You often work with standbys (presences) when scheduling substitutions.
In certain periods, one or several teachers are on standby, i.e. they need to be available in the case of a possible substitution. These standbys are often scheduled only after finishing the timetable. You need to consider a few points:
- You need to distribute the standbys over the possible teachers in a fair way.
- For some periods, e.g. for the first period, several standbys are necessary.
- There must be a maximum limit of standbys for every teacher, meaning that beyond a given number of standby periods they must not be assigned to additional standbys.
- The standbys must harmonise with the rest of the teacher's timetable, meaning that they do not have a lesson at the time of standby. However, they should not be scheduled for standbys on a (half) day without any periods for them. Ideal periods are NTPs or periods before or after teaching.
- Usually, teachers do not like to have multiple standbys at one day.
How to prepare for scheduling standbys
The following you need to consider before scheduling. If you click on the "Standby" function in "Cover planning", the necessary windows including the necessary columns are opened automatically.
Teacher
Define in the master data window of the teachers, how many standbys you want to assign colleagues to..
When scheduling standbys has been completed, the "Nr. standbys" column will show how many standbys have been scheduled for every teacher.
How to define a standby subject
Go to "Subjects | Master data" and define a subject as standby subject. This subject automatically has the requirements that lessons with this subject are not to be substituted and are also not taken into account regarding counting.
Time and number of standbys
In the standby window you define in which periods are how many standbys necessary. The screenshot below shows that in the first period two substitutions are necessary and in periods 2 and 3, one standby is necessary.
How to schedule standbys
You need to remove the check in the "Show number of standbys" box in order to be able to schedule standbys. Now you have three possibilities to schedule standbys. Regarding the first two possibilities, it is recommended to first have a look into the timetable of the teacher.
- Enter a teacher into a field with a question mark.
- Choose automatic scheduling for standbys.
- Click on a field and open the suggestion window. It will show to you which teacher are suitable for the respective standby.
The third variant shows additional information which you can either show or hide in the headlines by clicking the right mouse key:
- Period flag: Similar to the substitution suggestions, this flag shows to you how much time is between the standby to be scheduled and the next period of the teacher.
- Number of standbys: Shows the number of standbys already scheduled for this teacher.
- Maximum standbys: The maximum number of standbys this teacher may be assigned to according to the master data.
- Points: This column shows how well this teacher is suitable for this standby in general.
- Time requests: Shows to you if at the time of standby a time request of the teacher has been defined.
Standbys -> Lessons
When you are done with the distribution of assignments, standbys can also be imported into the lesson window and into the timetable via "<Import standbys to lessons>".
Showing of standbys
Standbys are certainly also shown in the substitution suggestion. You therefore can quickly decide, if you want to assign a standby teacher for an unscheduled substitution. The "Period flag" column shows the short name of the standby subject.
The "Standbys count as teaching load" code (Subjects | Master data | Substitution tab) you can also assign standbys to the teaching load of the teacher, i.e. they count for the teacher's actual values just like "normal" lessons. A substitution held in a standby period is not counted positively in the substitution count. The "Substitution statement" lists the held standbys for the time range of the statement.
Standby substitutions
If a teacher is absent on a day on which he or she was assigned to standby, a standby substitution is generated. You can enter an alternative teacher via the teacher suggestion who will then be assigned to standby on this day and in this period.
if you want to automatically generate a standby substitution, remove the check for "No substitution" for the standby subject in the Master data.
Standby balance
If you want to know, how many substitutions have been generated from standbys in a certain time range, i.e. a balance of used and unused standbys, you will find this information in the "Substitution statement" . A prerequisite is that the selected teacher has had at least one substitution in the selected time range. For more detailed information on this report, please read the chapter on "Substitution statement".
Standbys for break supervisions
As of Untis 2019, you can also schedule standbys for break supervisions. The most important element to do this is the "Break supervision" window which can be set to standby.
Standby scheduling for break supervisions must be done in the timetable mode; in the "Cover scheduling" mode, this function is not available.
In the standby mode, you have the possibility to nominate a standby teacher for every break supervision. This is either be done a direct entry of the teacher's name or via teacher suggestions.
In cover scheduling mode, you can indicate standby teachers for break supervision accordingly.