Free Template & Tips for a Successful Absence
Planning for a substitute teacher can feel like a chore, especially for art educators. How often have you heard, “It’s more work to be out of school than in school”? The key to a smooth absence lies in having a rock-solid sub plan. Whether your absence is planned or unexpected, these tips—and a free Substitute Teachers Template—will help ensure everything runs smoothly in your absence.
A Little Backstory
After graduating with my teaching degree in 2008, I entered the job market during a recession, making it hard to find a full-time teaching position. To get my foot in the door, I became a substitute teacher and quickly noticed a pattern: classrooms with solid sub plans were much easier to manage, and students were far more cooperative. From then on, I made it a priority to create seamless sub plans for my own classroom.
How to Plan for a Substitute Teacher
1. Create the Essential Sub Folder
Once the dust settles after schedule changes, print your attendance rosters and gather everything into a sturdy folder—your Sub Folder. This folder should always include:
- A current copy of your attendance roster
- Contact numbers for neighboring teachers and the front office
- Emergency instructions (fire drills, lockdowns, evacuations)
- Any other district-required documents for substitute teachers
Keep this folder in a prominent place, like the top drawer of your desk, so it’s easy to find. Your district may also have substitute procedures or templates to use, so if you’re new, ask your coworkers where to find these resources.
Pro Tip: Start building relationships with reliable substitute teachers. If your district allows it, you can pre-arrange subs for planned absences, making the process stress-free.
2. Preparing a Daily Schedule for Your Substitute
Whenever you’re planning for a substitute teacher, always leave a Daily Schedule in plain sight. This typed schedule should include:
- A note of thanks
- Class start and end times
- A brief overview of what students are expected to accomplish
- Location of materials needed for the day
- Names of students who can help the sub, as well as those to keep an eye on
- Any teacher duties (e.g., hall or lunch duty)
- Restroom location (for new subs)
- Front office contact information and admin extensions
Free Template: Download my Sub Planner Template to create a professional and detailed sub plan. This template is perfect for both planned and unplanned absences.
3. What Should the Students Do?
One of the biggest challenges in planning for a substitute teacher is deciding what work to assign. The goal is to keep students engaged without creating extra grading for yourself. Here are my go-to sub plans:
- Continue current project: This keeps students on task and ensures the continuity of learning.
- Skill-building exercises: Related to the current unit, these are quick, no-prep assignments that reinforce key concepts.
- Notes on a presentation: Upload a presentation to your learning platform (like Canvas) and ask students to take notes on it.
Avoid giving students “busy work” that’s unrelated to the current project, as it’s likely to go unfinished and create extra grading for you. Stick to meaningful tasks that keep your absence seamless and minimize disruption.
Pro Tip: Check out my Art Sub Plan Skill Builders for quick, easy activities that keep students on track.
Managing Emergencies and Building a Good Reputation
Your classroom’s reputation can make or break your ability to find a sub in a pinch. If your class is known for running smoothly, even at short notice, you’ll have no trouble securing a substitute. Conversely, teachers with chaotic classrooms may struggle to find coverage.
Building a strong reputation starts with consistent classroom management and thoughtful sub planning. Subs talk, and word travels fast about which classes are a dream to cover and which ones are not.
Tip: If you build a reputation for a smooth-running classroom, even last-minute emergencies will be easier to handle. I’ve had subs pick up my classes at 5:15 a.m. for a 5 a.m. emergency absence—because they knew my classroom was organized.
Additional Resources
To help you build a seamless sub plan and a great classroom experience, I’ve created free mini-workshops complete with classroom resources. Choose from these six FREE topics:
- Colored Pencil Basics
- Colored Pencil Skin Tones
- How to Draw the Human Eye
- Art Task Cards: Drawing on a Grid
- How to Draw Ice Cream
- Acrylic Painting Basics
Explore More Resources and Stay Connected
1. Shop Mrs. T Fox’s Resource Store on TPT
Looking for ready-to-use tools to enhance your sub plans or classroom management? Visit Mrs. T Fox’s Resource Store on TPT for exclusive resources, including Sub Plan Templates, Skill Builders, and more.
2. Learn with Mrs. T Fox’s Online Courses
Ready to level up your teaching strategies? Check out Mrs. T Fox’s Online Courses for professional development opportunities, expert guidance, and classroom-tested methods.
3. Follow Mrs. T Fox on Social Media
Stay inspired and get real-time tips by following @mrs_tfoxresources on Instagram. You’ll find project highlights, classroom ideas, and updates on new resources!
