Home Introduction The Role of the Substitute Preparing to Substitute Characteristics Inventory Classroom Management for Substitutes Substitute Success Kit Building Your Substitute Portfolio Leaving Your Class with a Substitute Stories from the Field Florida Department of Education Teach in Florida



There is nothing as important as a quick, concise reference for everything a substitute may need. These items can be easily put in a notebook that can be used for any substitute situation. Think of this notebook as a place to collect all the information someone would need coming to your classroom and school for the first time. Of course, this information is in addition to the lesson plan you will leave.

Here are some of the items that need to be included in your substitute notebook:
  • A daily schedule of activities, including times, locations, and any special instructions for individuals. Also, explain the bell system if that would be helpful.

  • Several copies of a class roster with space so the substitute can use it to record attendance, homework/assignment completions or other notes.

  • Copies of common forms with instructions on how to fill them out, including lunch counts, attendance forms for the office, permission notes, etc.

  • A seating chart for each class. Make sure you update this when there are changes. If you can add photos of the students, that always helps.

  • Copies of your class rules and procedures.

  • A map of the school highlighted with your location, emergency exits, the office, the lunchroom, the teachers' lounge, media center, gym, etc.

  • A description of any extra duty, such as bus duty, lunchroom supervision or anything else that is your responsibility.

  • Dismissal information, including bus and student pick-up procedures. Include information about what to do if a parent requests that a student leave school prior to regular dismissal time.

  • Hall passes and your classroom procedure to getting water, going to the restroom, visiting the school clinic, speaking in class, getting out of your seat, etc.

  • Information on where all classroom materials, supplies and books are located.

  • Notes about students with special needs and tips for handling them.

  • Information about fire drills, tornado warnings and other emergency procedures.

  • Referral notices and information about your discipline policy and that of the school.

  • Information about how to use the copy machine and where it is located.

  • Suggestions about time limits for students to discuss items in the lesson plan or to work in small groups.

  • Details about the teacher edition, answer keys or anything else that provides helpful information for the substitute teacher.