What is the Substitute Instructor Feature? – iClassPro Support

IN BRIEF
The Substitute Instructor feature allows administrators to mark staff members as absent for a specific date or date range and assign substitute instructors to cover their classes. This ensures accurate class management, staff access, time clock tracking, and reporting when schedule changes occur.

Overview
Accessing the Feature
Step-by-Step Instructions
- How do I assign a substitute instructor?
- How the System Handles Substitute Instructors
  - Staff Portal
  - Time Clock
Troubleshooting & FAQs
Related Articles

Overview

The Substitute Instructor feature is designed to handle unavoidable staff absences while keeping class operations and records accurate. When a staff member is marked as absent, another instructor can be assigned as a substitute for the affected class dates.

Common reasons for marking a staff member absent include:

Illness.
Jury duty.
Funerals or personal emergencies.
Competitions or conferences.
Planned or unplanned time off.

Assigning substitute instructors ensures continuity for attendance tracking, skill evaluations, time clock entries, and reporting.

Accessing the Feature

The Substitute Instructor feature is accessed when marking a staff member as absent and assigning a substitute instructor.

General access flow:

Navigate to the area of the System where staff absences are managed.
Select the staff member who will be absent.
Define the absence date or date range.
Assign one or more substitute instructors for the affected classes.

For full procedural details, refer to the linked article in the Related Articles section below.

Step-by-Step Instructions

How do I assign a substitute instructor?

While the full process is documented in a dedicated article, the overall workflow for assigning a substitute instructor includes:

Mark the permanent instructor as absent for a specific date or date range.
Assign a substitute instructor to the affected class or classes.
Save the changes so the System can apply them across portals, reports, and time tracking.

Once assigned, the substitute instructor is automatically associated with the class for the applicable dates.

Click here for full information about assigning substitute instructors.

How the System Handles Substitute Instructors

When a substitute instructor is assigned, the System updates multiple areas automatically:

Staff Portal

Substitute instructors are linked to the class(es) they are covering.
This allows them to:
- Record attendance.
- Perform skill evaluations.

Time Clock

Substitute instructors are linked to the class(es) they are covering for time clock purposes on the assigned date(s).
Time clock entries reflect substitute status where applicable.

Troubleshooting & FAQs

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 reports?
- Substitute instructors are indicated differently depending on the report:
  - Roll Sheet Report (CLA-4)
    - If “Print Separate Class For Each Instructor” is enabled:
      - A separate class listing is generated for each instructor.
      - An asterisk (*) appears above the date with a substitute instructor.
      - The substitute instructor’s name is marked with an asterisk on their page.
    - If “Print Separate Class For Each Instructor” is not enabled:
      - An asterisk (*) appears above the date with a substitute instructor.
  - Reports that display an asterisk (*) when a substitute instructor was present
    - Special Enrollments Report (CLA-8)
      - If “Show Instructor” is enabled and a substitute instructor was present on the enrollment date, an asterisk (*) appears next to the class name.
    - New Enrollments List Report (CLA-9)
      - An asterisk (*) appears next to the instructor’s name.
    - Class Roll Not Taken Report (CLA-11)
      - An asterisk (*) appears next to the instructor’s name.
    - First Enrollments Report (CLA-20)
      - An asterisk (*) appears next to the instructor’s name.
    - Instructor Roster Report (STA-8)
      - Displays the instructor who taught on that date, with an asterisk indicating a substitute instructor.
    - Class/Camp Roster Report (STA-9)
      - Displays the instructor who taught on that date, with an asterisk indicating a substitute instructor.
    - Time Clock Entries Report (STA-6)
      - Displays an asterisk (*) after the entry date if the instructor worked as a substitute.
  - All other reports
    - Only show the permanent instructor assigned to the class.
- How do substitute instructors affect Dynamic Class Names?
  - Classes using Dynamic Class Names always use the permanent instructor’s name for the [[instructor]] variable.
    - This applies even if a substitute instructor was assigned within the report’s date range.
- How are substitute instructors displayed throughout the System?
  - CLASSES Page
    - Substitute instructors are displayed when assigned based on the Enrollment Date.
    - When filtering by instructor:
      - Substitute instructors appear only if they are assigned as a substitute on the enrollment date.
  - ENROLLMENTS Page
    - Substitute instructors are displayed when assigned within the selected date range.
    - When filtering by instructor:
      - Substitute instructors appear only if they are assigned within the specified date range.
  - CALENDAR Page
    - Substitute instructors are displayed when assigned within the selected date range.
    - When filtering by instructor:
      - Substitute instructors appear only for the specific date(s) they are assigned.