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  1. Support Center
  2. Administrators and Parents

Bubbles Pod Parents

  • Communicating before your first Bubbles day
    Communicating before your first Bubbles day

    We highly recommend families and their teacher to have a 1 hour orientation call before the first day of their Bubble to set expectations.

    Your orientation call should include:

    • Arrival time and end time 
    • Lunch break. It is mandatory for all teachers to take a 30-minute uninterrupted lunch if they are working 5 hours and 1 minute or more a day. They should not be supervising students during this time. You will be invoiced for the cost of their lunch period if they are not provided one, plus the meal break penalty charge (CA) as applicable. 
    • Wifi setup: Make sure your student's computers are all connected and ready to learn. 
    • Distance learning passwords for each child
    • Curriculum from the district, if already provided to parents
    • Please provide the teacher with a list of supplies
    • Reiterate each child's special need or area of focus
    • Discuss each child's preferences, e.g. what do they like to do, what gets them excited and motivated
    • Discuss the learning area
    • Discuss how the teacher will communicate daily learning goals & progress to the parents
    • Preferred communication method: text, email, spreadsheet 

    Remember, setting up your Bubbles teacher for success means they can help your child be successful. Remote learning is stressful for everyone involved, being prepared will allow our teachers to focus on the students and not the logistics.

  • I Need a New Teacher for my Bubble
    I Need a New Teacher for my Bubble
    • I need to end our contract: Per the Swing Bubbles Family Agreement signed by all parents in the pod, you must give Swing and your Bubble teacher 28 days notice to end your agreement and stop weekly payments. To do so, please contact us here.

    • My teacher is not working out; we need a replacement: We understand that there may be rare situations in which you discover that your Bubbles teacher is not a good fit for your group. If this is the case, please contact us here so that we can assist you in finding another teacher immediately. You may decide to keep your current teacher while we work to find you a replacement. If you decline a replacement teacher or choose to let your teacher go before a replacement is found, you will still be obligated to cover your weekly payments. 

    • My teacher is not working out, and we do not need a replacement: If there is a situation in which your teacher is not working out, per the Swing Bubbles Family Agreement, you must give Swing the opportunity to find you a replacement teacher. If you decline the replacement, you will still be obligated to cover the weekly payments for the 28 days following your notice of request to end your contract (unless the other party breached the contract). Please contact us here
  • I Need to Change the Schedule for My Bubble
    I Need to Change the Schedule for My Bubble
    • I need to end our contract: Per the Swing Bubbles Family Agreement signed by all parents in the pod, you must give Swing and your Bubble teacher 28 days notice to end your agreement and stop weekly payments. 

    • I need to TEMPORARILY increase/decrease the weekly hours: Please first check directly with your teacher to ensure they are available. If so, please submit a ticket here and let us know the total hours for the week so we can apply the charge to your invoice. Note: You cannot temporarily decrease the hours for a given week. You will be charged the amount agreed to upon contract signing. 

    • I need to PERMANENTLY increase or decrease the weekly hours: Please first check directly with your teacher to ensure they are available and allow one week notice for the teacher to adjust their schedule if needed. If they accept, please submit a ticket here and let us know the new total weekly hours so we can adjust your schedule and weekly invoices. Note: If you are attempting to permanently decrease hours, your teacher will have the opportunity to decline this change and end their contract with you if they need more hours than are being provided under the new schedule. 

    • Holiday schedule and pay: To maintain consistent pay for teachers throughout the pod commitment, and especially during this difficult and uncertain time, we ask that families continue to pay the weekly tuition amount through breaks and holidays. Please discuss with your teacher and families to align on a holiday and break schedule. 

Billing For Schools

  • How do I pay my schools invoice?
    How do I pay my schools invoice?

    Swing school partners have two options to pay their invoices: by ACH or by check. All payments must contain a memo including the school's name and invoice number.

    To pay by ACH, use the following information: 

    • Company Name: Swing Education
    • Bank Name: Silicon Valley Bank
    • Account Number: 3302738865
    • Routing Number: 121140399
    • Bank Address: Address: 3003 Tasman Drive, Santa Clara, CA 95054, USA

    To pay by check, use the following information:

    Swing Education, Inc Dept LA 24916 Pasadena, CA 91185-4916

    How to view your invoices on the platform

    1. Navigate to  subs.swingeducation.com in your browser.
    2. Select the blue “Sign-in with Google” button, and enter your school’s email address and password when prompted.
    3. Once you’re logged in, click on your profile at the top right and select “View Invoices” from the drop-down menu.
    4. If you do not have that option, contact us below and we would be happy to give you access. 

