Key takeaways
- List each student with the one logging moment that already exists in the day.
- Write goals in plain observable terms a substitute can score without backstory.
- Flag only the supports and triggers that affect safety and logging.
- Tell the substitute to leave an honest gap with a note rather than guess.
- Scan the notes and gaps when you return, then pick the routine back up.
A substitute and coverage handoff is a single page that lets a covering adult keep your caseload's logging going: who to log, when, what each goal looks like in plain words, how to score it, which supports must continue, and what to do when unsure. Copy the template below, fill one row per student, and keep it in the sub folder.
The header
| Field | Fill in |
|---|---|
| Date or dates covered | |
| Covering adult | |
| Who to contact with a question (name and how) | |
| Where to log (paper sheet location, or device and app) | |
| Time-sensitive today (meetings, family calls, testing) |
The student rows
| Student | When to log | Goals in plain words | How to score | Must continue | Watch for |
|---|---|---|---|---|---|
| J.R. | End of the 9:00 reading block | 1. Starts work within 2 minutes. 2. Uses the break card instead of leaving the room. | Each goal: Y if met without a reminder, R if met after one reminder, N if not met | Give a 2-minute warning before transitions; break card stays on the desk | Pencil gripping and head down before leaving; prompt "You can use your card" |
How to fill each column
- When to log. Use the moment that already exists in the day, not an ideal one. "End of the reading block" is a moment a substitute can find.
- Goals in plain words. One to three per student, with no IEP shorthand. If you would need to explain a term, rewrite it.
- How to score. Give the exact marks to use. A three-letter code like Y, R, and N is faster than a scale.
- Must continue. Only the supports that affect safety or the student's ability to work. A covering adult can hold three or four notes, not the whole plan.
- Watch for. The early signs of a hard moment and the words to use. Keep it to one line.
Instructions to print at the bottom
- Log at the times listed. If a time is missed, log as soon as you can and note the time.
- If you are unsure how to score a goal, leave it blank and write one line about what you saw. Do not guess.
- If something unusual happens (an assembly, a fire drill, a hard moment), write one line next to that student's row.
- For anything about safety, call the contact at the top right away.
When you get back
Spend five minutes with the sheet. Note the gaps and the lines of context, enter the ratings into your usual record, and follow up on anything in the watch-for column. If the substitute left several blanks on one goal, the wording probably needs to be plainer next time.
If your school allows a covering teacher to log directly in the same system, sharing a caseload with a co-teacher covers access, and logging from a phone during class covers doing it without a laptop. The blog's guide to sub plans for IEP data collection goes deeper on which goals a substitute can realistically score. Rebuild the handoff each term as part of the caseload audit checklist.
Common questions
What should a substitute handoff include for students with IEPs?
For each student: the one moment to log, one to three goals in plain words, how to score them, the supports that must continue, what to watch for, and who to contact. Keep it to one page so it actually gets read.
Should a substitute collect IEP goal data?
Only on goals worded plainly enough that they can score them the way you would, and only where your school allows it. If a goal needs training to score, ask the substitute to note what they saw instead of scoring it.
What should the substitute do if unsure how to score something?
Leave the rating blank and write one line about what happened. A blank with a note is easy to interpret later; a guessed score is not.
How do I keep the handoff current?
Update it at the start of each term and whenever a goal or support changes. A handoff kept in the sub folder that is two goals out of date does more harm than a short, current one.