{"id":16845,"date":"2017-10-13T08:25:32","date_gmt":"2017-10-13T08:25:32","guid":{"rendered":"https:\/\/www.schoolmate.com.ua\/?post_type=tutorial&#038;p=16845"},"modified":"2025-10-21T14:18:14","modified_gmt":"2025-10-21T14:18:14","slug":"teachers-and-time-tracking","status":"publish","type":"tutorial","link":"https:\/\/www.schoolmate.com.ua\/en\/tutorial\/teachers-and-time-tracking\/","title":{"rendered":"Teachers and Time Tracking"},"content":{"rendered":"<h2><span style=\"font-size: 12pt;\">What is Time Tracking?<\/span><\/h2>\n<p>Some European Union countries labour laws require schools to keep accurate daily records of working hours. Teachers must be able to <strong data-start=\"638\" data-end=\"672\">review and confirm their hours<\/strong> each month.<\/p>\n<p data-start=\"688\" data-end=\"787\">If your school uses this feature in <strong data-start=\"724\" data-end=\"738\">SchoolMate<\/strong>, you will see a new menu item when you log in:<\/p>\n<p data-start=\"688\" data-end=\"787\"><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR4.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16847 \" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR4.png\" alt=\"Time tracking menu item\" width=\"242\" height=\"121\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">Viewing your hours:<\/span><\/h2>\n<p data-start=\"864\" data-end=\"952\">Monthly records of your working hours, breaks and absences are created by School Administrators. Once they have created them you will be able to see them when you click the <strong data-start=\"874\" data-end=\"891\">Time Tracking<\/strong> menu item.<\/p>\n<ul data-start=\"954\" data-end=\"1131\">\n<li data-start=\"954\" data-end=\"1040\">These teaching hours are automatically taken from your <strong data-start=\"1002\" data-end=\"1023\">teaching calendar<\/strong> in SchoolMate.<\/li>\n<li data-start=\"954\" data-end=\"1040\">Non-teaching hours, breaks and absences are added by you the teacher (see below).<\/li>\n<li data-start=\"1041\" data-end=\"1131\">Each row represents a month, with its current status (Waiting, Approved, or Rejected).<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR6.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16835 size-full\" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR6.png\" alt=\"Viewing your hours\" width=\"1582\" height=\"453\" srcset=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR6.png 1582w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR6-768x220.png 768w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR6-1536x440.png 1536w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR6-1280x367.png 1280w\" sizes=\"auto, (max-width: 1582px) 100vw, 1582px\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">Actions Possible:<\/span><\/h2>\n<p>There are three possible actions:<\/p>\n<p><span style=\"color: #00ffff;\">.\u00a0<\/span> 1. <strong>Info:<\/strong><\/p>\n<ul>\n<li>Click on this and a breakdown of every lesson, break and absence in the month will be downloaded.<\/li>\n<\/ul>\n<p>You have two options from this point.<\/p>\n<p><span style=\"color: #00ffff;\">.\u00a0<\/span> 2.<strong> Approve:<\/strong><\/p>\n<ul>\n<li>Click <strong data-start=\"1400\" data-end=\"1411\">Approve<\/strong> if the breakdown is correct.<\/li>\n<li>The month\u2019s status changes from <em data-start=\"1477\" data-end=\"1486\">Waiting<\/em> \u2192 <em data-start=\"1489\" data-end=\"1499\">Approved<\/em>.<\/li>\n<li>You will automatically receive a confirmation email confirming that you have approved the hours for the month.<\/li>\n<\/ul>\n<p><span style=\"color: #00ffff;\">.\u00a0<\/span> 3.<strong> Reject:<\/strong><\/p>\n<ul>\n<li>Click <strong data-start=\"1585\" data-end=\"1595\">Reject<\/strong> if you find an error in the breakdown.<\/li>\n<li>The status changes from <em data-start=\"1663\" data-end=\"1672\">Waiting<\/em> \u2192 <em data-start=\"1675\" data-end=\"1685\">Rejected<\/em>.<\/li>\n<li>You will automatically receive an email confirming the rejection.<\/li>\n<li>If you reject, please <strong data-start=\"1783\" data-end=\"1819\">inform your School Administrator<\/strong> so they can correct the data and regenerate the report.<\/li>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ul>\n<p>\u26a0\ufe0f <strong data-start=\"1882\" data-end=\"1896\">Important:<\/strong> Once you approve or reject, the action is irreversible. A confirmation pop-up will appear before finalizing.<\/p>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR7.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16837 \" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR7.png\" alt=\"Actions Possible\" width=\"598\" height=\"86\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">Status:<\/span><\/h2>\n<p data-start=\"2088\" data-end=\"2140\">Each month can have one of the following statuses:<\/p>\n<ul>\n<li><strong data-start=\"2144\" data-end=\"2155\">Waiting<\/strong> \u2013 You have not yet approved or rejected the report.<\/li>\n<li><strong data-start=\"2212\" data-end=\"2224\">Approved<\/strong> \u2013 You confirmed the hours, and a confirmation email has been sent.<\/li>\n<li><strong data-start=\"2296\" data-end=\"2308\">Rejected<\/strong> \u2013 You disagreed with the breakdown. The month is cancelled, and administrators may need to make corrections.<\/li>\n<\/ul>\n<p>Here is what the above time tracking page looks like after some approvals and rejections:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR8.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16841 size-full\" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR8.png\" alt=\"Time tracking Status\" width=\"1583\" height=\"441\" srcset=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR8.png 1583w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR8-768x214.png 768w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR8-1536x428.png 1536w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2018\/05\/UKKR8-1280x357.png 1280w\" sizes=\"auto, (max-width: 1583px) 100vw, 1583px\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\"><strong>Non-Teaching Hours:<\/strong><\/span><\/h2>\n<p>As mentioned above, the monthly record of teaching hours is taken directly from your teaching calendar in SchoolMate. So, if there are mistakes in your teaching hours, they will need to be corrected first in your teaching calendar.