In the children's book Miss Nelson Is Missing!, by Harry G. Allard Jr., the students discover that the substitute teacher, Viola Swamp, doesn't do things like Miss Nelson does. In fact, she is mean and nasty—exactly the opposite of kind-hearted Miss Nelson.

I have worked for many years in my own classroom as a teacher and in others' classrooms as a substitute teacher. While it's fulfilling to experience a successful day as a substitute, it's also quite challenging to keep a class of children active and engaged when the regular teacher is not present. How can you prepare your classroom so that learning can go on while you are away? Maintaining a binder that includes the following can help you think through what's needed to prepare in advance:

Now let's discuss each item in more detail.

Current class list

This seems like obvious information to have in a binder for substitutes, but it's something busy teachers can overlook. Make a habit of updating the class list when children move in or out of your group, and date the list so you will know at a glance whether the roster is up-to-date. Write children's nicknames next to the formal name (Izabella—prefers Bella). This is also a good place to note special behaviors or concerns.

It's also important to describe special learning needs and the strategies that work.

The more information you provide to the substitute, the more the substitute—and the children—will be likely to have a productive day. Be sure to describe how attendance is reported and to whom. Also, specify dismissal procedures—to whom is each child released?

Class schedule and routines

One page should contain just an outline of the daily schedule:

After the daily schedule, follow up with more detailed descriptions:

While it may seem like a lot of additional work to dictate a day’s activities, remember that a substitute may have little to no experience covering your classroom. It is much easier for the substitute to follow a routine that is already in place when teaching children who may be uneasy with someone they don’t know.

Be specific about the activities and materials available and where they are stored in your classroom. If you use classroom helpers, list their jobs and responsibilities. Write lyrics to transition songs (include the tunes, too). What are the ways you help children manage their behaviors in your classroom? Again, the more information you provide, the better the day will go for everyone.

List of special needs

Much of this information will be included with the class list, but it is important to have a page devoted to critical special needs information—are there children in the classroom who are allergic to nuts or other foods? Do any children receive special services or need to be given medication during the school day?

Emergency procedures

This is another area where the information seems obvious but is often overlooked. Many centers and schools require an emergency folder to be with the teacher and group of children at all times when they are outside the building. Be sure that your emergency folder is well marked and visible and includes a map of the building. In the substitute binder, highlight expectations and procedures that need to be followed. Directors and head teachers can also cover similar situations during staff meetings so that, in case of an emergency, a plan is in place to assist substitute teachers as needed.

Friendly colleagues

As a substitute teacher in many settings, I cannot begin to overstate how much it helps to have one or more friendly faces greet me, introduce themselves, and offer to answer any questions. In fact, just feeling welcomed encourages me to continue working as a substitute at a school. It means so much when teachers take the time to get to know the substitutes who work at their schools. When teachers build relationships with substitute teachers on a professional level, the substitutes will be better able to seamlessly cover classrooms in the program.

In your substitute binder, list all the teachers and support personnel in the building. Make a note of those teachers, aides, and others who are able to answer questions, and confirm with the people you recommend that the substitute might call on them. Be certain your coworkers know where your substitute binder is located.

Alternative lessons

Have ready in your substitute binder a list of children’s favorite (and easily implemented) activities. Create a list of favorite books. Write a short description of learning and art activities that the children enjoy. Compile favorite music and movement songs and the name of the CD and track number—don’t forget instructions for operating the player. Give complete directions for games, including your own special spin on the rules. Everyone thinks they know how to play Red Rover, Red Rover until faced with a group of 4-year- olds who argue that Miss Nelson doesn’t play it that way!

I cringe when the regular teacher tells me he has planned an easy day for me. Often that translates to “finishes too quickly” and means that I have extra time in the day when I must improvise. When you are planning ahead for a substitute, overplan! Include activities that will not run out before the school day does. Do explain to your substitute that you do not expect everything to be completed before your return, but that you just want to be sure that enough activities are available throughout the day.

One additional item to add to the substitute binder is a form for the substitute teacher to complete at the end of the day. Ask for details about what was accomplished during the day and any problems that arose. And when you return, be sure to thank the children for being helpful, courteous, and kind to
Miss Viola Swamp! 

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SUBSTITUTE BINDER CHECKLIST

□ Class list, including nicknames, special concerns, and appropriate modifications to address children’s preferred learning styles and needs

□ Emergency procedures and school/center map

□ Class schedule

» Times of each activity
» Procedures

• Attendance
• Class rules, classroom helpers
• Learning centers
• Snacks and meals
• Nap times
• Outdoor activities
• Dismissal procedure
• Special subject schedule (library, music, and movement, etc.)

□ List of building personnel

» Director’s/head teacher’s name
» Teachers and aides who can answer questions or provide assistance, if needed

□ Sample lesson plan for a substitute teacher

» Favorite books
» Easy and familiar art activities (include where materials are stored)
» Small group learning centers (include where materials are stored)
» Favorite songs and movement ideas (include location of materials—CDs, MP3 players, etc.— and directions on how to use)
» Favorite games and rules (including information on any props needed)

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Images courtesy of author