Substitute Placement and Absence Management
Contents
1. A JEON COUNTY SCHOOLS AESOP Employee User s Manual AESOP Substitute System Substitute Placement and Absence Management Prepared for J Y Leon County School District Date September 18 2014 Version 1 0 Aes p ucamon Welcome To Aesop You are about to enter Aesop the leading substitute ID ID placement and absence management servicel Pin o Please enter your ID and PIN to login to your Aesop hein Reminder account or click the button below to leam more about JD Login Problems Aesop s growing impact on education Lear More ID or PIN is not numeric Please note that you do not have to enter the pound sign NER Microsoft Menmi BE fl E EBOLICATIE NBCT CAREER AND TECHNICAL EDUCATION INSTRUCTIONAL TECHNOLOGY SPECIALIST Employee Web Guide Table of Contents GOLGI Lares reais Ge a o Da tinea RE a a eee aeeaene 1 HOME PABO alias tas SA A OUSOU DOOR SUAS DEGRAUS O Drag a RESTO A dg CRT Ui O eia 3 Ansence Gi evs 8 ss aa dE O E ae egg re a 7 Mande INE ADS EN Goer me eaten or Re Rete to O DD eee nee 16 PRETCIFEG SUDSTICULES san msisresaias ade E da De abana E is 22 PC COMI sanada dos tau Es Da sa a ad a aa coat o a a AGR ae SA a a 26 FECODACK assinadas ps usada E as dna d aa da aa aca Dadas saia 30 FWA FAW EMMI OV CCS am eis a sado OS cad SD SD SUR 34 Aesop Substitute Placement and Absence Management Getting Started Using Aesop Successfully Note ae ida cove2. Clicking on your name will take you to your Account tab where you can change things like your personal info PIN and your preference list These items will be covered in more detail later in this guide Notifications Click here to view the Web Alerts your district has sent you Logout Click the Logout option to log out of Aesop and be taken back to the login page Main Tabs The Main Tabs will help you navigate quickly to the different areas of your Employee website Absence Feedback Account Directory Time Entry Home Tab The tab with the blue house icon is your Home Tab You can click this tab from anywhere in the website to be taken back to the home page Absence The Absence Tab will take you to the absence creation page Feedback Clicking the Feeback Tab will take you to the feedback section of the site where you can leave feedback for absences that ended in the past 14 days You can also view past feedback that you left or was left for you Account The Account Tab will take you to where you can change your personal info change your PIN edit your preferred subs and view your absence reason balances Directory Under the Directory Tab you can view substitute phone numbers as well asa list of people who approve your absences Time Entry If your district uses the Frontline product Veritime you will be able to access it under the Time Entry tab Help The Help Tab will bring you to a page
3. dd Mew Vaniaton Pagos ente HH AM rmai linass Personal Illness Full Day 02 00 AM to Absence Reason Personal Day Time Full Day bar a vabi tome range warg ih EU AM See the image below for another example of how Advance Mode could be used In this example you have a five day absence where Mon Wed Fri are Half Day AM and Tue Thur are Half Day PM Vanation 41 Mon Feb 25 Wed Feb 27 Fri Mar 1 o March 2013 SUM MON TUE WED THU FAI TEE 3 psi T S FT g 9 10 11 42 13 MM 45 18 19 0 MN 2 24625 26 2F 28 25 d 2 3 4 5 Add New Variation 16 TE A a0 Absence Reason Time Aiea enter a vald ime range uang the Ae dd ormai Vanation 2 Tue Feb 26 Thu Feb 28 o February 2013 4 TUE WED THU FRI ce W H 1 oe ae 4 ro Ms 168 15 20 H BH TEF Add New Variation Absence Creation Es 7 g Absence Reason Personal Day Time ra eee fi val HTE fares jaria Mig a E aa a POME US Ei a Half Day PM HE WNL AR Sorma 1123 T AM Delete This Variation 12 Page Aesop Substitute Placement and Absence Management You can add as many Variations as you want to create the absence the way you need it Once you have finished adding Variations you can also add notes and attachments When you are ready to save the absence click the Create Absence button Assigning Substitutes Some employees will have the ability to assign a sub to
