TER - Leave and Substitutions

Leave and Substitutions Overview

The Leave and Substitutions system provides the functionality to record a teacher's leave information and to then allocate a substitute teacher to each of his/her classes.

A leave record can be entered:

For the absent teacher using TASS.web program Student Admin > Teachers Records > Leave & Substitutions > Daily Substitutions.
For the absent teacher using Staff Kiosk program Payroll/HR > My Staff Leave/Other Applications.
By the teacher using Staff Kiosk program Payroll/HR > Leave/Other Applications.

Once a leave record has been entered, substitute teachers can then be assigned to the absent teacher's classes.

As the 'Teacher Leave' record is entered, the following will occur:

The timetable for the absent teacher will display 'Not Allocated' for the periods that require substitutions.
The timetables for the teacher's students will also display 'Not Allocated' for the periods that require substitutions (in TASS.web and Staff Kiosk).
The absent teacher can enter his/her class tasks and class comments using Staff Kiosk programs Homepage > My Timetable or Homepage > Class Rollcall (Substitute Class Tasks column).

As a substitute teacher is allocated to a class, the following will occur:

An SMS will be sent to the substitute teacher (optional).
An email will be sent to the absent and substitute teacher notifying them of the class details including any class tasks and comments that have been entered.
The substitute teacher's timetable is updated to include their allocated classes.
The absent teacher's timetable is updated to show who is taking their class.
The student timetables are updated to show the substitute teacher (in TASS.web, Staff Kiosk and Student Cafe).
The Staff Kiosk program Rollcall > Class Rollcall is updated to provide the substitute teacher access to the roll.
The 'My Substitutions' menu item on the Staff Kiosk homepage is updated to show any substitutions for the respective teacher.

As a substitute teacher's allocation is cancelled, the following will occur:

An SMS will be sent to the substitute teacher advising them of the cancellation (optional).
An email will be sent to the absent and substitute teacher notifying them of the cancellation.
The substitute teacher's timetable is updated to remove the allocated class.
The absent teacher's timetable is updated to remove the substitute teacher from their class.
The student timetables are updated to remove the substitute teacher.
The Staff Kiosk program Rollcall > Class Rollcall is updated to take the class off their rollcall list.
The 'My Substitutions' menu item on the Staff Kiosk homepage is updated to remove any substitutions for the respective teacher.

As a substitute teacher's allocation is modified (i.e. class tasks or room change, etc.), the following will occur:

An SMS will be sent to the substitute teacher advising them of a change (optional).
An email will be sent to the absent and substitute teacher notifying them of the change including any changes in class tasks and comments.
The substitute teacher's timetable is updated if required.
The absent teacher's timetable is updated if required.
The student timetables are updated if required.
The Staff Kiosk program Rollcall > Class Rollcall is updated if required.
The 'My Substitutions' menu item on the Staff Kiosk homepage is updated if required.

Click here for an Administrator Note.

To use the varying functions in this program, you need the following permissions in TASS.web System Admin > Users > User Maintenance.

Leave tab: View, Add, Edit, Delete on the ‘--- Leave tab’
Substitutions tab: View, Add, Edit, Delete on the ‘--- Substitutions tab’
Menu tree: View on the ‘--- Leave tab’
Daily Substitutions Grid: View on the ‘--- Substitutions tab’
Daily Substitutions List: View on the ‘--- Leave tab’
‘Add Teacher Leave’ button: “Add” Permission on the ‘--- Leave tab’