B
Ben Jayson Uy
Platform Context
This proposal is intended for implementation within the Toddle ecosystem. It builds on existing structures such as teacher profiles, class assignments, timetables, attendance, seating plans, student data, and role-based permissions, while introducing enhanced workflows for substitute teacher management, workload balancing, and instructional preparedness.
Overview
Enhance and restructure Toddle’s system workflow to include a dedicated Substitute Teacher Management System that enables schools to plan, assign, balance, and analyze substitute coverage, while clearly distinguishing permanent teaching loads from substitution assignments and safeguarding teachers’ instructional preparation time.
The system will provide leadership with real-time visibility of workloads, enabling fair distribution of duties without compromising lesson quality.
Purpose and Rationale
The enhanced Substitute Teacher Workflow System will:
  • Ensure instructional continuity during teacher absences
  • Balance teaching and substitution loads fairly across staff
  • Protect instructional planning and preparation time
  • Reduce burnout caused by uneven substitution expectations
  • Support data-driven staffing and operational decisions
Core Functional Requirements (Toddle-Aligned)
  1. Teacher Availability, Absence & Load Visibility
Teachers can log planned and unplanned absences with affected classes
System displays current number of classes assigned per teacher, clearly separating:
- Regular (timetabled) classes
- Temporary substitution assignments
Visibility of daily and weekly load at teacher, department, and school levels
  1. Substitute Teacher Pool & Profiles
Centralized substitute directory with:
  • Subject and grade-level alignment
  • Compliance and certification status
Real-time visibility of each substitute’s:
  • Current coverage load
  • Remaining availability
  1. Balanced Substitute Assignment Logic
Assignment rules that consider:
  • Teacher’s existing teaching load
  • Frequency of prior substitution assignments
  • Subject alignment and availability
System flags potential over-allocation to protect staff workload balance
Leadership override available with justification logging
Instructional Preparation & Continuity
  1. Protection of Instructional Preparation Time
Ability to tag periods as:
  • Instructional
  • Preparation / planning
Substitute assignments avoid protected preparation periods where possible
Dashboards highlighting:
  • Lost preparation time due to substitutions
  • Staff at risk of preparation overload
  1. Linked Class, Seating Plan & Lesson Access
Substitutes receive time-bound, read-only access to:
  • Assigned class lists
  • Seating plans
  • Lesson handover notes and materials
Learning Support, Safeguarding & Context
  1. Learning Support & Safeguarding Indicators
Visual indicators for:
  • Learning support needs
  • Behavior or wellbeing alerts (role-appropriate)
  • Seating or classroom accommodations
Emergency contacts and procedures visible where permitted
Communication, Handover & Documentation
  1. Teacher-to-Substitute Handover Notes
Structured handover notes linked to:
  • Class
  • Date or lesson
Attachments for lesson plans, worksheets, or digital resources
  1. Automated Notifications
  • Notifications for assignment, changes, and cancellations
  • Visibility for coordinators and leadership
Workload Monitoring & Reporting
  1. Teacher Workload & Preparation Analytics
Dashboards showing:
  • Total classes per teacher
  • Breakdown of regular vs substitute assignments
  • Impact on preparation periods
Trends to support:
  • Workload equity
  • Instructional quality assurance
  1. Exportable Reports
Reports filtered by:
  • Teacher, department, or date range
  • Teaching vs substitution load
  • Preparation time impact
Exportable to PDF / Excel for HR and leadership review
Permissions, Security & Governance
  1. Role-Based Access Control
  • Teachers: view own load and preparation impact
  • Substitute teachers: view assigned classes only
  • SLT / coordinators: full visibility and override authority
Integration & Scalability
  1. Seamless Toddle Integration
Integrated with:
  • Teacher profiles and timetables
  • Seating Plan and lesson modules
  • Student profiles and safeguarding systems
Scalable across programmes, cycles, and campuses
Expected Impact
  • Fair, transparent workload distribution
  • Preserved instructional preparation time
  • Improved lesson quality during substitutions
  • Reduced staff fatigue and improved morale
Success Indicators
  • Balanced substitution distribution across staff
  • Minimal loss of preparation time
  • Positive staff feedback on fairness and workload management
  • Sustained instructional quality during absences