Substitute Teacher or Casual Booking FAQ
Q. Can I book my own substitute teacher or casual replacement?
A. Absolutely! When entering your absence in Atrieve (found in Employee Self Service) in the replacement request screen, enter the name of the sub or casual as requested employee #1, and do not add any other names. Check off that you have already confirmed (pre-arranged) the replacement employee. Double check the confirmation page to make sure it was entered correctly.
- Failure to check off that you have already pre-arranged the replacement employee may result in an additional sub or casual booked which will result in costs charged to the school.
Q. Can I request a sub or casual for a portion of my absence? Full day absence but only require a half day sub.
A. Yes! Indicate no to the question are they required to work the same schedule as you then populate the replacement schedule details screen with your subs/casuals required schedule.
Q. Can I request a specific substitute teacher or casual?
A. Yes! You can request up to 5 preferred replacement employees through your absence entry. However, any bookings entered within 24 hours of the assignment will be open to any sub available regardless of sub requests. Any bookings entered at least 5 days in advance will be open to requested employees only. In between those timelines, the system will try to match your booking with the best possible sub/casual available (matching subjects and levels).
Q. Do subs or casuals get notified if I request them?
A. Requested subs or casuals get notified of a booking only if they are set up to receive texts or emails.
Q. Why do I need to populate subjects and levels for my replacement request (TEACHERS ONLY)?
A. Replacement profiles are set up with specific qualifications and preselected subjects and levels attached to their availability. Populating subjects and levels when requesting a replacement is crucial for a suitable match. Without this information, your booking may go unnoticed, making it difficult to find a replacement who can fill in for your absence. Providing detailed subject and grade level information increases the likelihood of finding an appropriate replacement for your absence. Please note that the first subject and level entered will be prioritized.
Q. What if I need a replacement for multiple dates?
A. Subs and casuals can only accept all or nothing bookings. Meaning, if they are only available 1 day out of the 2 required, they cannot accept that assignment. Enter your absences for one day at a time as much as possible.
Q. What if I need a last-minute replacement?
A. An absence submitted after 7:00 AM no longer goes to the work board. In addition to entering your absence in atrieve and indicating your sub requirement, email substitute@ecsrd.ca or text 780-964-7828.
Q. How do I cancel an absence entry and booking?
A. You can cancel an absence entry in Employee Self Service up to 24 hours before it starts. If a replacement employee is already attached to your booking, they will need to be contacted directly to let them know of the cancellation. Contact information for subs and casuals are available on the Atrieve dashboard. For assistance, contact the substitute dispatch clerk with the name of your sub or casual.
Q. What happens if a teacher or support staff does not cancel a substitute teacher or casual replacement?
A. Failure to provide adequate notice to cancel or double booking will result in costs charged to the school.
For information on Absence Entry and Substitute/Casual Booking click here
Please note that the substitute dispatch clerk hours are from 6:00 AM to 10:00 AM only. In case of emergent need, please contact division office reception at 780-962-5627.