Teacher Management

Everything you need to manage your teaching staff - from hiring to assignments, qualifications, workload, and leave management.

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Teacher Management Architecture

┌─────────────────────────────────────────────────────────────────────────────┐
│                        TEACHER MANAGEMENT SYSTEM                             │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                              │
│  ┌───────────────────────────────────────────────────────────────────────┐  │
│  │                        Teacher Profile                                 │  │
│  │                                                                        │  │
│  │   Personal Info • Contact Details • Photo • Employment Details         │  │
│  │                                                                        │  │
│  └────────────────────────────────┬───────────────────────────────────────┘  │
│                                   │                                          │
│                      ┌────────────┼────────────┐                             │
│                      │            │            │                             │
│                      ▼            ▼            ▼                             │
│  ┌─────────────────────┐ ┌─────────────────┐ ┌─────────────────────────┐    │
│  │   Qualifications    │ │  Assignments    │ │      Leave              │    │
│  │                     │ │                 │ │                         │    │
│  │  Degrees            │ │ Subjects        │ │  Balance                │    │
│  │  Certifications     │ │ Classes         │ │  Requests               │    │
│  │  Training           │ │ Workload        │ │  History                │    │
│  │                     │ │                 │ │                         │    │
│  └─────────────────────┘ └─────────────────┘ └─────────────────────────┘    │
│                                                                              │
│  ┌───────────────────────────────────────────────────────────────────────┐  │
│  │                     Teaching Journey                                   │  │
│  │                                                                        │  │
│  │  Hire → Assign Department → Assign Subjects → Assign Classes → Teach   │  │
│  │                                                                        │  │
│  └───────────────────────────────────────────────────────────────────────┘  │
│                                                                              │
└─────────────────────────────────────────────────────────────────────────────┘

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Teacher Onboarding Workflow

START: New Teacher Hired
         │
         ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 1: Collect Documents                                       │
│  ─────────────────────────                                       │
│  Gather required documents:                                     │
│  • Teaching qualification certificates                          │
│  • National ID / Work permit                                    │
│  • Previous employment references                               │
│  • Medical fitness certificate                                  │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 2: Add Teacher Profile                                     │
│  ───────────────────────────                                     │
│  Enter teacher information:                                     │
│  • Personal details (name, title, contact)                      │
│  • Employment details (hire date, type)                         │
│  • Emergency contact                                             │
│  • Bank details (for payroll)                                   │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 3: Add Qualifications                                      │
│  ──────────────────────────                                      │
│  Record their credentials:                                      │
│  • Highest qualification (Diploma, Degree, Masters)             │
│  • Teaching certification number                                 │
│  • Subjects they're qualified to teach                          │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 4: Assign to Department                                    │
│  ────────────────────────────                                    │
│  Place teacher in a department:                                 │
│  • Sciences                                                      │
│  • Languages                                                     │
│  • Humanities                                                    │
│  • Practical Subjects                                           │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 5: Assign Subjects & Classes (in Academics)                │
│  ─────────────────────────────────────────────────               │
│  Assign teaching responsibilities:                              │
│  • Which subjects will they teach                               │
│  • Which classes will they teach                                │
│                                                                  │
│  Go to: Academics → Subjects & Classes → Assign Teacher         │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 6: Set Up System Access                                    │
│  ────────────────────────────                                    │
│  Create login credentials:                                      │
│  • Email (becomes username)                                      │
│  • Send welcome email with password                             │
│  • Assign role permissions                                       │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
                     TEACHER READY TO TEACH ✓

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Overview

The Teacher module helps you manage your academic staff:

• Register new teachers with complete professional profiles
• Assign subjects and classes to teachers
• Track qualifications and certifications
• Manage workload to ensure fair distribution
• Handle leave requests and track balances
• Monitor professional development hours

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Accessing Teacher Management

1. Click People in the left sidebar
2. Select Teachers
3. You'll see the teacher list with search and filter options

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Adding a New Teacher

Step 1: Start Registration

1. Go to People → Teachers
2. Click + Add Teacher
3. The teacher registration form opens

Step 2: Personal Information

Field	Description	Required
Title	Mr., Mrs., Miss, Ms., Dr., Prof.	No
First Name	Teacher's first name	✅ Yes
Middle Name	Middle name(s)	No
Last Name	Surname/family name	✅ Yes
Date of Birth	Birth date	No
Gender	Male, Female, Other	✅ Yes
National ID	Government ID number	No

Step 3: Contact Information

Field	Description
Email	Work email address (required for login)
Phone	Primary phone number
Alternative Phone	Secondary phone
Address	Home address

Step 4: Emergency Contact

Field	Description
Contact Name	Who to call in emergency
Contact Phone	Emergency contact phone
Relationship	Spouse, Parent, Sibling, etc.

