District 100 Knowledge Base (Admin and Clerical)

    How to Assign a Building Permanent Substitute to an Open Absence/Vacancy

    This procedure is completed in FRONTLINE ABSENCE MANAGEMENT only!

    Preference of Permanent Substitute Coverage

    Primary Coverage
    1. Assign Building - Certified Staff (Classroom)
    2. Different Building - Certified Staff (Classroom)

    Secondary Coverage
    1. Assign Building - Non-Certified Staff (Paraprofessional)
    2. Different Building - Non-Certified Staff (Paraprofessional) 

    Once a permanent substitute is reassigned to a different building for the day, the assigned primary perma sub location school secretary will call the District Substitute Coordinator to notify of the change and have it changed in Frontline Absences Management.

    If primary coverage building DOES NOT need a perma sub in their assigned building, building secretaries will call the District Substitute Coordinator to assign a secondary coverage option. This should be done no later 8:15 AM daily. 

    1. 1

      Go to Frontline Absence Management

      The building admin or designee, will view the Daily Absences by accessing the DASHBOARD


    2. 2

      Go to the Unfilled Absence Circle

      Click on the Unfilled Absence Circle to view the day's unfilled absences

    3. 3

      Assign the Perma Substitute to the Unfilled Job

      By clicking on the Conf # that is highlighted as a blue hyperlink
      Make sure the appropriate day is highlighted in blue

      If more days are needed to have the perma sub cover for this job, click on the date to make it blue
      Type in any notes, if needed

      Then click on Save Absence on the bottom

      This job is now assigned to the perma sub

    4. 4

      Back to Dashboard

      Now, your Daily Absence dashboard will read the perma sub has filled that days position.



    5. 5

      Complete!

      You have completed the assignment of the perma sub for an unfilled position in your building. 

      This should be done daily by either the building admin or designee. 

      This procedure and also be done for the following perma sub daily or short term coverage (3 days or less):
      • Half Days - AM/PM
      • IEP Meeting Days
      • School Business - School/District
      • Sick
      • Personal
      • Paid Time Off