     

  • What Are My Payment Options?
    What Are My Payment Options?

    At Swing, we have two different billing options. These options are discussed at the time of signing your contract with Swing. Please contact us and let us know if you would like to make any changes.

    To view your invoices, check out our help article on viewing invoices.

    PrePaid Deposit (PPPD)

    Example:

     

    • ABC School agrees to the Pre-Payment Plan of a top-up amount of $20,000. (amount varies by school)
    • The school is invoiced its prepayment amount of $20,000 and their Prepaid Draw Down (PDDD) is automatically topped-up. All top-up invoices are expected to be paid upon receipt. 
    • Once the school starts requesting subs, the usage invoices are created. These usage invoices are automatically paid and applied via the PPDD balance. 
    • As the PPDD balance reaches a set, low balance a top-up invoice is automatically issued and then the PPDD balance is topped-up another $20,000. 

     Pay as you go

    • Pay as you go allows you to pay your invoices as you use Swing Subs. You only pay for what you have used, and all invoices are expected to be paid upon receipt. 

    To view invoices on the platform, you must be a billing admin. If you wish to become a billing admin please have your accounting department contact us with your name and email address. 

Using the Swing Platform

  • How do I leave feedback for a Sub?
    How do I leave feedback for a Sub?

     

    To leave feedback for a sub, you can use our helpful video as a guide. Once you hit submit feedback, the feedback will be recorded on the request page for any admin at your school to see. If you need to make changes please contact us. 

    Note: The sub will not be able to see the feedback you leave. They will get an email notifying them of the positive or negative feedback; positive feedback will congratulate them, while negative feedback will send them pointers and ways to improve. Positive feedback will also be shown on their sub profile for other admins to see.  

    You can only leave feedback once the request has ended. If you wish to send the sub home and leave negative feedback, please cancel the request, where you will then be able to leave your feedback. If you are sending the sub home because you no longer need them, please wait until the end of the day to leave feedback (or cancel the request) as we cannot end the request early.

     

     

  • Making Edits To Your Filled Request
    Making Edits To Your Filled Request

    After a request has been filled, you can edit certain fields. The fields that can be edited are teacher, contact, and notes to sub. Here’s how:

    • Pull up your request on the platform.
    • Click the “Edit Request” button and make your edits.
    • Accept your edits, by clicking “Submit Edit”

    Screen_Shot_2020-05-06_at_2.40.04_PM.png

    If you need to make additional edits outside the ones listed above please click the box "Do you have additional edits?" and type your request in the text box. Please be as specific as possible. (see diagram below)

    Screen_Shot_2020-04-10_at_9_00_56_AM.png

    Looking to edit an unfilled request? Check out our help article for how to edit unfilled requests.

    Note: Additional edits requested within 24 hours of the start time, that reduces the confirmed subs pay, will not be accommodated.

  • How Do I Block a Sub?
    How Do I Block a Sub?

    If you had a sub at your school and would prefer that they do not return, you can block that sub.  First, provide a reason for blocking the sub, then block the sub on the request page. We maintain a record of all sub performance feedback to help us improve future sub performance. 

    How to block a sub:

    1. Type your reasons for blocking the sub in the text box on the request page.
    2. Click "negative" when rating your experience.
    3. Toggle the "unlink" button to block the sub from your school.
    4. Select the reason for unlinking the substitute and share details.
    5. Submit your feedback.

    Screen_Shot_2019-07-02_at_1_17_42_PM.png

    What happens with my feedback?

    Each time a sub gets negative feedback, we provide them with guidance, resources and other materials that can help them improve their performance. In extreme cases, a sub can be removed from the platform. 

    How can I block a sub from our entire district?

    If you're authorized to make such decisions for your district, please contact us, and ask for the sub to be blocked from the district. At this time, you can only block a sub from one individual school on the platform. 

     

     

     

  • The Impact of COVID-19 On Your Fill Rate
    The Impact of COVID-19 On Your Fill Rate

     

    Across the nation, educators are responding valiantly to an unprecedented health crisis and its ramifications for students, educators, and their communities. Leaders and staff are charting new courses for this unique time. The COVID-19 pandemic is a national crisis that poses a serious health risk for everyone. We’re providing some essentials tips that will help prevent the spread of disease and protect our subs, partnering schools, and their communities. 

    We've provided a few tips below that we believe might help your fill rate when issuing a request.