Step 5: Employment Details

Field	Description	Required
Teacher Number	Unique staff ID (auto or manual)	✅ Yes
Employment Type	Full-time, Part-time, Contract, etc.	✅ Yes
Hire Date	Date employment started	✅ Yes
Department	Academic department	No

Employment Types Explained

Type	Description
Full-Time	Permanent, full-time employee
Part-Time	Works reduced hours
Contract	Fixed-term contract
Temporary	Short-term fill-in position
Substitute	Day-to-day replacement teacher

Step 6: Qualifications

Field	Description
Highest Qualification	Certificate, Diploma, Bachelor's, Master's, PhD
Teaching Certification	Teaching certificate name
Certification Number	Certificate registration number
Years of Experience	Total teaching experience
Specialization	Subject specialization areas

Step 7: Save

1. Review all information
2. Click Create Teacher
3. The teacher is now registered

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Teacher Profile

Viewing a Teacher Profile

1. Go to People → Teachers
2. Click on a teacher's name
3. The full profile opens

Profile Tabs

Tab	Contents
Overview	Summary, photo, quick stats
Personal	Personal details, contact, emergency
Employment	Employment details, status, dates
Qualifications	Education, certifications, experience
Assignments	Subjects and classes assigned
Workload	Teaching hours, duties
Leave	Leave balances, history
Performance	Evaluations, professional development
Documents	Uploaded files (CV, certificates)

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Assigning Subjects and Classes

Adding Subject Assignments

1. Open the teacher's profile
2. Go to the Assignments tab
3. Click + Assign Subject
4. Select:
   • Subject (e.g., Mathematics)
   • Grade Levels this teacher will teach (e.g., Form 3, Form 4)
   • Check Primary Subject if this is their main subject
5. Click Save

Adding Class Assignments

1. In the Assignments tab
2. Click + Assign to Class
3. Select:
   • Academic Year
   • Class (e.g., Form 3A)
   • Subject to teach in this class
   • Periods per week
4. Click Save

Making a Teacher the Class Teacher (Form Teacher)

1. In the Assignments tab
2. Find the class assignment
3. Toggle Class Teacher to ON
4. This teacher is now the form teacher for that class

Class Teacher Responsibilities

The class teacher (form teacher) is the primary contact for a class. They handle:

• Daily attendance
• Student welfare
• Parent communication
• Report card sign-off

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Department Assignment

Assigning to a Department

1. Open the teacher's profile
2. Go to the Employment tab
3. Click Edit
4. Select the Department (e.g., Mathematics, Sciences, Languages)
5. Click Save

Department Roles

You can assign additional department roles:

Role	Description
Head of Department	Leads the department
Subject Head	Leads a specific subject within department
Coordinator	Coordinates specific activities

To assign a role:

1. Open teacher's profile
2. Go to Employment tab
3. Check the appropriate role boxes
4. Click Save

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Managing Workload

Viewing Workload

1. Open teacher's profile
2. Go to the Workload tab
3. See:
   • Current teaching hours per week
   • Maximum allowed hours
   • Non-teaching duties
   • Workload comparison chart

Setting Teaching Load

1. In the Workload tab
2. Click Edit Workload
3. Set:
   • Teaching Hours (current weekly hours)
   • Maximum Hours (maximum allowed)
   • Non-Teaching Duties (supervision, meetings, etc.)
4. Click Save

Workload Dashboard

Go to People → Teachers → Workload Dashboard to see:

• Teachers approaching maximum hours
• Teachers with low workload
• Department workload comparison
• Suggestions for rebalancing

Overloaded Teachers

The system highlights teachers exceeding their maximum hours in red. Overloaded teachers may experience burnout and reduced effectiveness.

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Managing Leave

Leave Types

Type	Description	Typical Allowance
Annual Leave	Vacation time	24 days/year
Sick Leave	Medical absence	12 days/year
Maternity Leave	For new mothers	90 days
Paternity Leave	For new fathers	10 days
Study Leave	For exams/education	10 days/year
Compassionate Leave	Family emergencies	3-5 days
Unpaid Leave	Leave without pay	As approved

Viewing Leave Balances

1. Open teacher's profile
2. Go to the Leave tab
3. See current balances for each leave type

Recording Leave

When a teacher takes leave:

1. Go to teacher's Leave tab
2. Click + Record Leave
3. Enter:
   • Leave Type (Annual, Sick, etc.)
   • Start Date
   • End Date
   • Reason (optional but recommended)
4. Click Save

The system automatically:

