Hello and welcome! We would love to chat about you becoming a school partner.
Please fill out our contact form here and a member of our Sales team will reach out to you shortly to discuss your needs.
Hello and welcome! We would love to chat about you becoming a school partner.
Please fill out our contact form here and a member of our Sales team will reach out to you shortly to discuss your needs.
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:
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 requests.
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.
We’ve removed and relocated some Covid related fields on the request form to make posting requests easier.
These fields include:
Sub and student location fields: We created hybrid and remote requests to respond to the need for virtual learning during the pandemic, but we've seen that schools are almost completely back in-person! Therefore, we're removing these fields. It will be assumed that all requests are for in-person learning unless otherwise specified in the request notes section.
Max number of students and online platforms used: We saw low usage from these fields, so we've decided to remove them from the request page. If you'd like to include this information, you can add it to the request notes.
We've also moved the Covid Protocols section off the request page and onto the school profile. Subs find this information important, so you'll still be able to view and edit your Covid protocols from your school profile. This is also where you will edit your vaccination and testing requirements, though subs will still be able to see those requirements directly on the request page for the time being.
What is a Roving Sub request?
A Roving Sub request is for when schools anticipate a teacher's absence but don’t know exactly which teacher will be out. For example, we know that the Friday before a holiday weekend has more teacher absences than a regular Friday, so this is a great time to utilize a Roving Sub Request to be prepared for that absence.
You can select a school site you anticipate the absence for or select the District Office for the request. If you select the District Office, admins can edit the request for the school site when an absence becomes known. This is the only kind of request that school admins can edit the school site without Supports help.
Select “Roving Sub” from the drop-down menu and issue the request. See the screenshot here:
On the day of the request, communicate directly with the sub of the school site they should arrive at and the role they will be completing. You can find the sub's contact info on their profile by clicking on the name listed on the request. You can call, text, or email the sub any information they should know ahead of time. Be sure to edit the request and add these details in the teacher field, insert grade level and subject. If any assistance from Support is needed to make these edits be sure to reach out - support@swingeducation.com
Why is a Roving Sub request useful?
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.
With in-person requests, both students and the teacher are physically present on campus, in the classroom.
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.
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:
Note: For remote distance learning requests, the address field will state "REMOTE/ONLINE."
With the pandemic, we wanted to give our schools multiple options to request a SwingSub.
Single-day requests give you two options for where the Sub will be teaching from:
Once you select one of the two options, you will be able to choose one item from the second set of items for where your students will be learning from
Requesting a Sub for a request that has more than 1 day, you will have the option to select 'Depends on the day'. If this is the option you choose, please put specifics in the notes so the SwingSub has the correct expectations.
You can request a specific sub, for any request, as long as they are linked to your school.
You will do so by selecting the amount of time you want to give them to accept the request and then click on the 'Choose Subs' button. If the request is less than 48 hours from the start time, you will only be allowed to give them up to 12 hours.
Once you click 'Choose Subs' you will see a list of your favorite subs, and all subs who are linked to your school. You can choose any sub who is not greyed out; With this example, Candice would be your only choice. Why can't you choose a sub who is greyed out? See our help article for more information.
When requesting a sub, and their name is grayed out, you will be unable to choose them for the selected dates and/or requirements you have set. This is because the sub has an overlapping commitment and cannot accept your request.
In the example below, I have requested a sub with a credential or permit only. My only available sub would be Candice because she has a credential on file. If Candice was also greyed out, that would indicate that she is unavailable for the dates requested because she is already working another request on one or many of the days you are requesting.
You can choose another sub or submit the request to the sub pool in your area. Any available sub, that meets your requirements, can then accept your request.
Single Day Request: We ask that you direct the sub to cancel the request on the platform.
Please review this support article for steps on how to cancel the request:
Multi-Day Day Request or Long-Term Request: Email Swing Support so that we can make these adjustments so that you aren’t billed for the day.
If you need coverage for this day we encourage you to issue another request at
https://subs.swingeducation.com
If you have any further questions, please feel free to Support
Your feedback and overall satisfaction are important to us, and we understand your frustration if a sub is late or leaves before the end of their assignment. It's also really important to Swing that we factor in these occurrences when calculating a teacher's reliability score in order to provide consistent service to our school partners. A simple and efficient way to communicate these incidents to us can be found right in your request:
In the Report an Issue box, click on the issue(s) that would apply to your situation (either Arrived late, Late from lunch, and/or Left early. If you are experiencing a No Show sub, this article may be more helpful: My Sub is a No Show). For Arrived late or Left early, you will then be prompted to share the time of arrival or departure. For Late from lunch, a time stamp is not necessary. You may select multiple options if they apply to your experience with this sub request.
Once you follow the above steps, you will have the option to provide Details. Complete those, if desired, and hit Save in order to submit the feedback to Swing.
Tip: We strongly encourage that you report these incidences as soon as you hear of them, and at a minimum within the week that they occur (before Friday at 3pm) so that any egregious late arrivals or early departures for full days can be appropriately adjusted to half days if less than 4 hours were worked. This way Swing can ensure that your school is not charged for more services than were provided by the substitute.
