TER - Teacher Substitutions Maintenance

Overview

The Teacher Substitutions Maintenance screen enables you to manage the substitutions for a teacher.

From this screen, 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.

This screen is opened by clicking the ‘Substitute’ column from the Action column of the ‘Daily Substitutions' screen, or by clicking ‘Save and Allocate Substitutes’ to save the Leave Record and load the 'Teacher Substitutions Maintenance’ screen. This screen can also be accessed by clicking on mauve, red, or green cell on the ‘Teacher Substitutions Maintenance’ screen.

Teacher Substitutions Maintenance Screen

There are four sections:

Filters - filters the list of Teachers that you can allocate as a substitute for a period.
Teachers - displays the teachers you can allocate as a substitute for a period (and many other details).
Teachers on Leave - displays the teacher on leave, their timetable for the day (including the substitution status of each period).
Period Grid - displays the periods the teacher is on leave for.

Click here for an Administrator Note.

User Permissions

You must have view, add, edit and delete security permissions for the Teacher Records ' ---Substitutions' tab to use this screen.
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. Clicking on a mauve cell opens the 'Teacher Substitution Details' screen.
Red	A timetabled class where the teacher is on leave, the class contains students, and a substitute has not been allocated. Clicking on a red cell opens the 'Teacher Substitution Details' screen.
Yellow	A timetabled class where the teacher is on leave, but the class has been flagged as ‘No Substitute Required. Clicking on a yellow cell opens the 'Teacher Substitution Details' screen.
Green	A timetabled class where the teacher is on leave and a substitute has been allocated. Clicking on a green cell opens the 'Teacher Substitution Details' screen.
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 further explanation

Timetable

This filter displays the timetable that populates the teacher list below and all information in the Teachers section.

This filter will only be displayed when ‘Multiple Timetables Enabled’ in TASS.web 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 TASS.web 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

Competency

Use the options to include only teachers who have a specific subject in the 'Competencies' tab of their Teacher Record that matches a subject in the period grid.

You can select from:

All Competencies (no filtering)
By subject

The ‘Competencies’ tab can be found in TASS.web Student Admin > Teacher Records > Teacher Informaiton > Teachers.

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

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.

A teacher’s allocated department can be found in TASS.web Student Admin > Teacher Records > Teacher Informaiton > Teachers on the ‘General’ tab.

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

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 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 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 further explanation
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 TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Periods' tab.
Load Cycle	The teaching 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 TASS.web 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	These columns display the period code with a hover-over that includes the 'Period Description', 'Start' and 'Finish' times. For example: Lesson 1 (9:30 am – 10:29 am)

Teacher on Leave

This section shows the teacher on leave and their timetable grid 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 screen 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 Detail screen 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	Green	[Class Details] – [Substitute Teacher]
Not Available	Grey	A period that is recorded as an Unavailable Period for the teacher.

Period Grid

This section shows the periods when the teacher is on leave. Here, you can view all the periods for that day and see if there is a substitution assigned for a specific period.

Fields that require further explanation
Period #	The timetable period code.
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.
Substitute By	The name of the substitute teacher.
Action	From the Action column, you can: Select ‘Add' to load the 'Teacher Substitution Details’ screen to create a substitution. Select ‘Edit' to load the 'Teacher Substitution Details’ screen to edit a previously created substitution. Select 'Not Req' to specify that a substitution is not required for that specific period and add a not required flag. Select 'Clear Not Req' to clear a substitution not required flag. Select 'Clear Sub' to remove an allocated substitution.

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