The ultimate substitute folder
The ultimate substitute folder
Everything you need to create a rock-solid substitute folder
We all need a little help with our sub folders sometimes
Creating a rock-solid substitute folder or binder improves the chances of your class running smoothly while you are away. I’ve taken some time to reflect on my own experience as a substitute teacher, and this is what my dream folder would look like. This article will take you through the process step by step featuring:
“5 crucial components for your lesson folder”
I’ve also created a free pocket guide to creating a rock-solid substitute folder. You can download and reference this pdf while compiling your substitute plans.
'Read now' section of your substitute plan
A substitute teacher may only have about 10 minutes to scan your document at the beginning of the day. For this reason, it is important that your folder is succinct and easy to navigate. A poorly compiled substitute folder can make even the best substitute struggle, and your ‘class helper’ is not a substitute for a great emergency folder. The last thing you want is for your substitute to be leafing through the folder as students line up outside of your classroom door.
The first section of your substitute binder will have 5 pages that can be quickly read and easily implemented.
"5 crucial components for your lesson folder"
#1
introduction
The first page in your folder should be used to introduce yourself you your substitute teacher and thank them for covering your class in your absence.
Here you can explain that everything they will need for the day should be found in the folder they are holding.
Asking for feedback
At the bottom of this page, take a moment to advise the substitute that you take their feedback seriously.
They can fill out the feedback form on the last page of this folder a the end of each class or school day.
#2
schedule and duties
Many schools are using block schedules that are denoted by letters, numbers, or colors. These can be confusing.
Help streamline your substitutes experience by including a schedule for each of these days, as well as what day they are currently on. Otherwise, your students might be taken to music class, when they should be at art class.
Early dismissal and late opening schedules should also be included.
Including duties
Are there any duties that you are expected to perform, and which your substitute should be aware of?
If you are expected to supervise arrival, lunch, or dismissal write a short description of what the substitute should do during these times.
#3
clasroom roster
Include pictures in classroom roster. You know your class, but your substitute only has minutes at the beginning of the day to put names to faces. Including pictures in the classroom roster will also prevent students from taking advantage of their newfound anonymity.
This will also allow the substitute to write a better detailed feedback at the end of class, after the students have left the classroom.
Small notes on behavior/needs should be next to names. If any of your students require differentiated instruction, have allergies, or have different behavior expectations please include that information in this section.
Coming and going
Do any of your students leave your class throughout the day for Gifted and Talented programs, orchestra, or nurse visits? Will another educational professional be in your class at any point throughout the day?
Highlight the names of these students and visitors, and write when they will be leaving the classroom and when they will return.
accepting feedback
What questions should I ask?
Nothing is more frustrating to a substitute teacher than not having their feedback heard. Create a feedback sheet that the substitute teacher can fill out for each class that they teach for you.
Include sections for: what was covered/what issues came up/ any exempilary students/how can I make your substitute experience better next time?
These questions encourage substitute teachers to accept future positions in your classroom. Having a substitute teacher who has covered your class before will improve your class-flow when you are away.
How to make use of feedback
Read you read your substitute teachers feedback with an open mind.
If your substitute teacher notes troubles locating items in your classroom, consider labeling your classroom supplies or noting their location on your ‘classroom resources” page of your ‘help’ folder.
If the teacher notes that they had behavior issues with certain students, try to understand the root of the behavior issue. Was the issue caused because the substitute had different classroom expectations than you? If so go ahead and revise your routines and procedures page to make this more clear for future substitutes.
Beyond only helping create a more streamlined experience for your future substitutes, making effective use of feedback will improve the classroom climate while you are away. Once students know that you take the feedback sheet seriously, they will be more mindful of their behavior in your absence.
#4
routines and procedures
All routines and procedures should be laid out here. Don’t leave your substitute teacher in the dark. Include general class expectations, bathroom policies, technology rules, and typical noise levels, and group-work routines.
Morning and dismissal routines
Your morning routine should be detailed here as well. As a teacher, you know the importance of the beginning and ending of each school day.
If your class meets in a circle on the rug for morning workshop let this be known to your substitute teacher. If breakfast is allowed to be eaten throughout this time, write this down as well.
Your classes dismissal routine needs to be laid out also, so that your children don’t leave things behind or miss the bus.
#5
todays lesson
You may have to make minor adjustments to the way that you normally prepare your lesson plans. Don’t write it in a way that only a subject-area teacher would understand. The days lesson should be formatted in a way that avoids educational jargon.
What is educational jargon?
We spend so much time in the classroom and around the education field that we can become blinded to our own jargon. Examples of educational jargon to avoid include: realia, SWBAT, and TPR.
The help section of your substitute folder
Substituting in a new classroom can be an isolating experience. Understand that your substitute may not know how or feel comfortable asking for help. Creating a folder in your substitute binder labeled “Help.” This folder will include emergency plans, neighbor teachers, contact information, a school map, classroom resources, and a section on behavior issues.
This is a sure way to make your substitute teacher feel at ease in your classroom.
"5 pages to help your substitute do their best"
#1
emergency plans
A substitute teacher needs to have access to the same information that you do concerning emergency plans i.e shelter in place, active shooter, fire emergencies ect.
You cannot predict when these drills and events may happen. Have this section of your plan clearly labeled for the safety of your students while you are away.
Should I include a school map?
