An editable substitute teacher binder you fill in once and use all year
The Chalkover substitute teacher binder is a complete, editable sub binder for classroom teachers. It puts everything a substitute needs into 56 organized pages: a friendly welcome letter, your daily schedules, class list and seating charts, routines and behavior plan, emergency procedure templates, dismissal and transportation, contacts, and lesson plan templates for planned and unplanned absences. Fill it in once, print it, put it behind the numbered tabs and your classroom is ready for any absence.
Every page comes as an editable Word document and as a fillable PDF, in both US Letter and A4. Type in Word when you want to change wording or add rows, or type straight into the PDF boxes when you want the layout to stay fixed.
Who this sub binder is for
- Elementary teachers who need specials, lunch, recess, dismissal and seating details in one place.
- Middle and high school teachers who duplicate the roster, seating chart and plan pages for each class period.
- New teachers who want a ready-made structure instead of building a sub binder from scratch.
- Specialists and co-teachers who need a clear handoff when someone covers their room.
Why teachers choose it
- Your sub knows where to start. The cover points to the one-page Today at a Glance sheet with bell times, extensions, attention signal, helpers and dismissal in a nutshell.
- Calmer days for students. Routines, call-and-response signals and voice levels written in your own words keep the day familiar.
- Ready for unplanned absences. Three emergency plan days, a sub tub checklist and 20 low-prep activity ideas mean you are covered even on a sick day.
- Easy to keep current. A setup and refresh checklist with an update log tells you exactly what to check each term.
- Feedback when you return. The sub feedback form records lessons completed, helpers, behavior notes and messages.
What’s included in the substitute binder
01 Welcome
Welcome letter with editable starter text, Today at a Glance quick reference and a Where to Find It list for plans, supplies, passes and the first aid kit.
02 Schedules
Daily schedules for a regular day, early release and delayed start, a Monday to Friday specials grid, and a duty schedule.
03 My Class
Class roster with pronunciation notes, seating charts for rows and table groups, allergy and medical notes, student supports and accommodations, helpers and class jobs, and pull-outs and early pick-ups.
04 Routines & Behavior
Eight classroom procedure boxes, attention signals and transitions, a behavior plan with steps and office referral notes, and lunch, recess and indoor recess.
05 Safety & Emergencies
Blank templates for fire and evacuation, lockdown, shelter and severe weather and one more drill, plus medical emergencies, an evacuation map page and an emergency headcount card with a go-bag checklist. You fill these in from your school’s official plan.
06 Dismissal
An end-of-day routine and a transportation list with bus numbers and car, walker and after-care checkboxes.
07 Contacts & Tech
Important contacts by role, technology and login notes (with a reminder never to write passwords in the binder) and building information.
08 Sub Plans
A one-day sub plan, Emergency Sub Plan Days 1, 2 and 3, and lesson detail cards for anything that needs more explanation.
09 Sub Tub & Extras
An emergency sub tub checklist, 20 low-prep activity ideas for elementary and secondary classes, early finisher and sponge activities, and six hall passes.
10 Sub Notes
A sub feedback form, a daily notes log for long-term subs and two editable thank-you notes.
Plus a binder cover, clickable contents page, setup and refresh checklist, 10 section divider pages, divider tab labels, sub tub labels and spine labels for 1, 1.5, 2 and 2.5 inch binders.
How it works
- Download the files and choose Word or PDF, in US Letter or A4.
- Work through the setup checklist, starting with Today at a Glance and the welcome letter.
- Copy your emergency procedures from your school’s official plan into Section 05.
- Print, hole punch and add the tab and spine labels.
- Refresh your plans and the sub tub after each absence.
File formats and software
- 2 editable Word documents (.docx): US Letter and A4. They open in Microsoft Word and LibreOffice, and you can upload them to Google Docs.
- 2 fillable PDFs: US Letter and A4, with clickable contents, bookmarks and over 1,700 fields. Use the free Adobe Acrobat Reader to type and save.
- A step-by-step user guide (.docx).
Customization: in Word every title, label and sentence can be changed, tables gain rows as you type, and placeholders like [Your name] are highlighted so you can spot them. The PDF keeps the design fixed while you type into the boxes.
Digital download
This is a digital product. No physical binder is shipped. You download the files right after purchase and can print as many copies as you need for your own classroom. The binder ships as blank templates with no student data.
Ways teachers use it
- A sick day with no time to plan: your sub opens the binder to Emergency Sub Plan Day 1 and the labeled copies in the sub tub.
- A planned PD day: fill in the One-Day Sub Plan the night before and clip copies behind it.
- A long-term absence: duplicate the plan and daily notes pages so your sub logs each day.
- A new school year: update the roster, seating chart and transportation list once and you are set.
FAQ
Is this binder for substitute teachers or classroom teachers?
It is for classroom teachers. You fill it in so your substitute has everything they need.
Can I edit the sub binder in Google Docs?
Yes. Upload the Word file to Google Drive and open it with Google Docs. Check print preview before printing, because spacing can shift slightly after conversion.
Does it work for middle and high school?
Yes. Duplicate the roster, seating chart and plan pages for each period, and use the secondary activity ideas in the sub tub section.
Does it include emergency sub plans?
It includes a one-day plan template and three emergency plan days, plus a sub tub checklist and 20 low-prep activity ideas. You add your own lessons and copies.
Are the emergency procedures specific to my school?
They are blank templates. You copy the procedures, signals and locations from your school’s official emergency plan.
Can I share it with my team?
The license covers your own classroom. Each teacher needs their own copy.
What paper sizes are included?
US Letter (8.5 x 11 in) and A4, in both the Word and PDF versions.
Personal use only (or use within your own classroom). You may not resell, share, or redistribute the files. © 2026 Taskdale. All rights reserved.
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