SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent Employee Skills PRO.300 – Permanent Employee Skills EIS.380 – Sub Skills EIS.380 – Include on Sub List Important Notes REPORTING & YEAREND SUB.997 – Sub/Teach Listing SUB.990 – Sub Monthly Summary SUB.998 – Support Staff Listing PRO.915 – Resetting Your Sub Lists PRO.915 – Resetting Your Sub Lists EMPLOYEECONNECT Will Work At Location(s) Will Work At Location(s) Availability Preferred Substitutes Demographics Example: Different Day Absence Example: Same Day Absence Exit Help Document **click on the underlined links for details **if it doesn’t automatically open in slide show mode, click slide show

PRO.300 – P ERMANENT E MPLOYEE S KILLS PRO.300 is where you indicate what skills a teacher, EA, custodian, etc. has and where they are located. These are the skills they are qualified to have and/or teach (ex. especially regarding high schools, do they teach band, math, physics, etc). Return to Main Screen

E IS.380 – S UB S KILLS For subs use the format sub skills (created in EIS.180) and mark the appropriate skills and work locations for them. NOTE: when searching for subs, the system looks for what skills the teacher has, and ties them to which subs have those skills marked off here with an ‘X’. Format created in EIS.180; there are different ones for different sub types. Return to Main Screen

E IS.380 – I NCLUDE ON S UB L IST Subs/TOCs must be marked off to be included on the correct sub list (you can F4 to find the correct list). If they are NOT marked off here, they will not show up on your sub list. They also must have a pay assignment of casual or sub – talk to payroll if they do not. Return to Main Screen

I MPORTANT N OTES H/R manages subs by putting a ‘T’ on include on sub list (in EIS.380); no T means they will not show up for the sub desk to see. Payroll must have an active sub pay assignment ‘Y’ for a sub to appear on the sub list for the sub desk to call. Secretaries and school admin must look in AdminConnect – staff – main to see who is away and what sub is replacing them; they can calendar to future dates to inquire on those dates as well. Don’t receive calls or s regarding ‘has someone been booked/have I been booked’; users can view this on EmployeeConnect or AdminConnect. Time spent with all of these requests prevents the sub desk from getting the bookings done. Encourage the online leave and approval process. Having more time means better success at scheduling your subs. Same day phone calls should be for urgent situations only; same day placements will prioritize to urgent absence types first. Adjustments can be made to SUB.002 entries only until records have been posted to payroll. Return to Main Screen

W ILL WORK AT LOCATIONS Substitute/TOC teachers have online access to update which location(s) they will work at in the district. Choose the appropriate locations; if the employee will work at any location, check the box at the top. ** Make sure they hit save after making all appropriate changes** Return to Main Screen

A VAILABILITY – G ENERAL C OMMENT Substitute/TOC teachers have online access to view their personal calendars and indicate any days they are booked to work or days they are unavailable. At the top of this screen, users (subs/TOC teachers) can leave a general comment for the sub-booking clerk (ex. only call between 9-12, not before 6am, etc). This comment will show up every time for the sub-booking clerk. Next Page

A VAILABILITY - B OOKING Substitute/TOC teachers have online access to view their personal calendars and indicate any days they are booked to work or days they are unavailable. To block themselves, employees need to click on the date and indicate they are unavailable; if they didn’t mean to block themselves, uncheck all items and hit save. Make sure they use duplicate for next ** days if unavailable for numerous days in a row. If they are already booked for a date, they must contact you to make changes. ** Make sure they hit save after making all appropriate changes** Return to Main Screen

P REFERRED SUBSTITUTES Teachers have online access to choose up to three preferred substitutes to be the first people called when they are absent. Saving them here means teachers don’t have to put their preferred sub in every time they fill out a leave request. Type in the sub’s last name, click find the sub and use the scroll-down to find the appropriate sub. ** Make sure they hit save after making all appropriate changes** Return to Main Screen

D EMOGRAPHICS Through EmployeeConnect, employees have online access to change their phone number(s), and alternate address. ** Make sure they hit save after making all appropriate changes** Return to Main Screen

SUB.305 – S UB S EARCH You should have two screens open on dual screens or side-by-side – SUB.305 and SUB.001/SUB.002 SUB.305 is where you find a sub replacement SUB.001/SUB.002 is where you confirm what staff need subs and then where you confirm the booking. In SUB.305, indicate what employee & dates are requiring a replacement Steps: 1) Type in employee number as shown in SUB.001/SUB.002 (or F4 for name) 2) Make sure get current location & skills is a ‘Y’ and hit enter; location and skills will automatically fill in 3) Fill in the appropriate date(s) 4) Update the BO to AM/PM is only looking for a half-day sub 5) Leave the rest of the screen. Hit enter. Next Page

