Teacher Substitutions

Overview

The ‘Teacher Substitutions’ program allows you to:

• Search for existing substitution records (where you are either the substitute teacher or the substituted teacher).

• Search for additional substitution records for teachers in your department (where you have been defined as a HOD or Department Administrator).

• Add/Edit 'Class Task' information where you are the substituted teacher (use the 'Details' link).

• Enter ‘Feedback' on a substitute lesson you have taken (use the 'Details' link). Refer to the 'Substitutions’ article for more information.

It can be accessed by navigating to the Staff Kiosk Staff menu.

The 'Substitute' column on the Staff Kiosk Rollcall > Class Rollcall screen shows substitutions affecting your timetable for the day when you are registered absent or assigned to substitute for an absent teacher.

The ‘My Substitutions’ section of the Staff Kiosk Home Page displays a summary of upcoming substitute lessons that you will be taking and a link to this program via the 'See All' button.

Click here for an Administrator Note.

Teacher Substitutions in TASS.web

• Teacher Substitutions can be assigned and managed in TASS.web Student Admin > Teacher Records > Leave & Substitutions > Daily Substitutions.

• You can also view Teacher Substitutions on the Teacher Record in TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the ‘Substitutions’ tab.

User Security Permissions

Access to this program is controlled by the ‘Teacher Substitutions’ security point in TASS.web System Admin > Users > Portal Security Permissions for Staff Kiosk.

By assigning this permission, you are also granting the user access to the ‘My Substitutions’ section of the Staff Kiosk Home Page.

Contact your school’s TASS System Administrator for access.

Teacher Substitutions Grid

When you access the program, the screen will display a list of upcoming substitute lessons.

Use the filters at the top of the screen to return a different list of substitute lessons.

To sort by a column, click on the column heading. Hold down the 'Shift' key to sort by multiple columns and click the second and subsequent columns.

The Teacher Substitutions Grid summarises the following information for each substitution you have been assigned and the periods when you will be absent, and another teacher will be substituting for you.

Grid Column	Description
Date	The date of the substitution.
Day	The day of the substitution and the day code e.g. Monday [1].
Period	The timetable period description [Period Start Time and End Time]. e.g. Lesson 1 [8:30am-9:29am]
Code	The subject code of the class.
Subject	The subject description of the class.
Year Grp	The year group of the class.
Class	The class code of the class.
Room	The room code of the room where the substitution class will be held. Hover over the 'info' icon to display the room details. This includes any Room Changes.
Substitute For	The name of the teacher who is being substituted.
Substitute By	The name of the substitute teacher.
Action	Click the ‘Details’ link to access the ‘Teacher Substitution Details’ screen. The ‘Teacher Substitution Details’ screen can also be accessed from the ‘Edit’ link in the Tasks column of Staff Kiosk Rollcall > Class Rollcall, Staff Kiosk Home Page > My Timetable and My Current Period, and Staff Kiosk Staff > Staff Details > Timetable.

Teacher Substitution Details Screen

The 'Teacher Substitutions Details Screen' serves multiple purposes: it records tasks the class must complete when you are registered absent for a period, and it allows the substitute teacher to provide feedback when assigned to cover for an absent teacher

The read-only section at the top of the screen summarises substitution details similar to those in the Teacher Substitutions Grid, including date, day, period, subject, year group, class, room, who the substitution is for, their department and email, and who will be substituting, their department and email.

When You Have Been Registered as Absent for the Period

Fields that require further explanation
Class Tasks	The 'Class Task' section records and communicates class task details to the substitute teacher. You can enter up to 4000 characters. An example of a class task could be 'Read Chapter 3, pages 34-45. Then complete the exercises on page 46'. Use the ‘Check Spelling’ button to check your spelling.
Task Attachment	An attachment can be added in combination with 'Class Task' text (or instead of). e.g. A PowerPoint®-based lesson plan. Two options are available to attach a file to this task: Drag and drop a file from your computer. Use the '+Choose' button to locate the file. After a file has been uploaded, you can: Click ‘View’ to view an existing attachment. Click ‘Clear' to remove an uploaded attachment before clicking ‘Save’. Click ‘Delete’ to delete an existing attachment. Click ‘+Replace’ to replace the existing attachment with a new one.
Comment	This field is used to pass on general information regarding the class. You can enter up to 4000 characters. e.g. 'Remind Mark Jacobson that his assignment extension expires on Thursday'. Use the ‘Check Spelling’ button to check your spelling.
Comment Attachment	An attachment can be added in combination or instead of the 'Comment' text. Two options are available to attach a file to this task: Drag and drop a file from your computer. Use the '+Choose' button to locate the file. After a file has been uploaded, you can: Click ‘View’ to view an existing attachment. Click ‘Clear' to remove an uploaded attachment before clicking ‘Save’. Click ‘Delete’ to delete an existing attachment. Click ‘+Replace’ to replace the existing attachment with a new one.

The ‘Feedback’ and ‘Feedback Attachment’ fields are for the substitute teacher to complete. You can review these fields after the substitution. See the next section below for more information.

Select the 'Save' button to save the Class Tasks, Task Attachment, Comment or Comment Attachment.

What happens when you click ‘Save’ depends on your school's configuration for Daily Substitutions in TASS.web.

Substitutes may receive an automated email or SMS, depending on your school's communication system.

If your school has automated emails set up:

• The 'Class Task' information entered for a class will then be emailed to the substitute teacher as the substitution is allocated to them.

• You (being the absent teacher) and the TASS.web substitutions administrator, and are also cc’d on the emails sent to substitute teachers.

• Automated email updates are also generated when Class Tasks change. These trigger when updating Class Tasks, Task Attachment, Comment, or Comment Attachment.

Substitution-related email templates are system-generated and cannot be modified.

When You Have Been Assigned a Substitution for Another Teacher Who Is Absent

When assigned to substitute for an absent teacher, you may receive an automated email or SMS, depending on your school's communication system.

Substitution-related email templates are system-generated and cannot be modified.

The link within the email will direct you to the Teacher Substitution Details Screen, where you can review the class tasks, attachments, and comments from the absent teacher.

Fields that require further explanation
Feedback	The ‘Feedback’ field allows the substitute teacher to provide the class teacher with feedback after the substitution. You can enter up to 4000 characters. e.g. ‘I reminded Mark Jacobson about his assignment extension. Sally Smythe may need an extension. Your class is so lovely. Happy to substitute for you anytime.’ Use the ‘Check Spelling’ button to check your spelling.
Feedback Attachment	Use the ‘Feedback Attachment’ field to attach additional feedback files for the teacher. You can add an attachment along with or instead of the 'Feedback' text. e.g. An image or proof of a completed class task for assessment. Two options are available to attach a file to this task: Drag and drop a file from your computer. Use the '+Choose' button to locate the file. After a file has been uploaded, you can: Click ‘View’ to view an existing attachment. Click ‘Clear' to remove an uploaded attachment before clicking ‘Save’. Click ‘Delete’ to delete an existing attachment. Click ‘+Replace’ to replace the existing attachment with a new one.

After you have added your Feedback Text or Feedback Attachment File, click ‘Save’.

What happens when you click ‘Save’ depends on your school's configuration for Daily Substitutions in TASS.web.

If your school has automated emails set up, the class teacher will be notified that Feedback is available via an automated email.

Substitution-related email templates are system-generated and cannot be modified.

Related Resouces

• Accessing Substitutions from the Staff Kiosk Rollcall program

• TASS.web Daily Substitutions