TER - Daily Substitutions

Daily Substitutions Overview

Schools can use this program to easily allocate someone to substitute, see everything from the status of classes, to all the timetabled classes and leave in one spot and make changes quickly. With this program you can:

• View a list of teachers and details of their timetables indicating if a substitution is required, allocated or not required
• Add teacher leave records in the 'Teacher Leave' program by selecting the '+ Add Teacher Leave' button 
• Manage teacher substitution records in the 'Teacher Substitutions Maintenance' program by selecting a red, green or mauve period from the 'Daily Substitutions' matrix
• Send an email and an SMS to the substitute teacher using the 'Teacher Substitution Notifications' program access by selecting the '+Notify All' button
• Generate a  'Leave and Substitution Report'
  
  

This program displays all teachers who are on leave for the selected day or week. The 'Daily Substitutions' matrix can be viewed as either a grid or a list. You can switch between the views using the icons at the top of the screen.  The grid will primarialy be used for managing substitutions.  Managing leave records will be accomplished via the list screen.

It is important to understand that there is a distinctive difference between a 'Leave' record and a 'Substitution' record. The 'Leave' record is used to record the teacher who is absent from the school, and the 'Substitute' record is used to record who is taking the classes for that absent teacher. A 'Substitute' record cannot be entered if a respective 'Leave' record for the absent teacher does not exist.

Periods that ‘Require a Substitute’ can be defined as periods within the selected timetable where a teacher is on leave for a timetabled class that contains students and has not been flagged as ‘No Substitute Required’.

Colour Descriptions

The cells in each table are colour coded as follows. Where the teacher has classes, leave or substitutions in another timetable they will also be displayed using a faded version of the same colours. If the periods from other timetables have different start and finish times, they may conflict with multiple periods in the selected timetable.

Filters

There are a number of filters you can use to limit the number of teachers included in the Teachers table. 

Filters that require detailed information
Date	The date of the calendar displayed or the first day of that school week in 'Weekly' view.  The calendar icon next to the date launches a popup Calendar picker that shows the Substitution Status of each day as follows: Days where there are one or more periods that ‘Require a Substitute’ and a substitute has not yet been allocated will be highlighted in red. Days where substitutes have been allocated to all periods that ‘Require a Substitute’ will be highlighted in green. Use the ‘<’, ‘>’ icons to move the date forwards or backwards 1 day at a time. The ‘Today’ button returns the grid or list to today’s date.
Day/Week	Use this to view the grid or list as a single day or a week. When ‘One Week’ is selected, the periods for next five school days are displayed beginning with the selected date. NB: You cannot use the 'Notify All' option when you are in 'Weekly' view
Timetable	This is the timetable being used to populate the teacher list and all information in the Teachers section.  This filter will only be displayed when ‘Multiple Timetables Enabled’ in Student Admin > Timetable > Setup Information > Timetable Setup is set to ‘Yes’. When Multiple Timetables are not enabled the current timetable will be displayed by default.
Teachers	Filter Description All Teachers Includes all teachers (no filtering applied). Teachers on Leave Teachers who have a leave record for the day or days displayed in the grid. Teachers with Substitutions Teachers who are substituting for another teacher in the selected timetable for the day or days displayed in the grid. Available Teachers from this Timetable Teachers who teach in the selected timetable and are available for one of more periods in the selected timetable for the day or days displayed in the grid (they must be timetabled for at least one class in the timetable). Available Teachers from other Timetables Teachers who teach in any timetable and are available for one of more periods in the selected timetable for the day or days displayed in the grid (they must be timetabled for at least one class in any timetable). All Teachers without a Timetable Teachers who do are not in any timetable.
Substitute Teachers	Includes only teachers where the ‘Substitute Teacher’ flag on the Teacher record is set to ‘Yes’ in Student Admin > Teacher Records > Teacher Information > Teachers on the 'General' tab. Use this in conjunction with these teacher filters: All Teachers Available Teachers from this Timetable Available Teachers from other Timetables All Teachers without a Timetable
Availability	Use the options to include or exclude teachers based on their availability. You can select more than one option. Use this in conjunction with these teacher filters: All Teachers Available Teachers from this Timetable Available Teachers from other Timetables All Teachers without a Timetable
Substitution Status	Use this to view: All Substitute Statuses - displays everything Complete - displays only the teachers who have had substitutes allocated for all periods that ‘Require a Substitute’  Incomplete - displays teachers who have one or more periods that ‘Require a Substitute’ and have not had a substitute allocated This filter is only active when one or more of the ‘Teachers on Leave’ option is selected in the ‘Teachers’ filter otherwise it will be disabled.
Teacher	Use this to search for one or more teacher by their name.
Department	Use the options to include only teachers from one or more departments. You can select from: All Departments (no filtering) By Department  N.B. When multiple departments are selected, teachers who are in any of the departments selected are included. For example, if ‘Maths’ & ‘English’ are selected teachers who are in the Maths or English department will be displayed.
PC/Tutor Group	Use the options to include only teachers from one or more PC/Tutor groups. You can select from: All PC/Tutor groups(no filtering) By PC/Tutor groups N.B. When multiple PC/Tutor Groups are selected, teachers who are in any of the PC/Tutor Groups selected are included. For example, if ‘A1’ & ‘A2’ are selected teachers who are in the A1 or A2 PC/Tutor Groups will be displayed
Refresh	When clicked, the screen will be refreshed with new data.

Calendar

Displayed to the right of the grid, the days in this calendar are highlighted to show the Substitution Status of each day as follows:

• Days where a required substitute has not yet been allocated are red
• Days where a required substitute has been allocated are green

Selecting a date in the calendar changes the timetable date displayed in the 'Daily Substitutions' grid or list.

Leave and Substitutions Matrix

This displays a list of teachers and details of their timetables. The teachers included are based on the Daily Substitutions Matrix described above and if a teacher has multiple timetables, e.g. junior and senior, they will have 2 rows. Each cell in the grid displays these data elements:

• Timetabled Classes
• Substitutions Classes
• Teacher Leave
• Unavailable Periods

Where the teacher has classes, leave or substitutions in another timetable they will also be displayed using a faded version of the same colours. If the periods from other timetables have different start and finish times they may conflict with multiple periods in the selected timetable. Where a cell contains a timetabled class or a substitution, the subject Short Description Year Group and class will be displayed in the cell. e.g. “Eng 11 A”. In this section you can:

• Allocate a substitute teacher by clicking on a cell indicating a substitution is required (red) to launch the 'Teacher Substitutions Maintenance' program
• Update an existing substitution by clicking on a cell indicating a substitution has been allocated (green) or a substitution class (mauve) to launch the 'Teacher Substitutions Maintenance' program
• Hover over a cell in the grid to view a summary of period. For example, "Lesson 1 (8:30am - 9:29am)". When a substitution has been allocated, the summary displays the substitution. For example, "Substitution Class Science 8 A For Mrs Battersby" 
  
  

Leave and Substitutions List

This displays a list of teachers on leave for the selected day or week.  In this section you can:

• View or edit a leave record by clicking the respective link in the action column to launch the Teacher Leave program
• Delete a leave record by clicking the Delete link
• Allocate a substitute teacher by clicking the Substitute link to launch the 'Teacher Substitutions Maintenance' program