By the Meet to Manage team
A substitute teacher should be able to answer what to teach, when to join, and who can resolve a problem without searching through an entire chat history. Use this checklist when a teacher takes leave or another educator covers a scheduled class.
The downloadable text file is editable in a document or notes app. Complete one handover for each affected session, then keep it with the class record. It includes prompts for preparation, the live lesson and the return to the regular teacher.
1. Confirm the session before changing the schedule
Record the batch, subject, session date, start and end time, time zone, regular teacher and covering teacher. A date without a time zone is easy to misread when an online class includes families or staff in different locations.
Confirm the covering teacher's availability and subject fit before notifying families. Check whether the class time stays the same or changes. If it changes, identify who will update the timetable and who will confirm the change with families.
- Name the coordinator who owns the handover and record a work contact for questions.
- Specify whether this is one session or a series, including the regular teacher's return date.
2. Leave a lesson brief the next teacher can use
Write the last completed topic, today's learning objective and the next task in the programme. Link the precise worksheet or slide deck, including its version or page range. A folder labelled phonics is less helpful than the exact activity and where to begin.
For example, a fictional brief might say: Phonics A, 18:00-18:45 Asia/Kolkata; revise short a; use worksheet Short Vowels v2, pages 3-4; finish with the matching activity. This is an illustration, not a customer's lesson record.
- List essential materials and a short backup activity if the class finishes early.
- Include only teaching adjustments the covering teacher needs for this session.
3. Check access and communication before class
Ask the covering teacher to open the classroom and teaching materials before the session. Use their own authorised staff account. Keep passwords, payment information and unnecessary family records out of the handover.
Tell families who is covering the lesson and whether the time or joining process changes. Share only the relevant update through the centre's usual channel; the handover document itself is for the staff who need it.
4. Keep a short record during the lesson
Check who has joined, follow the agreed lesson objective and note any changes to the plan. Record completed pages, activities and practice assigned. If a learner cannot join, send the issue to the named coordinator instead of including private troubleshooting in a group message.
5. Close the loop after class
Before the next session, send the regular teacher a concise summary of what was covered, what remains unfinished and any follow-up needed. Keep attendance notes in the appropriate class record. Ask the coordinator to confirm that the handover is complete.
A useful handover ends with a clear next step: start worksheet page 5, revisit one concept, or contact a family about a missed session. Store the brief where authorised staff can find it, and remove access that is no longer needed.
Template questions
- Should the checklist contain family phone numbers or passwords?
- Do not include passwords or a whole contact list. Point the covering teacher to the authorised class record and give them a coordinator's work contact. Include only information needed to run the session.
- Does completing the checklist reassign the teacher automatically?
- No. This is a planning document. Your coordinator must update the actual timetable and teacher assignment in the system your centre uses, then confirm that the covering teacher can access the class.
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