Administering Extras
The Daily Organiser (sometimes referred to as other names eg. Daily Planner, Human Resource Coordinator, College Organiser, Extras Co-ordinator), is responsible for the organisation of teacher class covers and yard duties, either from foreseen absence such as Professional Learning, or unforeseen absences such as sickness.
It is a vital role for the smooth running of a school. While it can be a difficult job, it can also be very satisfying. It gives a very good insight into the depth (and complexity) of a school organisation, from a timetable, teaching staff and extra-curricular perspective. Being able to help teachers, your colleagues, is a positive thing.
Preparation
-Keep organised. Maintain a diary and keep on top of emails.
-Communicate with teachers and make clear your expectations with regards to leaving work and calling in (unforeseen absence).
-If you are a teacher, lead by example and take slightly more extras / covers than the average teacher.
-Use all available resources to spread the extras load as fairly as possible.
-Accept the fact that occasionally things will go wrong, and are sometimes beyond your control.
-Make good use of the Daily Organiser software you use. Experiment with it and learn as many features as possible.
-Treat private information with sensitivity.
-Take into account the number of extras distributed to part time versus full time staff.
-Where possible, try to use teachers with expertise in the subject they are covering.
-Where possible, try to minimise the movement of staff around a school.
Execution
-Be efficient in your work routine. Get to school fairy early.
-Provide both electronic and hard copies of the daily Extras Bulletin. Put hard copies in a prominent place(s).
-Distribute any hard copies of work before the majority of staff get to work (typically around 8.00am).
-Greet Casual Relief Teachers, give them an overview of their day and provide any resources to help them complete their job.
-Be prepared for unexpected absence and have teachers in reserve for last minute changes.
-Let CRT's know when the next pay cycle runs.
-Encourage teachers taking extras to provide constructive feedback on how the lesson went.
-Have a backup plan for situations like power failures, loss of internet or website crashes.
Other
-Communicate regularly with the Deputy Principal / Director of Curriculum or whoever approves Professional Development at your school.
-Communicate regularly with the the Timetabler. Often you will be faced with the consequences of an incorrect timetable first. Let the timetabler know asap of any errors you come across.
-Calculating CRT requirements can be difficult. Remember, it is not just the total number of extras to cover, but also the distribution of those extras on both a daily or weekly timeframe.
-Submit all paperwork to your school office at a regular interval (e.g. staff absence forms).
-Be aware of high pressure periods (e.g. examination and reporting times). Many teachers are under considerable stress at these times.
-Ensure that Casual Relief Teachers are registered teachers.
-Start preparing extras well in advance, especially with foreseen busy weeks.
-Book CRT's in advance where possible & treat them as a precious resource.
-If you have concerns about someones well-being, offer them support.
-Don't underestimate the value of speaking to staff rather that relying on email. You can often glean extra information in person that can help you in your preparation of class covers.
-Regardless of how fair you are with the distribution of extras, be prepared for complaints. Don't let these distract you from your important job & don't send any email when you are angry that you may regret later.
-Being a Daily Organiser is a bit like making a jigsaw puzzle, except that the puzzle is dynamic and changing. On Friday afternoon, give yourself a pat on the back for completing another puzzle!