<\/p>\n<p>If you also perform <strong data-start=\"2662\" data-end=\"2692\">non-teaching academic work<\/strong> (e.g., observations, interviews, meetings), you can add these hours yourself. It is also possible to add breaks and absences from work.<\/p>\n<p>Go to <strong>Classes &#8211; Manage schedule and statuses &#8211; Schedule<\/strong> in the menu:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR10.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16852 size-full\" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR10.png\" alt=\"Non-Teaching Hours\" width=\"1898\" height=\"573\" srcset=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR10.png 1898w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR10-768x232.png 768w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR10-1536x464.png 1536w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR10-1280x386.png 1280w\" sizes=\"auto, (max-width: 1898px) 100vw, 1898px\" \/><\/a><\/p>\n<p>When you click on the &#8220;Schedule&#8221; button, the following will appear:<\/p>\n<ol>\n<li>Put the date of the item you want to add. This can also be the start date if it is a repeating item.<\/li>\n<li>Put the start and end time.<\/li>\n<li>If it is a repeating item, put the frequency. It can be weekly, every two weeks or every four weeks.<\/li>\n<li>If it is a repeating item, put the end date.<\/li>\n<li>Select what time of item it is. The options are work (non-teaching), break &#8211; (lunch etc.), absence (Holiday, illness etc.). If you are adding an absence, you will also need to select whether it is a paid or unpaid absence.<\/li>\n<li>Here you can put more information about the item.<\/li>\n<li>&#8220;Save &amp; Close&#8221;.<\/li>\n<\/ol>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR38.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16856\" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR38.png\" alt=\"Add Non-Teaching Hours\" width=\"535\" height=\"484\" srcset=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR38.png 801w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR38-768x695.png 768w, https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR38-795x720.png 795w\" sizes=\"auto, (max-width: 535px) 100vw, 535px\" \/><\/a><\/p>\n<p>The new item will then appear in your schedule:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR39.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16860 \" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR39.png\" alt=\"non-teaching academic work\" width=\"570\" height=\"284\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">Editing Non-Teaching Hours:<\/span><\/h2>\n<p>Once you have added some non-teaching items, you may need to make changes:<\/p>\n<ol>\n<li data-start=\"498\" data-end=\"642\">\n<p data-start=\"501\" data-end=\"531\"><strong data-start=\"501\" data-end=\"529\">Edit a non-teaching item<\/strong><\/p>\n<ul>\n<li>Click the <strong data-start=\"547\" data-end=\"561\">\u201cV\u201d symbol<\/strong>.<\/li>\n<li>If the item is part of a series, only this specific entry will change.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p><span style=\"color: #00ffff;\">.\u00a0<\/span> 2. <strong>Delete a non-teaching item<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Click the <strong data-start=\"695\" data-end=\"709\">\u201cX\u201d symbol<\/strong>.<\/li>\n<li>If the item is part of a recurring series, you can choose between:\n<ul>\n<li><strong data-start=\"794\" data-end=\"817\">Delete single event<\/strong> \u2013 removes just that one item.<\/li>\n<li><strong data-start=\"857\" data-end=\"883\">Delete cyclical events<\/strong> \u2013 removes that item plus all future items in the series.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR13.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16865 \" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR13.png\" alt=\"delete non-teaching hours\" width=\"248\" height=\"100\" \/><\/a><\/p>\n<p data-start=\"857\" data-end=\"942\">When deleting a cyclical item this pop-up will appear.<\/p>\n<p data-start=\"857\" data-end=\"942\"><a href=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR14.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16867 \" src=\"https:\/\/www.schoolmate.com.ua\/wp-content\/uploads\/2017\/10\/UKKR14.png\" alt=\"cyclical item pop-up\" width=\"366\" height=\"78\" \/><\/a><\/p>\n<h2 data-start=\"3467\" data-end=\"3496\">\u2705 <span style=\"font-size: 12pt;\">Key Points to Remember<\/span><\/h2>\n<ul>\n<li>Always check your monthly hours before approving.<\/li>\n<li>Once you approve\/reject, the action cannot be undone.<\/li>\n<li>If hours are wrong, reject and notify the School Administrator.<\/li>\n<li>Add your non-teaching hours manually so they are included in your monthly record.<\/li>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ul>\n","protected":false},"author":4,"featured_media":0,"parent":0,"menu_order":0,"template":"","meta":{"_acf_changed":false},"class_list":["post-16845","tutorial","type-tutorial","status-publish","hentry","tutorialcategories-teacher-user-guide-2"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.schoolmate.com.ua\/en\/wp-json\/wp\/v2\/tutorial\/16845","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.schoolmate.com.ua\/en\/wp-json\/wp\/v2\/tutorial"}],"about":[{"href":"https:\/\/www.schoolmate.com.ua\/en\/wp-json\/wp\/v2\/types\/tutorial"}],"author":[{"embeddable":true,"href":"https:\/\/www.schoolmate.com.ua\/en\/wp-json\/wp\/v2\/users\/4"}],"wp:attachment":[{"href":"https:\/\/www.schoolmate.com.ua\/en\/wp-json\/wp\/v2\/media?parent=16845"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}