TER - Teacher Substitution Details

Overview

The ‘Teacher Substitution Details’ screen maintains the details of the Teacher Substitution record.

From this screen, you can:

Assign a substitute teacher to a class.
Define that a substitute teacher is not required for a class.
Set the room for the substitute class to take place in.
Trigger an email to send to the substitute teacher, the teacher being substituted and the TASS.web user who recorded the substitution (valid email required).
Trigger an SMS to send to the substitute teacher (valid mobile phone number and SMS API Gateway required).
Add details for the class task and attachments.
Add comments, feedback and attachments.

This screen can be opened by selecting ‘Add' or ‘Edit’ in the Action column of ‘Period Grid’ on the Teacher Substitutions Maintenance screen, or by clicking on a mauve, red, yellow or green cell on the Teacher Substitutions Maintenance screen.

The period, class and original room details appear at the top of the screen, followed by the following fields.

Fields that require further explanation
No Substitute Required	This checkbox determines that a substitute isn't required. If you check this, the 'Substitute Teacher' name will be cleared and disabled, and the class on the calendar will change to yellow to indicate that a substitute teacher is not required for that class.
Substitute Teacher	This field searches for a teacher's name. Start typing a teacher's name to see the list of matching teachers displayed in this field. The ‘Teacher Name' is generated from the teacher record in TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the 'General’ tab. You can also search by ‘Teacher Code’. Non-current teachers will be included.
Room	This identifies the room where the substitution will take place. The original room will display, and you can search for and select an alternative room. The room list includes all rooms, allowing classes to be combined into the same room if required. Rooms are defined in TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the ‘Rooms’ tab. To search for vacant rooms, use Staff Kiosk Staff > Resource Booking System.
Email Notifications	Select this checkbox to send an email about the substitution to the substitute teacher, the teacher being substituted and the current TASS.web user, upon clicking ‘Save’. An ‘Alert’ icon displays if the substitute teacher doesn't have a mobile phone number on their employee record or the mobile number on their record is not enabled for SMS messaging. This mobile number and the SMS flag can be amended in TASS.web Payroll HRM > Employee/HR > Employee Information > Employees on the 'Address' tab.
SMS Notification to Substitute	Checking this box will trigger an SMS to be sent to the substitute teacher upon clicking ‘Save’. An ‘Alert’ icon displays if the substitute teacher does not have a valid school email address on their teacher record. This email address can be amended in TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the 'General' tab. The SMS Gateway API must be set up and enabled for this to work.
Home Phone	The home phone number for the substitute teacher (from their Employee Record in TASS.web Payroll HRM > Employee/HR > Employee Information > Employees on the ‘Address’ tab).
Mobile Phone	The mobile phone number for the substitute teacher (from their Employee Record in TASS.web Payroll HRM > Employee/HR > Employee Information > Employees on the ‘Address’ tab).
School email	The school email address for the substitute teacher (from their Employee Record in TASS.web Payroll HRM > Employee/HR > Employee Information > Employees on the ‘General Tab’ tab).
PC/Tutor Group	The PC/Tutor Group of the substitute teacher (from their Teacher Record in TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the ‘General’ tab).
Department	The substitute teacher's department and the department descriptions (from their Teacher Record in TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the ‘General’ tab).
Campus	The substitute teacher's campus and the campus descriptions. (from their Teacher Record in TASS.web Student Admin > Teacher Records > Teacher Information > Teachers on the ‘General’ tab).
Class Task	Enter details of the class task. You have up to 4000 characters to provide details.
Class Task Attachment	Click the ‘+ Choose’ button to add an attachment for the class task. You can only add one attachment, and if there are multiple files, it is recommended that you use a file collation tool, such as a file zipper. 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	Enter comments regarding the class task details. You have up to 4000 characters to provide details.
Comment Attachment	Click the ‘+ Choose’ button to add an attachment to the comment. You can only add one attachment, and if there are multiple files, it is recommended that you use a file collation tool, such as a file zipper. 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.
Feedback	Enter details of feedback for the class task. You have up to 4000 characters to provide details.
Feedback Attachment	Click the ‘+ Choose’ button to add an attachment for the feedback. You can only add one attachment, and if there are multiple files, it is recommended that you use a file collation tool, such as a file zipper. 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.

Click ‘Save’ to save the Teacher Substitution Record and send automated emails and/or SMS if either of these options were selected above.

Click ‘Close’ to close the screen and return to the previous screen.