A substitute teacher binder is one organized place that holds everything a sub needs to run your classes. Teachers build one so that a short-notice absence does not turn into a scramble. Substitutes appreciate finding one waiting. This guide covers what to include for grades 6-12, what to leave out, and how to keep it up to date.
Start with a clear cover and tabs
Label the front with your name, room number, and the words Substitute Binder. Use tabs so a sub can find a section in seconds. Keep the order the same every year.
Recommended sections
- Welcome page. A short note, your contact method if your school allows it, and the name and room of a neighbor teacher.
- Schedule. Bell times, lunch, duty, and the class that meets each period.
- Routines. Attendance, entering and leaving class, hall passes, how you get attention, and how work is collected.
- Seating charts. One per class. Keep them current.
- School procedures. Emergency drills, where the office is, how to reach the front desk, and what to do if a student is hurt or ill.
- Behavior plan. What you expect and what steps to take, in line with school policy.
- Emergency lesson plans. A complete lesson for each class that needs no new teaching and no technology.
- Extra work. Early-finisher tasks and a spare activity in case the plan runs short.
- Note-back form. A page where the sub records what was covered, who helped, and what you should know.
What to leave out
- Private student information such as detailed medical, family, or legal details. If a sub needs to know about an accommodation or health plan, follow your school’s process for sharing it.
- Passwords and logins. Ask your school how substitutes get access to systems.
- Long essays about your teaching philosophy. A sub needs directions, not a handbook.
Paper and digital
Keep a paper binder in your classroom or in a spot your office knows about. Keep a digital copy too, so your department lead or a colleague can send it if the binder is locked in a room. A PDF is a good format because it opens on any device.
Keep it current
Set a reminder at the start of each semester to update schedules, seating, and phone numbers, and to swap in new lessons. An outdated binder can cause more confusion than no binder.
Fill the lesson tab quickly
The lesson tab is where most teachers get stuck. You can print lessons from the free Substitute Plans library and slide them behind the tab. See our sub plans template for the cover pages and our guide to emergency sub plans for the lesson requirements.
Keep reading
- Free Printable Emergency Sub Plans (PDF) – print lessons for the lesson tab.
- Sub Tub Ideas for Grades 6-12 – a lighter option if a binder feels like too much.
- Easy Sub Plans for Middle and High School – keep each day’s plan simple.
Browse free sub plans by subject: science, math, social studies, ELA, art, music and theater, PE and health, Spanish, French and German, technology, business and personal finance, CTE, speech, journalism and media, and advisory and study hall.