Last updated on May 17th, 2024 at 03:02 pm
If you’re planning to take on a classroom for a long-term period of time, it’s best to keep parents and caregivers in the loop. After all, you’ll be with their children all day, every day for weeks to months at a time. Take a few minutes to craft a friendly introduction letter, and set your long-term substitute teaching stint up for success.
Work with the teacher you’re covering
If possible, like in cases of a planned leave, collaborate with the teacher you’ll be filling in for. Get as much information about running his or her classroom as possible. In one of my long-term subbing jobs, I was fortunate to be paid a regular substitute’s rate to come observe the teacher for a day. If you’re blessed with this kind of opportunity, take notes. Don’t be afraid to ask questions, no matter how silly. I’m sure they’d prefer you ask now, before the leave, than during their absence.
Example question: “I’ve noticed you give Lenny a wink at various points throughout the day, and he stands in the back of the room. Is this some sort of secret code or are you being a total creep?”
Example answer: “Actually, it is. Lenny has an IEP for his diagnosis. His accommodations allow him to take standing breaks when needed. He can initiate a break by giving me a thumbs-up sign, or I can remind him to take his break with a wink. Does that make sense? We can talk to Lenny about how you’ll be able to take over this accommodation for him when I’m gone…”
Again, I repeat that no parts of the day should be shrouded in mystery, because you won’t want to be left wondering when it’s all down to you.
If your long-term sub gig does not include a day spent observing the teacher in his or her classroom before the absence, precious information is going to be more scarce.
Even so, try to collaborate with the teacher you’re covering for and get on the same page as much as possible. Meet up or chat on the phone to get all of the details of the role.
Sometimes long-term sub positions open up because of an unplanned leave. If a teacher has to exit suddenly, there’s not going to be communication ahead of time. I’ve also experienced this kind of job, and it’s significantly tougher to get the necessary information to run the classroom.
To sum this part up: As much as possible, learn from the teacher you’re substituting for. In addition to covering all the details of the classroom, ask the teacher for guidance on parent communication. What modes do they prefer you use, and how often? You can draw up a sample introduction letter and show it to the teacher if you prefer. It’s important that parents and caregivers are given a strong message that you and the teacher are a united front.
A sample introduction letter
I’m including a fictitious long-term substitute intro letter here. Use this as a guide, edit it or copy it completely. (Though I’d prefer you not use my photograph, because that’s a little weird.)
Here is the full text of the letter:
“Hi! I’m Miss Miller. I’ll be your student’s long-term substitute teacher from January through March. Mrs. Fry and I are working together to make this transition smooth and stress-free. I’m excited to get to know the students better, and to see what we can accomplish together this spring! My contact information is included below if you’d like to get in touch with me. Thank you in advance for being a supportive member of the Fry/Miller classroom team! Email: miss.miller@schooldistrict1.net.
A little about me:
College: University of Florida
Favorite activities: reading, CrossFit,
board games, music
Favorite food: Lasagna
Favorite treat: Chocolate
I have a feisty kitten named Pepper!”
Obviously, you can change any part of the letter. This is just what I would do. And I’ve long-term subbed twice now, so that makes me some sort of an expert, probably.
I’ve included justifications for each line of the introduction to help you see their importance. Each sentence plays a role in giving crucial information and gaining trust with families. This is parental communication gold, as far as I’m concerned.
Information you absolutely need to include in your long-term substitute introduction:
- Your name
- The dates of your term (This can be approximate.)
- Contact info (I’d stick to a handy dandy school email address. They provide subs with an email in my district.)
Information that is just fun to include in your long-term substitute introduction:
- Your qualifications (This is not necessary, but if you have a degree or certification you want to make known, go for it!)
- Fun, relateable info like what hobbies you have that are more socially acceptable than phone-scrolling or perfecting your iced coffee order
Information that you definitely should not include in your long-term substitute introduction:
- The reason for the classroom teacher’s absence. Unless they specifically tell you to talk about this, but even then, I’d check with school administration before blasting ahead. Also, is that information necessary for families to know? Maybe in very specific situations it could be. In my opinion, families just don’t really need to be informed of their beloved second grade teacher’s intensive gall bladder surgery.
- That you are doing this for the money. (Even if you are doing it for the money.)
Setting yourself up for long-term subbing success
Long-term subbing is a unique position for such special people like you and me. The experiences in the gig can range from a downright movielike impossibility to heartwarmingly wonderful. (I’ve personally lived through this gamut, so take some time to read my other blog posts about long-term subbing if you’re curious).
There’s a lot expected of the long-term substitute. My hope is that this information can be one more resource to add to your collection. Set yourself up for success by opening up the line of communication with the students’ parents and caregivers, by showing your professionalism, and by reassuring them that not just some random person will be leading their child’s classroom for months.
That temporary leader will be you, and you will rock it.
Here’s the editable version of the long-term substitute introduction letter. (To use it, you’ll need a Google account. Read the instructions at the bottom for printing.)
Other long-term substitute resources on the blog:
- 6 Key Tips for Success as a Long-Term Sub
- The Complete Guide to Long-Term Subbing
- Is It Worth It to Long-Term Substitute Teach?
- Considering a Long-Term Sub Position? 3 Reasons to Pause
- My Experience Long-Term Subbing for a Planned Leave
- My Experience Long-Term Subbing for an Unplanned Leave
