Sub Coordinator
Sub Coordinator Role Video Demonstration
The Sub Coordinator menu becomes available when the ESS Functionality Configuration has the “Substitute Needed” option enabled and the user has the required role. With this access, the user can view and edit outstanding leave requests that have been marked as needing a substitute in order to enter or update substitute information. For more information on how to require ‘Substitute Needed’ on specific leave types, please refer to System>Configuration>Leave Type Configuration.
Role: For users with a Sub Coordinator, District Manager, or Admin role.
The grid is automatically refreshed every 5 minutes to keep it up-to-date with leave requests that have been marked with ‘Substitute Needed’. You can use the More button to add or remove columns from the grid.
View leave request.
Edit an existing leave request to enter substitute information (substitute comments, substitute first name, substitute last name, and substitute phone number) and check ‘Substitute Scheduled. Click 'Save’.
All leave requests that have been checked ‘Substitute Needed’, regardless of their approval status, will display on the grid. The Substitute Scheduled column on the grid will be checked to indicate that the ‘Substitute Scheduled’ flag has been checked on the leave request.
Roles associated with Substitute Coordinator
Listed below are the roles associated. Each of the roles listed below will grant the user access to the Sub Coordinator menu option to view and/or edit leave requests marked with ‘substitute needed. However, the leave requests they can view and/or edit will be restricted based on the sub-coordinator role granted.
ESS Role | Kiosk Role | Definition | Example of who may be assigned a role |
|---|---|---|---|
Substitute Coordinator | Substitute Coordinator | Access to the Sub Coordinator, which allows you to enter substitute information for all submitted leave requests where the substitute needed is selected. The role also grants access to Leave Requests>View District Leave | District administrative position |
Substitute Coordinator - Read Only | Substitute Coordinator - View Only | Read-only access to the Sub Coordinator for all submitted leave requests where the substitute needed is selected. The role also grants access to Leave Requests>View District Leave | Staff member who needs access to substitute info but doesn’t assign them. |
Substitute Coordinator by Building | Substitute Coordinator by Building | Access to the Sub Coordinator, which allows you to enter substitute information for submitted leave requests where the substitute needed is selected. However, with this role, it will pre-filter the grid, allowing you to view/edit leave requests with the same building(s) as your position(s). | Building Principal |
Substitute Coordinator by Building - Read Only | Substitute Coordinator by Building - View Only | Same pre-filtering as the above role; however, you will only have read-only access to the leave requests displayed on the grid. | Staff member who needs access to substitute info for a particular building, but doesn’t assign them. |
Substitute Coordinator by Department Code | Substitute Coordinator by Department Code | Access to the Sub Coordinator, which allows you to enter substitute information for submitted leave requests where the substitute needed is selected. However, with this role, it will pre-filter the grid, allowing you to view/edit leave requests with the same department code(s) as your position(s). | Food Service Manager |
Substitute Coordinator by Pay Group | Substitute Coordinator by Pay Group | Access to the Sub Coordinator, which allows you to enter substitute information for submitted leave requests where the substitute needed is selected. However, with this role, it will pre-filter the grid, allowing you to view/edit leave requests on the grid with the same pay group(s) as your position(s). | Head Custodian |
NOTE: If you have more than one Sub Coordinator by Role assigned to you, the roles will be combined displaying all leave requests that would fall under your role(s). For example, if a user has been assigned both the Sub Coordinator by Building role and the Sub Coordinator by Department role, all leave requests marked as “Substitute Needed” that fall under either role will appear in the Sub Coordinator grid.
If a user has the Substitute Coordinator or Sub Coordinator Read-Only role, they will receive an email when a Leave Request is created, rejected, or cancelled. If the user has the Substitute Coordinator by Building Code, Substitute Coordinator by Department Code, or Substitute Coordinator by Pay Group, they will only receive the email if their department code, building code, or pay group matches that of the user who is the owner of the Leave Request.
Sub Coordinator-'Export Grid Items' icon will produce a .csv with information that has been filtered on the screen. The filename will be 'leave-request-grid-extract'.