The vendor is required to provide a complete system that specializes in supporting k-12 institutions with providing substitute teachers where school leaders and staff members can post absences in their school daily or in advance of an absence that requires a substitute teacher.
- The proposed system must provide:
• A modern user interface with clear navigation and guidance prompts.
• The ability to identify which staff member(s) are out, when they will be out (by hour or day), and any pertinent information the substitute teacher should know prior to accepting the job.
• Functionality to differentiate various positions and indicate if there is a need for a substitute teacher or not based on school district methods such as employee type.
• Configuration on the position type itself regarding the replacement attribute requirements, including the ability to build this logic on each employee profile as needed.
• The ability to enter mass absences for multiple employees.
• The ability to partially fill absences automatically without the need to manually intervene, "split" absences, or ask an administrator or an employee to enter multiple absences in the system; functionality should be provided to allow a substitute teacher to accept part of an absence and other substitute teachers the ability to accept the remaining parts of an absence.
• The school/administration the ability to assign multiple subs to one job without splitting or creating multiple absence records; these “subs” could be substitute teachers, or they can also be existing employees that are “covering” for a portion or all of the job.
• A means to communicate with end users through the platform utilizing more than one email address per substitute as well as additional contact information that includes multiple fields for phone numbers. • A robust and modern mobile application that's available to substitutes, district employees entering leave, and district administration staff that reviews leave daily; substitute should be able to use mobile application for all features including setting their preferred locations and their availability calendar.
• The option for substitute teachers to receive text messages if they choose to opt out of using the mobile app.
• Schools the ability to initiate text messages or push notifications to specific substitute teachers offering them a job with the ability to use personalized messaging to the substitute teacher; functionality should be available allowing the substitute the ability to accept or decline sub jobs automatically via text message or push notification.
• Notifications for announcements/alerts that include email notifications of alerts placed within the system, push notifications, and tracking/analytics of who viewed the notifications/alerts.
• Be scalable in a manner to handle increased demand or spikes in usage should they occur.
• The district's employees the ability to leave a video message for the substitute, ensuring that the substitute has all the information they need to make the day a success; access to the video message should be displayed alongside other helpful information such as notes from the school, lesson plans and any special instructions.
• Access, in real-time, providing the ability to pull data, create and run reports, and analytics on all components of the system such as absences, jobs created, fill rates; the ability to pull data and create reports by school, region, or district and by specific date, month, or school year; reports should be viewable within the system and exportable to excel and csv file types.
• Access, in real-time, providing the ability to pull data and create reports by school, region, or district and by specific date, month, or school year.
• District staff the ability for reporting within the system with no limits on the ability to retrieve historical data in the system.
• Adequate backup procedures and a recovery plan to safeguard against system malfunction.
• The ability to customize data elements that are critical for integrations.
• The ability to integrate with the district's other systems via multiple nightly or scheduled feeds of data into and out-of-the system; additionally, vendor must be able to flexibly share data via API.
• An option for substitutes the ability to clock-in and out for the jobs they have worked in addition to school specific sign in forms.
• Support for partial closed days and modified schedules based on delays, late starts, half day in-service days or early dismissals.
• The ability to limit use of personal leave based on state public schools benefits and employee manual "personal leave".
• A display of up to 2,000 jobs on the rows per page on the substitute user interface with the ability to filter by school site, city/state, zip code, job title, job certification requirements.   

- Contract Period/Term: 1 year