4. 11 Feb 2013 Personal Day Walker Middle School E Full Day 8 00 AM 100 PM CONF amp S915085 UNPLLED NO APPROVAL REQUIRED amp Ask n Sub ELES View Details 22 Feb 2013 Hiness gt Family lness Walker Middle School RA Full Day 4 00 AM 3 00 PM Each absence is represented by two lines the top line showing the confirmation number fill Status and approval status The second line shows the date of the absence absence reason and the times of the absence Notes and Attachments You can view any notes that are on this absence by clicking the paper icon You can view any file attachments by clicking the paper clip icon CONF F 99708830 UNFILLED NO APPROVAL gt ae ELES View Details 23 Jan 2013 liness gt Family liiness Walker Middle School E Full Day 6000 AM 3 00 PM Assign a Sub lf your district has given you the permission to assign subs to your absences you will be able to do this by clicking the green Assign Sub button View more information on assigning subs in the Absence Creation section of this guide CONF 9108850 UNFILLED NO APPROVAL REQUIRED E antl ERES View Details 23 Jan 2013 Hiness gt Family IlIness Walker Middle School E Full Day 600 AM 3 00 PM 16 Page Managing Absences Aesop Substitute Placement and Absence Management Cancel an Absence Another permission you may have been given is the ability to cancel an absence that you have created in Aesop To cancel an absence click the red Delete button CO
5. Closed Dar in Service Day Create Absence 3 Scheduled Absences 3 Past Absences 1 Denied Absences Please select a date _ ea aii Ito a January 2013 FILE ATTACHMENTS Substitute Required Advanced mode is basically the same as the normal absence creation except for one major difference and that is the ability to add Variations What is a Variation Well let s walk through it Let s say you are creating an absence like the one we described above a different absence reason on each of two days While in Advanced Mode fill out the top section like you were creating an absence just for the first day Mon Feb 25 February 2013 Absence Reason llness gt Personal lllness Once you have done that click the NEI button Add New Variation at 2 O 3 Full D 6 and DEDO AM to O 13 18 1 20 ni l T 26 ar 1 This will expand the absence creation area with a new section called Add New Veraton fm 11 Page Absence Creation Aesop Substitute Placement and Absence Management Variation 2 In this new area you would enter the information for the second day of the absence This allows you to use one absence reason for the first day and a completely different absence reason for the second day Create Absence Cancel vanation 1 Mon Feb 25 February 2013 MOH TUE WED T i7 418 24 26 Add Mew Variation Vanation 2 Tue Feb 26 o February 2013 DE WED THU FRI S l J1 1 T B wa 15 A BH 28 1
6. Itinerant Employees Aesop Substitute Placement and Absence Management Once you are satisfied with the data as you have entered it click one of the Create buttons found in the top right and bottom right corners to save your absence 1 Absence Dates 2 Location s amp Times 3 Avdditonal Detaiis Vanation 1 Thu Feb 28 Fri Mar 1 at Williams High School a February 2013 OS TUE i School Absence Reason ddd Hew Variation Williams High Seham Peroral Day Variation 1 Thursday Feb 23 2013 Friday Mar 1 2013 Williams High School T00 AM 17 00 Fii Personai Gey Half Day Abd 7 00AM do 12 00 PH Variation EZ Thursday Feb 23 2013 Friday Mar 1 2013 Hamner High School 12 01 PM 4 00 PM Delete Thie Variation Personal Dey Variation 2 Thu Feb 28 Fri Mar 1 at Hamner High School o February 2013 o SUN MON TUE WED THU FAI SAT dE Add New Variation Hotes amp Attachments Hotes do Administrator EE Ey se File Ahachments Uploaded Files Notes doc Lg Flare lt lt Choose File No file chosen Previcus Step Add Additional Details Itinerant Employees Hamner High School A Personal Day Halt Day FM ZM PM o to 04 00 Phd isl i Delete This Variation Hotes to Substitute ae fe An Sucre Dont forget to feed the hamsiler Related Files A a Create Albyeenco 39 Page
7. Middle School E Full Day B00 AM 3 00 PM Ay 17 Page Managing Absences Aesop Substitute Placement and Absence Management This will take you to the absence page which shows every detail of the absence View Absence 99108520 Wed Jan 23 Thu Jan 24 Wed Jan 23 Thu Jan 24 January 2043 JON TUE FED Thu f 31 1 Es 3 4 5 7 i F 3 4 i WF WH 19 a 22 BH s T ott FF ow ON A Hotes amp Attachments Motes to Administrator Hone File Attachments Blness Famik iness Full Day Da 00 AM to 03 00 PM Notes to Substitute Please don t forget to feed the hameter Related Files Halus Untilled date AMADO 1135 A ABSENCE SUMMARY Substitute Required Yes Wednesday Jan 23 2043 Thisday Jan 24 2013 00 AM 2 00 PM lhes array ilies From this page you can also assign a sub or delete the absence if you have these permissions Edit an Absence Aesop will allow you to make changes to an absence if the absence has not started yet and if it is still unfilled by a sub To edit an absence click the Edit Absence button on the absence details page This button can be found at the top or the bottom of the page View Absence 99108520 Wed Jan 23 Thu Jan 24 Wed Jan 23 Thu Jan 24 January 2043 NOM TUE WED fma Fm SAT A i 2 3J d T 8 w fa iz 2 W amp Tm T EE rf 2 Ayn 1 Hotes amp Attachments Motes to Administrator Hone a File Attachments am Managing Abs