We know no shows are disruptive to the school day and we want to show you the fastest way to get in touch with your sub when you need to reach them or request a replacement sub if necessary. We'll also show you how to ensure you aren't charged for a request when your sub did not show up.
If the start time of your assignment has just passed and your teacher hasn't arrived, navigate to the request page to locate the teacher's phone number. Give them a call to see what is their ETA. If you can't reach them, select 'No Show' and then 'No, I don't know where my sub is' and leave us your best contact number.
We'll attempt to get ahold of the teacher and reach out to you to follow up.
If you happen to hear from your teacher, you can update the status to 'arrived late' or 'Yes' if you've confirmed they can't come in.
If your teacher informs you they can't make it to their assignment, navigate to the request page and select 'No Show' and then select 'Yes' that you have confirmed the teacher is not coming.
This will ensure that you are not charged for this request and that this no show is reflected on the teacher's account. Poor reliability can lead to removal from the platform.
If you still need coverage for the day, click 'Request a Sub' at the top of the page to issue a new request.
If you'd like to block a no show sub from accepting future requests at your school: First fill out the no show information, then click 'Save'. Once the request has ended for the day, you can fill out the feedback section of the form below and be sure to toggle the 'Block from School' button.
Don't forget to press Submit.
Tip: We strongly encourage that you report all no shows as soon as you are aware that the sub hasn't arrived, and at a minimum within the week that they occur (before Friday at 3 PM). This will ensure no-show teachers are not paid for days they did not work, and your school is not charged for teachers that did not show up.
Issuing administrators can cancel requests directly on the platform. In order to cancel a request, you will first need to open the request page. To do so:
Prior to canceling, please keep in mind the following:
It's important to make requests as accurately as possible so no changes are needed once a sub accepts your request. That way subs know what they are accepting.
To make an edit to a request that is not filled by a Swing Sub:
Be sure to provide as much information as possible so the sub knows what they are accepting. If you need to make edits to a filled request, check out our help article for filled requests.
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:
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)
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.
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.
You may also find this article helpful below:
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:
Note: If you do not see 'Block sub from this school', we suggest waiting until the request has ended to leave feedback. From there, you'll be able to toggle the option to block the sub from your school site.
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. Additionally, a member from our Escalations Team will be in touch with you once negative feedback regarding a sub is received.
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.
At Swing, schools are required to offer W-2 subs a meal break when they work 5 hours or more. Under California law, all non-exempt W-2 subs must take one unpaid, uninterrupted 30-minute meal break by the end of the 5th hour of work.
For example, if a sub’s request is longer than 5 hours and the start time is 8:00 am, the latest time to take the meal break would be 12:59 pm. In other words, the school is responsible for assigning the sub a 30-minute break before 1:00 pm. The school must base the sub’s meal period on the requested start time and not the bell schedule.
Keep in mind if your school start time is 8:00 am and the student/staff lunch break is 1:20 pm, the subs meal period would need to be by 12:59 PM.
When is the best time for the Meal Break?
Typically, meal breaks are taken after the first 3-4 hours of the sub's request. Depending on each sub’s assignment, school admins can work with subs to determine the best time for their meal period.
Who is Eligible for a Meal Break?
All California Swing subs are considered W-2 employees. However, only W-2 subs who work more than 5 hours per day are eligible for 30-minute meal breaks.
What’s the Meal Break Penalty?
If any W-2 subs are not offered a compliant meal break, they will be paid a 1-hour penalty at the hourly rate of their request for each missed meal period.
For any further questions about the meal break policy or penalty, please don't hesitate to contact support@swingeducation.com
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 essential 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.
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.
Note: SwingSubs are more likely to sign up for a request when information about COVID-19 safety measures are provided by the school/district. Be sure to have your Covid Protocols up to date. See the article here: Filling Out Covid-19 Safety Protocols
Does Swing Education provide subs to help with distance learning? How does that work?
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 select the "Sub Remote" and "Students Remote", 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.
You can easily reach our support team via email by selecting “Contact Support” in the right-hand corner of your screen from your account. Please allow 1-3 days for a response depending on the urgency of your inquiry. We appreciate your patience.
Welcome to Swing Education.
This helpful PowerPoint covers the basics of using the Swing Platform as a School Admin.
Feel free to utilize it as a reference and training tool by printing and/or sharing the link.
You can help set your Swing Subs up for success by keeping your school profile up to date with your schools:
You can also update your standard school schedule, add admins, and view your pay rates.
1) Log in to your Swing account.
2) Click on your name in the top-right corner of the page, and then select "School Profiles."
3) Select "Edit Profile" for the desired school:
4) Select "Edit Section" to the left of any section you’d like to update.
You can edit sections including:
5) Once you’ve updated any section of your school profile, make sure to select the “Save Changes” button to finalize it.
Note: If you need to update your address or billing information please contact us. You are unable to make that change on your profile at this time.
