AESOP For Principals and Secretaries Automated Substitute Placement and Employee Absence Management System

OBJECTIVES: Review of AESOP Reports Tools to train employees

Review of AESOP

Log on to AESOP

Creating an employee absence

Creating an employee absence: Enter start date Enter end date Choose absence reason (various sick leave options or To Be Determined) Choose full day or half day Click NEXT

Mary Teacher Sick Leave- personal illness Sick Leave-family illness Sick Leave- Death immed. Family Sick Leave- death, not immediate family To Be Determined

Creating an employee absence cont… Verify all information! Enter notes for substitute (optional) You may also attach lesson plan files Enter notes for administrator (optional) Administrator can add private notes (optional)

This is the third field time this year she has requested absence to chaperone. To Be Determined

Creating an employee absence cont… Finalize absence - 2 options: SAVE - 1.Click SAVE - AESOP finds a substitute

SAVE AND ASSIGNNOT 2.Click SAVE AND ASSIGN – AESOP does NOT find a sub; you must have pre-arranged coverage with a substitute for that absence Assign Choose the sub you want and click Assign

Mary Teacher ABC

VERY IMPORTANT: SAVE AND ASSIGN IF YOU CLICK SAVE AND ASSIGN, YOU NOT AESOP ASSUMES THAT YOU HAVE NOTFIED AND SECURED A SUBSTITUTE FOR THE ABSENCE AND WILL NOT POST IT TO THE WEB OR CALL FOR A SUBSTITUTE

ALSO VERY IMPORTANT : When manually making calls along with Aesop, be sure you immediately note it online that you filled it or two subs may well show up! One with a confirmation number from Aesop and one who spoke with an employee. The school will have to pay the extra sub if it was the school’s mistake.

Modify an absence

You can assign a substitute, delete the absence partially or completely, or change any absence information, even 30 days after the absence.

Mary Teacher ABC

Preferred Substitutes

Preferred substitute list:

Preferred substitute list

Reports

Daily Report

Daily Absence Report: Daily Absence Report: Recommend printing this report daily and have the substitutes initial next to their name to verify their attendance. Report shows teacher leave type and: Unfilled absences - substitute was not assigned yet Filled absences – substitute has been assigned Substitute not needed (You could use the Substitute Sign-in Report, but it will not show any unfilled absences at the time you printed it.)

Day of Week Absence Analysis

Day of week absence analysis: Day of week absence analysis: Breaks absences down by days, absence reason and employee. Maximum date range 365 days

Absence Summary

Absence Summary Report: A monthly calendar that includes daily totals and a monthly re-cap summary at the bottom

Absentee Report

Absentee Report: Same information as the Daily Report, however, a date range must be specified Maximum date range for the school report is 92 days (recommend to print this report every payroll cycle) Maximum range for an individual employee is 365 days (recommend to print this report for employee evaluations)

Substitute Availability Report Substitute Availability Report To review the availability of all substitutes for a specific date (may use as directory for manually calling instructional assistant subs)

Employee Register

Voice Recording Instructions

Voice recording for employees: You have the OPTION to voice record your employees name and title for them ( Ex. Mary Teacher, Grade 5 or Mary Teacher, Special Education Math) Click on Voice Recording Instructions and AESOP will prompt you for the Recording ID

Training Tools for your Employees Welcome letter Phone System Instructions Brochure Powerpoint for employees who require a substitute Powerpoint for employees who do not require a substitute Basic / Advanced Training Video

Quick Start User Guides

AESOP Tutorials accessible on your homepage (Click on Quick Start User Guides)

Questions?