Attendance, shift and leave process for Medical Colleges: timetables, duty rosters and leave cover
Medical college teachers follow a lecture timetable and a duty roster at the same time. Bringing the two together, with leave and cover rules, protects both teaching and service.
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Share your requirementsWhy attendance, shift and leave process matters in medical colleges
A clinical teacher may be listed for a lecture and for an outpatient clinic at the same hour. Each plan is made by a different person. Teachers solve the clash privately, and students find the class cancelled. Leave makes it worse, as nobody sees at a glance who is free to cover a demonstration or a night duty.
A shared calendar for each department, built from the timetable and the roster, shows each teacher's commitments. A cover rule gives the order of substitutes, and a record of leave and cover keeps the load fair. Senior residents and tutors follow the same system, with their rotations entered at the start of the term.
How to set it up
1. Collect timetable and roster in one view
For each department, put teaching hours, clinic days, theatre lists and duties on one sheet. Clashes will appear at once.
2. Settle clashes by rule
Say which commitment comes first in each case and who informs students and the unit. Agree this with heads of department.
3. Record leave and cover together
Leave dates and the named substitute entered at the same time. See attendance, shift and leave process.
4. Balance cover across faculty
Keep a count of cover given and share it fairly, including senior residents and tutors.
5. Review each term
Check how many classes or sessions were missed and why, and adjust the rule or the roster.
Check these first
Before changing anything, find out what is true today. These take an afternoon and use your own records.
- Find two clashes between the lecture timetable and the duty roster this month.
- Count classes missed for want of a teacher in the last term.
- Ask a senior resident how their rotation reaches the department.
- Check who approves leave in each department.
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Questions owners ask
Agree a written order with the heads of department, for example patient-facing duty first and a make-up class soon after. The exact order is for your institution, but it must be written and known.
Mark invigilation and evaluation periods as protected dates in the calendar at the start of the term, and require early notice for any request. Fix an approver for exceptions.
They follow the same system with their rotation dates shown. Their fixed terms mean planned leave must be entered at joining, so the department can see gaps before they happen.