Red Rover Administrator Directions

To create a Vacancy:

1. Click Absence & Vacancy in the main menu and choose Create Vacancy.
2. Choose a Position Type for this Vacancy position from the dropdown. The Position Types will be level specific (Elementary, Middle, or High)
3. A default title will appear.  You should edit the title to make it more specific. This is what the subs will see when they are notified of this job. Be specific!
   
   Note: We often hear from subs that they are reluctant to accept jobs that do not clearly describe what they will be doing. Specificity will increase the likelihood of filling the job.
    
4. The Contract Schedule is automatically chosen based on the position type you selected. 
5. Choose your Location.
6. Select your Bell Schedule. You'll be able to choose full-day, half-day or custom times in a later step.
7. Add an Admin Comment.  This is your specific reason why you need the vacancy and is the information that HR will use to determine approval. 
   
   
    
8. Click Select Dates. Click on each date to add it to the vacancy.  To select a date range, click on the first date in the range, then hold the SHIFT key on your keyboard, and click the last date.  Be sure to enter all of the dates as one vacancy as Red Rover allows substitutes to pick up individual days.
   
   
   
   After you choose your dates, you'll be able to choose additional details for the vacancy below.
   
   
9. Choose the appropriate Vacancy Reason. 
10. Select the Times (full-day, half-day).
11. The Pay Code will default from the Position Type and will change depending on which sub picks up the job. Do not change the Pay Code.
12. You can leave the Accounting Code blank.
13. If it's a multi-day vacancy, you can choose if these details are the same for every day of the vacancy.
    
    If these details are not the same for all the days, uncheck the appropriate checkbox(es). You can then apply different times, vacancy reasons, pay codes, or accounting codes to each day of the vacancy.

Now, on the right side of the screen:

• Enter a note to the sub and upload an attachment if needed.
• Check the Hide from Subs box if you'd like to hold this job from going out to subs right away. You can then come back to it whenever you like and release the job to the sub pool. 
• Indicate if you'd like to Allow Subs to Accept Part if it's a multi-day vacancy. Learn more about Allowing subs to accept partial of an assignment here.
  
  

If you want to assign a sub to this job right away, click PRE-ARRANGE at the bottom of the page and choose your sub. If not, click Create Without Assigning a Substitute.

Once you see that giant green confirmation number, that's it! Red Rover has recorded this vacancy and will take it from here.

 

How to Verify Absences

Be sure that you are verifying your absences only at the end of the day or beginning of the next day. As you know, things change during the day.

To verify absences:

1. Click Absence & Vacancy in the left menu and choose Verify.
   
   
    
2. From here, you'll see a verification tracker, showing how many absences need to be verified on each day for the last 30 days. The progress bar on each date will track how many absences need to be verified. Green is Good!
   
   
    
3. Click anywhere on the row for a particular date.
4. Here, you'll see all the assignments for that date.
5. Click Verify.
6. You can verify all of the absences for that day at once.  Before you click this please ensure that they are all correct.  At the bottom of the screen check the box that says "I attest that I have verified the details of all # assignments above" and click the Verify All button.

How do I see absences I've already verified?

If you need to view a record that has already been verified, just click the Show Verified checkbox at the top of the page.