Preparing for a substitute teacher can be another job to add to an already busy school day.

And when cover is needed unexpectedly, there isn’t always time to write several pages of instructions.

Having a simple classroom handover sheet ready can make things easier for both the regular class teacher and the person coming in to cover.

The aim isn’t to document every detail of the classroom. It’s to make sure the substitute teacher has the information they need to get started, follow familiar routines and know where to ask for help.

Here are a few things worth including.

1. The daily timetable

Start with the structure of the day.

Include the main teaching blocks, subjects and planned activities.

Make sure break times, yard duty and any changes to the usual timetable are clearly noted.

If there are assemblies, special activities or timetable changes, add those too.

A substitute teacher should be able to look at the sheet and quickly understand what is happening next.

2. Classroom routines

Every class has routines that pupils become familiar with.

These might include how children enter the classroom, where they collect materials, how they ask for help or what happens when work is finished.

You don’t need to write an essay about them.

A few short notes can help the substitute teacher understand how the classroom usually works.

Maintaining familiar routines where possible can also make the change in teacher easier for the class.

3. Useful school contacts

A substitute teacher may be unfamiliar with the school building and staff.

Make it easy to find help by including the relevant school contacts.

Useful information could include:

• School office
• Principal or deputy principal
• A nearby teacher
• Where to find school procedures

It is also helpful to explain where the substitute teacher can find materials or who to speak to if plans change during the day.

4. Work and classroom activities

The handover should make planned activities easy to follow.

Where possible, note the subject, activity and any materials required.

If the class is continuing work from an earlier lesson, include a short explanation of where they are in that work.

Try to distinguish between activities that need direct teaching and those pupils can complete more independently.

For a one-day absence, a clear timetable and a manageable set of activities may be more useful than a lengthy plan.

5. Additional classroom supports

A substitute teacher may need to know about important routines, classroom arrangements or support strategies.

This should be shared thoughtfully.

Avoid writing sensitive pupil information in a general handover document that could be misplaced or accessed by others.

Information about individual pupils should be communicated only where needed, through the school’s established arrangements and with appropriate safeguards.

The Data Protection Commission provides a Data Protection Toolkit for Schools, which includes guidance relevant to handling personal information in school settings.

6. Keep the plan short and easy to find

A handover doesn’t need to be complicated.

For routine daily cover, one clearly organised sheet can bring together the main information.

It can also be worth keeping a blank copy somewhere accessible, so it is ready when needed.

The information can then be updated for the particular day and class.

Download our free Substitute Teacher Daily Plan

We’ve created a free one-page printable for Irish primary teachers.

The Substitute Teacher Daily Plan includes space for:

• Teacher and class details
• School contacts
• Break times and yard duty
• Key classroom information
• Daily timetable and activities
• Classroom routines and supports

It is designed to be printed and completed without unnecessary preparation.

Download the free Substitute Teacher Daily Plan.

A small tool for busy school days

No handover sheet can cover every situation, and schools will have their own procedures.

But having essential information organised in one place can make an unfamiliar classroom easier to navigate.

If you’re preparing cover for your class, or beginning a day of substitute teaching, a clear daily plan is a useful place to start.

You can also explore our other free teacher resources:

• Parent–Teacher Meeting Notes
• Weekly Planner for Teachers
• Browse Teacher Wellbeing & Tools