The Campus SUBscriber

The Dallas Independent School District Substitute Department supports campuses throughout the District by hiring, training and strengthening our substitute pool. We understand that in the teacher’s absence it is important that students receive minimal to uninterrupted classroom instruction. Our overall goal is to ensure that the campuses have the support needed in the absence of the teacher.

Veronica Vazquez, Substitute Department Manager

Major Responsibilities: Substitute Office Policy, Project Work, and Substitute Supervisor

Email: vvazquez@dallasisd.org

Phone: (972) 925-4368

Brandy Nealy, Substitute Facilitator

Major Responsibilities: Substitute Training, Materials and Resources Policy, TWC and Incident/Exclusion Reports

Email: bnealy@dallasisd.org

Phone: (972) 925-5734

Areli Lopez, Substitute Assistant Coordinator

Major Responsibilities: Frontline Absence Management, Reports and Data, AABS Reporting

Email: arelopez@dallasisd.org

Phone:(972) 925-4348

Andrea Urbina, Substitute Staffing Specialist

Major Responsibilities: Creating Substitute Profiles, Auditing Employee Records·

Email: aurbinaperez@dallasisd.org

Phone: (972) 925-4208

To ensure accurate records and reduce payroll discrepancies ALL substitute assignments must be recorded in Frontline. Substitutes will only be able to clock in/out if they are assigned to your campus for that day.

The Substitute Handbook is a resource that provides substitute with guidelines, policies, and procedures for them to excel in their role. Please review so you are also aware of substitute expectations.

We are auditing the current Frontline campus user list. Please review 2024-2025 Frontline Campus User Audit Google Doc to verify on column J if the campus user should remain active, delete access or change access to read only.

AUDIT DEADLINE WAS 11/8/2024. If you have not completed review, please do so now.

This audit is for current campus users only, if someone is requesting new access or change of campus, please complete the Absence Management Campus User Request.

The Substitute Office will provide campus support in securing substitutes through the Active Substitute Directory. The active directory is designed by job assignment status (i.e., certified-including current certifications, degreed-including majors, non-degreed, etc.) which will include the employee’s identification number and contact information. All active substitute employees will be included in the directory.

Click the link below to access the 2024-2025 Active Substitute Directory!

2024-2025 Substitute Active Directory

• Filter substitutes by your campus zip code or surrounding zip codes. This will allow you to search for substitutes that are within close proximity to the campus.
• Filter by certification type (certified-Math)
• SPED Trained tab lists all substitutes trained in the area of Special Education.

Subject Line: Substituting at [Insert YOUR campus name]

Body: Welcome to Dallas ISD and thank you for your interest in serving our campuses! The Dallas ISD Substitute Staffing team shared your contact information with us to support students at (insert your campus name). We are currently experiencing less than desired fill rates and would like to invite you to accept an assignment at (insert campus name).

Our campus offers substitute support by way of (insert support systems at the campus). If you are interested, please contact (insert contact name and information) as soon as possible. Our school is located at (insert address). We look forward to meeting with you soon to support our students!

Visit our school website-*Hyperlink school website site information for the substitute to review.

Principal’s Closing

As we work together to support student learning in the event of teacher vacancies or leave of absence, principals may request PowerTeacher Pro access for long-term substitutes using the Laserfiche system. Link to Laserfiche form: https://records.dallasisd.org/Forms/hdzrA.

Long-term substitutes will have full access to all student information for students on their roster, including the ability to assign/change grades, submit attendance, and ability to contact parents/guardians. As the teacher of record, substitutes will have the same responsibilities as a permanent teacher on staff, including implementing special education modifications and accommodations, grading, recording daily attendance, and must follow all district policies. Teacher assistants, campus administrators, and other support staff may not serve as the long-term substitute.

Once the long-term substitute has completed training, the campus data controller is able to add them as the official teacher of record for the time of their assignment.

If the substitute leaves or an assignment ends, the substitute retains full access to the classroom as the teacher of record until the substitute is removed from the class roster.

To qualify for PowerTeacher Pro Access:

• Substitutes must be assigned to cover a single vacancy or teacher LOA.

• Substitute cannot be a floater or covering different classes each week.

• Length of assignment must be more than 30 days

The originator of the Laserfiche request form and the substitute will receive the virtual training link via their Dallas ISD outlook email. Additional training will be scheduled bi-monthly throughout the school year.

If you have questions, please contact Michelle Thompson at MichThompson@dallasisd.org

or (972) 925-4637.

We've gathered substitute feedback to find out key indicators to improve our efforts. Our goal was to use these results to help our department create an environment that will support our substitutes, campuses, office managers, and administrators.

To be Sub-friendly please be sure to:

• Welcome substitutes on your campus with a warm greeting.
• Acknowledge substitute questions and concerns.
• Request Dallas ISD Substitute Badge with employee ID number.
• Ensure the substitute employee clock-in and out for each assignment.
• Thank the substitute employee for their day of service.

To be Sub-ready please be sure to provide:

• School maps and directions to the classroom and other important places
• Contact information for nurses, assistant principals, and other important contacts
• Bell schedules and school calendars
• Necessary supplies
• Seating charts
• Lesson plans
• Emergency plans
• Class and school rules
• Dismissal expectations

If a substitute does not call and show up, remove them from the assignment in Frontline, verify it is removed from their timecard to confirm they will not get paid for the day, and submit exclusion.

Please report any substitute that has continuously picks up assignments and does not show up to Substitute Manager, Veronica Vazquez, vvazquez@dallasisd.org.

If a substitute employee’s performance warrants a campus-based performance exclusion, the reason(s) entered into the Absence Management System must be initialed, dated, thorough, and consistent with Board Policy

Please use the policy information below to document exclusions in the Absence Management System properly. Board Policy DPB (REGULATION) Exclusions for Substitute Employees-Excerpt.

An email notification of exclusion will be sent to Substitute, Office Manager and Principal.

Please review your campus staff list in Frontline to ensure all staff is accurately listed. Verify titles, assignments and campus location. Teacher assignments are imported daily from PowerSchool. This information is located in the campus user portal under: REPORTS<EMPLOYEE<STAFF LIST.

Cafeteria and Custodial Staff will not be on your campus staff list.

You can also provide each staff member a copy of their Absent Management USERNAME & PIN. (Filter by active employee only.)

Please ensure substitute requests for vacancies are correctly entered in Frontline. An audit will be conducted every month that confirms vacancies requesting substitutes are accurate.

If you have SPED or DEAF ED approved and funded substitute, this means timesheets are submitted to department administrative assistant weekly, you will now be required to enter the assignment in Frontline. We have added supplemental code for SPED and DEAF ED substitutes, these assignment will not transfer to substitute's timecard since they are submitting timesheets to department.

Teacher's Absence or on Leave:

• You will have to record the teacher’s absence as no sub needed.
• Create select SPED or DEAF ED APPROVED/FUNDED profile.
• Supplemental Reason select *SPED USE ONLY or *DEAF ED USE ONLY
• Assign substitute.
• Submit timesheets to department admin

Vacancy:

• Create select SPED or DEAF ED APPROVED/FUNDED profile.
• Supplemental Reason select *SPED USE ONLY or *DEAF ED USE ONLY
• Assign substitute
• Submit timesheets to department admin