Substituting a staff member and a room for a class

In SynWeb, you can define a substitute staff member for a class on a given day. This function is only available in SynWeb.

Note: You can also substitute a different room for a class at the same time. Also see Substituting a room for a class.

To define a substitute staff member:

  1. Select Curriculum > Substitutions Maintenance from the SynWeb main menu.
    The Substitution Search Criteria window is displayed.
  2. Select the date of the substitution in the Timetable Date field. This defaults to today's date.
  3. Select the staff member whose class you want to substitute.
    This defaults to your staff code. To select a different staff member, select them from the Staff Code drop-down list.
  4. Click .
    A list of classes is displayed for the selected staff member and date.
  5. Click Add next to the class that you want to make a substitution for.
    The Substitute Class Resources window is displayed. 
  6. If you can't find an appropriate staff member, change the available staff filter from Recommended. You can select:
    • all staff for a particular campus
    • all staff with substitutions enabled
    • all staff
    • a manual search for a specific staff code.
  7. Click the Select command link of the substitute staff member.

    The substitute staff member is displayed in the Substitution area of the window.

    The substitution can also be seen on the Substitute tab of Staff Maintenance in Synergetic.
  8. Click the Available Rooms tab to select a different room for the class.
    The Available Rooms tab is displayed.
  9. Select the campus from the drop-down list, if applicable.
  10. Click on the Select command link of the room to select it.
  11. Type in any Work Tasks you want to tell the substitute staff member about.
  12. Type in any Comments you want to make to the substitute staff member.
  13. Click the Spell Check command link below the Work tasks or Comments fields, if required. See Checking the spelling of work tasks and comments.
  14. Click if you have selected either:
    • Email details to the substitute staff member
    Email details to the original staff member is selected.
    A preview of the email that the substitute staff member receives is displayed.
  15. Click the Close command link to return to the Substitute Class Resources window.
  16. Click .
    The substitution is saved and the substitute staff member is emailed. The original teacher of the class is emailed a copy of the email. The email contains the:
    • details of the class, time and room
    • information you have entered in the Work Tasks and Comments fields.
    The timetable grid area shows the:
    • class location in the Room field
    • substitute staff member in the Covered by field.

    Note: When a class substitution is created the staff member taking the substituted class automatically receives the Class substitution created Action Centre message. For information about enabling and customising Action Centre message types, see Maintaining Action Centre message settings. in the Synergetic System maintenance manual.
  17. Inform the students affected by any change of venue.