Latest / New Teacher Talk / Ep 225: Your Classroom's Instruction Manual for a Substitute Teacher

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Ep 225: Your Classroom's Instruction Manual for a Substitute Teacher · New Teacher Talk

Welcome to New Teacher Talk.
I'm Dr.
Anna Quinzio-Zafran.
And I'm Dr.
Beth Wilkins.
Nobody plans to be out sick,
and there is nothing worse than scrambling to pull plans
together at 6:00 in the morning when you can barely lift
your head off the pillow.
That is where a great sub folder comes in.
Christine Beardslee joins us to walk through how to create
a sub folder that keeps your classroom running smoothly
when you cannot be there.
A little prep now saves you a lot of stress later.
Imagine walking into a classroom full of students you've
never met, with lesson plans that may or may not exist,
and being expected to lead learning from the moment the
bell rings.
How would you handle it?
Hello, my name is Christine Beardslee,
and I'm a veteran educator and reading specialist with 26
years of experience serving students and teachers in New
Jersey.
Throughout my career,
I have had the privilege of teaching kindergarten through
fourth grade, working as a reading intervention teacher,
and now serving as the reading specialist at St.
Joseph's School in Carteret, New Jersey, my own alma mater,
which makes this role especially meaningful to me.
Today,
I want to discuss a topic that I believe is incredibly
important but often overlooked,
setting up your substitute teaching folder.
As educators, we spend so much time creating routines,
building relationships,
and establishing classroom expectations.
When we are absent,
our goal is to make sure our students feel comfortable and
our substitute has everything they need to keep the day
running smoothly.
After all,
no teacher wants to return to a note that begins with,
"Well, it was quite a day."
A well-organized substitute binder can make a big
difference by giving a substitute the structure and
confidence they need to step into your classroom.
Having important information, routines, procedures,
and helpful notes all in one place allows them to feel
prepared and supported.
It makes the day run more smoothly,
keeps students comfortable with familiar expectations,
and gives the substitute the tools they need to create a
positive learning environment while you're away.
Now that we know why having a substitute folder matters,
let's talk about how to set one up and what important
pieces belong inside.
The first thing I recommend is purchasing a binder in a
bright, easy-to-find color.
You definitely want it to stand out.
In fact, if it can be spotted from across the room,
even better.
Your substitute folder or binder should never become a game
of hide and seek.
Be sure to let your grade level colleagues know where it
is, so that if you are unexpectedly absent,
someone can quickly locate it.
Once you have your binder ready and easy to find,
the next step is making sure it contains the information
your sub will actually need throughout the day.
Inside your folder or binder,
there are several important items I recommend including.
First, include a welcome letter,
a simple note thanking them for being there,
along with your contact information,
the extensions for a grade level colleague,
and the school nurse can be incredibly helpful.
I've learned through my years of education that a warm
welcome goes a long way,
especially for someone who may be walking into your
classroom for the very first time.
After your sub feels welcomed,
the next thing they need is a clear picture of who they are
working with.
Knowing your students is the first step toward making the
day run smoothly.
Next, include your class roster.
This is essential.
Be sure to include attendance procedures and any helpful
notes about students who are responsible and can assist
with classroom routines.
Every classroom seems to have that one student who knows
where everything is, remembers the schedule,
and could probably teach the lesson if necessary.
Beyond simply knowing who is in the room,
your sub also needs helpful information about classroom
dynamics and routines.
It is important to note any students who need specific
seating arrangements or should not be placed together.
We all know that some student pairings are wonderful
friends,
but perhaps not wonderful neighbors during instructional
time.
This information is key in helping the substitute maintain
a positive and productive learning environment.
Once your substitute understands your students and
classroom setup,
it's time to think about the routines that keep the day
moving safely and successfully.
Another important piece is your dismissal procedures.
Be very clear about how students leave at the end of the
day, whether they are taking the bus, being picked up,
attending aftercare, or following another dismissal plan.
Safety is key,
and students should only be released according to approved
school procedures.
While routines help the day run smoothly,
student safety always comes first.
Another important area your sub needs to be aware of is
student health information.
Be sure to include any important medical information,
such as student allergies or health considerations.
A sub needs access to this information so they know which
students may need closer monitoring or special attention
throughout the day.
In addition to knowing your students' individual needs,
your sub also needs to know how to navigate the school
environment and respond during important safety situations.
With that being said,
you should include school information and safety
procedures.
A map of the building,
along with detailed directions for fire drills, lockdowns,
and shelter in place procedures, is extremely helpful.
