Create the BEST Sub-Plans: Ideas from an Actual Elementary Sub

 #1 | Clearly Identify Times

Your students are used to processes and procedures, and doing the right thing at the right time is essential for all that to run smoothly. 

When you create the best sub-plan, make sure you are clearly highlighting or identifying important times. 

Literally, take the time to bold or highlight the times so they jump off the page when the sub looks at it.

#2 | Use Horizontal Lines, Tables, or Separate Pages

When possible, use horizontal lines, tables, or separate pages to separate different blocks in the school day.

This will allow the sub to quickly move through the document as they look at how the sections of the day are divided up.

#3 | Material Lists for Each Learning Block

Within each block of the day, add a material list. In this list, you will list what you need to complete that block and where the materials can be found. 

Make sure that if a handout is something that students should already have, you list it that way. If it is something that the sub will need to get out of a closet, take a picture of the item in the closet and include it in your plan.

Including videos and photos as part of your sub-plan is okay, especially if you can send your plan to your sub in advance.

#4 | Extra Copies

Leave extra copies of everything, especially if it is something students should “already have.”

#5 | Create a Master Packet or Binder

In the sub’s master packet (or binder), put all of the handouts the class will need for the whole day in the actual order they will be used. This allows the sub to clearly see what they need to have next.

#6 | Include Answer Keys for Everything

Subs come from all walks of life, and teaching your content area may not be a part of their resume up to this point. 

Don’t assume they will know the correct answers to the students’ questions.

Leave them the answer key as part of their master packet so they can confidently answer questions and guide students.

Note: This also includes symbols like those found in editing guides or language books. Don’t assume the sub is familiar with school lingo.

#7 |Create Videos to Explain Tech

These days, teachers use a lot of different tech in the classroom. Leave a video demonstrating how all tech is used.

I suggest creating a tech video library that you can reference or pull links from when needed.

Note: Try emailing sub plans to your sub in advance (if possible) so they have access to links on their phones or home computers.

#8 | Video Yourself Doing Morning Meetings

If you have a morning meeting that follows a specific process, leave a video for your sub.

Morning meetings are a big part of starting the day strong and establishing your sub as someone who knows what they’re doing. By videoing your morning meeting, you can help them see exactly what they should expect and what they should do to start the day strong.

#9 | Create and Use Pre-Made Student Nametags

At the beginning of the year, create nametags for students.

Use the type that students can pin onto their shirts.

When you have a sub, have a student pass these out so the sub can identify the students even when they aren’t sitting at their desks.

Name tags on desks are also helpful, but students move around throughout the day and at lunch and recess, and the teacher will need to be able to call them by name in these other situations as well.

#10 | Over-Explain!

Assume your sub is not familiar with teaching your content and over-explain instructions and plans.

Go into detail on everything and provide bullet notes when possible.

This includes things like… 

• Whether or not they should pick their students up from specials or if the specials teacher will bring them back.
• How long should they give students to clean up?
• What does “clean” look like to you?
• What verbal cues do you give students to get their attention?
• What students have jobs that day, and what does that job entail?
• What types of consequences are appropriate for different kinds of behavior?

This is just a list of possible details you may choose to include and over-explain, but as you aim to create the best sub-plan possible, you’ll probably come up with even more.

#11 | Establish a Sub Buddy

Make a deal with another teacher in your area to be your sub buddy. That means that when you or the other teacher is gone, you will check in on each other’s sub and make sure they get any information that could alter their day.

Subs don’t have access to school email, so definitely ask someone to check in with them in the morning and then give them updates on anything that has changed.

#12 | Tell Subs How to Get Around the School

Leave instructions on how to get to the teacher’s bathroom, teacher’s lounge, special locations, etc. 

Never assume your sub knows anything about your school.

#13 | Leave a Classroom Procedures List

Make a list of your classroom procedures and send it to your sub in advance when you can.

Having the list in advance can help the sub feel much more prepared to step into YOUR shoes rather than guessing about what you would do (or what you expect) in different situations.

If you can’t send it in advance, leave it on your desk or in a sub folder. This includes a detailed explanation of EVERY classroom procedure you enforce in your classroom and any consequences or adjustments they need to know about.

Have you seen our ULTIMATE List of Classroom Procedures? Click here to read it and get our FREE classroom procedures download!

#14 | Create a Sub Box

Include any items your sub may need in a sub box (recess whistle, timer, passes, classroom tickets or rewards, etc.)

Have this box ready to go at all times, and pay close attention to what “stuff” you use daily to make sure they have what they need.

#15 | Ask Specific Questions

When you create the best sub-plan, you’ll want to ask very specific questions.

If you just ask for notes, the sub may leave you a whole novel, or they may leave you nothing.

Instead, create a page of “notes” questions that you automatically leave with your sub when you’re gone.

Here are some questions that will give you a good idea about how your sub’s day went.

• Which students were most helpful today?
• What block was the best for you?
• What block was the hardest to teach?
• Why was that block difficult?
• Can I provide anything additional in my sub plan to make it easier?
• Is there anything you taught today that you feel I may need to reteach tomorrow?
• Were there any situations that occurred today that you’d like me to address with a student tomorrow?
• Would you like me to add you to my preferred sub list?

This is just a sample list. As you get feedback and strive to create the best sub-plan you can, you’ll figure out the best combination of questions to ask for the best feedback from your sub.

Creating sub plans is definitely a chore, especially in upper elementary, but many of the items and suggestions on this list are things you can create or write out once and use over and over.

We have many resources in our store that you can use as you create the best sub-plans. Click here to visit our store, or if you prefer to shop on Tpt, you can click here to go to the Fun in Fifth Grade Tpt store.