EMPLOYEE ABSENCE REPORTING & SUBSTITUTE SYSTEM

Transcription

1 EMPLOYEE ABSENCE REPORTING & SUBSTITUTE SYSTEM (EARSS) EMPLOYEE USER GUIDE EMPLOYEE USER GUIDE

2 Lafayette Parish School System District Telephone Number: (337) System Telephone Number: (337) Help Desk Telephone Number: (337) Help Desk Fax Number: (337) Help Desk District Website: E.A.R.S.S Website: Operator: Brenda Bergeron ext

3 WHAT IS E.A.R.S.S.? E.A.R.S.S. stands for Employee Absence Reporting & Substitute System. It is an automated telephone system used for reporting/checking district absences, substitute call-ins, and assignments of substitutes. Two main components of the system are job creations and job offers. When an employee calls into the system or logs onto Webcenter, he/she is likely attempting to create a job and report an absence. When reporting an absence, several options are given to you as to the specifications of the absence. This includes the dates, times, reasons, and specific substitute requested or pre-arrangement with a particular substitute. A lot of errors are caused by users not paying attention to instructions provided on both the telephone and quick reference card. Errors create a huge problem during substitute assignment on the date of absence. In addition, a problem is created at the end of the month during substitute payroll processing. A job offer is when a substitute is called to replace an employee during their absence. When an offer is made to a substitute, they are informed of the location name (school or department), person replacing, date(s) and time(s) needed, and any special instructions provided by the employee. It is very important that special instructions be left; for example: Hallway/Bus Duty, Special Assignments during the day, Field Trips, etc. These are all things that substitutes should be fully away of prior to arriving on campus or site. All substitutes and arrangements MUST be done through the system. Several times employees make an arrangement with substitutes to come and then do not report their absences. This action is not caught until the end of the month when the substitute does not get paid. In turn, the substitute must wait until the following month to receive payment. IT IS IMPERATIVE THAT ALL ABSENCES AND ARRANGEMENTS WITH SUBSTITUTES BE DONE THROUGH THE SYSTEM. Once an absence is entered, the system will automatically begin calling the appropriate available substitutes during the call-out period and offer them the open positions. Employees are asked to report their absence as far in advance as possible. All employees can report their absences through the system 24-hours a day, seven days a week, 365 days a year (366 days during leap years). 3

4 Who are E.A.R.S.S. Users? You are an E.A.R.S.S. User if you are: An employee within the district in a position that requires a substitute during your absence; or An employee within the district in a position that is allotted Personal Illness and Leave days yearly; or A current substitute of the district. Who are E.A.R.S.S. Administrators? E.A.R.S.S., Administrators are usually a Supervisor (Principal) and a secretary (clerical assistant). To find out who is your E.A.R.S.S. Administrator, please reference the chart labels E.A.R.S.S. Administrators. CALL-OUT TIME PERIODS A call-out period is a set time period that the system calls out for a substitute. The table below lists the call-out times. Same-Day Assignments are those that are set to begin on the current day. Future-Day Assignments are those set to begin on the next or a future day. Same-Day Assignments Future-Day Assignments Monday 5:30 AM 50% of job 5:00 PM 9:30 PM Tuesday 5:30 AM 50% of job 5:00 PM 9:30 PM Wednesday 5:30 AM 50% of job 5:00 PM 9:30 PM Thursday 5:30 AM 50% of job 5:00 PM 9:30 PM Friday 5:30 AM 50% of job 5:00 PM 9:30 PM Saturday 12:00 PM 9:30 PM Sunday 12:00 PM 9:30 PM School Holidays 12:00 PM 9:30 PM 4

5 ABSENCE REASONS The following absence reasons are accessible by all employees: Personal Illness Annual Leave Family Illness Hurt On Job Maternity Leave Jury Duty Death In Family Court Subpoena Marriage of Employee Civil Leave Extended Sick Family Dock My Pay Extended Sick Personal Professional Leave Extended Sick Maternity School Pays Sub Personal Leave Military Leave The following absence reasons are accessible by E.A.R.S.S. Administrators ONLY: Other-Explanation Suspension Without Pay Compensation Time Sabbatical Professional Suspension With Pay Sabbatical Medical Helpful Hints for using E.A.R.S.S. When calling the system, have your Personal Identification Number (PIN) ready to be entered. The system will give you up to three (3) tries with the incorrect PIN before it will disconnect the phone call. Pay close attention to the instructions provided on the automated system. The system will prompt you through the steps to create a job, receive a PIN, etc. Many errors occur when employees fail to pay attention to the instructions given and report incorrect information. In turn, this information is relayed to a substitute. From there, the substitute receives the same information as the school secretary and now everyone in the equation has inaccurate information. Reporting an absence the minute you find out helps the chances of a substitute being found. The amount of time you allot by reporting an absence the morning of the absence and the time your fellow co-worker allots by reporting his/her absence two weeks prior makes a world of difference between you getting a substitute and splitting your class (es) between several teachers. You are extremely urged to report your absence as soon as possible to ensure that a substitute can be found. 5

