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It includes a substitute quick bio template, staff and contact information capture fields, and step-by-step meeting guidance covering introductions, assignment details, instructional orientation, shadow day or classroom setup walkthroughs, and clear next-step follow-ups. The toolkit also offers checklists for physical setup and learning readiness, guidance for mentor identification, technology account requests, and templates for communications and reflection to ensure continuity for students and families.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":16,"@type":70,"position":76},"https://docshare.wps.com/template/resumes/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/supporting-subs-in-vacancies-toolkit-1-planning-and-reflection-templates/194961/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/supporting-subs-in-vacancies-toolkit-1-planning-and-reflection-templates/194961.png","ImageObject",442,249,{"name":88,"@type":89},"Jake","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-09","2026-09-03",true,{"@type":98,"interactionType":99,"userInteractionCount":79},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What are the key agenda items for a planning meeting with the substitute?","Question",{"text":108,"@type":109},"The toolkit organizes planning into introductions and sub quick bio, review of agenda items such as assignment details and daily schedule, an instructional plan orientation, and a wrap-up on next steps like shadow day or classroom setup walkthrough timing.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How should the substitute share information with students and families?",{"text":113,"@type":109},"Use the selected plan for introducing the substitute to students and families, with options including communication via principal, regular teacher, substitute teacher, or a family meeting.",{"name":115,"@type":106,"acceptedAnswer":116},"What checklist items help ensure the classroom is ready for the substitute?",{"text":117,"@type":109},"The physical setup checklist includes locating chairs and desks, checking cleanliness, finding emergency procedures and supplies, practicing door and technology use, and locating student work materials and work areas.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},194961,1790005626,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":15,"category_name":16,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":15,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":8,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":79},962084928904,"https://ap-avatar.wpscdn.com/davatar_155a257f0dc6eb9ab79c44ca47cae57d","| Grade/ Subject |  | Teacher |  |\n| --- | --- | --- | --- |\n| Anticipated Dates |  | Schedule |  |\n\n\n| Name |  | Email |  |\n| --- | --- | --- | --- |\n| Phone |  | Text OK? | ❏ Yes\u003Cbr>❏ No |\n| Quick Bio\u003Cbr>Sub Bio Template | NAME has been a substitute teacher for    1   years. NAME’s graduated from University or High School and has worked as a    2     3   are some of NAME’s favorite hobbies outside of school. Her/his/their favorite book is    4    NAME is looking forward to    5   as a substitute teacher this year. ADD FROM 6 HERE |  |  |\n\n\n|  | Activity | Principal / AP Role | Resource |\n| --- | --- | --- | --- |\n| 1 | Planning Meeting | Schedule and host Zoom meeting | Suggested Agenda |\n| 2 | Assignment Details | Complete before planning meeting | Planning Template |\n| 3 | Shadow Day or Classroom Setup | Schedule visit to classroom or classroom setup walkthrough | Sub Reflection Worksheet Classroom Setup Checklist |\n| 4 | Introductions | Send to students, families, and staff prior to sub starting | Email Template Sub Bio Template |\n| 5 | Identify Mentor | If it’s possible in your district, identify a veteran teacher willing to serve as an informal mentor. | Guidance for Mentors of Long-Term Sub |\n| 5 | Request Technology Accounts | (Add details for your district) |  |\n\n| Time | Topic |\n| --- | --- |\n| 10 min | Introductions & Sub Quick Bio |\n| 10 min | Review Agenda Items ❏ Assignment Details\u003Cbr>❏ Welcome Plan\u003Cbr>❏ Daily Schedule\u003Cbr>❏ Contact Info\u003Cbr>❏ School Communications\u003Cbr>❏ Other Essential Information |\n| 15 min | Instructional Plan (you may need an additional meeting on this)\u003Cbr>1. Getting Oriented\u003Cbr>a. What is important to know about this class?