How to Setup Teacher Substitutions
This document outlines the setup requirements that need to be followed in order to set up the Teacher Substitutions system within Teacher Records.
Step | Menu Path | Details | ✅ |
1 | TASS.web System Admin > Users > User Maintenance. | Review each user account that will be using Teacher Substitutions within TASS.web and ensure that the email and phone fields are populated correctly. Important! Information in these fields will be used by Teacher Substitutions when emails and SMS messages are sent to Substitute Teachers. This requires email relay to be configured on your mail server. | 🔲 |
2 | TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Periods' tab. | Inspect each period for the timetable and review the 'Load' value. The load value is used by the Teacher Substitution system to calculate the Teaching load for each teacher. The system will calculate the teaching load for each teacher by adding the load of each period for which the teacher is timetabled. | 🔲 |
3 | TASS.web Student Admin > Timetable > Setup Information > Timetable Calendar Setup. | Ensure that a Timetable Calendar exists for each timetable that is used for Teacher Substitutions. Important! A Timetable Calendar must be set up for the Substitution system to function. | 🔲 |
4 | TASS.web Payroll HRM > Employee/HR > Employee Information > Employees. | Select the option 'Include Teachers'. Then click 'Print' and select the additional fields 'Mobile', 'SMS Enabled' and 'Email'. Review the list and ensure that all teachers have a mobile, are SMS enabled and contain an email address. These will be used by the Teacher Substitution system to SMS and/or email to teachers notifying them of substitutions. Important! Mobile phone numbers should be entered in full without alphabetical characters or spaces. Multiple mobile numbers can be entered delimitated with a semicolon. To send SMS messages notifying teachers of substitution allocations your school must have the SMS functionality enabled. For more information, refer to 'SMS Notification Setup Checklist'. | 🔲 |
5 | TASS.web Student Admin > Teacher Records > Setup Information > Teacher Records Setup on the 'Contact Details' tab. | Ensure an email address is entered into the email field. Multiple emails can be entered delimited by a semicolon. | 🔲 |
6 | TASS.web Student Admin > Teacher Records > Setup Information > Teacher Records Setup on the 'Leave Reasons' tab. | Enter Leave Reasons to be used, e.g. Sick, PD, Annual Leave. | 🔲 |
7 | TASS.web Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry. | Review and update the 'Substitute Teacher' flag on each teacher record where required. This field can also be maintained on each individual teacher Record. | 🔲 |
8 | TASS.web Student Admin > Teacher Records > Teacher Information > Teacher Competency Grid. | Review and update the 'Teacher Competencies' for each teacher where required. This information can also be maintained on each individual teacher Record. | 🔲 |
9 | TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the 'Unavailable Periods' tab. | Review and update the 'Unavailable Periods' for each teacher where required. | 🔲 |
