Ratio's are based on your roster management schedule and the actual check in/out times that teachers input into the teacher timesheet via the TeachKloud: Childcare App.
Check why the day is showing as out of ratio
Go to Roster > Ratios and double-click the relevant day highlighted in red.
Scroll down and review the information displayed in red. This will show you:
The room that is out of ratio
The ratio required for that room
The time period when the room is out of ratio
The number of children scheduled during that time
The number of teachers assigned during that time
For example, you may see:
Afterschool ratio: 40 children to 3 teachers
Time: 2:40pm – 6:00pm
There will be 18 children in this room and 1 teacher assigned.
In the above example, TeachKloud is telling you that between 2:40pm and 6:00pm, there are 18 children scheduled in the Afterschool Room, but only one teacher is scheduled to cover that time.
This allows you to identify the exact room and time period you need to review before making any changes to your roster.
Check what staff are actually scheduled
If after reviewing the red ratio notice, you are unsure what specific educators or staff have been scheduled to work on a specific date/time, go to Roster > Roster Management > Download Room Report.
Download the report for the relevant week/month and room.
The report will show the scheduled start and finish times for each staff member. You can compare these times against the period showing as out of ratio and, where appropriate, update staff working times in Roster > Roster Management.
View Ratios
Click on 'view' and then double click on the relevant calendar date and scroll to the bottom of the screen to see the ratio error.
