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Teacher Instructions
Updated 8/22/10
Creating Your Account
Go to www.SubSmartRegistry.com and under the “Join” pull-down scroll down and click on “Teachers”. Enter in your Access Code that was given to you by your school district and click “submit”
Next use the scroll down menu to choose your school building.
Please complete at least all the required information as indicated with asterisks. Be sure your e-mail address and phone number is accurate. Check what grade(s) and subject(s) you teach. Elementary teachers would probably be considered “classroom” for most schools.
Next, type in your Rules and Procedures. This is very important, please take your time and fill this out. You may come back and add/edit this information but at least put your basic class procedures such as, bathroom privileges, study hall rules, and where to find things in the classroom (seating charts, passes, etc). You only have 240 characters for your proceedures so keep it pithy!
Next, create a new username and password. Then choose either HTML or Text e-mails. This will determine the format of e-mails we will send you. Finally, hit submit to create your account. Please keep in mind that all this information may be edited through your account page. Also, all this information is confidential and will not be given or sold to a third party.
Choosing your Substitutes
Go back to the SubSmart Registry and use the Member Log-In. You should now be in your account. Click “Preferred Substitutes”. Then click “Choosing Your Preferred Substitutes”. Next, scroll down the substitute list and the click on “Add to Preferred Substitutes”. You may have up to three preferred substitutes. Just click on substitute's name, if you want to find out what they prefer to teach. After you choose your three substitutes you may rank them by setting the preference order. Use the pull down numbers underneath “Preference Order” and then hit “Update” To change the order or delete a substitute from your preference list, you must check the box next to their name.
You may add up to two substitutes to the “Do Not Request List.” Just click “Choosing Your Preferred Substitutes,” and scroll down the substitute list and click the red link label “Add To Do Not Request List”. These substitutes will taken of your pyramid and will not teach in your classroom.
Setting-up Your Schedule
From your account page, go to Other Account Tools and use the pull down menu to select schedule. You will see a schedule template and below it will read:
Just below this, “You have not created a schedule” click “Click Here”. Use pull down menu to select your class, lunch, or duty. Put room numbers and any notes or remarks that will help your substitute. For example, if you are a Social Studies teacher you might have “Social Studies” as your subject but under “notes” put “Global Studies” – Mostly 9th graders.
Emergency Lesson Plans
These are plans that you should have in case you are unable to get to the school and have a lesson ready. They should be able to be implemented any time during the course of the year. Typically, a video with study guide is an ideal emergency lesson plan. To upload your emergency lesson plan, go to other account tools and click ”Emergency Lesson Plans.”
Editing Your Account
At any time, you may edit your account information by going to “my account” and clicking “edit.”
Requesting Off
Requesting a day off is very easy. Just click on “Request Time Off.” Now, click on either Single Days or Multiple Days.
Select: “Date” and fill-in All Day, Morning Only, Afternoon Only, or 1/4 Day.
You may write a note to your substitute perhaps stating special instructions for that day. For example:
“Please hand out music slips during homeroom.”
Then, upload your daily lesson plan to your substitute. Just click on one of the five “Browse” buttons and upload a file. This may be a word document or some other file. The substitute will see your classroom procedures, schedule, note, and lesson plan on the website once they confirm the teaching assignment.
Finally, hit “submit” to officially request off.
Once your substiute confirms the job, you will receive a confirmation email, including the substitutes name and e-mail address.
Quarter Day
The 1/4Day feature allows teachers to request-off a few hours. When you choose this feature the field below becomes active. The default for this feature is "No Substitute Needed". If you need a substitute, just uncheck this box and select the hours that the substitute is to report and leave.
Time-Off Summary
These are the dates you requested off and did not work. By clicking “current request” you will be able to view your upcoming days off. You will see if the job has been filled and who your substitute will be. By clicking “Past Requests” you will see what substitute actually worked for you and be able to read a report from the substitute for that day.
Canceling a Request
To cancel a request, even after a substitute has confirmed, go to "Time Off Summary". You will see a list of your current request(s). On the left side of that list is a cancellation box. Check the box for the appropriate request. Then, click "Cancel Selected Dates". This will cancel the job and send an email to both the substitute and substitute coordinator.
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