Timetable Daily: Assigning a Replacement Teacher when Creating an Absence

Modified on Thu, 14 Aug at 1:03 AM

TABLE OF CONTENTS

Assigning a Replacement Teacher when Creating a Single Day Absence
Assigning a Replacement Teacher when Creating a Multiple Day Absence
Points to Note

This new feature will enable the Daily Organiser to assign a replacement teacher to cover the absent teacher's classes at the same time as creating the absence. It is also possible to assign a replacement teacher when editing an absence. For multiple day absences, the replacement teacher can be assigned to cover classes for all days, selected days or a selected date range.

Update: The list of available teachers will now include permanent teachers as well as casual and part-time casual teachers. Note that only teachers who are available for the entire duration of the absence will be displayed for selection.

Note: This feature is not dynamic, replacement teachers that are assigned this way and then removed by editing the absence does not remove them from all the covers they have been assigned to.

Assigning a Replacement Teacher when Creating a Single Day Absence

A new field 'Replacement teacher' is now available when creating an absence.

To select a teacher to replace the absent teacher, type at least one letter contained in the teacher's name in the Replacement teacher field to filter the list of available teachers. The list will be displayed by faculty so selecting 'c' will display all of the teachers in 'Casual' faculty. If part-time casuals or permanent teachers are available for the selected date, they will be included in the list and will appear under the faculty they have been assigned to in the etz file.

Casual teachers appear under the Casual faculty.

Part-time casuals and permanent teachers appear under their timetable faculty.

Select the desired replacement teacher and complete the absence creation as usual. The selected teacher will be assigned to all of the absent teacher's classes and duties for that day. If they are a casual or part-time casual, they will appear in the 'Casuals here today' tab if required for other covers.

Assigning a Replacement Teacher when Creating a Multiple Day Absence

When creating a multiple day absence, the ability to assign a replacement teacher is available for one of the following three options:

All days
Selected days
Selected date range

All days

Selecting this will assign the selected teacher to all classes and duties for the absent teacher across all absent days. This is useful when hiring a casual teacher for a block of work such as a long service leave replacement.

Selected days

This option will allow you to select one or more of the absent days and these do not have to be sequential. This is useful when the replacement teacher is not available for every single day of the absence. For example, a casual teacher has been hired to cover an absent teacher for a week but is not available on the Thursday, as shown below.

The casual teacher will be assigned to all classes and duties for the absent teacher on the selected days. The replacements for the non-selected days can be made via the covers page as usual.

Selected date range

This option will allow you to select a date range that falls between the start and end dates of the absence. Only one date range can be added. This is useful when a replacement teacher is not available for one or more days at the beginning or the end of the absence. For example, a teacher is marked as absent for three weeks but the preferred casual teacher is not available for the first week. They can be assigned to cover classes for the remaining two weeks by selecting the appropriate date range as shown below.

Points to Note

This new feature extends the functionality available on the covers page when assigning a replacement teacher. It does not replace that functionality so assigning a replacement teacher can be done by either method.
The new functionality is also available for partial day absences and repeating absences.
All teachers including permanent teachers, casual teachers and part-time casuals can be assigned when creating an absence however, they must be available for the entire duration of the absence to be selected.
It is recommended that the second option for multiple day absences should be used for shorter date range absences only, as it would be tedious to select a large number of individual days for long absences. In the case of a long absence where the casual is not available for one or two days, it may be easier to assign the casual teacher for the whole absence and then replace them on the days that they are not available.
The system checks the availability of replacement teachers, so only available teachers will appear in the list.
The replacement teacher added via the 'Add absence' or 'Edit absence' windows will remain visible in the 'Edit absence' window if they are not removed from all classes of the absent teacher (via the covers page) and if they remain available to cover all of the absent teacher's classes.