And in any emergency,
a sub should feel prepared and supported.
Once your sub knows the important safety information,
it's time to help them understand what the flow of a
typical day looks like in your classroom.
Your daily schedule should also be included.
List your class rules, keeping them simple,
and share your favorite attention-getting strategies.
Whether it's a call and response, a chime, a special clap,
or simply raising your hand,
don't assume your sub will automatically know your
classroom signals.
I've learned what works like magic for you may look like
interpretive dance to someone else.
List specials such as music, art, physical education,
and technology, along with transitions, lunchtimes,
and any routines throughout the day.
If students need to be walked to specials or picked up
afterwards, include those details.
Even the smallest classroom routines can make a big
difference when someone new is stepping into your room.
One routine I found that is easy to overlook is the
bathroom procedure.
Every classroom has its own system,
and your sub needs to know yours.
I always had students go one at a time and used a classroom
chart where they had to move their name before leaving.
This made it easy to see who was out of my classroom,
especially during drills.
It also helped prevent the mysterious phenomenon where
several students suddenly discover an urgent need to use
the restroom the moment independent work begins.
Along with the everyday routines,
don't forget those little details that make your classroom
feel special and familiar to your students.
If there are birthdays, celebrations,
or special classroom events happening,
include those as well.
Those small details help the sub connect with your students
and maintain the positive classroom environment you have
worked so hard to create.
Now that we've covered the behind-the-scenes details,
let's talk about the part subs often worry about most,
the actual teaching.
Your lesson plans should also be clear and easy to follow.
Provide step-by-step directions and make sure all materials
are ready and easy to locate.
Remember,
your sub should not have to embark on a scavenger hunt to
find lesson materials or worksheets.
The more information you provide,
the smoother the day will be for everyone.
Clear lesson plans are a great start,
but having the right materials ready can make the
difference between a smooth day and a stressful one.
One of my biggest recommendations is to prepare materials
ahead of time.
Plan for each subject area and have extra work available
should students finish early,
like hidden pictures or word finds.
I have found that having seasonal activities available for
all subjects can be a lifesaver.
It helps prevent one of the most dangerous phrases in any
classroom, "We're done."
Along with having activities prepared,
your sub also needs to know how you manage your classroom
and keep students engaged.
I recommend including your classroom rules and
attention-getting strategies.
A sub should know not only what your expectations are,
but also how you typically regain your students' attention.
Trust me,
Tootsie Roll Lollipop only works if the students know when
they're supposed to answer, "We've been talking,
now let's stop."
Finally,
don't forget that your sub binder can also be a way to
learn and improve.
Feedback from the person who spent the day in your
classroom can be incredibly valuable.
Another item I like to include is a sub feedback form.
This gives the substitute an opportunity to share how the
day went and allows you to reflect on anything you can
adjust to make future absences even smoother.
I know some of the best improvements I ever made to my
classroom routines came from listening to the substitute
feedback.
Sometimes the feedback confirmed that everything went
perfectly.
Other times,
it provided valuable insight into routines that made
perfect sense to me,
but left everyone else scratching their heads.
When all these pieces come together,
your substitute folder becomes more than just a collection
of papers.
It becomes a support system for your classroom.
If you're looking for some help getting your substitute
binder set up,
two places I always suggest checking out are Teachers Pay
Teachers and Etsy.
They both have super cute,
ready-to-use substitute binder templates that you can
customize to fit your classroom and teaching style.
It can save you a lot of time and make everything look
organized and professional.
Another resource I can't recommend enough is a book called
The First Days of School by Harry Wong.
If you're new to teaching,
or even if you've been in the classroom for years,
it's one of those books that teachers come back to again
and again.
It offers practical strategies for classroom management,
routines, and setting expectations from day one.
It's definitely a classic in the education world and well
worth adding to your professional library.
To wrap things up,
a great subfolder is truly a gift to yourself,
your students,
and the person bravely stepping into your classroom for the
day.
Think of it as your classroom's instruction manual.
A well-prepared folder gives them the confidence to know
what to do, where to find things,
and how your classroom runs.
The more helpful details you include,
the smoother the day will be for everyone.
Your sub will feel supported,
your students will know what to expect,
and you'll be much more likely to have a happy sub who
wants to come back again.
Thank you for joining me today.
I hope these ideas help you feel more prepared and
confident the next time you need to be away from your
classroom.
If you have any questions or comments,
I would love to hear from you.
You can reach me at cbeardslee@sjps.net.
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Until next time, keep inspiring, keep learning,
and keep making a difference.
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