Teacher On Call Management

Accessing and using the On Call Admin Management Screen

To access the on call Admin management screen:

1. Go to the Admin tab.
2. Select Substitution.
3. On the left, click on On Call Admin.

Creating a New Roster

The first step is to create a new roster:

1. Click the Create a Roster button. This roster will be used for the year.
2. Ensure you are in the correct academic year, as the data will be incorrect if you link the roster to the wrong year.

Filling in Roster Details

In the pop-up window, you can start filling in the details:

• The title can be something simple like "2024/2025 Roster".
• Select the number of preferences you would like teachers to have.
• Set the start and end dates for when the roster will be open for teachers to submit preferences.
• Select which teachers are to be included.
• Optionally, add a note that teachers will see at the top of their preferences input screen.
• Click Create. A push notification will be sent to teachers reading: “On-Call Preferences are open! Please log in via the desktop browser to submit them.”

Waiting for Teacher Preferences

As an administrator, the next step is to wait for teachers to fill in their preferences, which will appear on your screen as they are submitted.

Teacher View of On Call Preferences

To show what it looks like from the teacher's perspective:

1. Teachers log in to their VSware account.
2. Go to Profile.
3. Select On Call Preferences on the left.

Teachers will see the roster name and the submission deadline. They drag and drop their preferences onto the timetable, with periods they are unavailable being greyed out. Preferences are automatically saved when dragged onto the timetable.

Admin Reminders and Editing

Sending Reminders

If you need to remind teachers to submit their preferences:

Click the Remind Teachers button at the top of the screen. This will send a push notification to the relevant teachers.

Editing the Roster

• If the solution is not live yet, you can use the Edit button at the top to change the number of preferences, end date, etc.
• If changes are made that affect teachers, a notification will be sent to inform them.

If there is a live solution, you cannot edit the roster. Instead, you can either deactivate or delete the roster and start again, or manually make necessary changes to the teacher’s timetable to avoid disrupting other preferences.

Creating and Publishing Solutions

Once teachers have submitted their preferences, you can start working on solutions:

1. The Overview screen shows which teachers are included in the roster, their employment status, and how many preferences they have submitted.
2. Click the Create a Solution button.
3. In your desired solution, manually make changes as needed and move things around.
4. To try multiple solutions, click the Add Solution button. You can do this multiple times.

Making the Solution Active

Once you are happy with the solution:

1. Go to the solution you want to use.
2. Click the Publish button.
3. A push notification will be sent to teachers, informing them that their on call hours have been added to their timetable, and the task is complete.