8. PM Microsoft Word D E Recent Places E Hotes 28 2013 147 PA Microsoft Word D de Downloads d Dropbox ea Libraries Documents ad Music lis Pictures H video File name Lesson Plans Files must be in doc docx pdf xls xlsx ppt or pptx format and no larger than 256kb Once you have uploaded the file you will see it in the file list Here you can give ita description and active to and from dates The to and from dates will control when the files will be visible to subs who take your jobs Active From Active To Notes docs Notes for subs amora gy pavs le Click the Save button to save the file or files you have uploaded 28 Page Account Aesop Substitute Placement and Absence Management Absence Reason Balances Your district may be using Aesop to help track your Absence Reason Balances You will be able to check those balances right here on your Aesop website To access this information click the Absence Reason Balances option under the Account tab Absence Reason Balances Mende March 11 2003 Absence Reason Initial Pending Balance Personal Day 3 00 Days 1 0 Days 1 00 Days 2 00 Days aa of Sunday July 04 2017 1 00 Days afer Pending fbsence Reason Balances Balances can be calculated in days or hours depending on your district s settings Initial This is the initial number of days or hours given to you for this absence reason Used The number of days or hou
9. THU FR SAT Format will be absent from Absence Reason Personal Day Hamner High School E Hamner High School is On the following days Please enter a valid time range using ihe HA MM AM IA PM O to Dado pu ED THU FM SAT format Absent from two different schools with a different schedule on Thursday than Friday As you can see there are will be absent from Absence Reason Personal Day imi i i Williams High School limitless combinations you Wiliams High School Time Half Day AM EI can create with the On the following days Please enter a veld time ee EST range using fhe HH MM AM THIAM to 12 00 PM Variations that will allow THU FRI SA7 format you to create an absence that fits your schedule will be absent from Absence Reason Personal Day o Hamner High School O Note You can delete a Hamner High School time Half Day PM Variation at any time by On the following days en eee E E Dy a o range using the HMM AM 2 01PM to 04 00 Pi clicking the trash can button ee ieee a next to that variation Ss will be absent from Absence Reason When you have finished aa Personal Day ja h b Williams High School Time oman MH entering the absence On the following days Pesa adra via I I i 1 ge using the HH MM AW Of 30 AM 12 00 PM information click the Add wa es DRA rim 5 a j Additional Details button will be absent from Absence Reason Personal D
10. a valid time range using the Full Day dw HH MM AM formal Full Day Half Day AMI Half Day PM Custom If you do need to enter custom times choose Custom from the dropdown and then enter the custom times in the boxes provided Time i Pease enter a valid time range using the Custom HH MM AM formal ame 0500AM to 0400 PM Optional Details There are a couple of optional things you can do as well before saving the absence Notes You have the ability to leave notes for your administrator and for the sub who will be filling in for you The notes you leave for the administrator will not be visible by the sub The notes you leave for the sub will be visible to the administrator Employee Web Guide Notes to Administrator Notes to Substitute nol viewable by Subshihute wewabe by Admin amp Substitute Please don t forget to feed the hamster 9 Page Absence Creation Aesop Substitute Placement and Absence Management Attach a File Aesop gives you the ability to attach files to your absence for your substitute to see You can attach Word Exel and PDF files FILE ATTACHMENTS Choose File No file chosen To attach a file click the Choose File button and browse your computer for the file you want to attach If you are using a web browser like Chrome or Safari you may also be able to just drag the file right into the drop area you see in the picture above Once you have added a file you will see the name
11. included on this list will be giver preferential treatment by Aesop when ab l i fre subs as your top Esvontes H they are geabhed and available Aesop will entity t Absence Files shy a e The number of favorbes you can select and how they are nolibed mag vary based a Preferred Substitutes JE Excluded Substitutes Absence Reason Balances To add a substitute to your list start typing in their last name into the search box You will need to type a minimum of two letters for the search to start showing results Preferred Substitutes do Preto Substituto do List Excluded Substitutes Substitute Absence Reason Balances Barrowman George Once you have selected the substitute s name click the Add Substitute to List button to add the sub to your preference list Preferred Substitutes Baker Tom 7 Add Substitute to List Excluded Substitutes Order Substitute Absence Reason You can continue to add as many subs as you would like to your list this way You probably don t want to add every sub in the district though because this would defeat the purpose of picking the ones you prefer We recommend not picking many more than five 22 Page Preferred Substitutes Aesop Substitute Placement and Absence Management Don t forget to click the Save Changes button any time you want to save the changes you made to your preferred list Favorite Five Once you have added a number of