SUB.305 – S UB S EARCH At the top of the list will be any preferred subs the employee may have indicated and what their status is The rest will be all subs that have the requested skills, listed in alphabetical order. From this main screen you can see a phone number, whether the sub is already working and how many accepts/declines they have had that year Steps: 1)Put an ‘L’ beside the sub you want to call -from here you can see additional details and notes 2)Call the sub 3)Update the response field (‘A’ccepted, ‘D’eclined) – F1 for additional responses 4)Move to SUB.001/SUB.002 to complete the entry NOTE: use employee # 999 if you were unable to find a sub and 998 if no sub is required Return to Main Screen

SUB.001/SUB.002 – S UB /T EACH I NFORMATION Confirm the sub-booking and create the sub record Steps: 1)Check which subs need replacements 2)Use SUB.305 to find the replacement 3)Come back here, put a ‘P’ beside the entry and hit enter 4)Add the employee number and job code 5)Hit enter, and move onto the next sub record Return to Main Screen

SUB.997 – S UB /T EACH L ISTING Use this report to produce a sub/teach absence listing by location. It can be limited to a specific date range, job code(s) and/or specific location. Return to Main Screen

SUB.990 – S UB MONTHLY SUMMARY REPORT Use this report to produce a summary list for substitutes. Sub locations, dates, rates and reasons are displayed. You can balance this report with substitute staff pay for payroll. At the end, a summary page is produced for employee totals. Return to Main Screen

SUB.998 – S UPPORT S TAFF L ISTING Use this report to produce a support staff absences listing by location. This report can be limited to a specific date range, job code(s) and/or a specific location. Return to Main Screen

PRO.915 – R ESETTING Y OUR S UB L ISTS When to run: when sub contracts are for the most part done at the beginning of a new school year. Mass delete a category value (ex. all T’s or S’s) from all employees who have that value, and then rebuild that letter to the appropriate employees based on their effective F11 lines. Return to Main Screen Steps: 1)Limit the program to a specific category and enter a category value. 2)For the effective date, pick a date somewhere in the middle of September (some subs may not start day 1, so it’s a much safer date). 3)Pick a line type(s) such as ST, SS, etc. Leave positiion blank. 4)Change cancel from ‘Y” to ‘N’. 5)Run this for all sub types. Note: the category code should always be SUBLST; the category value is what you will change to be ‘T’, ‘S’, ‘M’, etc.

A C OMPLETE E XAMPLE – D IFFERENT D AY A BSENCE In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute. Next Page Steps: 1)Open up SUB.002 and see which employees need replacements. At the top of our list, we see that Denise Bergeron needs a sub replacement. 2)Put a ‘P’ beside the appropriate line. In our example, I put a ‘P’ beside Denise Bergeron.

In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute. Next Page Steps: 3) On your second screen, use SUB.305 to search for a sub replacement for Denise Bergeron. You can F4 under employee, or simply type in the number you see on your SUB.002 screen. 4) Use the current location & skills and hit enter. 5) Fill in the appropriate date(s). 6) Type the appropriate AM/PM/BO. Hit enter. A C OMPLETE E XAMPLE – D IFFERENT D AY A BSENCE

In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute. Next Page Steps: 7) Put an ‘L’ beside the sub you want to call. 8) Call the sub(s), putting their correct response in as you make the call(s) and get responses. A C OMPLETE E XAMPLE – D IFFERENT D AY A BSENCE

In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute. Steps: 9) Look back to the SUB.002 screen, fill in the employee number and job code, and hit enter. 10) Move to the next sub to do the same thing! A C OMPLETE E XAMPLE – D IFFERENT D AY A BSENCE Next Page

So why did Karl show up for Denise? Denise’s skills in her F11 line included Art, Band, Drama, Gr 11 and Gr 12. Karl’s sub skills included Art, Gr 11 and Gr 12 When looking for a sub in SUB.305, the system made the connection between these skills, making Karl show up as an acceptable sub for Denise. A C OMPLETE E XAMPLE – D IFFERENT D AY A BSENCE Return to Main Screen

In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute. Steps: 1)Receive the call/leave request/ 2)Use SUB.305 to find that employee a replacement A C OMPLETE E XAMPLE – S AME D AY A BSENCE Next Page

In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute. Steps: 3) Use SUB.002 to record that sub record; you can F4 for the employee and sub, or simply type in the number you see on your SUB.305 screen. 4) Move to the next sub to do the same thing! A C OMPLETE E XAMPLE – S AME D AY A BSENCE Next Page

So why did Karl show up for Denise? Denise’s skills in her F11 line included Art, Band, Drama, Gr 11 and Gr 12. Karl’s sub skills included Art, Gr 11 and Gr 12 When looking for a sub in SUB.305, the system made the connection between these skills, making Karl show up as an acceptable sub for Denise. A C OMPLETE E XAMPLE – S AME D AY A BSENCE Return to Main Screen

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