    School Partner:

    Consider Distance or hybrid learning - Educators provide an essential service, but in many cases that service can be provided virtually during this dangerous time. Hybrid learning is a subsection of a strategy that provides students with both in-person and online instruction. Distance learning combines face-to-face instruction with online learning. In the context of coronavirus school re-openings, a remote model would reduce the number of students in the building by moving some of the classroom delivery online.

    Request notes – When submitting a request on our platform, we encourage you to add notes to your request for the sub. This helps them to be successful when coming onto your campus and more likely to be comfortable picking up an in-person request. Adding your school’s policies concerning COVID-19 and what you are doing to keep teachers safe on campus would go a long way in alleviating their anxiety and concerns. 

    Mask on Policy – We ask that our partnering schools continue to implement their “Mask On Policy”. This policy requires all to wear a face mask/covering when in their school buildings.

    Clean-Up – We ask that our partnering schools keep their school buildings clean to the highest standards and we will encourage all students, staff, parents, guardians, and visitors to monitor their own health and to practice excellent self-cleanliness and hygiene practices, including washing their hands regularly and avoiding touching their own faces.

    Social Distancing – We recommend our partnering schools facilitate social distancing in their schools and other buildings and will encourage all students, staff, parents, guardians, and visitors to maintain a six-foot distance from other people as much as possible.

    • All seating is spaced at least six feet apart and that desks remain facing the same direction.
    • For communal spaces, students are staggered, and frequently touched surfaces and shared objects are cleaned and disinfected between users.

    It is clear that providing the necessary safeguards for students and staff will be an immense undertaking for most school districts in this country, and we hope these tips will be a great starting point to increase your fill rates. 

  • How to Post Remote and In-person Requests in Texas
    How to Post Remote and In-person Requests in Texas

    As more schools have adopted distance learning and other types of learning arrangements, Swing Education has enhanced the Swing platform to allow school admins to include more details on the request. This allows teachers to determine which requests are the best fit for them. Below we will outline how to issue these requests types. 

     

    In-person Requests

    With in-person requests, both students and the teacher are physically present on campus, in the classroom.

    • Whole Group in-person requests
      Both the substitute teacher and the entire classroom are on campus, together, in the same classroom.

        • Directions for posting a small group in-person request:
          1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students On Campus for the "Student Location"Screen_Shot_2020-10-27_at_11.38.48_PM.pngScreen_Shot_2020-10-27_at_11.38.59_PM.png


          2. Complete the form by filling out "grade level", "subject matter" and any additional notes you wish to share. Once you click "Request Sub" you will see your open request.

     

    Hybrid Requests

    Hybrid requests involve a mix between in-person and remote teaching. For example, during a long-term assignment, some days may be remote and others may be on campus. Or, in other cases, the teacher may be on campus and the students could be at home.  

    • Substitute Teacher On-Campus, Students Remote



      Directions:
      1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students Remote for the "Student Location"
        Screen_Shot_2020-10-26_at_11.04.05_PM.png
      2. In the "teacher" field, write the teacher's name.
      3. Complete the form by filling out "grade level", "subject matter", "online platform being used" and any additional notes you wish to share. Once you click "Request Sub" you will see  your open request.
        Screen_Shot_2020-10-26_at_10.53.40_PM.png

    • Substitute Teacher Location Varies, Students Location Varies
      With this request type, the location for both the student and substitute teacher can vary, depending on the needs of the school. 



      Directions:
      1. Under Classroom Arrangement, Select Depends on the day for the "Sub Location" and Hybrid for the "Student Location".             
        Screen_Shot_2020-10-26_at_10.58.12_PM.png
      2. In the "teacher" field, write the teacher's name.
      3. Complete the form by filling out "grade level", "subject matter", "online platform being used" and any additional notes you wish to share. Once you click "Request Sub" you will see your open request.
        Screen_Shot_2020-10-26_at_11.01.25_PM.png

     

     

    Distance Learning Requests

    With remote requests, the teacher is at home and instruction occurs on the teacher’s personal computer using the school’s video conferencing account. 

    Directions for posting a distance learning request:

    1. Under Classroom Arrangement, Select Sub Remote for the "Sub Location" and Students Remote for the "Student Location"
      Screen_Shot_2020-10-26_at_11.13.57_PM.png
      Screen_Shot_2020-10-26_at_11.14.09_PM.png

    Note: For remote distance learning requests, the address field will state "REMOTE/ONLINE."

     

    Are you opening with restrictions? 

    We have substitute teachers available who can help with small group, in-person learning.  See below for more information. 

