Navigation:  Modules > Cover Planning > Short introduction > Assign substitute teachers

To assign a substitute teacher you could look through the teachers' timetables to find a teacher who has a free period. You could assign a teacher by entering the short name or by selecting him with the pull down menu. However, you do not know whether the teacher knows the class, if he has the teaching qualification for the subject that has to be substituted and if he had to cover many classes recently. All of this and even more information can be seen at one glance when you open the substitute suggestion.

 

Example: Find and assign a suitable substitute teacher

In our small demo file there are only three teachers available to cover the open substitution in the first period. Most probably you will be presented a much longer list of teachers at your school; however, not all teachers are equally well suited to cover this substitution.

 

 

 

In this example the teachers Rub, Gauss and Ander could cover this period. The more suitable a teacher is to substitute a lesson, the higher will he be ranked in the substitute suggestion window. You can adjust the criteria to choose a substitute teacher as they differ from school to school (see chapter Sequence of the substitute suggestion ).

 

The most suitable teacher is Rub. Usually he teaches in the first period but he is released because of the absence of the class 3a (marked with an "x" in the column "Period flag"). Additionally he teaches the subject "HI" (a tick in the column "Subject"), indicating that he has the teaching qualification for the subject.

 

 

 

You can assign a teacher for the substitution by clicking on the button <Apply>. This additional period is shown immediately in the timetable of the teacher.

 

 

 

Teacher Gauss is less suitable to cover the first period. A glance on the timetable shows why. Gauss is holding his first lesson on this day in the fourth period and he would have to come to school already before the first period if he had to substitute. I.e. his next regular lesson would be three positions away from the substitution (shown with the number "3" in the column "Period flag").

 

 

Hint: Period flag

The period flag is a classification number which shows how well a substitution fits into the teacher's timetable. It indicates the distance to the next regular period. The lower the period flag, the more suitable is the teacher to hold the substitution (from the point of view of the timetable!).

 

This leaves us with teacher Ander at the end of the list. Ander knows the class (tick in the column "Class") and he teaches the subject, nevertheless he is the last one on the list. Again the suitability in the timetable is the decisive factor. The red number "9" (worst value in terms of suitability as subtitute teacher) appears in the column "Period flag" because Ander has his day off on Monday. He should not be assigned a substitution on this day.

 

 

Hint: Do not show teachers on their day off

It is possible to adjust the substitution suggestion so that a teacher is not shown in the list when he has his day off (see chapter Substitution suggestion settings ).

 

Besides assigning a substitute teacher, you can manage open substitutions with shifts and supervisions.