How to Build Collaborative Relationships with Substitute Teachers

Picture this: You get a call from the office saying you’ll be out sick tomorrow. Immediately, visions of chaos fill your mind – students switching names, spitballs flying, and a general sense of anarchy taking over your well-ordered classroom. 

It’s enough to make any educator cringe. 

But it doesn’t have to be this way. Building strong, collaborative relationships with substitute teachers can turn these potential nightmares into smooth, productive days for everyone involved.

The Reality of Substitutes in Schools

Did you know that students spend 5 to 10 percent of the school year under the instructional care of a substitute teacher? That might not sound like much, but it adds up quickly. Imagine losing a month of effective teaching time each year! 

According to experts, this is a significant chunk of the academic calendar, and how it’s utilized can greatly impact student learning outcomes.

Unfortunately, “substitute teacher effect” is a real phenomenon. This refers to the tendency of students to behave poorly when their regular teacher is out. It’s not necessarily a reflection on the substitute teacher’s abilities; instead, it’s a reaction to the change in routine and authority figures. 

And let’s face it, we don’t have enough substitutes as it is, often due to a shortage fueled by a rise in teacher absenteeism across the United States since 2022.

Substitute Success: How to Help Your Subs Succeed

So, how can we help our substitutes succeed and ensure our students continue to learn and behave well, even in our absence? Let’s dive into some practical, tried-and-true strategies.

1. Set Clear Expectations

Imagine walking into a new job with no idea what’s expected of you. Stressful, right? The same goes for substitutes. Clear expectations can make all the difference.

Leave detailed notes about classroom routines, rules, and anything else they need to know. Outline what a typical day looks like so they can follow along seamlessly.

2. …And Even Clearer Consequences (for Your Students)

Kids are smart. They quickly figure out when they can push boundaries, especially with a new face in the room. Clearly communicate to your students the consequences for misbehavior, even when you’re not there. Outline these consequences in your sub plans to ensure consistency.

3. Be Prepared

Preparation is key. Leave comprehensive lesson plans, materials, and a layout of your classroom. The more information substitutes have, the better they can manage the class and stick to the routine. This helps minimize confusion and keeps the day running smoothly.

4. Build Rapport with Your Students

Building a culture of trust and respect in your classroom takes time but pays off. When students respect you, they’re more likely to behave when you’re gone. Encourage them to see the substitute as an extension of you and treat them with the same respect.

5. Take Advantage of Positive Reinforcement

Positive reinforcement can be a game-changer. Leave your sub with a list of incentives and rewards that work for your students. Positive behavior should be noticed and rewarded to maintain a constructive classroom environment.

6. Leave Plans That Encourage Active Learning

We all know that idle hands are the devil’s playground. Active learning keeps students engaged and minimizes problematic behaviors. Include interactive activities, group work, or fun projects in your plans to keep the kids busy and focused.

7. Lean On Your Network

Sometimes, it truly takes a village. Can your colleagues pop in to check on the substitute or lend a hand if things get tough? A little support can go a long way in making the sub’s day run more smoothly.

8. Create a Sub Binder

A sub binder is a treasure trove of information. Include not just lesson plans but also student incentives, details about individual students, and a seating chart. Consider digitizing this info to make it easily accessible. A well-prepared binder can be a lifesaver for any sub.

9. Ask an Administrator to Stop By

A quick visit from an administrator can signal to students that just because you’re out, it doesn’t mean the rules are off. It also shows the substitute that they have support, which can boost their confidence and effectiveness.

10. Leave Feedback

Feedback is crucial. After the sub’s day is done, leave them a note or call to discuss what went well and what could be improved. This helps build a relationship and gives them insights for the next time they sub for you or anyone else.

11. Ask Them What They Need

Substitutes have a unique perspective and can offer valuable insights into what they need to succeed. Ask them for feedback and suggestions on how you can better support them. This collaboration can lead to more effective teaching and smoother days.

12. Express Your Appreciation

A little appreciation goes a long way. Substitutes often step into challenging situations, and recognizing their efforts can make them feel valued. A simple thank you note or a small token of appreciation can make a big difference. Let them know that their work is respected and appreciated. This will also encourage them to continue building a strong relationship with you and your students.

13. Share Resources

Substitutes may not have access to all the resources and materials that regular classroom teachers have. Make an effort to share any relevant materials with them, especially if they are filling in for longer periods of time. 

This gesture shows that you trust them and value their work, making it easier for them to step into your role seamlessly. 

Additionally, it can save them time and effort in planning, allowing them to focus on providing quality instruction for your students and getting to know each and every one of them on an individual level (which, of course, can definitely help with that spitball issue we mentioned before).

14. Leave Contact Information

Make sure that the substitute has all necessary contact information in case they need to reach you during the day. This includes your phone number, email address, and emergency contact information. 

15. Share Log-In Info

Access to digital resources can be vital for a substitute teacher. Make sure to leave login information for any digital platforms your class uses. This way, they can continue with planned activities and access necessary materials without any kind of annoying technical delays.

16. Allow Them to Improvise

Flexibility can be a substitute teacher’s best friend. While a detailed lesson plan is certainly important, allowing room for improvisation can help the substitute handle unexpected situations and engage students more effectively.

17. Offer a Tour of the Classroom and the School

A quick tour of the classroom and key areas of the school can help substitutes feel more comfortable and confident. Show them where important materials are located, introduce them to neighboring teachers, and point out essential facilities like the staff room and restrooms.

18. Encourage (and Answer!) Questions

Encourage substitutes to ask questions before and after the school day. Clear communication can prevent misunderstandings and ensure they feel supported. Be available to answer any queries they might have about lesson plans, classroom management, or specific students.

19. Share Info About Individual Students

Providing substitutes with information about individual students can be incredibly helpful. Share details about IEPs, student strengths and weaknesses, and any personal quirks or traits. This knowledge can help the substitute tailor their approach and provide appropriate support.

20. Leave Info About Ongoing Projects or Assignments That Need Attention

Make sure to leave information about any ongoing projects or assignments that need attention while you’re away. This will help ensure continuity in your students’ learning and also helps substitutes keep the class on track with important deadlines and tasks.

Turning Substitute Days Into Seamless Transitions

Building strong, collaborative relationships with substitute teachers isn’t just a good practice; it’s essential for maintaining the continuity and quality of education. 

By setting clear expectations, preparing thoroughly, and fostering a supportive environment, you can ensure that your students stay on track even when you’re not there.

So, next time you’re out, rest easy knowing you’ve set your substitute up for success—and your students for a productive, positive day. Happy teaching!