• Deducts from the leave balance
• Updates the teacher's status if currently on leave
• Records the leave history

Leave History

View all past leave in the Leave History section:

• Leave type
• Dates taken
• Days used
• Running balance

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Employment Status

Status Types

Status	Description
Probation	New hire on probation period
Active	Confirmed, working normally
On Leave	Currently on approved leave
Suspended	Temporarily suspended
Notice Period	Serving resignation notice
Terminated	Employment ended
Retired	Reached retirement

Changing Employment Status

1. Open teacher's profile
2. Go to Employment tab
3. Click Change Status
4. Select new status
5. Enter effective date
6. Add notes (required for some status changes)
7. Click Confirm

Confirming After Probation

When a teacher completes probation:

1. Change status from Probation to Active
2. The system records the confirmation date
3. Update tenure status if needed

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Qualifications & Professional Development

Adding Qualifications

1. Go to teacher's Qualifications tab
2. Click + Add Qualification
3. Enter:
   • Qualification name
   • Institution
   • Year completed
   • Upload certificate (optional)
4. Click Save

Tracking Professional Development

The system tracks PD (Professional Development) hours:

1. Go to Qualifications tab
2. See:
   • PD hours completed this year
   • PD hours required
   • Courses/training attended

Recording PD Activities

1. Click + Add PD Activity
2. Enter:
   • Activity name (e.g., "ICT in Education Workshop")
   • Provider/Institution
   • Date completed
   • Hours earned
   • Upload certificate (optional)
3. Click Save

Certification Renewals

The system can alert you when teaching certifications are expiring. Set up notifications in the teacher's profile.

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Performance & Evaluations

Recording an Evaluation

1. Go to teacher's Performance tab
2. Click + Add Evaluation
3. Enter:
   • Evaluation date
   • Rating (1-5 scale)
   • Strengths observed
   • Areas for improvement
   • Goals for next period
   • Evaluator comments
4. Click Save

Viewing Performance History

The Performance tab shows:

• Past evaluation ratings
• Performance trends
• Awards and recognitions
• Improvement notes

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Searching for Teachers

Quick Search

Use the search bar to find teachers by:

• Name
• Teacher number
• Email
• Phone number

Filters

Filter	Options
Status	Active, On Leave, Probation, etc.
Department	Mathematics, Sciences, etc.
Employment Type	Full-time, Part-time, Contract
Subject	Filter by subjects they teach
Class Teacher	Show only class teachers

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Importing Teachers in Bulk

Prepare Import File

1. Go to People → Teachers
2. Click Import
3. Download the CSV template
4. Fill in teacher data:

Column	Example	Required
first_name	John	✅
last_name	Moyo	✅
email	j.moyo@school.edu	✅
gender	male	✅
employment_type	full_time	✅
hire_date	2024-01-15	✅
department	Mathematics	No
qualification	bachelor	No

Upload and Import

1. Click Choose File
2. Select your completed CSV
3. Click Preview
4. Review for errors
5. Click Import

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Teacher Reports

Available Reports

Report	Description
Staff List	All teachers with basic info
Workload Report	Teaching hours by teacher
Leave Report	Leave taken and balances
Qualification Summary	Staff qualifications overview
Department Roster	Teachers by department

Generating Reports

1. Go to People → Teachers
2. Click Reports
3. Select report type
4. Set parameters
5. Click Generate
6. Export to PDF or Excel

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Common Questions

How do I assign a teacher to multiple subjects?

Repeat the "Assign Subject" process for each subject. A teacher can teach multiple subjects across different grade levels.

What happens when a teacher goes on leave?

1. Record the leave in their profile
2. Change their status to "On Leave"
3. Assign a substitute teacher to their classes
4. When they return, change status back to "Active"

Can I see a teacher's full timetable?

Yes - Go to the teacher's profile, Assignments tab, then click View Timetable to see their weekly schedule.

How do I handle a teacher transfer between departments?

1. Open the teacher's profile
2. Go to Employment tab
3. Click Edit
4. Change the Department
5. Update any department roles
6. Click Save

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Best Practices

Start of Year Checklist

1. Review all teacher assignments
2. Balance workloads across staff
3. Verify qualification documents are current
4. Update emergency contact information
5. Reset leave balances for new year

Track Qualifications

Keep teacher qualifications up to date. Expired certifications can cause compliance issues and may affect the school's accreditation.

Fair Workload Distribution

Use the Workload Dashboard to ensure teaching hours are distributed fairly. This improves teacher satisfaction and performance.

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Related Topics

• Students - Managing students in teacher's classes
• Staff - Non-teaching staff management
• Timetable - Creating teacher schedules
• Subjects & Classes - Setting up subjects for assignment