The Teacher in Charge (TIC) is the staff member who owns an activity end-to-end. They organise signups, schedule sessions, recruit coaches and run the day-to-day. Schools typically have one TIC per activity.
Setting the TIC
Go to Co-Curricular → Activities → [the activity] → Edit → Teachers in Charge.
Pick one or more staff members from the dropdown. Save.
If the TIC changes mid-year, edit the record and replace.
What the TIC sees
A TIC has elevated access to the activities they’re in charge of:
- The activity and all its activity groups appear on their dashboard.
- They can edit signups, allocate students to teams and assign coaches.
- They get notification emails when significant events happen (new signup, incident reported, capacity reached, session conflict).
- They can post bulk emails to parents of students in their activity.
Staff who aren’t TIC see the activity in the catalogue but can only act on sessions they’re individually assigned to.
Multiple TICs
An activity can have more than one TIC. They share full edit rights and both get notifications. Useful when:
- Two staff share an activity (e.g. a co-head of sport).
- A senior staff member oversees and a junior one runs day-to-day — both can be TICs.
- An activity is too large for one person.
TIC vs. coach
| Role | Scope | What they do |
|---|---|---|
| Teacher in Charge (TIC) | Whole activity | Owns the activity’s structure, signups, scheduling and reporting. |
| Coach | Individual team | Runs sessions for a specific team — marks rolls, sends alerts, records incidents. |
A staff member can be both — many schools have a senior coach who is also the TIC. Configured separately.
Changing TIC at term boundaries
If the TIC for an activity changes from one term to the next (e.g. a teacher takes leave), update the activity record. The change applies to future activity groups; existing groups carry the TIC who was set when they were created.
To update an in-flight activity group’s TIC, edit the group directly.
Removing a TIC
If a TIC leaves or steps down:
- Edit the activity.
- Remove them from the Teachers in Charge list.
- Save.
They lose elevated access immediately. Any active activity groups they were managing keep running — assign a replacement TIC to avoid orphan groups.
What if no TIC is set?
The activity will still run, but:
- No one gets the management notifications.
- Sign-up reviews and team allocations have to come from the central co-curricular admin team.
- Reports filter “by TIC” don’t include the activity.
Always set at least one TIC — even a placeholder is better than none.
Tips
- Make TIC assignment part of activity setup. Assign the TIC before you create the first activity group for the year, so the structure is owned from day one.
- Document who the TIC is in the activity description. Parents looking at the activity in the app can see who their primary contact is.
- Review TICs at the start of each year. Staff changes mean past assignments may be stale.