How do I handle an instructor leaving the school?

If the instructor is leaving at the end of school year (i.e. they don’t have any active classes) you can simply mark them inactive. We strongly recommend that you never delete an instructor, as this can affect data from classes they previously taught. If the instructor is leaving mid-year and must be replaced, they should be marked inactive after they have been replaced.

To mark an instructor as inactive:

  1. Go to Admin Main > Instructors
  2. Click edit next to the instructor you want to change
  3. Set the Active field to No
  4. Save

If an instructor is leaving the school mid-year, an admin will need to replace them with a different instructor on any active classes they are currently teaching, then mark the instructor as inactive. Since the instructor likely taught multiple classes, the admin will want to use Mass Edit to modify several classes at once.

There are two ways to replace an instructor, depending on the school’s location. In Illinois and Missouri schools, you should exit the first instructor and add the second instructor. In other states, you can simply replace the instructor.

Replacing an instructor in Illinois or Missouri

To exit the first instructor:

  1. Go to Admin Main > Classes/Sections
  2. Click Mass Edit Class Instructors
  3. At the top, search for the first instructor to filter for only their classes
  4. In the Data to Edit table, choose the following options:
    • In IL:
      • Teacher Course Entry: [first day they taught the class]
      • Teacher Course Exit: [last day they taught the class]
      • Reason For Exit: [reason]
    • In MO
      • Assignment Start Date: [first day they taught the class]
      • Assignment End Date: [last day they taught the class]
  5. In the Classes to Edit table, select all classes taught by the leaving instructor
  6. Save

To add the second instructor to the classes:

  1. Go to Classes/Sections > Mass Edit
  2. In the Instructor section, choose Add Instructor(s) to classes
  3. Choose the new instructor from the dropdown list
  4. Filter Classes by choosing the first instructor’s name
  5. In the Classes to Edit table, select all classes that will now be taught by the new instructor
  6. Save

 

Replacing an instructor outside of Illinois and Missouri

Outside of Illinois and Missouri, the easiest way to replace the instructor on multiple classes at once is to erase the record that the first teacher ever taught the class. This will not cause a loss any assignments, attendance, or other data from these classes.

To replace a teacher from all classes at once:

  1. Go to Admin Main > Classes/Sections
  2. Click Mass Edit
  3. In the Instructor section, choose Replace Existing Instructors
  4. Choose the new instructor from the dropdown list
  5. In the Classes to Edit table, select all classes taught by the leaving instructor
  6. Save

 

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