How to Make a Substitute Teacher Binder

HOW TO MAKE A SUBSTITUTE TEACHER BINDER

First, find a cute cover! I like to make my sub binders eye-catching so that if I have to be absent last-minute, it’s easy for someone to come into my room and find the binder. I keep my sub binder in a place where I know a substitute teacher or one of my buddy teachers can easily find it. 

CREATE A NOTE FROM THE TEACHER

Write some helpful general information about your class. Leave any contact info if you choose and tell the substitute teacher what to expect or where to find specific items within the sub binder. 

GIVE INFORMATION ABOUT THE SCHOOL

When I was a substitute teacher, I was sometimes working in different districts and at different schools. It was so helpful to know the names of the school principal, secretaries, and nurse if I needed anything. Buddy teachers are so helpful if you have questions about the material you’re supposed to teach.

INCLUDE A DAILY & WEEKLY SCHEDULE

If you have to be absent at the last minute, it’s helpful for the substitute teacher to know what your typical schedule looks like each day. I also leave (or email in) more detailed plans for the day, but as a sub it’s nice to have a general idea of how each day goes.

INCLUDE A SPECIALISTS SCHEDULE

I also like to add a specialists schedule to my sub binder. The weekly class schedule can look overwhelming, so having a simplified version for specialists may be helpful. 

GIVE GENERAL CLASS INFO

Having a page with at-a-glance class information is so helpful for substitute teachers. I include the total number of students, students that are helpers, students that may need extra support, and where to find classroom supplies. 

PROVIDE THE SUBSTITUTE WITH A SEATING CHART

It is so helpful to have a seating chart, even if your students’ desks have name tags. This will help the substitute teacher take attendance quickly and not have to walk around the room looking for name tags. I would suggest printing a blank chart and laminate it or put it in a sheet protector. Then add your students’ names with a dry erase marker. You can change it easily if you move seats around.

GIVE THE SUBSTITUTE TEACHER A CLASS LIST

This may seem like a no-brainer, but I’ve forgotten it before! Include an alphabetical list or a list with student pictures so that the sub can easily identify each student. As a substitute teacher, pictures are incredibly helpful with classroom management.

The students pictured above are from stock photos, not my real students. 

PROVIDE THE SUB TEACHER WITH SCHOOL AND CLASSROOM RULES

Not only is it helpful for a substitute to have classroom rules, but it’s also so beneficial to have school rules too. Schools have the same general rules, but sometimes there are rules that are more unique. A substitute teacher may not know all these rules if they are new to the school. 

OUTLINE CLASSROOM PROCEDURES

Give the substitute teacher an outline of typical classroom procedures, such as what to do when students come into the classroom in the morning, how to take attendance, and snack or lunch procedures. 

TELL THE SUBSTITUTE TEACHER ABOUT YOUR BEHAVIOR MANAGEMENT

One thing that a sub definitely wants to know about is behavior management. Behavior can sometimes be a challenge for the substitute teacher because students may not be familiar with them. I use a separate system of behavior management any time that I have a substitute.

When I have a substitute teacher in class, I use special punch cards as a behavior management system. While I’m there, we use Class Dojo and track house points. When I’m out, students can earn punches toward their house, instead of getting points on Class Dojo. Before the first time I implement them with a substitute teacher, I tell my students about the punch cards, what they mean, and where to keep them. When I return, I count up the punches and those count as points toward their house. 

TELL THE SUBSTITUTE TEACHER WHICH STUDENTS MAY BE PULLED OUT

If the substitute teacher is a last-minute replacement, they will want to know if students may be pulled out during the day. I also include any information about students that have behavior contracts. 

INCLUDE PERTINENT HEALTH INFORMATION FOR YOUR SUBSTITUTE

Health information is very important for a substitute to have. I always mention this in my note on the first page. I also put this page close to the front to make sure that my substitute teacher sees it. 

TRANSITION PROCEDURES & ATTENTION GETTERS

A substitute teacher that is new to the school or to that particular grade level would benefit from knowing the transition procedures and any attention getters you may use. This will help the day run more smoothly because students will be familiar with the routines that you typically use.

INCLUDE EMERGENCY PROCEDURES FOR YOUR SUB TEACHER

Hopefully your substitute teacher will not have to use these emergency procedures, but if the situation arises, they will be glad you included them in your sub binder! Give procedures for a fire, lockdown, or natural disasters.

GIVE THE SUBSTITUTE A REPORT FORM

I always ask the substitute teacher to let me know how the day goes! I include this report form so that they can answer any specific questions that I have. 

Now go and prep your sub binder! If you have to be absent at the last minute, this binder will do a lot of the heavy lifting for you. When I make substitute plans at the last minute, I always end up forgetting something. Now you won’t have to worry about that. If there’s anything you think I should add to this sub binder, let me know! You can find this resource on TpT by clicking any of the photos above, or you can click the button below.