Day 17: Build an Emergency Lesson & Substitute Folder
School libraries are wonderfully unpredictable.
- A teacher gets called into a meeting.
- A class arrives earlier than expected.
- You’re asked to cover another class.
- You wake up sick.
- A family emergency keeps you at home.
No matter how carefully we plan, life occasionally reminds us that not every day will go according to schedule. That’s why today’s Quick Win may become one of the most valuable preparations you make all year.
Create an Emergency Lesson & Substitute Folder. You hope you’ll rarely need it. But when you do, you’ll be incredibly glad it’s ready.
Why It Matters
When unexpected situations arise, stress often comes from not knowing what to do next. A well-prepared folder removes much of that uncertainty.
Instead of scrambling to create plans while you’re sick—or trying to explain your library to someone unfamiliar with it—you’ll know everything needed is already in one place.
Even better, your students will continue to have a meaningful library experience. A substitute doesn’t need to know everything you know. They simply need clear directions and easy-to-manage activities. Preparing now gives everyone confidence later.
Your 30-Minute Challenge
Gather a folder or binder and begin assembling materials you’ll be thankful to have on hand. Don’t worry about making it perfect. Start with the essentials. You can always add more throughout the year.
Include Emergency Lessons
Choose activities that work with a variety of grade levels and don’t require extensive preparation.
Ideas include:
- A favorite read-aloud with discussion questions
- A library scavenger hunt
- A book-themed word search or crossword
- A “Would You Rather?” reading activity
- Book recommendation pages
- Book Bingo
- Reading response sheets
- Coloring pages for younger students
- A simple library skills review game
Select activities that can be completed independently if needed.
Prepare Substitute Information
Help someone unfamiliar with your library feel confident.
Include information such as:
- Daily schedule
- Library class schedule
- Emergency procedures
- Checkout and return procedures
- Seating arrangements (if applicable)
- Technology instructions
- Where supplies are located
- Student helper information
- Contact information for someone who can answer questions
The more clearly organized your folder is, the more smoothly the day is likely to go.
Add Helpful Extras
Think about questions a substitute might have.
Include things like:
- Library maps
- Passwords or login instructions (following your school’s policies)
- Class lists
- Bell schedules
- Copies of library expectations
- Blank attendance sheets if needed
- Frequently used phone numbers
A few extra pages can prevent a lot of confusion.
Try This Today
Choose one lesson that has always worked well with students. Print everything needed to teach it. Then write simple step-by-step directions as though someone has never taught in your library before. Avoid educational jargon or assumptions. The clearer your instructions, the more successful the lesson will be. When you’re finished, place everything together in one clearly labeled folder or binder.
Bonus Tip
Review your folder once each semester.
- Update schedules.
- Replace used copies.
- Add new favorite activities.
- Remove outdated information.
An emergency folder is only helpful if the information inside is up to date. Set a reminder on your calendar now, and you’ll never have to wonder whether it’s up to date.
Preparing for the unexpected isn’t pessimistic. It’s practical. None of us likes to imagine missing school unexpectedly. But taking a little time today means you won’t have to worry if that day comes.
More importantly, it allows you to care for yourself or your family without feeling guilty about leaving someone else unprepared.
Your library doesn’t depend on one perfect day. It thrives because you’ve thoughtfully created systems that continue serving students, even when plans change. That’s not just good organization. That’s good stewardship.
And your future self will be grateful you took the time to prepare.
Reflection Question
Imagine receiving a phone call at 6:00 tomorrow morning telling you that you can’t come to school.
Would someone else know how to care for your students and your library?
If not, what’s the first page you’d want to add to your Emergency Lesson & Substitute Folder today?
For more in the August in the Library series, click here.
For more Library Administration posts, click here.
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