6 Receiving a Personal Identification Number (PIN) 1. Complete a Employee Management Profile Sheet and send it to Human Resources: Attention Brenda Bergeron or fax to (337) and wait 24-hours (or one business day); 2. Call into the system at (337) ; 3. PRESS the STAR KEY when system asks for Personal Identification Number; 4. PRESS 3 when the System says, "If you are calling as a Substitute PRESS 1. If you are calling as an employee PRESS 3 ; 5. ENTER your SOCIAL SECURITY NUMBER by pressing the telephone keys; 6. RECORD YOUR NAME; PRESS 1 if you like the recording. PRESS 9 if you want to re-record your name. 1. The System reads your WORK LOCATION, then your JOB DESCRIPTION; PRESS 1 if information is CORRECT, OR PRESS 3 if information is NOT CORRECT and contact the Help Desk Immediately, OR PRESS 5 to hear the information again. 2. The System tells you your PIN; PRESS 9 to review your PIN, OR PRESS 1 if written correctly Your PIN is automatically assigned through the system. Special Request for certain PIN numbers will NOT be accepted. Retrieving your PIN if lost/forgotten If you should lose or forget your PIN number, all you have to do is simply follow steps 1 5 above. At step 5, the system will recognize your Social Security Number and give you the previously assigned number. In addition, you can modify your name announcement at this menu. 6

7 Reporting an Absence 1. Call into the system at (337) and enter your PIN; 2. PRESS 1 to Enter an Absence. 3. PRESS 1 to enter an absence for the CURRENT day, OR PRESS 5 to enter an absence for the NEXT work day, OR PRESS 7 to enter an absence for MULTIPLE DATES AND TIMES. 4. IF YOU PRESSED 1 OR 5 to enter a one-day absence... PRESS 1 to ACCEPT times, SKIP TO Step 4, OR PRESS 5 to manually enter times. To accept times, PRESS the STAR KEY OR, Enter START Time (HHMM). 5. Repeat procedure for END time, SKIP TO Step IF YOU PRESSED 7 to enter the dates and times... PRESS the STAR KEY to accept date offered, OR 7. Enter Date the Absence Starts (MMDD). PRESS the STAR KEY to accept the time offered, OR 8. Enter Time the Absence Starts (HHMM). 9. Repeat procedures in 3a/3b for Date/Time 10. Absence Ends. 11. Enter the Reason Number, and then PRESS the STAR KEY. 12. PRESS 1 to ACCEPT the reason code, OR 13. PRESS 5 to CANCEL and RE-ENTER, OR 14. PRESS 9 to CANCEL TRANSACTION. 15. PRESS 1 to Record Special Instructions, OR PRESS 5 to bypass this step 16. PRESS 1 if a Substitute IS Required, OR PRESS 3 if NO Substitute is Required, SKIP TO STEP PRESS 1 to Request a Particular Substitute, OR PRESS 3 to bypass this step. 7

8 18. To Request a Particular Substitute, enter their Special Identification Number then press the STAR KEY. 19. PRESS 1 if NO PRIOR ARRANGEMENT WITH THE SUBSTITUTE, OR 20. PRESS 3 to AUTOMATICALLY ASSIGN THE SUBSTITUTE, then PRESS 1 to CONFIRM the Substitute has ALREADY AGREED to cover THIS absence. 21. PRESS 1 to Receive the Job Number 22. PRESS 3 to Review Information Entered 23. PRESS 5 to Re-enter Absence Information 24. PRESS 9 to Cancel Absence Information ** TO COMPLETE ABSENCE ENTRY, YOU MUST PRESS 1 TO RECEIVE THE JOB NUMBER** Failure to report an absence may result in a formal letter of reprimand placed in your file and/or termination depending on the severity. Making your classroom successful during your absence. You should have a substitute folder accessible to your substitutes on a daily basis. Some things to include are: Attendance Sheets (To keep accurate attendance) Seating Chart (To identify students) Lesson Plans (For duration of class period) Bus Schedules (Ensure that all students depart on correct bus) Special Instructions/Need to know Information (Medical Alerts, Potential Incidents) Emergency Evacuation Plan (In case of Fire Drill/Evacuation) Bell Schedule (Used to ensure that enough time is allotted for assignments) Site Map (Showing Office, Classroom, Library, Cafeteria, etc.) 8