12. top of the list Create Absence 6 Scheduled Absences Past Abse This list shows absences for the past 30 days View More oo Date a Reason Location CONF 99053181 CAUGHILL DAMD APPROVED gO 14 Dec 2012 Personal Day Walker Middle School This will take you to a new page showing your history for the past 60 days On this page you can also click on other options like the last 120 days or even last school year Displaying 1192 2012 to 1111 2013 Select a date range ERRATERO Lasto0cays Last 120days This School Year Last School Year Custom Past Absences Date a Reason Duration CONF 99082998 BAKER TOM NO APPROVAL REQUIRED E 11 Dee 2012 llness gt Personal iliness Walker Middie Sc hoot Ful Day 00 AM 3 00 PM The last option is Custom Click here to put in This School Year Last Schoot Year Custom E the specific date range you want to see 1172172012 ARO i Fo absences from Duration 20 Page Managing Absences Aesop Substitute Placement and Absence Management Denied Absences A school district may require administrative approval for certain absence reasons such as personal days and professional development If your district is using the absence approval feature in Aesop you will see a Denied Absences tab on your home page Click on this tab to see a list of absence requests that were denied by your approver The basic details of the absence request will be listed here If you want to see the full de
13. 4 25 2 Ji 1 7 Page Absence Creation Aesop Substitute Placement and Absence Management You can also click on multiple days to create a multi day absence The days do not have to be consecutive Create Absence Tue Jan 15 Wed Jan 16 Fri Jan 18 January 2013 TWE WED THU FMI SAT Absence Details The next step is to fill in some details Substitute Required Absence Reason Select One Time Please enter a valid time range using the Full Day HH AM Formai 08 00 AM to 03 00 PM Notes to Administrator Notes to Substitute not viewable Dy Substituts DCWEDe Dy Admn amp Subtil Substitute Required This option may already be predetermined for you but you may have the option to choose if a sub is required or not To change the option from Yes to No just click to move the slider 8 Page Absence Creation Aesop Substitute Placement and Absence Management Absence Reason Choose your absence reason from the dropdown list ii Sector A Select One area Bereavement gt immediate Family Bereavement gt Non Immediate Family liiness gt F amily lliness iliness gt Personal Illness Military Leave Personal Way Professional Day Unexcused Absence Time Choose what type of absence this is Is it a Full Day Absence Is ita Half Day Absence Depending on your district s setup you may have the option to choose a custom absence as well Time e _ Please enter
14. 534 CANER TOM NO APPROVAL REQUIRED a View Details ow Fedha 25 Jan 2013 vacation Walker Middle School E Fu Day 8 00 AM 3 00 PM as To view the details of the feedback that the substitute left about their job experience click the View Feedback link Duration derreter View Details View Feedback E Fui Day 8 00 AM 3 00 PM Sh 32 Page Feedback Aesop Substitute Placement and Absence Management This will take you to a page where you can see all the answers they submitted to the feedback questions they were presented with Location CONF 101762544 BAKER TOMI HO APPROVAL REQUIRED View Details 25 Jan 2013 Vacation Walker Middle School W Fu bay 8 00 AM 3 00 PM Es Feedback Rating rr ir tr tr Outstanding Noles regarding lesson plans We were abre fo get through to Lind 7 in Algebra I also taught No response given Messages for the permanent teacher Thank you again The students were wonder Notes regarding behavior No prowems Students who were abseni Mana was oui Sick Terrific helpers No response green 33 Page Feedback Aesop Substitute Placement and Absence Management Itinerant Employees If you are an employee that works at multiple buildings within your district the absence creation process will look a little bit different for you Aesop will take you through a 4 step process to help you create your absence To start the process click the Create Absence tab on your home page Abs