    • Small group in-person requests

      • Directions for posting a small group in-person request:

        1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students Remote for the "Student Location"Screen_Shot_2020-10-12_at_3.27.25_PM.png
        2. Find the "Teacher" field and select "Teacher Vacancy" or type in your teacher’s name, then select "Create Option"Screen_Shot_2020-10-26_at_10.38.26_PM.pngScreen_Shot_2020-10-26_at_10.35.48_PM.png
        3. In the "Subject" field type in "IN-PERSON SMALL GROUP REQUEST"
        4. Write "N/A" for Online Platforms Used if you are not using online platforms for the small group instruction
          Screen_Shot_2020-10-26_at_10.48.59_PM.png

     

     

     

  • How to Post Remote and In-person Requests
    How to Post Remote and In-person Requests

    As more schools have adopted distance learning and other types of learning arrangements, Swing Education has enhanced the Swing platform to allow school admins to include more details on the request. This allows teachers to determine which requests are the best fit for them. Below we will outline how to issue these requests types. 

     

    In-person Requests

    With in-person requests, both students and the teacher are physically present on campus, in the classroom.

    • Whole Group in-person requests
      Both the substitute teacher and the entire classroom are on campus, together, in the same classroom.

        • Directions for posting a small group in-person request:
          1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students On Campus for the "Student Location"Screen_Shot_2020-10-27_at_11.38.48_PM.pngScreen_Shot_2020-10-27_at_11.38.59_PM.png


          2. Complete the form by filling out "grade level", "subject matter" and any additional notes you wish to share. Once you click "Request Sub" you will see your open request.

     

    Hybrid Requests

    Hybrid requests involve a mix between in-person and remote teaching. For example, during a long-term assignment, some days may be remote and others may be on campus. Or, in other cases, the teacher may be on campus and the students could be at home.  

    • Substitute Teacher On-Campus, Students Remote



      Directions:
      1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students Remote for the "Student Location"
        Screen_Shot_2020-10-26_at_11.04.05_PM.png
      2. In the "teacher" field, write the teacher's name.
      3. Complete the form by filling out "grade level", "subject matter", "online platform being used" and any additional notes you wish to share. Once you click "Request Sub" you will see  your open request.
        Screen_Shot_2020-10-26_at_10.53.40_PM.png

    • Substitute Teacher Location Varies, Students Location Varies
      With this request type, the location for both the student and substitute teacher can vary, depending on the needs of the school. 



      Directions:
      1. Under Classroom Arrangement, Select Depends on the day for the "Sub Location" and Hybrid for the "Student Location".             
        Screen_Shot_2020-10-26_at_10.58.12_PM.png
      2. In the "teacher" field, write the teacher's name.
      3. Complete the form by filling out "grade level", "subject matter", "online platform being used" and any additional notes you wish to share. Once you click "Request Sub" you will see your open request.
        Screen_Shot_2020-10-26_at_11.01.25_PM.png

     

     

    Distance Learning Requests

    With remote requests, the teacher is at home and instruction occurs on the teacher’s personal computer using the school’s video conferencing account. 

    Directions for posting a distance learning request:

    1. Under Classroom Arrangement, Select Sub Remote for the "Sub Location" and Students Remote for the "Student Location"
      Screen_Shot_2020-10-26_at_11.13.57_PM.png
      Screen_Shot_2020-10-26_at_11.14.09_PM.png

    Note: For remote distance learning requests, the address field will state "REMOTE/ONLINE."

     

     

     

COVID-19

  • COVID-19 (Coronavirus) FAQs for School Partners
    COVID-19 (Coronavirus) FAQs for School Partners

     

    Does Swing Education provide subs to help with distance learning?  How does that work?

    We can support schools with distance learning in two ways. First, we will support schools that wish to retain existing long-term subs and transition them to distance learning. If you would like to transition any of your long-term subs to distance learning, please let us know. 

    Second, we are now accepting new distance learning requests. If you wish to issue a new distance learning request, go to the "Request a Sub" section and turn on the "Distance Learning Request" slider, as shown below. Be sure to include any important details under the "Notes for Sub" section, such as login or download information for Zoom, Google Classroom, or any other online tools used by your school. 

    Please note: the school is responsible for communicating distance learning expectations to the sub, and for providing any necessary resources, such as access to the school's online learning platforms.

    request_distance_learning.png

     

    How and when should I notify Swing Education if there will be a school closure?

    • If you have any closures due to COVID-19 concerns, please contact our support team immediately and cancel any upcoming requests for the duration of the expected closure. 
    • In cases where school is cancelled due to public health concerns, Swing will waive any cancellation penalties. However, you must inform Swing Education before canceling in order to waive any penalties.

     

    What is Swing Education doing to proactively keep sick subs out of schools?

