Substitute Profile

Substitutes are the only users who can be assigned jobs. To access, the substitute profile must have Is Active selected.

You can configure settings for text message job offers and timekeeping from the profile.

Complete the profile using the Substitute menu options:

1. From Administrator, select Profile Inquiry/Reports. Choose Substitute.
2. Enter criteria and click Search.
3. Click the Name of the substitute to view the profile page.

Schedule

1. From Substitute, choose Schedule.
2. Click New.
3. Select the days the substitute is available to work.

4. Enter the Start Time and End Time for when the substitute is available for jobs and when the system will not call the substitute for jobs. You can also select All Day.

   

   You can only enter times for when the system will not call if you enable the Allow calling times to be modified setting on the Parameters – Substitute tab.

To delete a schedule, select the record you want to remove, then click Delete.

Classifications

This indicates which classifications the substitute is qualified or willing to work. A substitute without classification codes on their profile will not receive any assignments unless:

• The system is calling from the general list, the setting General List calls Substitutes having at least 1 classification with this search rule is not selected, and the profile indicates that they want to be called from the general list.
• The substitute is on a priority list or is specified for the assignment.

Unique situations may require the absence of classifications on a profile. For example, a retired teacher may only want to substitute in a designated area and does not want to receive a lot of telephone calls. If no classifications are entered on the profile, this substitute only receives calls if requested.

Also, this type of substitute should not be on a priority list or indicate that they can receive calls from the general list.

Add a Classification

1. From Substitute, choose Classifications.
2. Click New.
3. Enter the Code or select a Classification.
4. If desired, enter the following:
   • Pay Rate indicates the pay the substitute receives for the classification. This overrides the pay rate on the profile.
   • Level determines the calling order for the substitute for the classification. This overrides the Level on the Optional Information page.
5. Click Save.

Modify a Classification

1. From Substitute, choose Schedule.
2. Select the Classification or click Select All, then click Modify.
3. Enter changes as needed to Pay Rate and Level.
4. Click Save.

Locations

This indicates the locations for which the substitute works. A substitute without locations will not receive any assignments unless the substitute is on a priority list or is specified for the assignment.

1. From Substitute, choose Locations.
2. Click New.
3. Enter the Code or select a Location.
4. Click Save.

To delete a location, select the record you want to remove, then click Delete.

Assignments

Use this page to view information on past and future assignments for the substitute.

1. From Substitute, choose Assignments.
2. Select the criteria to include in the report. Click More Search Options to display additional criteria.
3. Click Create Report, then enter a Report Title and report details.
4. Click View Report.
5. To create a text file, click Export.

Calendar

1. From Substitute, choose Calendar.
2. Click the Job Number to view job details for that workday.

Statistics

The Statistics page displays information on calls made to the substitute.

1. From Substitute, choose Statistics.
2. The date range defaults to the current date. You can enter a date range and click Search.

Certifications

Certifications are for data collection purposes and print on substitute reports.

1. From Substitute, choose Certifications.
2. Click New to add a new record or click the Code to view or modify an existing record.
3. Choose the Certification. The Date is optional.
4. Click Save.

To delete a certification, select the record you want to remove, then click Delete.

Dates

Dates can include, birth date, hire date, certification date, termination date, and so forth. The Date Code setup defines whether the date expires the substitute.

1. From Substitute, choose Dates.
2. Click New to add a new record or click the Code to view or modify an existing record.
3. Choose the Name and enter the Date.
4. Click Save.

To delete dates, select the record you want to remove, then click Delete.

Optional Information

1. From Substitute, choose Optional Info.
2. Enter or modify the fields as needed.
3. Click Save.
   
   

Do not use the Allow overlapping assignments field for active substitutes. You should only use this when creating phantom substitutes.

Level defines the order the substitute receives a call. Substitutes with the lowest level number receive calls first. For example, if calls are by seniority order, it indicates a seniority level, such as seniority date. The level can also represent a number that identifies certified personnel that would be called before non-certified personnel.

Work Units Allocated set the maximum number of work units a substitute can work, after which substitutes cannot take additional jobs. Enter 0 to indicate there is no limit. Enter the Work Units Start Date to define when the allocated units replenish. Select the Work Units Interval to define the time period for the allocated units replenish. If you do not specify an interval, the substitute receives only a single pool of work units.

To activate this feature, select Restrict Substitute to Maximum Work Units on the Parameters - Substitute tab.

Priority List

Use this page to add or remove substitutes from Priority Lists.

1. From Substitute, choose Priority List.
2. Click New.
3. Complete the fields as needed.
4. Click Save.

To remove a substitute from a Priority List, select the record you want to remove, then click Delete.

You can also click Do Not Use Reasons Totals to view all active and inactive reasons associated with the substitute profile. Deleted entries do not count towards the total. When a substitute's total for a Do Not Use reason reaches the configured alert threshold for that reason, either through manual entry or import, operators configured to receive Do Not Use threshold alerts receive a system-generated email.

Unavailable Dates

These dates represent periods when the substitute is not available for work.

Unavailability affects telephone calling only. Substitutes can call or sign into the system and accept jobs that occur on these dates at any time.

To prevent a substitute from searching and accepting available assignments, clear Available for New Jobs on the profile.

1. From Substitute, choose Unavail Dates.
2. Click New.
3. Complete the fields as needed. To indicate the substitute should receive calls for future assignments during the selected Date Range, select Call for Future Assignments.
4. Click Save.

To remove unavailable dates for a substitute, select the record you want to remove, then click Delete.

Report Detail

1. From Substitute, choose Report Detail.
2. Select the criteria to include in the report.
3. Click View Report to preview the report.
4. If desired, you may enter a Name and Description:
   • Click Save Report.
   • To view the saved report, click Save & View.
   • To schedule, click Save & Schedule.

Sub Auto Accept

Use this page to create the auto-accept settings for the substitute.

1. From Substitute, choose Sub Auto Accept.
2. Choose the Minimum Acceptance Window.
3. Click Yes for Auto-Accept.
4. Select the Classifications to define the types of assignments to accept.
5. Click Save.

Phantom Substitutes

Create phantom employees when exceptional situations require a substitute when an employee is not absent. Create a simulated ID before entering the information for that position. The Name field should reflect the special circumstances so the information is visible on job reports. Select Allow overlapping assignments on the Optional Information page, to allow entry of multiple concurrent assignments filled by one substitute. Typically, these substitutes are prearranged to the assignment and should never be called by the IVR. Some examples for using this feature are:

• The class combined with another. If one substitute covers three classrooms at once by combining them into one large study hall, thereby filling three employee's absences, the substitute would be assigned to one employee's absence in the system. The remaining absences would be assigned to phantom substitutes because the absences must be recorded and they did require a substitute.
• A roving substitute was needed.
• The job was filled using in-house personnel.