SPPS SUBSTITUTE ACCOUNTS
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SPPS substitutes have various roles and access. This page summarizes steps and processes for credentials and access.
** Schools can request one iPad to be used exclusively for building substitute technology needs. Please submit a ticket if your building would like an iPad for this purpose. The iPad will be configured and checked out in Destiny to the building clerk. Schools can utilize the iPad as needed for any substitute needs.
Access to Digital Tools based on Type of Substitute Assignment
Short Term Sub
- A building or traveling permanent sub, assigned to a school or group of schools
- Possibly multiple days with a single assignment, less than 15 days
- Has been assigned SPPS credentials (ie: msylva.toc@spps.org)
- Has been provided training on SPPS digital tools
Long Term Sub
- 15 days or more with a single assignment
- Has been assigned SPPS credentials (ie: msylva.toc@spps.org)
- Has been provided training on SPPS digital tools
Daily Sub, Temporary Sub
- day-to-day assignment, possible multiple days with a single assignment, less than 15 days
- Clerks assign a building generic account (ie: estem1.sub@spps.org) for access to Seesaw and Schoology
SUBSTITUTE ACCOUNT TYPES
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Teachers On Call Substitute Assignments (NOT building or traveling subs)
- These sub assignments will be filled on a requested basis from Teachers On Call, from a pool of subs outside of SPPS.
- TOC Staff assigns sub to building for the day
- A generic Active Directory account and password (ie: adams1.sub@spps.org) is emailed each day at 5am to each school. The password changes each day for security purposes.
- Building Clerks and school administrators are managers of this "Distribution Group" in their Outlook Email Settings.
- Google Meet access WILL NOT include breakout rooms, attendance tracking, polls, Q&A, phone dial in and more than 100 participants on a Meet
- Seesaw Login instructions (to print and have available at your building)
- These accounts will allow access to Seesaw, Schoology and Google Meet
- Lead Clerk will be emailed daily with randomly generated password for each account (these passwords SHALL NOT be shared with anyone other than the sub it was assigned to)
- Recommend having a pre-printed card with the email/username printed on the card and a space for the password to be written out that can be handed to the sub upon arrival)
- Building clerk assigns one of the generic account to sub for the day (tracking this information), adds generic account to necessary courses for sub assignment (per the directions below)
- Building clerk shares account credentials with sub to use for the day
- Building clerk (or absent teacher) removes generic account from course at end of day (or upon returning to duty)
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Building Substitutes
- Building Subs are full time subs who work 5 days per week.
- Building Substitutes are assigned to a “home” school that they report to Monday-Friday to help as needed as teacher, co-teacher, or Educational Assistants.
- These substitutes are meant to be utilized for last minute/immediate need positions at their “home” school. If there is not an absence at the Substitutes “home” school for the day, sub will be re-routed to a school nearby.
- Substitute will be placed on a vacancy and can be moved into an absence at school’s discretion or remain on vacancy daily.
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Traveling Permanent Substitutes
- Traveling subs are full time subs that report 5 days per week
- Traveling subs will be working in 3-4 schools, by grade level and are assigned to help as needed as Teacher, Co-Teacher, or Educational Assistants.
- They will be scheduled with as much advance notice as possible, to ensure school can communicate any access codes and sub plans.
- Please note, these absences will be filled on a first come first serve basis, based on traveling sub availability.
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Important Contacts:
- SPPS Human Resources Contact for Substitutes: Buildings should contact their HR Coordinator
- On-site Client Manager: Carrie Bazewicz, Carrie.Bazewicz@teachersoncall.com
- General SPPS account information
- SPPS Traveling/Long Term Sub Coordinator: Tressa Dvorak 952-346-1661
- Building, traveling or long-term sub questions
- General Sub Services questions: 800-713-4439 option 1
- Immediate help entering or deleting an absence
- Schoology rostering support: Pete Grebner, peter.grebner@spps.org
- Seesaw rostering support: Amanda Madsen, amanda.madsen@spps.org
- Printable 2-Pager with quick getting started directions for substitutes
- Definitions of types of substitutes
- Access to digital tools based on type of substitute assignment
How Substitutes Gain Access to Schoology
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Prep Step for Building Administrators:
If there is not one already, the Principal will designate one person to be the school’s Sub Manager for Schoology (Clerk, Teacher, Technology TOSA, Building Coach, or Assistant Principal) and puts in a Schoology Service Desk ticket with the name of the person.
This Sub Manager for Schoology will receive additional rights to access all courses and add the substitute teacher.
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Prep Step for Teachers:
Teachers list course access code on their sub plans to give to Substitute Teacher.
The Access Code is listed in a green box on the left side of the Schoology course when on a laptop.
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Steps for Getting Substitute Access:
- Teacher provides sub plans to school’s Sub Manager.
- School’s Sub Manager provides sub plans to Substitute Teacher.
School’s Sub Manager will follow the directions here to add Substitute Teachers to Schoology. These directions outline the steps to take for adding Long Term, Short Term, Temporary and Building Subs
How Substitutes Gain Access to Seesaw
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Prep Step for Building Administrators:
Add clerk to Seesaw dashboard by clicking the Gear icon and Manage School Administrators in the pop-up box and typing in clerk’s @stpaul.k12.mn.us email address and clicking the Invite Admin button and then clicking the back arrow and X to close the pop-up box.
**Substitutes instructions for signing in (feel free to print and hand off to substitute teacher)
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Prep Step for Teachers:
Teachers list Seesaw class name on sub plans.
Sub plans sent to the school’s Sub Manager.
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Steps for Getting Substitute Access:
- The person designated by the school sends Substitute Teacher the sub plans.
- Clerk or Assistant Principal will add Substitute Teacher to the School Dashboard in Seesaw using the @stpaul.k12.mn.us email account for the first time that they are a substitute.
Add Existing Teacher
- Try adding the substitute as an Existing Teacher, by clicking on the Teachers tab in the dashboard and clicking the Add Existing Teachers button.
- Enter the substitute’s @stpaul.k12.mn.us email address and click the Add to Subscription button.
- Confirm that you want to add the teacher to your school.
- If you receive a pop-up message that the teacher does not have an existing Seesaw account, then click Ok and go to the Create New Teacher section below.
Create New Teacher
- Click on the Create New Teacher button.
- Enter the information in the pop-up box and click the Create Teacher Account button.
- Find the class that you want to add the substitute to and click the Add to Class button and then click the check.
If you added the substitute as an Existing Teacher or if the substitute has previously been added to the school dashboard, go to the Classes tab and find the name of the Seesaw class and hover to the right side of the class listing and click on the Class Settings button
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- Click on Manage Teachers
- Click the Add Teachers tab in the pop-up box
- Click the Add to Class button to the right of the substitute’s name
- Tap the back arrows and the X to close the pop-up box
Teacher removes Substitute Teacher from co-teacher list when they return.
**Substitutes instructions for signing in (feel free to print and hand off to substitute teacher)
