Manage Substitute Assignments – eSchoolData

eSchoolData offers several options to help manage substitute assignments. This lesson guides users through each option.

Paper Roster

The print feature is used when substitutes are not able to login to the district’s network.

The main application open to the Staff Schedule Report. The Report Roster icon is highlighted.

Go to Staff.
Select Staff Schedule Report.
Staff Schedule Report is selected by default in the left-hand menu.
Choose the desired teacher from the dropdown menu.
Select the Roster Report icon to generate attendance rosters, grade entry rosters, or simple roster grids.

The Roster Report is open. Filters appear at the top of the page. Radio buttons are available to determine the display of the report. Available classes that meet the filtered criteria appear at the bottom of the page in a table format to select.

If any filters are updated at the top of the report, select Search to regenerate the list of classes.
The option to Combine Rosters is used when classes such as French I and French II are taught by the same teacher in the same period. Either specify the semester, days and periods being covered, or select specific classes. Once selections are made, use the printer icon to generate class rosters.
Choose a roster style: Attendance Roster, Grade Entry Roster, or Roster Grid.
Select at least one Class to generate the report.
Select the Print icon to generate the report.

The Attendance Roster format of the report displays, showing students in a chosen class in table format to take attendance for Monday through Friday.

The above example is the Attendance Roster. Select the Print icon at the top right hand corner of the report to open the Print dialog box.

Additional filtering options are available when printing rosters enmasse. From the Reports > Rosters menu, the option to select more than one teacher, or to filter rosters by department, grade level, and status codes is also available.

Assign Substitute

The Assign Substitute option is used for established substitutes who already have a login to eSchoolData. The feature allows schools to quickly assign co-teachers to all sections taught by a teacher from a single interface.

The main application open to the Staff Scheudle report. The Assign Substitute button is highlighted.

Go to Staff.
Select Staff Schedule Report.
Staff Schedule Report is selected by default in the left-hand menu.
Choose the desired teacher from the dropdown menu.
Select Assign Substitute.

The Assign Substitute window is open. All classes in the table are selected. A teacher is chosen from the dropdown menu and Start and End Dates are selected.

Select individual classes, or all classes being covered.
Select the Substitute Teacher name from the dropdown. The names appearing in the dropdown are limited to those assigned a Staff Type of Substitute Teacher.
Set a Start Date and End Date for the assignment.
If generic substitute teacher accounts are used, select Change Password each time a generic account is assigned. Schools are encouraged to maintain sign-in sheets to track utilization of generic accounts.
Select Save to complete the substitute teacher assignment.

Class Coverage

Use this option when teachers are covering classes for their colleagues on a particular day. This option allows teachers to access another teacher’s roster in a limited capacity.

For example, Teacher A may cover period 2 class attendance for Teacher B, but access needs to be limited to the attendance roster.

To utilize this option, select the desired access level under Module level permissions for Teacher Connect.

Cover Class - Attendance Roster
Cover Class – Seating Chart
Cover Class – Roster (future)
Cover Class – Gradebook (future)
Cover Class – Standards-based Grade Entry (future)

Go to Staff.
Select Staff Schedule Views.
Select the Cover Class icon.

Choose a Staff member from the dropdown menu.
Once the teacher is selected from the dropdown, classes meeting “today” will be displayed. Select the Teacher Connect icon to take attendance.

In this example, we have enabled the Teacher Connect Attendance Roster and Teacher Connect Seating Chart, therefore the toggle will be limited to those areas.

Users cannot toggle to a different calendar date or access Settings.