Enter daily staff attendance and assign substitutes

In the School view, enter daily staff attendance, and assign substitute teachers, if necessary.

To enter daily staff attendance and assign substitute coverage:

1. Log on to the School view.
2. Click the Attendance tab.
3. Click the Staff Roster side-tab. The list of staff members and attendance codes appears.
4. Click the appropriate attendance code for any staff members who are absent, tardy, etc.
5. If the code you click is associated with a pop-up in your School Staff Attendance preferences, the Attendance Details pop-up appears.

6. 

6. The current date appears. Click to select a different date. If the teacher will be absent for more than one date, click Multiple Dates, and enter a Start date and End date.

Note: If you enter a date range here, you can only assign one replacement teacher for the entire date range. To assign more than one replacement teacher for a date range, or to assign replacement teachers by period, edit the Attendance Details page for each date of absence.

7. Click the Accrual type code drop-down to select the accrual type.
8. Click the Reason drop-down to select a reason.
9. In the Comment field, type a comment.
10. In the Coverage box, enter details about the teacher's replacement(s). You can assign:

• One staff member to provide coverage for an entire day.

• One staff member to provide coverage for a range of dates.

• Multiple staff members to cover different periods of a day.

To assign one staff member to provide coverage for an entire day:

1. Click at Daily Replacement. The Staff Pick List appears. The names on the Staff Pick List might change, based on your selections at the next two fields.
2. At the Selection based on, select:
• Substitute Teachers to choose from staff members assigned as substitutes
• Staff in Same Department
• All Staff

3. Click Free staff only to select from staff members who are available during that day or date range.
4. Select the staff member. Click OK.
5. Click Gradebook Access? to give the substitute access to the teacher's gradebook.
6. Since this teacher will provide coverage for the entire day, leave the Period Replacement? field blank.
7. Click OK.
8. After you enter all attendance records for your teachers for the day, you must click Save at the top of the Staff Roster page to save the attendance and coverage for your staff members.

To assign multiple staff members to cover different periods of a day:

1. In the Coverage box, leave Daily Replacement and Gradebook Access? blank.
2. Click the Period Replacement? field. A grid listing the teacher's schedule appears.
3. A checkmark appears in the Require field for each period that requires a substitute. If a substitute is not required for a period, deselect the Require field.
4. At Replacement, click . The Staff Pick List appears. The names on the Staff Pick List might change, based on your selections at the next two fields.
5. At Selection based on, select:
• Substitute Teachers to choose from staff members assigned as substitutes
• Staff in Same Department
• All Staff

6. Click Free staff only to select from staff members who are available during that period.
7. Select the substitute teacher for the period.
8. Click Fill-down to subsequent periods to assign this staff member to the other periods.
   If you click this checkbox and clicked Free staff only, a warning message appears if the teacher you chose is not available for a period, and the teacher's name does not appear for that period in this grid.
   
9. Click OK.
10. Select substitutes for the remaining periods as needed, and indicate their gradebook access.
11. Click OK.
12. After you enter all attendance records for your teachers for the day, you must click Save at the top of the Staff Roster page to save the attendance and coverage for your staff members.

To assign a staff member to provide coverage for a range of dates:

1. Click at Daily Replacement. The Staff Pick List appears. The names on the Staff Pick List might change, depending on your selections at the next two fields.
2. At Selection based on, select:
• Substitute Teachers to choose from staff members assigned as substitutes
• Staff in Same Department
• All Staff

3. Click Free staff only to select from staff members who are available during that date range.
4. Select the staff member.
5. Click OK.
6. Click Gradebook Access? to give the substitute access to the teacher's gradebook.
7. Click OK.
8. After you enter all attendance records for your teachers for the day, you must click Save at the top of the Staff Roster page to save the attendance and coverage for your staff members.