As much as you would love to plan everything down to the minute, life throws curveballs, and being a teacher doesn’t guarantee immunity. When you wake up feeling under the weather, that sudden wave of panic might hit as you realize you need to prepare for an unplanned day off.

But don’t worry; with a little foresight and organization, you can create a system that lets you step away knowing your classroom is in good hands. Let’s break down how to be ready for an unexpected sick day and how to bounce back once you’re feeling better.

Create a Sub Folder

The key to an unplanned absence is to be prepared. As you will read in the “teacher suggestions” section, a “sub folder” or as some call it a “sub tub” is a popular choice and can be a game-changer when it comes to missing a day of school and having your classroom run smoothly while you are away by your substitute teacher. Here are some things you may want to include in this go-to resource.

Classroom Routines

Make sure you clearly outline daily schedules, classroom procedures, and behavior expectations. Substitutes need to know the ins and outs of your classroom without having to figure it out on their own.

Emergency Plans

We all know that things rarely go as expected, so include instructions on emergency procedures, like fire drills or lockdowns. Make sure your sub knows exactly what to do in these situations.

Student Profiles

Every class has its dynamics. Including notes on students who may need extra support (or even the ones who thrive in leadership roles) can make a huge difference in classroom management.

Remember, the more detailed this folder is, the smoother things will go, so update it regularly as your students and routines evolve.

Prep Go-To Emergency Lessons

Prepping a set of go-to emergency lesson plans that don’t require in-depth teacher instruction is the solution. Choose lessons that align with what you’re currently teaching but don’t require complex guidance. You can add these lessons to your “sub tub” so the substitute teacher will have everything they need all in one place. Here are some ideas if you teach multiple subjects.

Math

Worksheets that reinforce concepts you’ve already covered can be a great choice, such as review problems, puzzles, or math games. Also, a list of regularly used apps or websites that students are familiar with.

Reading

Choose an engaging short story with comprehension questions, or let students work on independent reading with a few reflection prompts.

Social Studies/Science

Prepare a fun video or article that links to current content. Pair it with critical thinking questions or simple projects students can do independently or in small groups.

Build a Sub-Friendly Classroom

When your students know exactly what is expected of them, even when you are not there, it will make everything run a little smoother. Here’s how to cultivate a classroom environment that makes an unexpected sick day easier on everyone:

Teach Independence

Give your students opportunities to work independently or in small groups throughout the year. This will help foster confidence and problem-solving skills that students can apply when a substitute is in charge.

Set Clear Expectations

Clear classroom rules and routines will help students know how to behave even when you aren’t there. Discuss how they can show respect to the substitute and keep the learning environment positive in your absence.

Routine Practice

Occasionally, let students practice what it looks like to have a guest teacher. Role-playing different scenarios can help them understand their role in keeping the day on track.

Plan for your Return

Planning for your return will make it that much easier for you once you get back. To do this leave a space for sub-feedback on your to-do list. Hearing how the day went from a valuable source (not the students) will give you some insight into what worked and what didn’t. If you’re still not feeling well from your sick day, take it easy and delegate tasks to students until you feel better.

Teacher Suggestions

Now that you’ve got a few tips, let’s hear from other teachers! Here are a few suggestions from fellow teachers on how they manage an unexpected sick day.

  • “I create a ‘Sub Tub.’ It is a large colorful bin/basket/tub that at the beginning of the year, I begin to fill. At least once a week I put a read-aloud, math practice, writing prompt, fun game, etc. in there. I also have a weekly “day in the life” routine jotted down. I make sure to update it only when specials change etc. Whenever I had to call off unexpectedly sick, I would simply state on the substitute online message board: “See Sub Tub”.”
  • “Set up three or four folders with a full set of assignments that are not based upon any previous lessons. Writing assignments like a math review scoot game, a reader’s theater script to use for reading and social studies, etc. Leave them out somewhere easily accessible and you are set!”
  • “The sub binder is great with a backup plan. Have additional activities located in the binder or a handy location in your room. Don’t forget to provide seating charts, class lists, and names of helpful students and colleagues. You can also provide a short note at the beginning of the binder to introduce your class and give heads up on any behavioral procedures you follow.”
  • “We are required to have three days of plans ready at all times. I also have a binder with the seating chart, schedule, dismissal procedures, and extra practice worksheets for the current unit. We also use a website called planbook.com to write our plans. It can be updated and printed from anywhere. It’s also good to collaborate with your teammate so they know exactly what the day’s plans are and can explain them to a sub.”
  • “We had to make up a generic day plan with all the necessary worksheet masters included and sub information in the first month back to school. This was kept in the office ready for a sub should we not be able to have a day plan available. I indicated in any sub plans the name of two reliable students that would be able to assist with routines, etc.”

Taking time for yourself when you’re sick is essential, and knowing your classroom is prepared allows you to focus on getting better. With the right preparation, you can enjoy peace of mind that everything will be under control, no matter what comes your way.

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