AESOP April 2013

Glossary of AESOP terms  Budget Code – cost centers for Regional Office events such as inservices, lead team, mentoring, meetings, peer coaching, program planning and tutors.  Accounting Codes - cost centres for school based events or unpaid leaves of absence of permanent employees (Codes 0144 and 0205). The cost centres include teachers, educational assistants, school secretary, library, discretionary, instructional and guidance (if applicable).  Pay Codes – pay rates for non-teaching employees based on the position of the permanent employee. The pay rates include educational assistant, head cafeteria worker, casual secretary and spare secretary.

Daily Reconciling Absences  Absences/vacancies that have not been reconciled, will not be uploaded into SAP for pay purposes.  From the “home” page, under “Absence/Vacancy, select “Reconcile Absences/Vacancies  From the list of absences, select “Not Reconciled”  Verify or edit  Absence/Attendance Code  Substitute/casual/spare replacement  Duration or Hours Worked/percentage (if it is not a full-day/half-day)  Accounting Codes – School-based or cafeteria  Budget Code – Regional event  Pay Code – select for all non-teachers

Reconciling an Absence  Ensure the start and end dates are correct. The system automatically goes to the next day.  Ensure the correct absence reason. Some absences require approval, however, the system is configured to allow a replacement as soon as the absence is entered. The system will work through the approval process.

Reconciling an Absence (cont’d )  Absence type “full day” or “half day” may be used when:  the employee schedule is entered in AESOP or  the part-time/full-time teacher has the same daily schedule (defaults to the school schedule).  “Custom” must be used when the employee’s schedule is not the same every day or when the employee is absent for a portion of the day.

Reconciling an Absence (cont’d )  Was the employee’s absence/ attendance different from the time for the substitute/casual/spare, if yes, then the “substitute report time” must be modified. For example, an employee is sick on an early dismissal day when a substitute is only required for the morning.

Reconciling an Absence (cont’d )  If the employee attended a Regional Office event including inservices, lead team, mentoring, meetings, peer coaching, program planning and tutors, then the appropriate event from the drop- down list under the Budget Code tab must be selected. If you are unsure of the event categorization, please check the Programs and Services calendar.  The cost centre is embedded in the event and there is no requirement to enter it.

Reconciling an Absence (cont’d )  If the employee’s absence is a School Based event or an unpaid leave of absence (Codes 0144, 0205 or 0855), then the an Accounting Code must be selected.  An Accounting Code must be selected for Cafeteria employee absences.  The cost centre is embedded in the category and there is no requirement to enter it.  Only one code should be selected: either Budget or Accounting

Create an Absence (cont’d )  The “Notes to Administrator” must be completed for specific codes. The required information includes relationship, reason and other relevant information in accordance with the Collective Agreement or Terms and Conditions of Employment. Exceptions are directly communicated to the appropriate Coordinator of Employee and Labour Relations.

Create a Vacancy  When a substitute/casual/spare is not replacing an employee, then time will be entered through “create a vacancy”.  This includes “temporary hours” for EA’s, “floating substitutes”, tutors, vacant positions, additional hours, overtime and flextime.  Select the “vacancy description” from the vacancy profile. If the description is not included, then contact Mary Ann Rainforth.  The process is the same as “create an absence”, however, you must select the correct school/worksite.

Long-term Substitutes  When a substitute teacher has reached 21 days, then they will have two profiles:  an employee  a substitute (assigned to only school and call times suspended).  The absence of the permanent employee must continue to be entered daily and the substitute assigned to the vacancy. This can be done for extended periods of time (for example month-by- month). This includes sick leave (paid and unpaid), maternity leave, and educational leave.  If the long-term substitute is absent, then the absence/attendance code is entered on the employee profile.

Teacher in Charge  The absence/attendance of the principal or vice- principal is entered with no substitute. For example, Principals’ Meeting Code  The permanent teacher who is “Teacher in Charge” is entered as a absence with code In the “Notes to Administrator” the name of the principal or vice-principal must be included. The Budget code (for the event that the Administrator is attending) is entered on this absence.  The substitute is assigned to the permanent teacher, not the school principal or vice-principal.

Reconciling Permanent Employees Filling Other Positions  The absence/attendance of the permanent employee was entered with a permanent employee as the spare/casual. For example, the Head Cafeteria worker is absent, and a permanent Cafeteria Worker was the replacement.  The replacement permanent employee was entered as an absence with code 0800 (Attendance) which allows for a spare/casual replacement.  The Pay Code will be used to determine the rate of pay for both the permanent employee and the spare/casual.