TER - Teacher Substitutions Maintenance
Teacher Substitutions Maintenance Overview
The Teacher Substitutions Maintenance program enables you to manage the substitutions for a teacher. With this program you can:
- Allocate a substitute teacher to a class
- Set a class to not require a substitute teacher
- View the availability of teachers
- Remove an allocated substitution
- Edit the Teacher Leave record by selecting the 'Teacher Leave' button
There are four sections:
- filters - filters the list of Teachers that you can allocate as substitute for a period
- teachers - displays the teachers you can allocate as a substitute for a period (and many other details)
- teacheronleave - displays the teacher on leave, their timetable for the day (including the substitution status of each period)
- periodgrid - displays the periods the teacher is on leave for
The 'Teacher Leave' button will only be available when you also have the edit permission for the Teacher Records '---Leave' tab.
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.
| Colour | Description |
|---|---|
Blue | A timetabled class where the teacher is not on leave and the class contains students. |
Orange | A Timetabled class where the teacher can be on leave or not, and the class does not have any students. |
Mauve | A class where the teacher is substituting for a teacher who is on leave. |
Red | A timetabled class where the teacher is on leave, the class contains students, and a substitute has not been allocated. |
Yellow | A timetabled class where the teacher is on leave, but the class has been flagged as ‘No Substitute Required. |
Green | A timetabled class where the teacher is on leave and a substitute has been allocated |
Grey | A period that is recorded as an 'Unavailable Period' for the teacher (including if the teacher is on leave) |
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 | |||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 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 |
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| 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:
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| 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:
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| Competency | Use the options to include only those teachers who have a subject in the 'Competencies' tab of their Teacher Record that matches a subject in the period grid. You can select from:
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| 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:
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:
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 | ||||||||||||||
Teachers
This section displays a list of teachers and details of their timetables. The teachers included are based on the TER - Teacher Substitutions Maintenance#filters described above. In this section you can:
- Allocate a substitute teacher by clicking on a cell in the same column as the period requiring substitution. Allocate multiple periods by clicking and dragging across multiple cells in the table.
- Sort the list of teachers by any of the column headings by selecting the column heading
- 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"
Where there are periods where the teacher on leave doesn’t have a class or the class has been flagged as ‘No Substitute Required’ you can can click and drag to allocate a substitute to multiple periods and the cells that don’t require a substitute will be ignored.
Fields that require detailed information | |
|---|---|
| Teacher | The list of teachers that can be selected for substitution. |
| Load this day | The teaching load the teacher has for the day. This is the sum of the teaching loads for each class the teacher is timetabled for on that day. The teaching load for each period is defined in Student Admin > Timetable > Setup Information > Timetable setup on the 'Periods' tab. |
| Load Cycle | The teachering load the teacher has this timetable cycle. This is the sum of the teaching loads for each class the teacher is timetabled for in the current timetable cycle (e.g. week or fortnight). The teaching load for each period is defined in Student Admin > Timetable > Setup Information > Timetable setup on the 'Periods' tab. |
Days since last Subs | The number of days since the teacher last substituted a period |
Subs. this day | The number of periods the teacher is substituting that day |
Subs 7 Days | The number of periods the teacher is substituting over the next seven days |
Subs. Cycle | The number of periods the teacher is substituting this timetable cycle |
Subs. 30 Days | The number of periods the teacher is substituting for the next 30 days |
Subs. Sem | The number of periods the teacher is substituting this semester |
Subs. Future | The number of periods the teacher is scheduled to substitute in the future |
| Periods | Displays the period code with a hover-over that includes the 'Period Description', 'Start' and 'Finish' times. For example: Lesson 1 |
Teacher on Leave
This section displays the teacher who is on leave and a grid of their timetable for the day.
The grid is colour coded to indicate the status of the substitution and if you hover over a cell in the timetable grid, it displays more information (refer to the table below for details).
You can add substitutions for any required classes by selecting one of the cells in the timetable and the Teacher Substitution Details program will launch in 'Add' mode. If a substitute has already been allocated or the class has been flagged as ‘No Substitute Required’, the Teacher Substitution Details program will launch in ‘Edit’ mode.
| Hover-over | Colour | Description |
|---|---|---|
Timetabled Class [Class Details] | Blue | A timetabled class where the teacher is not on leave and the class contains students. |
Empty Class [Class Details] | Orange | A Timetabled class where the teacher is not on leave and the class contains students. |
On Leave – Empty Class [Class Details] | Orange | A timetabled class where the teacher is on leave, but the class does not contain students. |
Substitution Class [Class Details] for [Teacher on Leave] | Mauve | A class where the teacher is substituting for a teacher who is on leave. |
Substitute Required [Class Details] | Red | A timetabled class where the teacher is on leave, the class contains students, and a substitute has not been allocated. |
No Substitute Required [Class Details] | Yellow | A timetabled class where the teacher is on leave, but the class has been flagged as ‘No Substitute Required. |
Substitute Allocated [Class Details] – [Substitute Teacher] | Green | A timetabled class where the teacher is on leave and a substitute has been allocated |
On Leave No Class | Grey | [Class Details] – [Substitute Teacher] |
Not Available | Grey | A period that is recorded as an Unavailable Period for the teacher. |
Period Grid
This section displays the periods the teacher is on leave for. In this section you can see all of the periods for that day and whether there is a substitution allocated for a specific period. You can:
- Select 'Add' to load the Teacher Substitution Details to create a substitution
- Select 'Edit' to load the Teacher Substitution Details to edit a previously created substitution
- Select 'Not Req' to specify that a substitution is not required for that specific period
- Select 'Clear Not Req' to clear a substitution not required flag
- Select 'Clear Sub' to remove an allocated substitution
Fields that require detailed information | |
|---|---|
| Period # | The timetable period code. |
| Period | The timetable period description. e.g. Lesson [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 the substitution class will be held in. Hover over the 'info' icon to display the room details. |
| Substitute By | The name of the substitute teacher. |