Teacher Needs A Sub

Teacher's need subs for many reasons. It could be anything from illness to technical problems. Some subs are needed at the last minute, others are needed in a few days or weeks time.

SUBS ARE ONLY REQUIRED FOR GROUP CLASSES - For 1on1s please use the cancellation procedure for booked classes and the removal procedure for unbooked.

When a teacher requests a sub for a group class, take the following steps:

1. If the class is within 30 minutes, prepare to teach the class yourself and ask teachers with empty 1on1s or content shifts to cover. 

2. Send emails to all teachers asking if they can sub the class. If the class is within 7 days, you can mark the subject line with "URGENT"

3. Any shifts you can't find cover for that are within your oncall shift, you will need to teach yourself. If you can't find a sub, please inform Ben and tomorrow's oncall manager.

4. If the class hasn't started, when you've found cover, go to the view all table, find the class, hover over the teacher's name and and click "edit".
5. Change the Presenter to the new teacher, change the class name to the new teacher's name, add the subbing label (【代講】) to the class name, and add the subbing explanation to the class description (see below). This text can also be found on the Oncall report:

  • Subbing Label: 【代講】
  • Subbing Description: このクラスは上記の講師に代講となりました。キャンセルをご希望で、レッスン開始から１５分を切っている方は、レッスン開始時までにサポートまでご連絡ください。

6. Press Update.

7. Go to the schedule page in shiftplanning (https://lyngo2.humanity.com/app/schedule) open up the class card and change the presenter to the new teacher by unticking and ticking the relevant boxes.

8. Add a title saying "Subbing", then press "save and close"

9. Then return to the original teacher's schedule and click in the blank space to create a new shift. When the card pops up, enter the time they required subs for and choose the issue type -- most of the time this will be "external cause", but use "issue" if the didn't show up without explanation. Then enter a quick sentence or two in the notes explaining what happened, bearing in mind that both management and teacher can see the notes.

10. Make sure to ask the teacher who had the problem when they will be available again and to keep oncall informed.