    • Substitute teachers have been advised to stay home for at least 2 weeks if they have traveled to a Level 3 Travel Health Notice country. 
    • If any of our substitute teachers have been exposed to or tested positive for COVID-19, they are asked to tell us immediately. Once we are notified, we will inform any schools that may have been exposed.  
    • As always, any substitute teachers experiencing symptoms of a communicable illness, such as fever or vomiting, are expected to cancel their requests with as much notice as possible. We will do our best to help find an alternate teacher to fill the request. 
    • Additionally, we have reminded all subs of CDC recommended hygiene habits to prevent the spread of illness.

     

    Will I be charged if a sub appears sick and I send them home?

    • No, you will not be charged a fee if a substitute teacher is sent home for displaying symptoms of a communicable illness. If this does happen, please contact our support team, and we will waive the fees associated with the request.

     

    What to do if you receive last minute cancellations from Swing substitute teachers?

    • If you receive a cancellation, the Swing platform automatically searches for a replacement until the assignment start time.
    • If the start time passes and a replacement is still not secured, contact us to secure a replacement and push back the start time.

     

  • Distance Learning Program
    Distance Learning Program

    Distance_Learning_Offerings__6___2_.jpg

FAQs

  • How Can I Become a School Partner?
    How Can I Become a School Partner?

    Hello and welcome! We would love to chat about you becoming a school partner.

    Please fill out our contact form here and a member our Sales team will reach out to you shortly to discuss your needs. 

  • What Positions Can Swing Help Cover?
    What Positions Can Swing Help Cover?

    Swing Education supports K-12 schools and districts with staffing needs beyond certificated/permitted substitute teachers. In many regions, we work with classified/support staff who are happy to assist your school/district with a range of vacancies. These include roles like:

    • Paraeducators
    • Instructional aides
    • Front-desk staff
    • One-on-one supports
    • Library assistants

    All of Swing's support staff must pass the same background/screening process as our certificated substitute teachers, and the vast majority hold bachelor's degrees. Your school or district also has the option to set a non-certificated pay rate to apply to support staff request.

    If your school or district is interested in learning more about using Swing Education to fill support staff roles, please reach out to Swing's school partnerships team.

  • What schools should do in the case of an emergency closing (snow, fire, etc.)
    What schools should do in the case of an emergency closing (snow, fire, etc.)

    When a school is closed or set to close due to a natural disaster, emergency, or something out of the school's control, you'll need to cancel your substitute assignments so that sub is aware you're closed. 

    Please cancel your assignments on the platform by going to "Active Requests" and canceling any assignments on that given day/period of time. Provide a short note about the emergency in the text box.

    Screen_Shot_2019-02-11_at_1.33.06_PM.png

    To ensure you are not charged for these cancellations, please contact us to let us know why you have canceled the request so we can waive the cancellation penalties.

  • I forgot to post a sub's work on the Swing platform
    I forgot to post a sub's work on the Swing platform

    We love it when Swing’s school partners have great working relationships with specific substitute teachers! Sometimes it’s easy to call a sub into work and forget to post the request to the Swing platform but this can create a problem for the sub.

    It is imperative to post the request to the platform or the sub will not be paid for the days they worked. Remember to utilize the  "request the specific sub" button to request a specific sub.

    If you forget to post the request to the platform, here’s what to do:

    Reach out to our support team ASAP with the following request information:

    • Date worked
    • Hours worked
    • Teacher name
    • School location 

    CC the substitute teacher on the email to keep everyone on the same page. Swing will then work to update the request and ensure the sub is paid for the time worked.

  • How Do I Hire A Swing Sub For Our School?
    How Do I Hire A Swing Sub For Our School?

    We are thrilled when you love the SwingSubs you found through Swing Education! Part of Swing’s mission is to help our subs find full-time positions with our school partners.

    Below is the portion of our Terms of Service that discusses recruitment costs:

    “If you want to hire or contract directly with a SwingSub, you agree to pay Swing a $2,500 finder’s fee to cover costs associated with finding, screening and onboarding the sub, and anticipated loss of revenue.”

    Please contact us if you're interested in hiring one of our SwingSubs, and include the subs start date. 

     

  • How can I add an admin to my school?
    How can I add an admin to my school?

    You can add a new admin by following the steps in our video

     

    FAQ's

    1. I want to remove an admin from our school
      1. If you want to remove an admin from your school site, please contact us with their information so we can deactivate their account. 
    2. I want my new admin to be able to request subs but it looks like they are defaulted to receiving emails only.
      1. Please use the 'Request Edits' button to let us know and we will be happy to make those changes.
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