A substitute teacher should not have to reconstruct the school day from scattered messages. When a regular teacher is absent, the school needs a predictable handover process that protects learning continuity, student routines and safeguarding expectations.
Purpose
This SOP standardises the preparation, briefing and reporting process for substitute teachers.
Before the lesson
- Provide the substitute teacher with the timetable, class lists and room information.
- Share lesson plans, required resources and expected learning outcomes where available.
- Brief the substitute on attendance procedures, safeguarding expectations, behaviour routines and emergency procedures.
- Identify students with relevant medical, learning or support needs on a need-to-know basis.
During the school day
- Take attendance according to the normal school process.
- Follow the planned learning sequence as closely as reasonably possible.
- Do not introduce major assessment, punishment or curriculum changes unless authorised.
- Use the school’s established classroom-management procedures.
- Escalate safeguarding, medical or serious behavioural concerns through the usual channels.
End-of-day handover
The substitute should leave a concise record of work completed, students requiring follow-up, unfinished tasks, behavioural concerns and any incidents or messages that the returning teacher needs to know.
Department or coordinator responsibility
A coordinator or designated staff member should ensure that substitutes are not left without essential information and that repeated absence does not create curriculum gaps across classes.
Solution from Dr. Anup
The most effective substitute system is built before anyone is absent. Every teacher should maintain enough current planning information that another competent teacher can continue the class without turning the day into supervision rather than learning.
Use this alongside the Teacher Absence SOP and the complete School SOP Library.
Free editable Word version: Download the Substitute Teacher SOP (.docx)
Free for professional and school use with attribution. Adapt to your staffing, safeguarding and academic-continuity requirements before adoption.