Emergency Sub Plans for Teachers: How to Be Prepared for Anything

As every educator knows, sometimes life throws you a curveball (or two). Whether it’s an unexpected illness, a family emergency, or an unavoidable last-minute commitment, there are times when you’re going to need a substitute to step in and teach on your behalf. But, how can you prepare for the unexpected?

Having a set of emergency sub plans at the ready for moments like this can be a lifesaver — for both you and your substitute. Here’s a quick guide to creating a foolproof emergency sub plan that will ensure your classroom runs smoothly, and your students stay engaged and productive in case of an unexpected absence.

Why Emergency Sub Plans Are Necessary

First, let’s chat about why every teacher should take the time to prepare emergency sub plans. Unlike pre-planned absences, emergencies give you no time to create detailed plans for a sub. Without a structured plan, substitutes can feel unprepared, and your students may struggle with the unexpected change. By preparing a solid emergency sub plan, you can help ensure that:

Learning continues with minimal disruption
Students stay engaged, even when you’re not there
The substitute teacher has the resources they need to manage the classroom

What to Include in Emergency Sub Plans

When designing your emergency sub plan, make sure it’s simple, accessible, and thorough enough that any substitute can use it without extra context. Here is a breakdown of all the essentials you might want to consider adding to your emergency sub plan.

1. Helpful information about the class.

First things first: when creating an emergency sub plan, make sure you write down all the essential information about your class. This includes things like:

Classroom Rules: Briefly list your main classroom rules and any systems you use to manage your classroom or to transition from one activity to another.
Daily Routines: Provide a breakdown of each day’s schedule, including subject blocks, lunch, and any special activities.
Seating Charts: Ensure you have an updated seating chart available to help the sub know where each student sits.
Student Accommodations: If you have students with particular needs in your classroom (e.g., food allergies or IEP accommodations), make a short note with pertinent details.
List of Contacts: Write down a list of names and phone numbers — such as the front office or nearby teachers — that a substitute can call in case of emergencies or if they need extra assistance.
Emergency Procedures: Outline the school’s protocols for fire drills, lockdowns, and medical emergencies.

Pro Tip: If you create all of this right at the beginning of the year, you’ll knock out a good chunk of your emergency substitute planning right away!

2. Detailed lesson plans and activities

In your emergency sub plans, it’s a good idea to provide straightforward, review-based activities that a substitute teacher can execute with minimal guidance. Here are a few recommendations for designing substitute lessons for a range of core subjects.

ELA: Prepare a few independent reading passages with comprehension questions or simple writing prompts.
Math: Suggest a few math games that allow them to practice essential skills and topics they’re already familiar with.
Science: Provide simple experiments or educational videos with related worksheets. These are great for fostering independent work while keeping students interested.
Social Studies: Print out age-appropriate news articles on recent events (related to civics, history, geography, or culture). Have students read the article and answer questions about the “who, what, where, when, why, and how.”

3. Backup Activities

Include a few extra activities that your sub can use, if lessons run a little shorter than anticipated.

Brain Teasers: Simple math puzzles, word searches, or crosswords related to current lessons can fill extra time.
Journal Prompts: Prepare a few prompts for students to write about. These can be fun, open-ended questions or prompts related to recent learning.
Creative Assignments: Sometimes, creative projects (such as drawing or coloring activities) can help fill extra time and give students a creative outlet.