Preparing Substitute Teachers for Success

Substitute teachers play an important role in maintaining the flow of education when a teacher is absent. It is essential that the substitute teacher is well-prepared to continue the learning process but also to effectively handle classroom events. This blog offers recommendations for school administrators to prepare and equip substitute teachers with the necessary tools and information they’ll need to succeed in their role.

1. Provide Clear and Comprehensive Classroom Information

Whether the substitute teacher is familiar with the school or brand new to the district, communicating up-to-date school policies, classroom routines, and class rosters are essential for their success.

• School Policies: It is critical that school policies are communicated to the substitute teacher. Knowledge about drills, safety procedures, or a conduct code will be beneficial to the substitute. Check with your district about posting or distributing policies to make sure all information is communicated as required.
• Classroom Routines: Ensuring substitute teachers have access to up-to-date daily schedules, classroom procedures, potential transition strategies, or other relevant day-to-day information is critical. Some teachers may choose to create a substitute teacher binder, while others rely on information provided by administration. If you are interested in creating a binder, these resources for grade school or middle school may be helpful. No matter how you gather the materials, sharing routines maintains a more consistent environment for students.
• Class Rosters: Assigned seats are helpful for general classroom management, but also to allow substitute teachers to easily understand the classroom layout. If seating charts change, create a new paper or digital copy as a resource, which may also be shared with administrators. Teachers may find free resources like Canva or Teachers Pay Teachers helpful in organizing their attendance lists.

2. Ensure Familiarity with School Safety Protocols

Safety is of the utmost importance for any school, and substitute teachers need to be well-versed in the school’s safety protocols.

• Emergency Procedures: Fire drills, lockdown procedures, or natural disaster responses may occur when a substitute is in the school building. Providing a quick reference guide or instructions showing the substitute teacher emergency exits or rally/meeting points will ensure their readiness to act.
• Health & Safety Guidelines: Share school policies surrounding illnesses, illness prevention, or other critical safety measures with the substitute teacher.
• Behavior Management: Ensure the substitute teacher is aware of the school’s discipline policies and procedures for reporting incidents. If, for example, the school uses classroom phones to communicate, ensure that the substitute has the needed instructions to operate the system or appropriate extensions for school leaders.

3. Equip Substitutes with Classroom Management Tools

Classroom management can be a challenge for substitute teachers, but with administrative support and effective strategies, they can maintain and foster a positive learning environment.

• Behavioral Expectations: Provide substitutes with a list of classroom rules as well as the school’s behavioral expectations. Consistency is so important so that students know to expect the same standards with a substitute teacher. Additionally, a brief orientation covering school discipline policies should be reviewed with the substitute teacher.
• Positive Reinforcement Techniques: Encourage the use of positive reinforcement through techniques like PBIS or employ social emotional learning (SEL) strategies. If there is a school-wide program or classroom technique the teacher uses, instructions may be left with the substitute’s materials for support.

4. Access to Technology

Technology related issues may present themselves at any time, be sure to provide substitute teachers with the appropriate information to troubleshoot issues.

• Technology Orientation: A quick tutorial may be all the substitute needs, but make sure to review classroom technology, such as interactive whiteboards, projectors, or student tablets. If needed, the teacher may leave login information appropriate to the lesson or the appropriate technology resource faculty/ staff may share needed access.
• Resource Availability: Substitute teachers should have access to all essential materials, especially extra student devices, online textbooks or classwork. Access information shared with the substitute teacher prior to class is helpful to ensure less disruptions during a lesson.

5. Foster a Supportive School Culture

Cultivating a supportive environment lays the foundation for a workforce who feel welcomed and connected.

• Mentorship or Point of Contact: Assign a faculty, when able, or staff member to be a point of contact for substitutes when in the school building. This person may help answer questions, offer advice, or help resolve issues that may arise during the day.
• Substitute Teacher Safety Training and Orientation: Consider holding a brief orientation at the beginning of the school year to help familiarize substitute teachers with school policies, routines, and expectations. Substitute teachers are educators too and need professional development opportunities. Review your district’s policies for substitute teacher training as different states have varying legislation. You may also find it helpful to reach out to your PSW your safety advisor for more information about substitute teacher training modules.

Preparing substitute teachers for their classroom duties goes beyond a simple lesson plan. Administrators need to ensure substitute teachers feel informed, supported, and confident. Providing comprehensive materials; prioritizing safety; equipping them with the appropriate classroom tools; and fostering a culture of support, administration enables substitutes to be successful.