\u003Cbr>b. How will the sub learn about the curriculum?\u003Cbr>c. For mid-year assignments: What’s the current routine for this classroom?\u003Cbr>2. Looking Ahead:\u003Cbr>a. Who will prepare the lesson plans for this class(es)?\u003Cbr>b. If the sub needs assistance with planning, who will help?\u003Cbr>c. Does the sub have everything they need in order to assign and assess student work? |\n| 10 min | Get Clear on Next Steps:\u003Cbr>❏ Shadow Day or Classroom Setup Walkthrough Date & Time ❏ Intro to Students\u003Cbr>❏ Intro to Families\u003Cbr>❏ Other Follow-up or Next Steps |\n\n| Substitute Name |  |  |  |\n| --- | --- | --- | --- |\n| Grade/ Subject |  | Teacher |  |\n| Anticipated Dates |  | Schedule |  |\n\n\n| Principal Name |  | Principal Email |  |\n| --- | --- | --- | --- |\n| Principal Phone |  | Text OK? |  |\n| Office Name |  | Office Email |  |\n| Office Phone |  | Text OK? |  |\n\n\n| Topic | Select Plan / Add Details |\n| --- | --- |\n| Intro to Students | Choose Your Plan:\u003Cbr>❏ During shadow day with regular teacher\u003Cbr>❏ By principal or other member of staff\u003Cbr>❏ By substitute teacher on first day of assignment ( not recommended) |\n| Intro to Families Use the sub quick bio | Choose Your Plan:\u003Cbr>❏ Via email from principal\u003Cbr>❏ Via email from regular teacher\u003Cbr>❏ Via email from substitute\u003Cbr>❏ Family meeting-subjoin? |\n| Shadow Day or Classroom Setup Walkthrough\u003Cbr>Shadow Day Reflection Worksheet Classroom Setup Checklist | Choose Your Plan:\u003Cbr>❏ Shadow Day (for mid-year assignments)\u003Cbr>❏ With regular teacher\u003Cbr>❏ With other teacher in similar grade/subject ❏ Classroom Setup Walkthrough (for start-of-year vacancies)\u003Cbr>Scheduled for: |\n\n| Staff Email / Communications | Has the sub been added to all-school communication lists?❏ Yes\u003Cbr>❏ No\u003Cbr>What does the substitute need to know? |\n| --- | --- |\n| Staff Meetings, PD, Traditions | Are subs invited to attend staff meetings and PD?\u003Cbr>❏ Yes\u003Cbr>❏ No\u003Cbr>What does the substitute need to know? |\n\n\n| Information |\n| --- |\n| ❏ Weekly Class Schedule\u003Cbr>❏ Class Roster\u003Cbr>❏ Student Needs-504s, , IEPs, special service & circumstances, etc.\u003Cbr>❏ For IEPs and 504 plans, connect w/special education teacher to review ❏ Login Information / Computer\u003Cbr>❏ Materials Needed for Instruction-books, smartboard, teacher’s manuals, etc.❏ Materials Students Have-workbooks, school supplies, manipulativ","cbCaiduJ5KVH8XG6","https://ap.wps.com/l/cbCaiduJ5KVH8XG6","pdf",208203,"English","# Planning Meeting\n## Agenda and Roles\n## Introductions & Substitute Quick Bio\n# Instructional Plan\n## Getting Oriented\n## Looking Ahead\n# Next Steps and Shadow Day\n## Dates, Time, and Follow-up\n# Information and Communications\n## Schedules, Rosters, and Logins\n# Physical Set-Up Checklist\n## Classroom Readiness\n# Instructional Materials","[{\"question\":\"What are the key agenda items for a planning meeting with the substitute?\",\"answer\":\"The toolkit organizes planning into introductions and sub quick bio, review of agenda items such as assignment details and daily schedule, an instructional plan orientation, and a wrap-up on next steps like shadow day or classroom setup walkthrough timing.\"},{\"question\":\"How should the substitute share information with students and families?\",\"answer\":\"Use the selected plan for introducing the substitute to students and families, with options including communication via principal, regular teacher, substitute teacher, or a family meeting.\"},{\"question\":\"What checklist items help ensure the classroom is ready for the substitute?\",\"answer\":\"The physical setup checklist includes locating chairs and desks, checking cleanliness, finding emergency procedures and supplies, practicing door and technology use, and locating student work materials and work areas.\"}]","Supporting Subs in Vacancies Toolkit 1 - Planning and Reflection Templates | PDF",1788444222]