Yes! You absolutely should include a school map that the substitute teacher can review at the start of the school day and when needed. Instructions on what to include in this map can be found later in this section.
#2
neighbor teachers
Ask a neighboring teacher if they would feel comfortable being a contact for a substitute. Choose a teacher that covers a similar grade level and subject matter for the best result.
Choosing a neighbor teacher
The teacher that you choose should have basic knowledge of your classroom and should be able to deliver quick responses to substitutes if need be. Include the teachers name and room number in your folder.
#3
contact information
The contact number for the office and the name of the principal should be included in this section of your folder. A substitute may need to contact the office to deliver attendance sheets, or to refer a student to the office for certain behavior issues. For this reason, include the numbers for the office, nurse, and custodian.
Giving this information to substitute teachers allows them to start their day with the confidence that they have support in the school.
How to use the phone/intercom
Include on this page instructions for using the classroom phone or intercom. If the substitute needs to hit a certain number before dialing make that clear.
Including a school map
Why include a school map?
Your teacher may not be familiar with your specific school, or the section of the school that your classroom is in. For this reason, it is very helpful to include a school map.
You may have one located next to your doorway. Take a picture or scan this map and leave a copy in your ‘help’ folder.
What information should be on the map?
If your substitute is supposed to bring your class to specials or to the lunch room, leave a labeled map with the routes that they should take.
Additionally, all adults in the school building should know the locations of AED machines. Label the locations of AED machines on your map.
Your substitute teacher should be able to locate the nurse, fire exits, student bathrooms, and adult bathrooms. Go ahead and highlight these areas on your map now.
#4
classroom resources
You know your classroom like the back of your hand. It may be obvious to you that the white boards are stored below the markers bin, but your substitute teacher may struggle in locating them. This can waste time that should have been spent on the lesson. Include the location of any materials noted in your lesson plan.
Going one step further
If you know that you are going to be out of the classroom on a certain day, consider moving all needed resources to your desk to facilitate the lesson while you are away. For information on organizing your teaching desk click here.
#5
behavior issues
You may allow your students to work in groups, or maintain quiet conversations while they are doing their work. The substitute teacher does not know the expectations that you hold your class to, and may attempt to discipline students for these behaviors.
Common remedies
Lay out not only your behavior expectations in this section, but also common remedies for such situations. Doing so will minimize the stress and sense of unfairness that students may feel when being led by a substitute teacher.
Creating an emergency substitute plan
While you may prepare lessons for planned absences, an emergency lesson plan should always stay in your substitute folder. You never know when an emergency will prevent you from coming into class. Your emergency lesson should be able to be read and implemented by non-teaching specialists. Avoid educational jargon which may serve to confuse your substitute teacher.
Here’s what to include in your emergency lesson plan.
"5 ideas for creating an emergency lesson"
#1
a letter from you
The first question that your students will ask when you are unexpectedly absent from class is “What happened?” Younger students may worry for you, and this worry may affect their in-class behavior.
What do I tell them?
The first page in your emergency substitute plan should have a short cover-all message to your students explaining three crucial things.
That you were not able to come in today and will contact them as soon as you can, that you will be updated on their behavior, and that you look forward to returning as soon as possible.
#2
the lesson
Depending on how far in advance you publish your lesson plans, and your note-making habits, you may not have an optimal lesson plan in place for the substitute to use while you are away.
Digging up 'the-one-that-got-away'
The lesson included in your emergency substitute plan should either be a lesson which you previously created but where unable to teach for scheduling reasons.
We all have these “the-one-that-got-away” lessons buried somewhere in our desks or computer files. Place this lesson in your emergency substitute plan.
#3
video resources
Consider including video resources in your emergency lesson. Pertinent education videos or even recordings of your own lesson delivery can be effective emergency lessons. Including video lessons can be especially useful for foreign language teachers.
Do they have access?
Do your substitute teachers have access to technology in the classroom? If your lesson includes digital media, make sure that your substitute has the ability to login to a computer so that they can access the media. Substitutes vary in technological knowledge, so make this process as clear as possible.
utilizing technology
Why include video?
As mentioned in idea #3, including video in your emergency plan can be especially helpful for foreign language teachers. This can also be helpful for high-level courses that require specialized content knowledge.
Don’t let your class come to a standstill in the event that your substitute teacher does not have knowledge of the lesson at hand.
making the most of student laptops.
If you are fortunate enough to be in a district where students have their own laptops, or access to desktop computers you can drop video lessons directly into your class site. This will minimize the risk of your content not reaching your students while you are away.
#4
5 minute activities
5 minute time-takers should be with your plan. Your emergency lesson may have taken less time to deliver than expected, and the substitute may feel that they need to improvise during the remaining time left in class. Provide short worksheets that the substitute can hand out to your students in case of extra-time.
What activities should I avoid?
Avoid activitites that require the substitute to have specialized content knowledge, which are difficult to implement, or which are messy in nature.
#5
physical backups of online resources
Technology is not infallible. As a teacher, i’m sure you have experienced issues with student laptops such as forgetting to charge them overnight, the internet cutting out, or students forgetting their laptops at home.
Safeguard yourself against these issues while you are away by including physical copies of worksheets and transcripts of videos that you wish to show your class.
Including transcripts seems like a lot of work.
It would seem that way. I’m not saying that you have to write out the transcript of the videos that you wish to show your students. If the video that you are using has closed captioning, you can follow the steps listed here to print them yourself.
