14 things for a long-term sub's first two weeks
A long-term substitute job is a teaching job with a borrowed classroom: the routines, the curriculum and the students' trust all belong to someone else at first. These fourteen things cover the first two weeks, from what to ask before day one to the check-in at the end of week two. Anything that depends on the school says to ask the school, because every building does it differently.
Before day one
1. Ask for a handover
Ask the school whether you can meet or talk with the classroom teacher before they leave. If that isn't possible, ask for their notes, plans and class lists. Ten minutes with the teacher answers questions that would otherwise take you a week.
Grades All gradesYou need A meeting, a call or written notes
2. Ask what you can get into
Ask the school which systems you'll have access to and when: attendance, the gradebook, school email, the curriculum platform and the copier. Access often takes a few days to set up, so ask on the first contact and write down who is handling it.
Grades All gradesYou need A list of questions for the office
3. Find out what you're expected to teach
Ask who plans the lessons: you, the classroom teacher, or a grade-level team. Get the pacing guide or unit plans for the next month, and find out which units, tests or projects fall during your time in the room.
Grades All gradesYou need The pacing guide or the teacher's unit plans
4. Learn where the safety plans are
Before your first day with students, ask the school for the emergency plan, the drill routes from your room and how to call the office. Read them once and keep them in your binder, because a drill can come in your first week.
Grades All gradesYou need The school's emergency plan
The first week
5. Keep the routines they already know
For the first week, run the day the way the classroom teacher ran it: the same morning routine, quiet signal, bathroom rules and seating. Students settle faster when only the adult has changed. Ask two helpful students to tell you when something is different.
Grades All gradesYou need The teacher's notes or a student helper
6. Introduce yourself and the plan
On day one, tell the class your name, how long you'll be with them and that their teacher's routines stay the same. Students worry about change, so say plainly that you'll keep things steady and that their work still counts.
Grades All gradesYou need Two minutes at the start of day one
7. Learn every name by Friday
Use a seating chart and folded name tents on every desk for the first week. Greet students by name at the door each morning and quiz yourself at lunch. Knowing names quickly is the single best way to earn the room's respect.
Grades All gradesYou need A seating chart and name tentsUse Seating chart in rows
8. Set up a binder for the job
Make one binder with sections for plans, class lists, notes on students, contacts, the emergency plan and a daily log. It becomes the record you hand back to the classroom teacher, so keep it neat from the start.
Grades All gradesYou need A binder with dividers
9. Meet the people next door
Introduce yourself to the teachers on your hallway or grade-level team, the office staff and the custodian. Ask the team who to go to with curriculum questions. Ask the school which meetings you're expected to attend as a long-term sub.
Grades All gradesYou need A few minutes before or after school
The second week
10. Ask how parent contact works
Ask the school whether you should email parents yourself, whether a letter goes home introducing you, and which address or system to use. Some schools want every message approved first. Don't contact parents until you know the school's way of doing it.
Grades All gradesYou need A question for the principal or office
11. Ask before you grade
Ask the school what you're expected to grade, what goes in the gradebook and whether the classroom teacher reviews it. Keep a paper or spreadsheet record of every score as well, so nothing is lost if your access changes.
Grades All gradesYou need A question for the school and a paper record
12. Learn who handles student support plans
Ask the school who you go to about accommodations and support plans, and how you'll learn what each student needs. Follow the school's rule on where those details are kept, and don't copy them into your own notes unless you're told to.
Grades All gradesYou need A question for the office or the specialists
13. Plan a week ahead
By the end of week two, aim to have the next full week planned before Friday afternoon. Planning ahead gives you time to make copies, ask the team questions and adjust. Use the sub plan template for days you might miss yourself.
Grades All gradesYou need The pacing guide and a plannerUse Sub plan template
14. Check in at the end of week two
Ask the principal or a mentor teacher for ten minutes at the end of the second week. Bring your binder, say what's going well, and ask about anything you're unsure of. It shows you take the job seriously and catches problems early.
Grades All gradesYou need A short meeting with the principal or a mentor
Making it work
- Write a daily log in two lines: what you taught and anything notable. It takes two minutes and makes the handback easy.
- When a question depends on the school, ask the office or the principal rather than guessing. Rules on grades, email and meetings differ between buildings.
- Keep the classroom teacher's room as they left it in the first weeks. Moving furniture or displays can wait, or may not be yours to change.
- Read our first-day checklist for the morning of day one, and use the sub note page for the record you leave each Friday.
- Save a few no-prep activities for days when the plan runs short or a lesson ends early.
Questions teachers ask
- What does a long-term substitute do?
- A long-term substitute covers one class for weeks or months, often for a leave. Depending on the school, that can include planning lessons, grading, contacting parents and attending meetings, so ask the school exactly what's expected.
- Do long-term subs get gradebook access?
- It depends on the school and the length of the job. Many schools give access, but setup can take a few days. Ask the office on your first contact and keep a paper record of scores until access works.
- Should a long-term sub change the classroom routines?
- Not in the first weeks. Keep the routines students already know so the class stays steady. If something isn't working later, talk with the principal or the classroom teacher before making a big change.
- How should a long-term sub contact parents?
- Ask the school first. Some schools send a letter introducing you, some want messages approved, and some prefer you use a set system. Once you know the school's way, a short friendly introduction helps.
Written for teachers by Peabody Teach. No ads, no affiliate links. Something wrong or missing? Tell us.