Substitute Class Resources window

Modified on Sun, 19 Apr at 11:31 PM

Use the Substitute Class Resources window to:

select a staff member to substitute for a given class
select a room to substitute for a given class
add a room substitution for the substituted class
assign work for the substituted class
leave comments to the substitute teacher
automatically email the substitute teacher with the details of the substitution.

Opening the Substitute Class Resources window

To open the Substitute Class Resources window:

Select Curriculum > Substitutions Maintenance from the SynWeb main menu.
The Substitution Search Criteria window is displayed.
Select the date of the substitution in the Timetable Date field. This defaults to today's date.
Select the staff member whose class you want to substitute.
This defaults to your staff code. To select a different staff member, select them from the Staff Code drop-down list.
Click .
A list of classes is displayed for the selected staff member and date.
Click Add next to the class that you want to make a substitution for.
The Substitute Class Resources window is displayed.

Substitute Class Resources window sections
The Substitute Class Resources window is divided into the following sections:

Substitution area used to:
display the class and substitution details
updating the work tasks
update any comments
select whether any emails are required.
Available Staff tab used for selecting a substitute staff member for the class.
Available Rooms tab used for selecting a substitute room for the class if required.

Substitution area

Fields

Fields	Description
Email details to the substitute staff member	Email details of the substitution to the staff member who is going to be taking the class. Clear the field if the substitute staff member has been informed about the substitution and email notification is not required. If the substitute teacher's email address has not been set up, the following error message is displayed:
Email details to the original staff member	Email details of the substitution to the staff member who normally takes the class. Clear the field if the staff member has been informed of the details of the substitution and email notification is not required.
Class info	For the selected class, the: time and period class campus, code and description teacher who normally takes the class room the class is normally held in.
Substitution	If substituted, the: staff member who has been selected to take the class room the class has been scheduled for.
Attachments	Attachments containing information about the lesson. For example the regular teacher can attach a word document containing work tasks or assignments for the class. This information is provided to the substitute teacher by email.
Work tasks	Work tasks the regular teacher has assigned for the lesson. This information is provided to the substitute teacher by email.
Comments	Additional information to provide the substitute teacher with.

Buttons

Button	Description
	Save the details and substitute the teacher. The substitute: teacher is emailed if the Email details to the substitute staff member field is selected teacher's name is included in the Covered by field next to the class.
	Preview the email prior to saving the substitution details and emailing them to the substitute teacher.
	Clear any selected substitute teachers and rooms, and any instructions in the Work tasks and Comments areas.
	Cancel the class substitution and return to the Substitutions Search Criteria search window.
	Browse for attachments to add to the substitution information.
	Remove the relevant attachment.
	Add another attachment.

Command link

Link	Description
Spell Check	Check the spelling of the text by clicking on the command link associated with either of the following fields: Work tasks Comments. See Checking the spelling of work tasks and comments.

Link

Description

Spell Check

Check the spelling of the text by clicking on the command link associated with either of the following fields:

Work tasks
Comments.
See Checking the spelling of work tasks and comments.

Available Staff tab
The Available Staff tab consists of:

a filter used to display suitable substitute teachers
key fields for each of the potential substitute teachers
a command link to select the teacher as the substitute.

Fields

Fields	Description
Filter	Filter the available staff based on:
	Selection	Description
	Recommended	The list of recommended staff members generated by SynWeb. Staff are recommended if they: have substitution enabled have no class or a standby class scheduled for the period have no substitute class already scheduled for the period. This is the default view.
	All staff for campus "S"	Staff from the same campus, where S is the campus. In this case, S for Senior campus.
	All staff (subs enabled)	All staff with substitution enabled. See Making a staff member available as a substitute.
	All staff	All staff members.
	Manual	Enter a staff code to select a substitute staff member directly.

Grid area fields

Fields	Description
Code	Staff code.
Name	Staff member's name.
Mobile	Mobile phone number of the staff member.
Load (40) Cycle/Day	Load (40) is the maximum load (expressed as the number of lessons) in the timetable cycle. Note: This is maintained on the Timetable Group tab of Timetable Maintenance. It can be offset in the Substitute tab of Staff Maintenance. See Timetable Maintenance - Timetable Group tab in the Synergetic Curriculum manual. Also see Staff Maintenance - Substitute tab in the Synergetic Human resources manual. Cycle is the number of lessons taught by the staff member in the timetable cycle. Day is the number of lessons being taught on this day.
Subst. Sem/Month/Cyc/Int/Day	Number of times the teacher has taken substitutions in the current: term or semester month cycle interval day.
Days Since Last Subst.	Number of days since the teacher substituted for another person.
L/Area Level	Level of expertise of the staff member in the subject or learning area. In the following example Mr Pentogenis has experience teaching this subject at a senior level, Mr Papanikolas has experience teaching the subject at a middle school level and Ms Somodio does not have experience teaching the subject. To display learning area level information, you need to: Ensure that the learning area is specified for the classes. See Class Maintenance - General tab in the Synergetic Curriculum manual. Ensure that the classes have been added to the learning area. See Learning Area Maintenance - Classes tab in the Synergetic Curriculum manual. Ensure that a competency level is set for the staff member for the learning area. See Staff Maintenance - Learning Areas tab in the Synergetic Human resources manual.

Command links and buttons

Fields	Description
	Click to expand the staff member's timetable for the day of the substitution.
Name	Click the staff member's command link to select them as the substitute teacher. The substitute staff member is displayed in the Substitution area of the Substitute Class Resources window.

Available Rooms tab
The Available Rooms tab consists of:

a filter used to display available rooms at the campus, if applicable
key fields for each of the potential substitute rooms
a command link to select the room as the substitute.

Fields

Field	Description
Campus	Select the campus, if applicable, from the drop-down list.

Grid area fields

Field	Description
Code	Object code for the room. To maintain rooms, see Maintaining objects in the Synergetic Objects manual.
Description	Object description of the room. Select the command link to select the room and substitute the room for the class. See Substituting a room for a class.
Campus	Campus the room is associated with, if applicable.

Command links

Link	Description
Description	Click the command link to select the room as the substitute room. The substitute room is displayed in the Substitution area of the window.

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