How to Manage Substitutes for Teachers on Leave?

Even a single day’s medical leave for one teacher creates a chain reaction at school: uncovered lessons, unattended classes, and substitutes scrambled together at the last minute. In schools that don’t manage this process systematically, the same teachers keep getting extra load and a sense of unfairness sets in.

The ideal assignment follows this order: teachers who are free that period are identified; those from the same subject are prioritized; those with the lightest weekly load come first. This way no lesson is left uncovered and the extra load is distributed fairly.

• Availability: teachers with no other lesson that period
• Subject match: a teacher from the same subject where possible
• Load balance: those with fewer total assignments in the term take priority

In DEPRO the teacher submits a leave request in the panel and a manager approves it. The system lists all of that day’s lessons for the teacher on leave and, for each lesson, automatically suggests the most suitable substitute candidates based on the criteria above. The manager assigns with a single click; the relevant teacher is notified instantly.

So instead of chasing a substitute by phone at 07:30 in the morning, a fair and recorded assignment is completed in a few minutes.