6 Tips for Planning for a Substitute Teacher

Whether it’s a stomach bug, a last-minute appointment, or a family emergency, you don’t always know when you’ll need to be out of the classroom. That’s why having reliable, ready-to-go kindergarten sub plans is a must.

Planning for a substitute teacher can feel like just one more thing on an already full plate—between class info, emergency procedures, lesson materials, and time fillers, it’s a lot to juggle.

But the good news? It doesn’t have to be so overwhelming!

These six simple, low-stress tips will help you feel more prepared (even when you're running on cold medicine and coffee!) and give your guest teacher everything they need to keep your classroom running smoothly.

You can finally make planning for a substitute teacher way less stressful and way more sustainable!

Tip #1: Keep Everything in One Place

When you’re unexpectedly out, the last thing you want is your teammate digging through piles trying to find your schedule.

Designate a go-to spot in your classroom—like a sub tub or bin—that includes everything a guest teacher might need. This makes your emergency kindergarten sub plans easy to grab, go, and follow.

If certain classroom supplies don’t fit in your chosen spot, leave a quick sticky note pointing out where to find them. A little guidance goes a long way when someone else is in your space.

To stay organized:

• Place one full day’s worth of lesson plans and activities in a bin of some sort, and store the rest (for additional days) in a separate bin. This helps keep things clear if you're out for multiple days.
• Consider updating the activities on a monthly or quarterly basis to align with what your students are currently working on.
• Ask a teammate to set out each day's materials for the sub (it’s especially helpful if you end up with different guest teachers across multiple days!). And of course, return the favor when they’re inevitably out of the classroom at some point in the year… teachers always have each other’s backs!

Inside your emergency sub plans, be sure to include:

• A Class list and daily schedule
• A list of specials teachers, aides, and paras
• Dismissal routines and transportation info
• Allergy and medical notes
• School contacts and tech instructions
• Class rules and behavior procedures
• Notes about helpful students (and those who might need a little extra love)

Whether it’s a planned absence or a last-minute call-out (seriously, why do dogs love to eat socks?!), having everything prepped in one place will save you (and your sub!) a whole lot of stress and uncertainty.

Tip #2: Be Super Clear in Your Sub Plans

Even if your classroom runs like a well-oiled machine, a substitute teacher doesn’t know your systems. The more detail you can give in your kindergarten sub plans, the better (Always better to be overprepared, right?).

In your kindergarten sub plans, include crystal clear directions like:

• What supplies students need and where to find them
• What students should do when they finish early
• How to line up or transition between subjects
• Any parts of your curriculum that can be skipped or adjusted

Think: “Would a stranger know what to do here?” If not, add a quick note. Clear expectations = fewer questions & fewer mishaps.

Remember to update the activities in your plans throughout the year so subs always have the most current and accurate information!

Tip #3: Set Up for Classroom Management Success

Let’s talk about behavior, because classroom management is one of the most nerve-wracking aspects of having a substitute. Even the sweetest kindergarten class can turn wild when their routine shifts, so it's natural to wonder if your students will behave, follow directions, and respect the guest teacher.

A simple classroom management tool or strategy can help keep your behavior plan consistent, even when you're away from the classroom. Include:

• What reward the class is working toward (e.g., 5 stars = extra recess)
• How the sub can track behavior
• How students can earn praise or consequences

This gives your sub a “built-in tool” and gives you helpful feedback to review with your students once you're back.

Tip #4: Plan Time Fillers You Can Actually Count On

One of the hardest parts about creating successful kindergarten sub plans? The downtime.

Subs often finish activities quicker than expected or need something simple to calm the class… and that’s where time fillers for kindergarten come in.

Prep a few flexible, easy-to-follow activities like:

• No-prep literacy or math activity mats
• Quick movement games
• Brain break cards
• Read-alouds with optional follow-ups
• Coloring or directed drawing pages

Having engaging time fillers ready (like brain break ideas, mindfulness activities, movement breaks, and quick time filler games) can prevent the dreaded “We had 30 minutes left!” note waiting on your desk.

Tip #5: Include a Go-To Guide for Special Situations

Unexpected fire drill? Assembly that nobody warned you about? Tech that decides not to work?

Avoid day-derailing surprises by adding a quick reference guide for:

• Emergency procedures
• Basic tech instructions and passwords
• Indoor recess and snack time routines

These little things may not seem like a big deal, but they can make your sub’s day so much smoother… and prevent 500 hallway questions for your neighboring teachers.

Tip #6: Ask for Feedback

Your kindergarten sub plans should work for you, not just your sub.

Leave a quick feedback form (or sticky note) and ask your guest teacher to jot down:

• What went well and what didn’t go well
• What didn’t get finished
• Any student highlights or concerns

You’ll get valuable insight that helps you adjust future sub plans—and shout out students who rocked it while you were out!

Emergency Kindergarten Sub Plans That Are Ready to Go

If prepping all this still sounds exhausting, don’t worry—I’ve already done the hard part for you. My Plans in a Pinch Year-Long Bundle includes done-for-you, low-prep sub plans for kindergarten so you're always ready for the unexpected.

This emergency sub-plan bundle features:

• Editable sub-forms (class lists, schedules, procedures, etc.)
• A classroom management tracker for consistency
• Low-prep literacy, math, and writing worksheets (and no-prep activity mats!)
• Science and social studies activities
• Engaging time filler games and activity mats
• Listen and Color activities that are sub-friendly and kid-approved

No more panic-planning. No more “throw something together at 6 am” stress when you can’t stop coughing in bed. Just peace of mind, knowing your kindergarten classroom is covered all year long… even when you can’t be there.

Want to try planned-for-you kindergarten sub plans for free? Grab your set below!