15. NF 99199983 BAKER TOM NO APPROVAL REQUIRED gf mat EG Views Details 08 Mar 2013 liness gt Family lliness Walker Middle School E Full Gay 6 00 AM 3 00 PM This will bring up a confirmation pop up Confirm the cancellation by clicking the green Yes button Confirm Are you sure you want to cancel absence 4091930839 When you cancel an absence Aesop will notify your administrator as well as the sub Expand an Absence If the absence is a multi day absence you can expand it to view the individual days by clicking the expand button CONF 99108839 UNFLLED NOAFPROVAL REQUIRED E D f Assign Sub EJ 4 View Detalls 23 Jan 24 Jan 2013 liness gt Family nessas Walker Middle School Full Chay B00 AM 3 00 PH Once the absence is expanded you will be able to see each day on its own line Collapse the absence by clicking the collapse button CONF 2 88408500 UNFILLED MO APPROVAL REQUIRED amp ry w Assign Sub a A Views Cre baits 23 Jan 2013 liiness gt Family Ilness Walker Middle Schoo Full Day 8 00 AM 3 00 a q 24 Jan 2013 Hiness gt Family Ilness Walker Middle Schoo ii Full Day 2 00 AM 3 00 PM Absence Details Under the Scheduled Absences tab you will get a summary view of all of your upcoming absences If you want to view an absence in more detail click the View Details button CONF 38408830 UNFILLED NO APPROVAL REQUIRED E EA E W Delete View Detalls 2a Jam 24 Jan 2013 nes5 gt Family Winess Walker
16. ay Time Custom e Hamner High School range using the HH MM AM 2 00PM to 04 30 PM On the following days Please enter a valid time IM E WED THU FRI SAT format 37 Page Itinerant Employees Aesop Substitute Placement and Absence Management Step 3 Additional Details In this step you will be able to add notes to the absence Notes to Administrator 1 Absence Dates 2 Location s amp Times 4 Additional Details 4 Absence Review These notes will be visible to the administrator s at the school s but not visible to the substitute Please provide any additional information about this absence Notes to Administrator Notes to Substitute not viewable by Substitute viewable by Admin amp Substitute Don t forget to feed the hamster Notes to Substitute These notes will be visible to the substitute as well as the administrator s A fon Characters let When you have finished eat Set Location and Tima Next Step Review Absence Summary entering the notes click the Review Absence Summary button to move to the last step Step 4 Absence Review In this last step you will see a summary of all of the data in your absence From here you can make changes to or delete Variations You can also add brand new Variations at this step This is also the place where you can attach files to the absence File Attachments Uploaded Files Notes doc Lesson Plans No fila chosen 38 Page
17. e while in edit mode by clicking the red Delete button To save your changes click the green Save Absence button Create Absence amp Scheduled Absences Past Absences 1 Denied Absences This ist shows absences for the past 30 days View More Past Absences Usk caio Reason Duron CONF W 2005516 CAUGHILL CAWOJAPPROVED a Recent History 14 Der 2012 Personal Day Walker Middle School ES Full Day ETI AM 3 00 PM CONF AS07343 BAKER TOM NO APPROVAL REQUIRED View Details Leave Feedback Aesop will keep a list of your a bsences from the pa st 30 days 03 Jan 2013 lineass gt FPersonal liiness Walker Middle School E Full Day ATI AM 300 PM under the Past Absences tab on the home page 19 Page Managing Absences Aesop Substitute Placement and Absence Management You will be able to see the basic details of each absence here If you would like to see more details for a specific absence click the Confirmation Number or the View Details button CONF Se DAVID APPROVED d mae View Details 14 Dec 2012 Personal Day Walker Mickie Scho Full Chay 6 00 AM 3 00 PM If you need to leave feedback you can click the Leave Feedback button CONF BBOTMAIS BAKER TOM NO APPROVAL REQUIRED EA View Detalls Leave Feedback 03 Jan 2073 liness gt Personal liness Talker Mickie Scho Full Chay B00 AM 3 00 PM KR Longer Than 30 Days Ago If you need to see your absence history from more than 30 days ago you can click the View More link at the
