Data & AssessmentDnA System Admin User ManagementAdding/Editing Substitute Teachers

Adding/Editing Substitute Teachers

This lesson will guide an Administrator through assigning a Teacher (or any user) to become a substitute. This feature allows for substitute teachers to login to an official teacher account in Illuminate. This functions the same as 'Become Another User', but only grants access to specified teacher accounts. This will prevent teachers from having to give out their login credentials to subs, require a district to double schedule students, etc.

FAQ:

Use Case 1:  To allow long term substitute teachers to login, take attendance, grade assignments, print seating charts, make student comments, view student information, etc. without having to be granted students via a student group or class roster.  The long term substitute becomes the teacher and is granted all permissions of the original teacher.

Is this permissions based?: Yes

What permission will the substitute teacher need?: Users will need "Substitute Teacher" (under General Permissions).  Illuminate recommends creating a "Substitute Teacher" role so that these permissions are automatically granted to users flagged as substitutes. We also recommend affiliating the substitute to all schools in the district, as well as limit their permissions to the bare minimum.

What permission will an admin need to grant a substitute access to a teachers account?: "Manage Substitute Teachers" & "Substitute Teacher- Assign Long-Term"

Use Case 2: To allow a short term substitute teacher to login and ONLY take attendance.

Is this permissions based?: Yes

What permission will the substitute teacher need?: Users will need "Substitute Teacher".  Illuminate recommends creating a "Substitute Teacher" role so that these permissions are automatically granted to users flagged as substitutes. We also recommend affiliating the substitute to all schools in the district, as well as limit their permissions to the bare minimum.

What permission will an admin need to grant a substitute access to a teachers account?: "Manage Substitute Teachers"

NOTE:

1. Admin staff need to be aware that the system doesn't recognize that the sub has logged into that teachers account.  The long-term substitute becomes that teacher for the substitute assignment duration.  So, if you have a very naughty long-term sub who deletes GradeBook data or types mean comments that it will show up under the teacher's name as having done those things, not the sub. You can always go back into the "Manage Sub Schedules" page to see all sub history to compare data modification dates to sub dates.

2. If the substitute teacher has a "limited" assignment, the system will not use the "Become Another User" functionality. Instead, the substitute teacher is simply provided access to the teacher's roster and uses the permissions/roles currently assigned to that substitute teacher account.

3. Part of the newest enhancement includes the introduction of a generic "Substitute Teacher" role that clients can use as a starting point for customizing your own substitute teacher role. The role we create as part of the deployment has permission to take Attendance by Class Roster and shares the same permission level as the current role with the system key 'Teacher' at the site. We have tested this role and found that when a substitute teacher is assigned the generic role, they are still able to "become another teacher" for "full" assignments.

It should be noted that if the teacher to whom the substitute is assigned has a role in the system higher than the substitute user role, then the substitute will not be able to switch to that teacher's account for "full" assignments. That caveat to substitute assignments existed prior to this enhancement. This enhancement preserves existing substitute functionality when a "full" assignment is created; i.e. all the good and the bad that comes with "Become Another User" for substitute teacher assignments is preserved when the "full" assignment type is used.

Where to Start

Where to Start

1. To use this function, administrators must first give a user(or users) permission to be a substitute teacher. To modify permissions click Admin Gear > Permissions > Select A Scope (Site, Role, User, etc.).

2. Under Substitute Teacher, select Yes for 'Substitute Teacher'.

3. Click Save.

Adding/Editing Subs

Adding/Editing Subs

Make sure you're logged into an individual school site via control panel, then:

1. Click on the Admin Gear.

2. Under 'Users' select Substitute Teacher Schedules.

Add Substitute Teacher

Add Substitute Teacher

1. To add a substitute teacher, click Add Substitute Teacher Schedule.

Short Term Subs

2. Select the Substitute Teacher (only users with the substitute teacher permission will show).

3. Select the Permanent teacher (the teacher they are acting as sub for).

4. Select Access Type as 'Limited'. This will mean the short-term sub will not assume the identity of the permanent teacher to be granted access to gradebooks, attendance, etc. and will only have access to Attendance and anything their current role permissions allow them to.

5. Select the data range they will be a sub for this teacher.

6. Click Add.

Once added you will be taken back to the 'Manage Substitute Teacher Schedules' page where you will see a confirmation message that the Substitute teacher information has been successfully saved. Below is the listing of Substitute/Permanent Teacher/Start Date/End Date (Notice this is still editable, just click on the calendar icon) and you have the ability to delete this schedule via the Trash Can checkbox.

Long Term Subs

1. Same as #1 above.

2. Select the Substitute Teacher (only users with the substitute teacher permission will show).

3. Select the Permanent teacher (the teacher they are acting as sub for).

4. Select Access Type as 'Full'. This will mean the long-term sub will assume the identity of the permanent teacher to be granted access to Gradebooks, Attendance, etc. It will ignore any permissions assigned to the substitute's original role.

5. Select the data range they will be a sub for this teacher.

6. Click Add.

Once added you will be taken back to the 'Manage Substitute Teacher Schedules' page where you will see a confirmation message that the Substitute teacher information has been successfully saved. Below is the listing of Substitute/Permanent Teacher/Start Date/End Date (Notice this is still editable, just click on the calendar icon) and you have the ability to delete this schedule via the Trash Can checkbox.