ADMINISTRATOR S. Quick Reference Guide for AESOP

Transcription

1 ADMINISTRATOR S Quick Reference Guide for AESOP Updated: August 2001

2 AESOP Quickstart Guide for Administrators This guide will show you how to: Log on to the AESOP system View absences View substitute assignments View unfilled absences View available substitutes Assign a substitute to an absence Modify/Remove an absence View call history Please remember that an absence is to be recorded with AESOP even if a substitute is not required. ALL TIMES ARE IN MILITARY TIME (e.g. 2:00 p.m. = 14:00) AESOP Web Address: Help Desk Phone Number: Help Desk Hours: 07:30 to 12:30 Write your School s 4 digit ID number here: Write your School s 4 digit PIN number here: Through the Internet You can view your school s absences for today or in the future. You can view which substitutes are available to call. You can register an absence. You can assign a substitute to an employee s absence. You can delete an absence You can view your school s schedule Frequently used options available to administrators: View Daily Report; Enter an Absence; View Substitute Availability; Assign A Substitute; View School Schedule.

3 There are two ways to Log on to AESOP: EITHER OR LOG ON TO AESOP WEBSITE 1. From the main AESOP Homepage... point your browser to: Enter the school s 4 digit ID and PIN number and click on the Go button 2. From the Staff/Substitute Login page Enter the school s 4 digit ID and PIN number and click on the Sign In Button. The AESOP Calendar will show your absence activity for the current month. You can view the details for any specific day by clicking into the calendar. You can scroll to another month by clicking on the & button. All the functions available to you are listed to the left on your HomePage. VIEW ABSENCES WITH THE DAILY REPORT The most effective way to view Absences with AESOP is through the AESOP Daily Report. It allows you to see: Which employees are out ; Which substitute is assigned to the absence; Which jobs are not filled. Click on View Daily Reports link on the left hand side of your Homepage. The Daily Report has 3 sections: You can view the Daily Report for any date of your choice by entering an alternate date and clicking on the Submit button. 1. The Absences section (Who s Out) lists: The names of employees who are absent; The employee s classification; Time the absence was recorded; The reason for the absence; The confirmation number assigned to the absence. This is the field to the far right under: the Conf # column. 2. The Assignment section (Who s working in their place) lists: The names of the employees who are absent; The name of the substitute; The substitute s telephone number should you need to call. 3. substitutes) lists: The names of the employees who are absent; The employee s classification; The date and time the absence was recorded; The confirmation number assigned to the absence.

4 FIND AN AVAILABLE SUBSTITUTE You can easily see which substitutes are available to accept unfilled jobs by clicking on the View Sub Availability link. The report will list all the names of the substitutes who are available to work at your school for this date. You can also view the telephone number should you need to call a specific substitute. The substitute skills are listed to the right allowing you to match the substitute to an unfilled position. ASSIGN A SUBSTITUTE TO AN ABSENCE With AESOP you can assign a substitute to an absence through the Modify Absence Information function. Select the absence you wish to assign the substitute to by clicking on the underlined confirmation number. Click on the Assign a substitute to this Absence link to assign the substitute. You can choose whether to view all substitutes, or only qualified and available substitutes. However, only the qualified and available substitutes list should be used for making the selection. Once you have identified the substitute for the absence, click on the Assign link. AESOP will place the name of the selected substitute in the Fulfilled by: field as a confirmation. IMPORTANT: YOU HAVE THE RESPONSIBILITY TO MAKE SURE THAT THE SUBSTITUTE IS WILL- ING AND AVAILABLE TO WORK ON THIS ASSIGNMENT. AESOP WILL NOT CALL THE SUBSTI- TUTE FOR THE ABSENCE. ENTER AN ABSENCE Click on the Enter an Absence link from the navigational menu. Typically, you will only need to use this function under the following circumstances: The employee needs to enter an absence past the cutoff time. Emergency situations where the employee is physically not able to enter the absence themselves. Use the alphabetical index to locate the employee you want to enter the absence for, or specify the first few letters of the employee s last name. Once the employee is identified, click on the underlined employee name. Entering an Absence Click on the Enter an Absence link from the function menu to the left side of your Homepage. AESOP will present a screen on which you can now enter your absence information. You can now select: 1. The number of days for the absence; 2. The start date for the absence; 3. The reason or entitlement type of the absence; 4. The start and end-time for the absence. Click on the Next > button.

5 Following are the remaining steps on how to complete the absence entry Once you are satisfied all the information is correct, you have two options: 5. You can save the Absence and AESOP will find a substitute, or 6. You can assign a substitute. There is a 5 minute lag between the time the absence is created and the time it goes onto the Website. This should be enough time to assign a pre-arranged substitute. Once the absence is saved, AESOP will assign a CONFIRMATION NUMBER. This number lets you know you have successfully entered an absence. Note: You are able to add additional days to this absence if you did not enter enough days on the previous screen. Now you can add more information on the absence in the Notes: box. REMOVE AN ABSENCE You can delete an absence by using the Modify Absence Information link on the Navigation menu. Click on the underlined Conf# column to get to the specific absence information. Once you have clicked into the details for a specific absence, you click on the Edit/Delete link. Now click on the Delete Absence Request. Once you confirm that you wish to delete this absence, AESOP will send back a confirmation of your delete action. You MUST phone the substitute if the absence has been filled as AESOP WILL NOT phone. VIEW CALL HISTORY You can access the call history for your school, a specific substitute, or for a specific absence by clicking on the View Call History link on the menu. Once you select the school option, choose the school of your choice, the appropriate date range and click on the Submit button to view your report. As per your selection, the Call History will contain a list of calls that were made for this institution with: Date and time of the Call Status of the call, where Accepted = the substitute has accepted the job. Aborted = substitute hung up on the system. Rejected = substitute made an active choice to not select the absence. Name of the absent employee Absence start and end date Confirmation number of the absence

6 Certificated Staff Only ENTITLEMENT CODES 11 Personal Illness 12 Medical Appointment 21 Family Critical Illness 22 Bereavement 31 Professional Development Superintendent s Initiative 34 Professional Development Environmental Practices 36 Professional Development Aboriginal Learning Centre 40 ATA Intervisitations 41 Service to the Local ATA 42 Service to the Provincial ATA 43 Service to Alberta Learning 44 Service to Church/Community 45 Service to Another School Board 46 Service to Another External Agency 50 Leave With Pay Prior confirmation from Human Resource Services 51 Leave at the Cost of a Substitute as per Collective Agreement 52 Adoption Leave 53 Leave at the Cost of a Substitute Prior Confirmation from Human Resource Services 54 Paternity Leave 55 ATA Specialist Council 56 Union Duties 57 Union Duties District Request 59 Convocation 60 Jury Selection 61 Jury Duty 62 Witness Duty 84 School/Site Based Activity Classified Staff Only 11 Personal Illness 12 Medical Appointment 13 Worker s Compensation Board 21 Family Critical Illness 22 Bereavement 56 Union Duties 57 Union Duties District Request 58 Leave Without Pay 60 Jury Selection 61 Jury Duty 62 Witness Duty 70 Vacation 71 Time In Lieu 84 School/Site Based Activity 91 Seminar/Conference

7 PUBLISHED BY: Human Resource Services Edmonton Catholic Schools PRINTED BY: Printing Services Edmonton Catholic Schools