GlanceSheetWhat a sub really needs
A substitute walks in at 7:50, often without having met any of the students, and has a few minutes to get ready. The plan for a student with an IEP or 504 plan may be fifteen pages. The sub needs about ten lines: what is this child good at, what helps, what might go wrong and what to do, and who is down the hall to ask. The sub and para version is made for that moment.
What is on the sub and para sheet
- Header. The student's initials or name, grade and school year, titled “Student at a Glance.” There is no plan type, case manager line or dates.
- Strengths and interests. Something to start a conversation with.
- What helps. Strategies the adult can use straight away.
- Watch for. Early signs that the student needs a break or support, and what to do.
- Accommodations. What the student gets, grouped by type, so a sub can set up the day.
- Key contacts. Who to ask, by role: the teacher next door, the case manager, the counselor.
It omits dates, goals, services, modifications, the behavior plan note and the health and safety note. If a student has a safety need that a sub must know about, tell the sub through your school's usual process, and do not rely on this page alone.
Writing for someone who does not know the student
Be concrete and kind. “Gets upset easily” does not help, but “If he puts his head down and goes quiet, offer a break at the calm corner and check in after five minutes” does. List what the adult can say and do, in the order they will need it. Avoid labels and shorthand that only the team understands.
Keep the contacts honest: a role and a room or extension, such as “Ms. Okafor, special education, room 114,” is more useful than an email nobody is checking.
How to hand it over
Print one page per student, paper-clip them in alphabetical order by initials, and put a class matrix on top. Mark the folder confidential. Each sheet already says so and reminds the reader that it is a summary and not the IEP. Student records are protected information, so use the tools your district approves and follow its rules on where records are stored and who may see them. GlanceSheet keeps what you type on your own device and uploads nothing, but it cannot know your district's policy.
To build the rest of a caseload, start at the main IEP at a glance page, or browse the accommodations checklist for plain-language wording.
Related free tools
- IEP data sheet generator: collect data on the goals in each student's IEP.
- IEP progress monitoring graph: graph goal progress for progress reports.
Frequently asked questions
What goes on a student snapshot for substitute teachers?
Strengths and interests, what helps, what to watch for, the student's accommodations, and who to ask. It leaves out dates, goals, services and eligibility, which a sub does not need and a hallway should not see.
Why leave out goals and services?
A sub needs to know how to support the student today. Goals and services matter for planning and are in the full IEP, and a shorter page is more likely to be read in the five minutes before class.
Should a sub see a student's disability or diagnosis?
Usually not. Describe what the adult should do and watch for, not the label. Where your school allows more detail, the case manager decides what a substitute needs. Follow your district's rules on student records.
How do I give these to a sub who has never been in the building?
Many teachers keep a sub folder with the sheets for the class, with a class matrix on top. Handle the folder as confidential, keep it with the teacher or office, and do not leave it open on a desk.
Can paraprofessionals use the same sheet?
Yes. A para who supports several students can keep a sheet for each of them. If a para works with one student all day, the case manager may share more detail, such as the full accommodation list or the behavior plan note.
More templates and guides
Last updated · Written by the Rooh Sites team. A summary tool, not legal advice. Follow the full IEP or 504 plan.