Substitute Teacher Quick-Reference Guide

Purpose: A guide for substitute teachers — what you need to know to walk into any Missouri school and have a good day. Keep this on your phone or print it.

Table of Contents

• Before You Arrive
• First 10 Minutes in the Room
• Taking Attendance
• Classroom Management — The Basics
• What works
• What doesn't work
• If a student refuses to comply
• If a fight breaks out
• Legal Things You Must Know
• You are a mandated reporter
• Student privacy (FERPA)
• Student medications
• Students With Special Needs — What the Sub Must Do
• IEP / 504 Students
• ELL Students
• Students in crisis
• End of the Day
• Missouri Substitute Teacher Requirements
• Helpful Phrases for Tough Moments

Before You Arrive

• [ ] Confirm: school name, address, room number, check-in time
• [ ] Bring: valid photo ID, sub certificate (if requested), pen, phone charger
• [ ] Arrive 15-20 minutes early — find the office, get your room key, ask where the binder is
• [ ] Ask the office: "Is there a sub binder in the classroom? Who's the neighbor teacher I can go to?"

First 10 Minutes in the Room

1. Find the sub binder / folder — should be on the desk or in a labeled spot
2. Read the student alert page first — medical conditions, IEP/504 accommodations, behavior notes
3. Review the schedule — know what time each class starts and where you need to be
4. Check materials — are handouts ready? Is the projector on? Do you have attendance access?
5. Write on the board:

• Your name
• Today's schedule / agenda
• Expectations: "1. Be respectful. 2. Follow directions. 3. Try your best."

Taking Attendance

• Use the teacher's roster or the school's digital system (ask the office for login if needed)
• Mark students present/absent at the START of each period
• If a student arrives late, mark them tardy and note the time
• If you don't know names, have students say their name as you call roll (this also helps with pronunciation)
• Never let students take their own attendance — they will mark absent friends as present

Classroom Management — The Basics

What works

• Be calm, consistent, and confident — students sense uncertainty
• Use the teacher's rules — say "Your teacher's expectation is..." not "my rule is..."
• Stand near problems — proximity is your most powerful tool. Walk the room.
• Give choices, not ultimatums — "Would you like to start the assignment now, or do you need a minute to get organized?"
• Praise publicly, correct privately — "Thank you, table 3, for getting started" is more powerful than "Table 5, stop talking"
• Learn 3-4 names fast — use the seating chart. Using a student's name changes the dynamic.

What doesn't work

• Yelling or threatening — you'll lose the room
• Taking it personally — it's not about you
• Trying to be their friend — be warm but firm
• Ignoring everything — small problems become big ones
• Engaging in public power struggles — redirect privately

If a student refuses to comply

1. One calm, quiet redirect: "I need you to [specific behavior]."
2. If they refuse: "I'm going to give you a minute to make a good choice."
3. If they escalate: send to the office or call the neighbor teacher. Don't argue.
4. Document: student name, what happened, what you did. Leave it in the sub notes.

If a fight breaks out

1. Do NOT physically intervene — you can be held liable
2. Send a student to get an administrator immediately
3. Clear other students away from the area
4. Use a firm, calm voice: "Everyone move back. Stop. This is over."
5. If you have a classroom phone or walkie, call the office

Legal Things You Must Know

You are a mandated reporter

Under RSMo 210.115, ALL school employees — including substitutes — must report suspected child abuse or neglect immediately.

• Call: Children's Division hotline 1-800-392-3738
• You do NOT need proof. A child's statement or visible injuries are enough.
• Also notify the building administrator.
• Failure to report is a Class A misdemeanor.

Student privacy (FERPA)

• Do NOT discuss student grades, behavior, or IEP/504 information with other students
• The sub binder's student alert page is CONFIDENTIAL — keep it face-down or in the binder
• Do not take photos of student work or behavior

Student medications

• Never administer medication — that's the school nurse's job
• If a student says they need medication, send them to the nurse (or call the nurse to the room)
• Exception: if a student is having a severe allergic reaction and their EpiPen is in the classroom, follow the emergency plan in the sub binder

Students With Special Needs — What the Sub Must Do

IEP / 504 Students

• Check the sub binder for accommodations — these are legally required, not optional
• Common accommodations you'll see:
• Extended time → let them keep working while others move on
• Preferential seating → they're already seated where they should be; don't rearrange
• Breaks → let them take a 3-5 minute break if their plan says so
• Modified work → look for a "modified" version in the materials
• If you're unsure, ask the special education teacher (listed in the sub binder's key people section)

ELL Students

• Check the sub binder for ELL students and their supports
• Speak clearly and at a moderate pace — don't shout
• Use the visuals, word banks, and sentence frames the teacher left
• It's okay if they use their home language to understand the content
• Pair them with a bilingual buddy if one is identified

Students in crisis

• If a student discloses abuse, self-harm, or suicidal thoughts → take it seriously
• Stay calm. Say: "Thank you for telling me. I need to make sure you're safe."
• Immediately contact the school counselor or administrator
• Do not promise to keep it a secret
• Do not leave the student alone

End of the Day

• [ ] Leave notes for the teacher (use the feedback form if one is provided):
• How did each class go?
• Who was absent?
• Who was helpful?
• Any behavior issues? (name + what happened)
• Did students complete the work?
• Were the plans clear?
• [ ] Collect completed student work and leave it on the teacher's desk
• [ ] Clean up — erase the board, straighten desks, pick up trash
• [ ] Lock the classroom
• [ ] Return keys and sign out at the office

Missouri Substitute Teacher Requirements

Helpful Phrases for Tough Moments