You keep the records and handle the logistics that let the Sunday School President lead. Class schedules, teacher assignments, meeting minutes, and substitute coordination — you are the organizational memory of the Sunday School presidency.
Day One
Do These Things First
Meet with the Sunday School President.↗ text
Ask: What records exist and where are they? How often does the presidency meet? Is there a counselor, and what's the division of responsibility? What does he or she need from a secretary most urgently?
Get the current teacher list and class assignments. Know who's teaching what, which classes exist, and whether there are any open or temporary assignments. This list is the foundation of everything you track.
Meet the outgoing secretary if possible.
Get any handoff on records, substitute lists, ongoing situations, and files or documents in use. A good handoff saves weeks of reconstruction.
Get access to existing records. Is there a shared document, a spreadsheet, a binder? Whatever system exists, learn it before you change it. Once you understand what's there, you can decide what needs improving.
Know the Come, Follow Me schedule. The adult Sunday School class follows Come, Follow Me. Know where the year's reading is currently and what's coming in the next few weeks. Understanding the curriculum helps you support teachers and coordinate coverage gaps.
Your Role
What the Sunday School Secretary Actually Does
Sunday School is a lean organization — a president, up to two counselors, a secretary, and the teachers. As secretary, you carry the full administrative layer: teacher rosters, class schedules, meeting minutes, and substitute coordination. In a small organization, that work is visible and consequential.
The most time-sensitive part of the job is substitute coordination. When a teacher is sick Sunday morning, someone needs to arrange a replacement quickly. That someone is usually you — which means you need a substitute list ready before you ever need it.
You are the organizational memory. When the president needs to know who taught a class six months ago, who's been substituting frequently, or which teachers have been in their calling the longest, you're the one who knows — if you've kept the records. A well-kept secretary file makes every future handoff easier and protects teachers from falling through administrative gaps.
You report to the Sunday School President. Keep records current, take minutes that are actually useful, and stay a step ahead on substitute coverage. Those three things cover most of the job.
Weekly & Monthly Rhythm
The Regular Work
Presidency meetings
Take minutes — focused on decisions and action items, not a full transcript. Circulate a brief summary after each meeting. The presidency should be able to review it in two minutes and know exactly what was decided and who's responsible for what.
Teacher scheduling
Maintain the current teacher-to-class list. When a teacher is newly called, released, or reassigned, update the record immediately. Don't let the official list drift from reality — discrepancies surface at the worst moments.
Substitute pool
Keep a short list of members willing to substitute on short notice — ideally 3–5 people. When a teacher is absent Sunday morning, you (or the counselor) work down that list. Having it ready before you need it is almost the whole job.
LCR sync (monthly)
Cross-check your teacher list against LCR via the ward clerk. Teachers who've moved away but weren't officially released, or newly called teachers not yet in the system, create invisible problems. Monthly is enough to keep things clean.
Annual review
Once a year — usually near the start of the Come, Follow Me cycle — review the full teaching schedule. Are there classes that are understaffed? Teachers who've been in their calling a long time and might need a change? Bring that picture to the president.
Records
What to Keep
Teacher roster
A current list of every Sunday School teacher: name, class assignment, date called, and contact info. This is the document you'll update most frequently and refer to most often. Keep it somewhere both you and the president can access.
Substitute list
Separate from the teacher roster — this is the list of members who've agreed to substitute on short notice. Include their name, phone number, and any class preferences or limitations. Review it a few times a year to make sure it's still accurate.
Presidency meeting minutes
Brief notes from each meeting: date, who attended, decisions made, action items assigned. Not a transcript. A one-page summary that someone could read in two minutes and understand what happened.
Handoff file
Keep everything organized well enough that your replacement can pick up where you left off without a full briefing. When you're released, a clean handoff is one of the most useful things you can do for the organization.
Key Contacts
Who You Work With Regularly
SS President
↗ text
Your direct leader. Keep records current and communicate proactively — especially teacher concerns, substitute shortfalls, or anything that needs a decision.
SS Counselor
↗ text
Your day-to-day partner — especially for substitute coordination on Sunday mornings when a teacher is out.
Ward Clerk
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LCR access and official calling records. When teachers are called or released, he or she updates the official record — you keep your roster in sync with it.
SS Teachers
The full roster of Sunday School teachers — their class assignments and contact info belong in your records. Know who they are.
Quick Notes
Operational Notes
Log your teacher list, substitute pool, meeting schedule, and anything worth handing off when you're released.