organization styles. Some rooms were very organized and had all the plans set and ready to go. This made the day was super easy. Then I went into other rooms that just had one page of instructions with just page numbers for each subject area.

One memoriable time was when I went into a fifth grade room with no plans. The teacher’s wife had gone into labor early and he wasn’t planning on the baby coming for another month. The students were very helpful with telling me what page they were on for each subject, and we muddled through. I was in the class for three days in a row so “daddy” could be with his wife and new baby.

I wrote an article about everything I learned. You can read it here if you’re interested and have the time.

Lessons Learned From Substitute Teaching

One thing I want to tell you now is to be patient and understanding if a sub strays from your plans. There can be a number of reasons why he/she did something different from what you expected or what you left for them.

Most will follow your plans. And it’s just not worth the upset to worry about this. If it is horrendous, tell the office that you want to exclude that sub from your room in the future. The automated systems that schools use these days have a way for the office to notate this for you.

Sometimes having a sub is hard for young children.

Just remember that having a sub is hard for some of the students too. If you are new to Kindergarten, be sure to explain clearly to your class about substitute teachers for when you are out. A few will have attended Pre-School, and they will know about subs, but the rest won’t.

In my opinion, the best way to prepare them is to talk about when we get sick. Discuss how we need to rest at home to get well. Then tell them that every once in a while you might have to stay home if you are sick. hat the school arranges for another teacher to be there for the day.

Of course later in the year you may be out for training or meetings and you can explain that to them at those times, but for the beginning introduction, I think, the “sick” story is easiest for them to understand.

That’s about all the advice I have right now in regards to sub plan. Just be sure to create some type of substitute folder ahead of time.

Until Next Time,