18. ed from viewing your absences Actions Jacobs David Mathers Ly Edited Revert Changes Don t forget to click the Save Changes button any time you want to save the changes you made to your list 25 Page Preferred Substitutes Aesop Substitute Placement and Absence Management Account The Account section is where you can go to edit some of your personal settings You will be able to edit things like your personal info and PIN and also view your Absence Reason Balances If you are looking for information on setting up preferred substitutes go here To access the Account section click the Account tab on your home page Absence Feedback Account Direct March 2013 April 2013 SUN MON TUE WED THU FRI SUN MON TUE WEI 1 2 Personal Info To view and or change your personal info click the Personal Info option in the left menu Personal Info Personal Info Change Pin is i General Information Shared E Attachments Name lan Chestertc Phone Once you open this page you are in edit mode and can make changes Most districts allow their employees to change their email address and phone number You may have permission to edit other info as well Information that can be edited will show in a text box Info that cannot be edited will show as regular text 26 Page Account Aesop Substitute Placement and Absence Management Personal Info General Information Name lan Chesterton Phone 5555551291 Email Addr
19. ence Feedback Account Directory Veritime February 2013 March 2013 SUN MON L WEL L FRI SAT SUN MO TUE WED Absences Closed Day JE In Service Day Ee Closed And In S Create Absence 0 Scheduled Absences 0 Past Absences 2 Location s amp Times 4 Additional Details 4 Absence Review Step 1 Absence Dates In the first step you will select the date or the date range of the absence You will also select the Absence Reason You may also have to select if a substitute is needed or not if your district requires that To select a date just click it in the calendar and it will turn blue You can click multiple dates if needed 34 Page Itinerant Employees Aesop Substitute Placement and Absence Management 2 Location s amp Times 3 Addibonal Delais 4 Absence Review OS Switch to Advanced Mode Please select the davis you wil be absent SELECTED DATES Wednesday Feb 27 2013 Sub Required Absence Reason Personal Day Agtercepardie reasons per day con be contigured on Step Next Stap Set Location s and Time To move on to the next step click the Set Location s and Time button at the bottom of the page Note If you miss filling information that is required you will see a red warning message like this g February 2013 o Sub Required SUN MON TUE WED THU FRI SAT Yes Absence Reason Select One Note Ser ole Peasons per day can be F configured on Step Step 2 Locations s amp Times On this next s
20. ences Haius Unfilled Hours Per Dey 8 Creglbd WS BAT PM Lasi Up s MP 11355 A Blness Famik Iiness Full Day 06 00 AM to 03 00 PM Notes to Substitute Please don t forget to feed the hamster Related Files ABSENCE SUMMARY Substitute Required Yes Wednesday Jan 23 2013 Thursday Jan 24 2013 B00 AM 3 00 PM lesa F aay ineas 18 Page Aesop Substitute Placement and Absence Management Once you are in edit mode you will be able to Change the date range Change the absence reason Change the absence time Change if a sub is required you may not have the permission to do this Add a new variation click here for more on variations Add remove or change notes Remove or upload documents NM UU BWN af Save amp Assign Sub Cancel Wed Jan 23 Thu Jan 24 ABSENCE SUMMARY o January 2013 o Substitute Required jiness gt Farnily iness Yes ESUN MON TI WED THU FR SAT VE y Yes F 4 4 r Piana erie a vad lene rence hin Full Day i a 10 11 12 dd a Wednesday Jan 23 2013 ios 00 AM to 030P Thursday Jan 24 2013 413 ot TF 1 19 8 00 Al 3 00 PM 0 MH z ou 2 limesa Fanmi ness Tod Aa m H Add New Variation Notes amp Attachments Hotes to Administrator Hotes to Substitute Please don t forget to feed the hamster File Artachments Uploaded Files Related Files Choose File No file chosen af Save amp Assign Sub Cancel You can also delete an absenc
21. er any number of data combinations to make the absence fit your schedule To add a variation click the Add New Variation button in the bottom left Piease add the school s and times affected by this absence will be absent from Absence Reason Williams High School Time On the following days Please enter a wabi time range using the HH MM AM DO THU FRI S borma Here are a few examples of how you can use Variations Absent from one school in the AM and a different school in the PM for he same absence reason Same schedule on both days of the absence will be absent from Absence Reason Person al Day Williams High School el g Time Half Day AM On the following days eee EEA Yen ee ange US the HAMM AM OF 00 AM to 10 PM Hi aural ch THU FRI 41 Formal will be absent from Absence Reason Personal Day Hamner High School Ti ime HalfDayPM l range using the HAMM AM i201 PM to 04 00 PM On the following days Please enter a valid time sl MOI THU FRI SA format Absent from the same school all day but using different absence reasons for each half of the day 36 Page Itinerant Employees Aesop Substitute Placement and Absence Management I will be absent from Absence Reason llness gt Personal line Hamner High School e Ie On the following days Pease enter a valid time Half Day AM range using the HH MM AM 07 00 AM to 12 00 PH
