IN THIS ARTICLE:
Learn about the Substitute Instructor feature, which allows you to mark staff members as being absent on a specific date/date range and assign Substitute Instructors to fill in for them while they are out.

• Why would I need to mark a staff member absent?
• How does this affect the Staff Portal?
• How does this affect the time clock?
• Which reports are available for locating substitute instructors?
• How are substitute instructors reflected in the system?
  • Reports
  • Dynamic Class Names
  • CLASSES Page
  • ENROLLMENTS Page
  • CALENDAR Page

Why would I need to mark a staff member absent?

Life is unpredictable, and as much as we would like to have a set schedule for all employees, occasionally they are sick, need to attend jury duty or a funeral, need to be away for competitions or conferences, or just otherwise need some time off.

How do I assign a substitute instructor?

• Click here for full information about assigning substitute instructors.

How does this affect the Staff Portal?

When an instructor is assigned as a substitute instructor, they will automatically be linked to the class(es) for which they are filling in for Staff Portal functions such as recording attendance or performing skill evaluations.

How does this affect the time clock?

When an instructor is assigned as a substitute instructor, they will automatically be linked to the class(es) for which they are filling in for the time clock on that date.

Which reports are available for locating substitute instructors?

• Instructor Absences And Substitutions (STA-11)
  • Shows absences and substitutions for instructors within a specified date range.
• Instructor Schedule Conflict Report (STA-12)
  • Generates a report showing all scheduling conflicts for instructors within a specified date range.

How are substitute instructors reflected in the system?

Reports

On the Roll Sheet Report (CLA-4):

• If "Print Separate Class For Each Instructor" is enabled, a separate class listing will be generated for each Instructor, with an asterisk above the date that had a substitute Instructor assigned and the substitute Instructor's name marked with an asterisk on their separate page.
• If "Print Separate Class For Each Instructor" is NOT enabled, an asterisk will be displayed above the date that had a substitute Instructor assigned.

The following reports will indicate whether a substitute instructor was present on a specific class date/time with an asterisk (*):

• Special Enrollments Report (CLA-8)
  • If "Show Instructor" is enabled and a substitute Instructor was present on the day the enrollment occurred, an asterisk (*) will be displayed beside the Class name to indicate this.
• New Enrollments List Report (CLA-9)
  • If a substitute Instructor was present on the day the enrollment occurred, an asterisk (*) will be displayed beside the Instructor's name to indicate this.
• Class Roll Not Taken Report (CLA-11)
  • If a substitute teacher was present on the day the enrollment occurred, an asterisk (*) will be displayed beside the Instructor's name to indicate this.
• First Enrollments Report (CLA-20)
  • If a substitute teacher was present on the day the enrollment occurred, an asterisk (*) will be displayed beside the Instructor's name to indicate this.
• Instructor Roster Report (STA-8)
  • Displays the name of the Instructor who was teaching on the day with an asterisk denoting a substitute Instructor's name.
• Class/Camp Roster Report (STA-9)
  • Displays the name of the Instructor who was teaching on the day with an asterisk denoting a substitute Instructor's name.

The Time Clock Entries Report (STA-6) will display an asterisk after the entry date if the Instructor was working as a substitute.

All other reports displaying Instructor names will only reference the permanent instructor assigned to the class.

Dynamic Class Names

Classes that use Dynamic Class Names will ALWAYS use the name of the permanent instructor assigned to the class to populate the [[instructor]] variable, even if a substitute instructor was assigned within the date range of the report.

• Click here for more information about iClassPro’s “Dynamic Class Names” feature.

CLASSES Page

Names of substitute instructors will always be displayed if they are assigned as a substitute based on the "Enrollment Date."

When filtering the page using the Instructor filter, substitute instructors will only be displayed if they are assigned as a substitute on the "Enrollment Date."

ENROLLMENTS Page

Names of substitute instructors will always be displayed if they are assigned as a substitute based within the specified Date Range.

When filtering the page using the Instructor filter, substitute instructors will only be displayed if they are assigned as a substitute within the specified Date Range.

CALENDAR Page

Names of substitute instructors will always be displayed if they are assigned as a substitute based within the specified Date Range.

When filtering the page using the Instructor filter, substitute instructors will only be displayed if they are assigned as a substitute within the specified Date Range, and ONLY for the date(s) for which they are assigned..