What to Put in a Sub Folder
Be prepared for the unexpected and keep a sub folder stocked and ready. Assemble a sub folder with these ten essential items.
Why You Need an Emergency Sub Folder
Ideally, you would have weeks to plan for any absences. You could craft detailed lesson plans, recruit your sub of choice, and prepare your students.
Unfortunately, life happens. Sickness, last-minute doctor visits, family emergencies…these things spring up!
Take a page from the experienced teachers: have an emergency substitute teacher folder ready to go.
Then you won’t be scrambling to prepare for a sub when your attention should be on health, help, and healing.
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The 10 Essential Items for a Sub Folder
Have a substitute teacher folder ready for your planned–and unplanned–absences. Stock it with these essential items.
Welcome Letter
A welcome letter is more than just a nicety.
It orients your sub to your classroom. The welcome letter should include the following pieces of information:
- your name and contact number
- the name and number of a person on staff they can contact if they need immediate assistance
- your expectations for them (be reasonable)
- a thank you for their help
Keep the letter brief and to the point.
What to Do First
A substitute teacher may need those early minutes of the day to peruse the rest of your sub folder.
The second page should have quick instructions on how to start the day.
Include a copy of your classroom rules (that way, the sub can review them with the class) and any behavior management strategies you use.
Tell the substitute about your morning routine and include some activities for quiet work.
Class Schedule
Include a detailed schedule of the start and end times of each period.
Include information on any specials (especially if they need to change locations).
Note the lunch break, recess, and any other variations.
If your schedule changes daily because of block scheduling, include all the variations.
Class Roster and Seating Chart
Your sub folder should have list of students (note the pronunication of unusual names) and their assigned seats (if applicable).
If possible, take a picture of the seating arrangement and include that as a reference.
Identify some helpful students who can assist the teacher in tasks.
You should also make a note of students with allergies, special needs, or behavioral concerns.
Lesson Plans
Include a set of lesson plans for emergencies. You can get ideas from this article on substitute ideas.
Are there additional activities in your existing curriculum that you could access? These should be lessons that can stand alone and work at any time of year.
What about math games, writing prompts, or educational digital escape rooms?
If you are planning ahead of time for an absence, your lesson plans should utilize your existing curriculum.
Include the lesson objectives, material list, and step-by-step instructions.
Have some backup activities ready to go for early finishers (or if the lesson takes less time than you envision).
These could be worksheets, activity sheets, math games, coloring pages, writing prompts, reading, or center time.
Classroom Procedures
This is a basic how-to sheet.
Includes brief instructions on how to take attendance, how to collect homework, and how to transition to other activities.
It should include instructions for lunch break, bathroom breaks, and dismissal.
Emergency Procedures and Map
This deserves its own page. Explain how to handle fire drills and emergency lockdowns.
Include a map of emergency exits and note the location of the first aid kit.
The map should also note the lunch room, front office, nurse’s office, gym, and recess area.
Contact Numbers
Although your welcome letter included a go-to number for onsite assistance, add a page with additional numbers.
- the front office
- teachers in nearby classrooms
- teaching assistants, if applicable
- nurse’s office
Technology Instructions
If your lesson plans include the use of technology, include instructions on how to use these items.
Extra Activities Just for Fun
Yes, this is also in an earlier section, but label this one anyway. A frazzled sub needs more than one place to find activities.
This section could include Would You Rather Questions, writing prompts, or coding activity sheets.
How to Put Together a Sub Folder
You may plan on perfect attendance, but you never know what may pop up.
Be ready to go with an emergency sub folder.
This quick and handy resource will relieve the stress of last-minute planning and make a sub want to work in your class again!