22. ess ichasterton email com Tte 5th Grade Room Number Main Office Language English Start Time End Time HalfDayAM End Time Half Day PM Start Time Address 2215 Baker Street Address2 Address Address4 State City Zip Code If you make any changes click the Save button to save the changes Change PIN The next option in your Account menu is to change your PIN This is the PIN you use to log into Aesop To change your pin change your Pin 1 Enter you old pin Change Pin RE 2 Enter your new pin oro New Fin 3 Confirm by entering Preferred Confirm New Pin your new pin again Excluded Substitutes 4 Click the Apply button to Absence Reason save Note Pins must be 4 or 5 digits long and can only be numerical 27 Page Account Aesop Substitute Placement and Absence Management Shared Attachments In Aesop you can upload files and documents that will be attached to all of the absences you create Once uploaded you can determine what date range these files will be active Personal Into Upload Fila f Pile ett ba tn dos See Sc d Change Pin mii Broj ia ans FEM Shared Mofile PR er Attachments i Choose F J chosen ee o To upload a file click the Choose File button This will open the file system in your computer where you can choose the file to upload Orgaraze Mew falder q a Name Date modified Type e Hr Favorites E BE Desktop Ei Lesson Plans LTA ES
23. gement Home Page Web Alerts Before you are taken to your home page you may first get a pop up of your Web Alerts Web Alerts are alerts that have been created by your district for employees to see They can contain important general information that may be useful to you Once you have read the alerts you can click the Dismiss button to move on These web alerts can be revisited at any time from the Top Bar Important Notifications victoria County School District posted on Monday January 07 2012 Dont forget thai thts Friday is bring pour peido school day Once you have dismissed your Web Alerts you will be able to view your home page Main Tabs i Absence Feedback Account Directory Time Entry Help December 2012 January 2013 February 2013 1 im 2 5 1 2 9 10 o a a i wW w w Tod o DO 2 a i ow t i i w A od a mu ndo mm 7 Ww E om af 2 ee ee ee ee ms mz m o a Corda E Create Absence 2 Scheduled Absences Past Absences 4 Denied Absences Pina Gelmet a date Mee en opted Maingi lide o amar 2015 o Mf ATTACHMENTS Submitos Requied ves Absence Reason of WoW ff oo w o oa o Time in 2 2 Mm 3S oF aye mo a De J 1 Haea to Admini alir Photii bo uirai 3 Page Home Page Aesop Substitute Placement and Absence Management Top Bar At the very top of your home page you will see a black bar with three different buttons you can click on an Chesterton 2 Notifications Logoul Your Name
24. ilness Walker Middle School E Full Day BOO AM 300 PM CONF 9087579 EXRROWwwAN ceorRceweeroven E a0 Ea View Details 11 Feb 2013 Personal Day Walker Middle School Kt Full Day 4 00 AM 3 00 PM EE o This will begin the same assignment process which is outlined above Assign Substitute Conf 99108930 Eis your Responsbaly to communicate wih the substtete of your choice to enaure that they one willing bo wpoegi lhe assignmens before you assign them Aesop will mot moiy sebattute automaticaly Search for Substitute View List of Substitutes Or Select from Preferred List Baker Tom Barrowman George fafa ARAE No DRAN 3555 6961 Caughill David Jackson Jen 100 000 0001 O 555 555 1286 MacTavish John 555 555 1287 15 Page Absence Creation Aesop Substitute Placement and Absence Management Managing Absences Once you have created absences in Aesop you will be able to view them and even modify them when needed Scheduled Absences Any upcoming absences that you have created in Aesop can be found under the Scheduled Absences tab on your home page The number on the tab indicates how many absences you have scheduled Create Absence O Scheduled Absences 3 Past Absences 1 Denied Absences Reason Duration CONF 99108090 UNFILLED NO APPROVAL REQUIRED D j EE view Details a Jan 2013 Hiness gt Farmily liness Walker Middle School Full Day 00 AM 2 00 PM CONF 99061570 BARROWMAN GEORGE APPROVED
