Let’s be honest… having to get a substitute teacher is NOT fun. Raise your hand if you’ve gone into work sick as a dog rather than having to write sub plans? I know I’m guilty. I’ve used all the phrases, “but my kids can’t handle it.” or “It’s so much work I’d rather just go in.” Well I’m here to say… USE THOSE DAYS. Sick days or personal days… USE THEM. Sometimes, you actually NEED a sub. And here’s where I come in, I’m here to provide you with 7 easy tips and tricks for planning for substitute teachers to help making those pesky plans a breeze. So let’s dive right into the good stuff!!
Tip #1: For Substitute Teachers, The More Detail the Better
Let me let you in on a little secret. I wanted to stay home the first year of both of my kid’s lives and I did, but because I’m so passionate about teaching, I started subbing. As a classroom teacher, with experience also as a substitute teacher at various schools, I can give you BOTH sides and help you make everyone happy.
Most of the time you’ll have a substitute teacher in your room that’s probably never been in there. It could also be the first time they’ve been in the school, or even as the head of a classroom! In order to help provide them as much structure and support as possible, provide VERY detailed plans. We’re talking EVERYTHING. Of course they won’t know your routines or structures like you do, but when they’re done reading your plans, they should know the gist. The more detail, the better.
When planning the day for a sub, try and keep things as similar as you can to your normal routine. The more consistency your students have the better off they will be. Everyone will be happy. However, one part of your day is a CRUCIAL component to your substitute plans. One of the most important pieces while planning and writing details is being SUPER explicit when explaining the process of how students get home. It is different for every school and at the end of the day, getting students home safely is one of the most important jobs of the substitute teacher. You want this to be the absolute priority and easy to understand.
Another thing I always found helpful while subbing is to check off each part of the day so I know we did what was expected. So for example, if the teacher planned out for us to do a morning meeting, then complete reading centers, then math, etc., I would timely be checking off on the plans that part of the day to stay on track. That’s why I created this daily checklist to leave for substitutes so they too can easily stay on track, benefiting students and you feel good that your plans that you worked so hard on were carried out! Check it out here!
Tip #2: The Beauty of Anytime Plans
Got a kid throwing up in the middle of the night? Sick with the flu and can’t leave bed? These are some of the times that any time plans come in. Your school or team can easily pull these plans in the case of an emergency and you need a substitute teacher. An emergency sub tub if you will. They are easy, fun, and engaging activities for your students that are perfect for the guest teacher in your room. You on the other hand can be at home taking care of the things you need without worry or concern on how your classroom and students are doing without you.
Got pages and activities you just never got around to with your class? Don’t fret, add them in the tub! They are the perfect emergency activities!
Tip #3: Give Substitute Teachers Time Fillers
We as educators know just how scary idle time in the classroom can get. Substitute teachers should be set up for success in these moments. Just like when we’re teaching everyday, extra time can lead to chaos so why not include some no-prep printable activities. Your sub can pull them out just in case they have extra time. Here are a few easy ones below!
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Tip #4: Prep Your Students When You Can
Sometimes it’s impossible to prepare students in advance if you’re not going to be there. However, if you can, let them know! Share your expectations with them and assign helpers to help the substitute teacher while you’re away. We want everyone to be successful and this is a simple and easy way to do that!
Tip #5: Praise the Positive
Just like picking out a few helpers for the substitute teacher can make the day run smoother, so can working towards an incentive. I love to use something as simple as an anchor chart that motivates students to make good choices. Rewards are as easy as extra recess time, a special stuffy day, or a sweet treat if you want to bring one in. Take a look at a few of the charts below included in my Ultimate Sub Tub!
Wanna take the praise even higher? I love bragging about students and their extra positive behavior during a sub day with these adorable brag tags! Instead of threatening the class with consequences while you’re gone, celebrate amazing behavior and use that as positive reinforcement! Check out another fun chart idea HERE!
Tip #6: Lay it All Out for the Substitute Teacher
Whether you want to create a substitute binder, tub, or lay everything all out in a designated area, just make sure it’s organized and easy to follow! Below is one of my favorite setups because it keeps everything organized for the guest teacher in your room. Binders and tubs are always amazing ways to organize too!
Tip #7: The Sub Tub Secret
Speaking of binders and tubs, I want to talk to you about the super secret sub tub! How magical and amazing would it be to have an already COMPLETELY organized tub with ALL the information a sub could possibly need? Not only would it help alleviate your stress while gone, but it would be SO beneficial to the substitute teacher in your classroom, your co-workers, and most importantly, your students! While this takes a little extra prep up front, when you have to be gone (which you will) this is a LIFE SAVER! I promise you!! Here’s some of the great things to include in your sub tub or binder.
Important School Forms
Providing helpful forms is a game-changer for substitute teachers—it’s like giving them a FAQ section for your classroom. Include forms like seating charts, pull-out or in-class support schedules, and procedures for key times such as attendance, recess, snack, lunch, and dismissal. Add technology instructions (e.g., how to turn on the SmartBoard), a list of reliable students, serious medical information, and notes about students who need extra support, such as ELLs or those on behavior plans. If you check out my Sub Tub, you’ll find all this and more, making sure your guest teacher is fully prepared!
Incentive Chart
Incentivizing positive behavior can be simple and effective. An anchor chart works wonders—write a message like, “Draw a pumpkin for every positive behavior.” When students reach the goal, they earn a reward from you! For a more elaborate option, check out THIS Editable Year-Long Whole Class Rewards System. It’s a fun, easy way to encourage good behavior with themes like flowers, rockets, and more!
Daily or Weekly Plans
Planning can feel overwhelming, especially for absences, but it’s crucial. Whether it’s a one-day plan or a week-long absence, detailed plans are essential. Luckily, I’ve got you covered! Use editable templates to create stress-free sub plans. Simply edit, print, and assemble your sub tub or binder. Prep it once and have it ready for the year—no more scrambling when you need to be out. Stay organized, and enjoy peace of mind knowing your class is in good hands!
Editable Substitute Binder and Tub with Editable Templates and Forms
Loved this and want to read more? Check out more tips on how to help your classroom run smoothly even when you aren’t there!
How To Encourage and Support Independent Learners in Your Classroom
5 Steps for Building a Student Centered Classroom
The Ultimate Guide to Teaching Classroom Procedures Effectively
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