OLCS on Esinet Leave Codes & Substitute Matrix
Search any leave type, entitlement, or medical circumstance. Verify the exact code name on Esinet, whether substitute cover is paid by the Department (DES), statutory maximums, and required certs.
| Leave Type & Staff | OLCS / Esinet Dropdown Code | Sub Allowable? | Max Limit / Entitlement | Required Documentation |
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Substitute & Temporary Staff Onboarding Pack
Ensure statutory compliance before a substitute teacher, temporary SNA, or bus escort steps into the building. Check vetting, payroll, and calculate exact part-time hours for OLCS claims.
Statutory Compliance Checklist for New Subs
Part-Time SNA & Bus Escort Hours Claim Calculator
Calculate the exact weekly hours or fractional timetable proportion to input into OLCS for part-time, substitute, or bus escort claims.
Full-time standard primary SNA post is 32 hours per week (6.4 hours/day inclusive of breaks as per circular 0036/2020).
Tusla 20-Day Cumulative Absence Warning Letter Generator
Under Section 21 of the Education (Welfare) Act 2000, schools must formally notify Tusla Educational Welfare Services and parents when a child reaches 20 cumulative days of absence. Generate a legally compliant, polite notice.
Primary School Secretary's Annual Compliance Calendar
Every statutory return, Department census date, grant application window, and Board of Management administrative deadline organised month by month.
September Term 1 Start
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POD Database
Enrolments & Roll Opening: Input all Junior Infant new entrants and transfer pupils into POD. Check PPSNs and addresses.
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Compliance
Garda Vetting & SAFs: Ensure all incoming teachers, SNAs, and external coaches have active vetting disclosures and signed Form of Undertaking.
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Transport
Bus Eireann Transport: Verify school bus rosters with local liaison officer; issue pass verifications.
October Census Month
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Critical Deadline
POD October Returns: National Primary School Annual Census Return. Pupil count on 30th September determines teacher staffing allocation for next year!
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Admissions
Annual Admission Notice: Must be published on the school website at least 1 week before applications open (as per Admissions Act 2018).
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Grants
Capitation Grant (1st Moity): Department pays first moiety of Capitation and Ancillary grant into school bank account.
November Tusla SAR 1
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Tusla EWS
Student Attendance Report (SAR 1): Submit first return to Tusla Educational Welfare Services for pupils exceeding 20 days absent.
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FSSU
Annual Financial Statements: Certified Board of Management accounts submitted to FSSU by the external accountant/auditor.
Dec & Jan Admissions & Grants
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Admissions
Enrolment Applications Close: Process application forms, verify birth certs, and prepare offer/waiting list letters within 3 weeks of closing.
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Grants
Minor Works Grant: Minor works grant payment generally received in December or January.
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POD
POD Leavers & Inactive Records: Clear validation warnings; archive pupils who transferred abroad or moved schools.
Feb & Mar Staffing & Free Books
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Staff Schemes
Job Share & Career Break Deadline: Teacher applications for Career Break or Job-Sharing for next school year must be submitted to BOM by 1st February.
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Free Books
Free Primary Books Grant: Allocation circular published; obtain quotes and liaise with suppliers for book and stationery ordering.
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Tusla
Mid-Year Attendance Check: Second review of 20-day triggers before Easter break.
May & June Year End
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PPOD Transfer
6th Class PPOD Transfer: Transfer 6th-class pupils to Post-Primary Online Database (PPOD) for secondary school transitions.
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Standard Testing
STen Scores Return: Upload 2nd, 4th, and 6th class standardized test scores (Drumcondra / Sigma-T / Micra-T) via Esinet.
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Tusla EWS
Annual Attendance Return (AAR): Complete online Tusla end-of-year school summary return.
Primary Online Database (POD) Solutions & Exemption Codes
Fast guidance on resolving common POD error messages, recording Irish language exemptions under Circular 0054/2022, and managing pupil transfers.
Common POD Error Warnings & Fixes
Ensure name on birth cert matches exact spelling registered with Department of Social Protection. If child has temporary PPSN (ending with W), check whether permanent PPSN has been issued.
Occurs when previous school did not mark the pupil as a 'Leaver'. Contact previous school's secretary to mark pupil as left with exit date.
Use Eircode Finder (eircode.ie) to verify exact official postal address format before saving record.
Irish Language Exemption Codes (Circular 0054/2022)
When granting an Irish exemption under Circular 0054/2022, select the exact sub-category code in POD:
- Category 2.2(a): Educated outside state up to age 12, or received primary education outside Ireland for minimum of 3 consecutive years.
- Category 2.2(b): Significant and persistent literacy difficulties despite differentiated support (score at or below 10th percentile / STen 1 or 2 on standardized test).
- Category 2.2(c): Multiple, complex, or profound special educational needs that prevent pupil from acquiring language competence.
- Category 2.2(d): Child of recognized diplomatic or consular staff resident in Ireland.
Standard School Office Letters & Incident Forms
Generate, edit, and print everyday communication slips for parents and staff in seconds.
FSSU Chart of Accounts & Grant Administration
Quick lookup of standard Financial Support Services Unit (FSSU) nominal account codes and contractor VAT/RCT compliance rules.
Common FSSU Nominal Codes (Primary)
| Code | Category Name | Examples |
|---|---|---|
| 3010 | Capitation Grant | DES core funding |
| 3050 | Ancillary Services Grant | Secretary & Caretaker pay subsidy |
| 3290 | Free Schoolbooks Grant | Ring-fenced DES book grant |
| 4110 | Light & Heat | Electricity, oil, gas bills |
| 4310 | Office Supplies & Postage | Paper, stamps, telephone, broadband |
| 4410 | Cleaning / Caretaking Supplies | Soaps, sanitisers, bin collection |
| 4810 | Free Schoolbooks Spend | Purchases of textbooks, copybooks |
Contractor Payments (RCT & VAT Reverse Charge)
Before paying tradespeople or contractors for maintenance/repairs (plumbers, painters, builders):
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1. RCT Contract Notification:
Every relevant construction/repair contract must be notified on Revenue ROS before payment is made to receive a Payment Notification Deduction Rate (0%, 20%, or 35%).
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2. VAT Reverse Charge Applies:
The contractor invoice must state "VAT on this supply to be accounted for by the Principal Contractor (School)". Do not pay VAT directly to the contractor.
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3. Tax Clearance & Insurance:
Check contractor's Tax Clearance Access Number (TCAN) and Public Liability Insurance policy before work commences.
Department Circulars & Amendments Directory
Every active Department of Education circular, baseline rule, and amendment chain summarized in plain English. Track what changed, which circulars are superseded, and open official PDF links on gov.ie.