How to Set Up a Substitute Folder Like a Master Teacher

A red binder sits on the shelf behind my desk. It has the words SUB PLANS written on it. Inside are the emergency materials I have in case I have to miss a class or even a whole day.

Because things come up: you wake up sick, have a family emergency, get pulled into a meeting that can't wait, or have that nightmare scenario of walking into class unprepared. Whatever the case, having ready-to-go sub plans can be a life saver. Let me explain the setup so you can avoid the stress of last minute sub planning.

Prepare for the Unexpected

Emergencies come up, so it's important to have a Plan B. Create sub plans ahead of time that can be used at any point in the year. This should be a stand-alone lesson that students can complete individually. Think about a short reading and questions. A math problem set. A paper packet. Make sure there are clear instructions for the students. Here's a sample:

1. Sit at your assigned seat.
2. Read and take notes on the packet.
3. Answer the questions with complete sentences.
4. Whatever you don't finish is homework.
5. If by some chance you finish early, work silently on homework for another class.
6. Be ready to submit your work for a grade at the start of the next class.

Also leave instructions for the substitute. Here's a sample:

1. Read these instructions at the start of class: "Today your teacher is out. I am your sub, _______________. Sit in your assigned seat. You will silently and individually read this packet and answer the questions about it in complete sentences. Whatever you don't finish is homework. Be ready to submit this graded work at the start of the next class."
2. Students work silently and individually for 45 minutes.
3. Take attendance using this seating chart. → [ Attendance Website ]
4. Students clean up their spaces and leave at the end of class.

A Plan Anyone can Run

The goal is to create a plan that any competent adult can run with zero prep time. You cannot be sure your sub will be a teacher in your discipline or even that they will know ahead of time that they'll be subbing, so it's important that your plan requires zero content knowledge and zero prep time.

In your binder, you should have everything the sub will need. Definitely include straightforward instructions like the ones above.

Also include a paper seating chart with student names so the sub can take attendance while students work quietly. Include a note telling the sub to mark any student who misbehaves so that you can follow up after.

Then include an emergency contact page that includes your email, along with contact information for your school's admin. The sub may be someone from outside your school, so it's also useful to include a copy of the schedule and a map of the school in case of an evacuation.

Tell Students ahead of Time

Sometimes you know when you'll be out, like when you're going to a conference or chaperoning a field trip. Other times, though, it's unexpected, so it's a good idea to tell your students at the beginning of the year what to expect if there's a sub.

Explain what students will do, that it will be graded, your expectations for their behavior, and the importance of treating the sub with respect.

Individual, Silent, Graded Work

I cannot stress enough how important it is to make sure the work is individual, silent, and graded. Students should not be in groups, because they will be tempted to chit chat and take advantage of the sub not knowing the assignment and class norms. The instructions need to be crystal clear so that students have no reason to talk while there's a sub.

Also, if at all possible, the work should not require a computer, which is also a recipe for distraction. And finally, students should know that the work is graded so they have an incentive to try.

Err on the side of giving slightly more work (a longer reading, more questions, a bigger packet) rather than less, because you want to make sure the work fills the whole time.

Final Notes

Ideally, you create this binder at the start of the year and have it ready and visible for anyone who needs to come sub in a pinch. Make sure your binder has physical copies of all of these materials for a full day, and have multiple copies of papers for the adults in case you have different adults subbing at different times.

After someone has subbed for you, it's good practice to follow up with that person to find out how things went. That could be a short conversation in the hall or an email checking to see how the class went, how students behaved, and if there's anything you should know.

Once you use some of your sub plans, make a new set to use next time, with a different reading or problem set.

Grab the Templates

The samples from this article, ready to print or download. Edit them to match your class, then put them in the binder.