District 100 Knowledge Base (Admin and Clerical)

    Classroom Coverage/Subs SOP

    Updated 1/15/21

    Campus User Guide

    District 100 Employee Exclusion Tree

    Covid Sub Tracker   (Screen Castify Directions)
    1. Admin/Clerical complete the tracker the night before (as much as possible/on a daily basis)
      • Assigning subs on the situation/criteria/priorities listed below
      • Elementary paras that are sick and are typically utilized to cover teachers' prep/plan and lunch should be added to the tracker to indicate that a person is still needed to cover the absence.  Paras that do not do that should not be added to the tracker. 
    2. Updates are made to the tracker in the morning by 7:30 am (HS/ES) and 7:45 (MS) at the latest- based upon current absences noted in Frontline/Sub Report
    3. HR/CO Team reviews and assigns subs K-12 to cover unmet needs (this is indicated in the tracker) by 7:45-8:00 a.m.
    4. Admin/Clerical review tracker (above) and notify staff of their daily placement (based upon building or CO admin placements)
      • If the specials teachers have to go to another building for coverage purposes they should fill out a mileage sheet (form)
    5. After 7:50-8:00 MS/HS admin/clerical work on a schedule for period subbing to meet unmet needs
      • Teachers that period sub at MS/HS need to be compensated for their loss of plan (time tracked)
    6. At 2:00 p.m.  or after administration/clerical erases daily absences from the tracker, maintains Quarantine/Remote absences on the tracker (that are on-going), and adds any new absences for the next day
    7. If you have an absence that starts in the middle of the school day and requires coverage (that you can't internally cover) contact HR to determine sub placement/coverage options.

    This same document will be used on a daily basis.  If you want to make a copy for your building to contact trace or for other purposes you are welcome to.

    This document contains confidential information.  This document and information is not to be shared with others.
    1. 1

      Daily Sub K-12 (Teacher Absence/Non-Covid)

      How Covered? (Order)How Coded?Who Enters?
      1. Daily Sub
      2. Perma Sub (if available)
      3. Specials Teachers
      4. Period Subbing
      		AbsenceTeacher

      This process applies to in person and remote teachers.
    2. 2

      Staff Quarantines K-12 (Teacher Absence/Covid Related)

      How Covered? (Order)How Coded?Whe Enters?
      1. Perma Sub
      2. Daily Sub
      3. Specials Teachers
      4. Period Subs
      		Vacancy (Supplemental)Building Clerical/Admin
      This applies to in person and remote teachers.
    3. 3

      Unfilled Vacancies for Remote MS/HS Teachers

      How Covered? (Order)How coded?Who Enters?
      1. Classroom Monitors
      2. Daily Sub
      3. Perma Sub
      4. Specials Teacher
      5. Period Subs
      		Vacancy (Supplemental)Building Clerical or Admin
    4. 4

      When to Enter an Absence/Vacancy

      1. Staff member is sick (daily absence, personal day)- this would be a sick day/personal day tied to that staff member  (staff member enters)
      2. Staff member does not enter an absence/sick day if they are able to teach remotely from home
      3. If a teacher on quarantine (who is teaching remotely) has a permasub assigned to their classroom and becomes unable to teach virtually due to illness, the permasub will take over the teaching responsibilities for that teacher in person. In that case the teacher would need to put in a sick day (but note no sub required).
      4. A vacancy will be posted by clerical if a staff member is unable to teach in person or remotely (due to medical exemption or quarantines).
      5. Vacancy remains open or remains active when a Kelley services employee is unable to complete the assignment they previously committed to (due to their own illness/scheduling needs)
      6. A vacancy needs to be posted by clerical/admin if a teacher is remote.  The person that fills the vacancy will serve as the person that supervises the students (sub, internal, classroom monitor).
      7. If a MS/HS remote teacher (on a medical exemption) is sick and can not provide instruction that day the teacher would need to put in for a sub and leave lesson plans the monitor could follow with students (directions, assignments, videos posted in Canvas-no live instruction that day).
    5. 5

      End