NAVIGATING THE CHALLENGES: A SURVIVAL GUIDE FOR SPECIAL EDUCATION TEACHERS ON SHORT-STAFFED DAYS

You walk into your classroom, coffee in hand…when you get the text that one of your paras has called out sick. Unfortunately, para shortages and lack of substitutes are a reality in the education system. It can be hard enough to find paraprofessionals to fill positions, but then add on the difficulty of keeping them healthy when they are working with a classroom full of small children- it makes last-minute call outs too common.

So what do you do when you show up to teach and you're facing another day short-staffed? Let's talk real strategies, not just toxic positivity. Here we go!

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The Reality of Being Short-Staffed in SPED

We know how essential paraprofessionals are in the world of special education. We depend on them greatly to support student behaviors, run student programs, assist in general education, and so on. So when we are short-staffed, it hits us hard. Para shortages put an extra toll on teachers- the guilt of not being able to give students what they need and stress of trying to be two people at once can easily lead to burnout. It's so important that we plan for this reality before it happens.

Survival Strategies for Short-Staffed Days

First things first, we have to prioritize student safety and supervision. Take a quick look at your classroom. Which students need 1:1 support, and which students are more independent? Your classroom goals and daily lessons will be adjusted based on staffing.

Independent work systems are a game changer in SPED, but their usefulness really shines on those short-staffed days. When you have systems set up and are focused on teaching your students to be independent, they are less dependent when a para is out sick, and they know how to follow the routines that are already in place.

Take some time beforehand to prep different independent work activities that can be pulled on emergency short-staffed days. When you have a stash of file folders, task boxes, independent worksheets, or digital centers prepped and ready to go, it's easy to grab them and add in an extra independent work station when needed.

I work with some teachers that have emergency speech bins for days where the SLP is in meetings and speech services are not provided. You can create the same type of system for short staffed days!

After the pandemic, I had a year from hell where I consistently had paras out sick. They were only following the district policy, but it was burning me out and my students were not supported. I needed a solution so that I didn't walk out mid-year. So I created a "One-Man Down" schedule. I looked at my students, determined where we needed to shift to make sure that behavior and safety needs were met, and had a schedule ready to go. I trained my staff so that we could all be flexible and adjust on those short-staffed days. It was a game changer for my mental health, and I didn't have to scramble every morning to figure out how to get through the day.

My One-Man Down Schedule kept the core routines as an anchor, but shifted staff to support high need students, and grouped students that were able to be grouped for activities. This helped a ton because students were not thrown off with a completely different schedule.

In order to effectively use a "One-Man Down" Schedule, staff need to know how to work with all of the students in the classroom. This can be time consuming for training, but the more you have in place to support, the better. For example, create quick checklists or written steps for rotating staff. Have the paras that usually work with certain students type up an outline for their usual schedule, along with any tips and tricks they've learned.

Lean on what you've already built in your classroom structure. When you've got solid visuals, routines and reinforcement systems in place from the beginning of school, they will save you on short-staffed days. That structure really pays off when you're adjusting for paraprofessional shortages.

Behavior Management When Understaffed

Let’s be real. Short-staffed days can turn into behavior explosions real quick if we’re not thinking ahead. When there are fewer adults in the room, we’ve got to lean hard into proactive behavior management strategies.

Timers become your best friend. Visuals are non-negotiable. Use preferred activities strategically to keep students engaged and reduce downtime. Have a couple of “emergency choice boards” or token boards ready to go, just in case things start to go sideways.

And here’s the tough love part: You have to let go of the idea that everything will get done perfectly. Yes, we still hold our students to high expectations but it’s okay to adjust how we get there. If you have to shift goals, simplify tasks, or skip a less essential activity to keep everyone safe and regulated, do it. Your classroom won’t fall apart because you made a smart decision.

Self-Care and Mindset Hacks for Survival

Ok, let’s talk about you for a minute. Short-staffed days aren’t just exhausting, they mess with your head. The guilt, the pressure, the mental load of trying to do it all with half the people? It adds up fast. Nothing makes you feel like a crappy teacher like a short-staffed day. That’s why your mindset matters more than ever on these days.

Start by giving yourself permission to simplify. You don’t need to run the Pinterest-perfect lesson plan. Keep the core routines. Keep the kids safe. Keep yourself functioning. That’s a win. If you're feeling that rising guilt or frustration, take 30 seconds to pause. Ask yourself: “What absolutely has to get done today and what can wait?” 

When the day is over, do one thing just for you. Sit in your car for five quiet minutes, grab an iced coffee, blast your favorite playlist. Take a few minutes to decompress before you move on to the other roles in your life.

What to Prep Ahead of Time for Crisis Days

The best time to plan for short-staffed chaos is when you're not already in it. I highly recommend putting together a Short Staff Binder (or you can call it a “One-Man Down Folder,” like I did). This thing will save your sanity when someone calls out last-minute and you’ve got two minutes to rework the day.

Here’s what to include:

• Student mini-profiles with support needs and safety concerns

• One-Man Down schedule template

• Behavior strategies that work for each student

• Quick visual schedule templates

• Independent work checklists

• Emergency sub activities

• A list of routines and any crisis protocols (especially important if you work with students who may elope, have medical needs, or high behavioral support)

  
  

Even better? Have your paras help you build it. They know what works and they’ll be more confident jumping into another role when they helped prep the plan.

Final Thoughts + Encouragement

Let’s just go ahead and say it: Being a special education teacher on a short-staffed day is hard. Really hard. And if you’ve made it to the end of this blog post, I want you to hear this loud and clear:

It’s not your fault.

You are doing enough.

Your students are lucky to have someone who cares this much.

The fact that you're here, reading a blog post about planning for short-staffed days, proves you’re going above and beyond for your kids. So give yourself credit, give yourself grace, and give yourself a night off when you can.

If you have a tried-and-true short-staffed day strategy, drop it in the comments! We’re in this together. And we’re gonna make it. 💪