Cover Policy 

In the event of a teacher’s absence due to a medical or other emergency, the covering of classes is carried out as follows, depending on the nature and length of the absence:

1. Anticipated Absences: For absences that are anticipated (e.g., medical appointments, essential administrative errands), the teacher should reschedule the class, if at all possible, at a mutually convenient time for students and the concerned teacher. The appropriate Course Leader must be advised of the situation.

   • Note: Teaching classes and other work-related duties take precedence over all other activities, including medical, administrative, or personal business.

2. Unanticipated Absences (One Day or Less): For unanticipated absences of one day or less (e.g., minor injuries), the Course Leader should, where possible, arrange internal class cover for the absent teacher. If cover cannot be arranged, the absent teacher is expected to make up for the class at a future date.

3. Unanticipated Absences (Longer than One Day): For unanticipated absences longer than one day (e.g., major illnesses, accidents, emergency leave), the Course Leader is responsible for arranging internal class cover. The workload will be distributed fairly and evenly, on a rota basis, among the remaining teachers on the course, timetables/schedules permitting.

   • Teachers must submit a medical certificate to their CL after an absence due to health reasons. FPEL teachers who are absent on a test date must promptly report the emergency to their CL, who will in turn notify the Head of AU.

4. Absences Due to Academic Conferences: For absences due to attendance at an academic conference approved by the university, the same procedures as in condition #3 are followed.

• Availability for Cover: 

Every teacher is expected to be available for at least 4 hours of cover per week. Teachers should inform the CL of their available time slots and days for cover.

• Coverage Team: 

When resources permit, a coverage team may be formed to deal with cover needs for absences longer than three days in a more systematic manner:

• 1. Membership Determination:

     • Previous experience in coverage

     • Self-nomination

     • Course Leaders’ nomination

     • Staffing-related administrator nomination

  2. Coverage Assignment Criteria:

     • Number of hours needed for cover and the hours available to a coverage teacher

     • Teacher availability at the time cover is needed

     • Teacher’s experience in teaching CPS courses

     • Nature of the work assigned by the Course Leader to make productive use of the coverage hours allowed per week when no cover is required

  3. Responsibilities of Cover Assigning Staff at DDAP Office:

     • Assign coverage hours according to the release time allowed for each member of the coverage team

     • Distribute the coverage as practically and fairly as possible

     • Notify assigned coverage teachers of the details of requests received from the Course Leader, including the day and time

     • Consider legitimate personal excuses from members of the coverage team when possible

     • Obtain feedback and suggestions for improvement from coverage team members

  4. Responsibilities of Coverage Team Members:

     • Inform the DDAP office as early as possible if they cannot cover so another member can be assigned

     • Keep the DDAP office updated on any changes to their timetable and mobile phone number

     • If unable to cover an assigned class and unable to reach the DDAP office to report the inability, they should inform the CL whose course needs the coverage so the latter can address the matter