Keep your faculty in the loop on absences covered by Swing Education substitute teachers by equipping them with view-only access to the Swing platform.
View-only access is designed for staff who would benefit from knowing which Swing Subs will be on your campus and where those individuals should go.
This feature is best for:
What can view-only access users do?
Your current Swing users will continue to have the same account permissions and functionality (unless you prefer otherwise); we recommend view-only access for any school personal who will not need to post your substitute needs.
Save Time and Improve Your Swing Experience
View-only access will help your school staff better support the Swing Subs who visit your campus. For example, a secretary with view-only access would be able to confirm who the substitute is and direct that educator to the right classroom.
How does this help you?
Permission |
View-Only Access |
Requesting Access |
---|---|---|
Can edit, post, and cancel requests | No | Yes |
Can see requests posted by other admins | Yes | Yes |
Can view school and sub profiles | Yes | Yes |
Can edit school profile | No | Yes |
Can see request pay | No | Yes |
Can leave sub feedback | Yes | Yes |
Can report an issue (i.e. a sub arrives late) | Yes | Yes |
Can receive email updates | Yes | Yes |
It’s easy to get school staff added to the Swing platform with view-only access. Simply reach out to us with a list of the staff you’d like to add or convert, and our team will handle the rest.
Please include each staff member’s name, job title, email address, and phone number in your message.
You may also find this article useful below
How can I add an admin to my school?
You can add a new admin by following the steps in our video
FAQ's
You may also find this article useful below
How could I give admin View-Only Access?
Invoices generally are emailed to the billing contacts on file on a weekly cadence. They can also be accessed through our online platform. If you’re not receiving any invoices or if you wish to activate your online billing account, please contact us below.
When submitting a payment, you must add a memo that includes the invoice number and the name of the school or district for which payment is being made. If a payment is received without the information above, we cannot apply the payment to the correct invoice, and therefore your invoice will show UNPAID in our system.
We ask that a minimum of 2 contacts be linked to your school/district. The selected contacts & administrators will receive weekly invoice emails and any past due balances.
As a billing admin, you will also have access to Swing’s billing platform. You will have the ability to review all invoices, and it also provides any balances owed.
It’s important to keep your billing information up to date so that you’re receiving open invoices and notices. If a change in a billing contact occurs, please make sure to contact support@swingeducation.com, who can assist you with any needed updates.
ACH: |
Company Name: Swing Education Bank Name: Silicon Valley Bank Account Number: 3302738865 Routing Number: 121140399 |
Checks: |
Swing Education, Inc Dept LA 24916 Pasadena, CA 91185-4916 |
Invoices are generally sent once a week on Tuesdays. They will cover usage from the week before.
For example, receiving an invoice on May 17, 2022, will cover usage from May 9, 2022, to May 13, 2022.
If adjustments are needed to be made to an invoice, please contact us. Generally, if a refund is needed, the amount will be refunded to your prepaid balance. Please note that the line items in the invoice cannot be adjusted. You will see the change deducted from invoice totals on the first page of your invoice.
If you have questions about a request listed on the invoice, use the request ID highlighted below to look up the request quickly on subs.swingeducation.com.
For all invoice discrepancies, include the invoice number, subs name, and any additional info about the discrepancy that would be helpful to know when reaching out to Swing Support.
Invoices are sent out to the billing contacts we have on file on a weekly cadence. If you aren't able to locate your invoice, you can always head to your Swing account, and review all invoices associated with your school/district there.
Note: Invoices generally are sent out to the billing contacts on file on a weekly cadence. If you’re not receiving any invoices please reach out to support@swingeducation.com to assist.
Credit balances happen when we receive payments that we don’t have remittance information for or if we receive duplicate/overpayments. You can reach out to the support team by contacting us below.
To ensure timely payment application, it is crucial to include remittance information on all checks or ACH transactions. This allows us to apply the payment accurately and ensures that our records match.
Payments generally take two weeks to process if made by check. Payments made via ACH, wire, or direct deposit will process more quickly. However, if two weeks have passed since you submitted the payment, please contact us below, and our team will assist.
You are automatically invoiced your prepay top-up whenever you are below your minimum threshold. This is to ensure that you can continue to use our services while allowing you 30 days to make a payment.
If you have any questions about your prepay account check out our Prepay Payment Plan FAQ
Your top-up amount is based on the agreed amount in your contract.
If your agreed-upon top-up amount is $10,000, then you will receive top-up invoices for $10,000.
The $10,000 will be added to any remaining balance you may have.
Example:
If you have $2,000 remaining in your prepaid account, when we send you the invoice for $10,000 - your remaining balance will now be $12,000.
If you have any questions about your prepay account check out our Prepay Payment Plan FAQ
How to fill out Safety Protocols for your school or district:
How and when should I notify Swing Education if there will be a school closure?
What is Swing Education doing to proactively keep sick subs out of schools?
Will I be charged if a sub appears sick and I send them home?
What to do if you receive last minute cancellations from Swing substitute teachers?