25. n absence from here Past Absences Under this tab you can view your past absences for the past 30 days Denied Absences Under this tab you can view any absence requests that were denied by your approver 6 Page Home Page Aesop Substitute Placement and Absence Management Absence Creation There are many things you can do and see on your Aesop website but as an employee one of the most important things is the ability to create an absence We have made it easy for you to do this right from your Home Page Basic Absence Creation To start the absence creation process scroll down to the Create Absence tab on the Home Page Create Absence 2 Scheduled Absences 3 Past Absences 1 Denied Absences Please select a date Heed more options Advanced Mode a January 2013 a Substitute Required ves FILE ATTACHMENTS Absence Reason Salect One il 1 1 W 45 q Time Das Full Day 4 Fl 22 io noone c 7 BZ hates to Administrator hives to Silraiiiue Helpfui Hart marabi by Sebail ewabic by Armin amp Choose File No fle chosen fou can select multiple days dividuaiy or cick and drag ip seteci a range of dates Related Files af Create Absenor Most absence scenarios can be created right here from the home page Choose the Date Dates When selecting your absence date simply click on the single day and it will be highlighted in blue Create Absence Fri Jan 18 January 2013 SUM RUM TUE WED 1H mM i 12 2
26. n you may have is to create a list of substitutes that you never want filling your absences Go to the Excluded Substitutes option under the Account tab a Absence Feedback Account Personal Info Excluded Substitutes List Change Pin Substitutes on this list will be blocked from viewing your absences Absence Files Preferred Substitutes Excluded Substitutes Absence Reason Balances To add a substitute to your list start typing in their last name into the search box You will need to type a minimum of two letters for the search to start showing results Excluded Substitutes List Substitutes on this list will be blocked from viewing your absences Ja v Add Substitute to List Jackson Jen Jacobs David James Jesse Jaspers Tiffany Once you have selected the substitute s name click the Add Substitute to List button to add the sub to your exclude list Excluded Substitutes List Substitutes on this list will be blocked from viewing your absences 7 Add Substitute to List When you add someone to your exclude list you are preventing them from seeing absences that you create You can add as many names as you like but we recommend keeping the list relatively small 24 Page Preferred Substitutes Aesop Substitute Placement and Absence Management To remove someone from your exclude list click the trash can icon Excluded Substitutes List Substitutos on his list wall be block
27. of the file in the File Attachments area To delete the file use the trash can icon FILE ATTACHMENTS ma a ms No file chosen Lesson Plans docx Ho Description Saving the Absence Full 7 to 0 PAA LS Notes to Substitute Once you have filled in all the required fields click the Create on ty A ES Absence button at the bottom right corner Please don t forget to feed the hamster Lesson Plans doc No Description Choose File No file chosen f Once the absence is saved you will see a message at the top of Related Files your screen which will include the confirmation number The i absence will also show up under the Scheduled Absences tab ities Mae Absence Created Your confirmation number is 99177535 X Dismiss Message 10 Page Absence Creation Aesop Substitute Placement and Absence Management Advanced Mode There may be times when you need to create an absence that is a little more complicated For example you need to use a personal day for day 1 of the absence but an illness day for day 2 of the absence For situations like this you can use the Advanced Mode of absence creation To access the Advanced Mode you can click the Absence Tab in the Main Tabs Account Directory February 2013 SUM MON TUE WED TH or you can click the Advanced Mode button found under the Create Absence tab Both take you to the same place eee 27 MM mM 24 25 26 ZE 24 26 dm 2B Oe OD 31 Absences
28. rs most of me Us nections that are aonane to seh ord sol in Create absences online or on the phone Aesop offers both phone and Web services so that you can create an absence anytime anywhere Online absences can be created as far as one year in advance As soon as you register an absence Aesop starts finding a qualified available substitute for you Manage your schedule With Aesop you can track how many absences you have taken and see absences you have already scheduled in the future You can also track the types of absences you have on record such as personal or professional development day Aesop offers an easy way to store all your absence information in one place Leave notes and attachments for the substitute By writing notes or attaching documents to your absence you can assure that your substitute is prepared to handle your duties during your absence Aesop lets both the district and the employee leave notes as well as attach Word documents and PDF s to the absence Log on to Aesop The first step to log on to Aesop is to visit the Aesop website Put www FrontlineK12 com Aesop into your internet browser s address bar and hit the Enter button on your keyboard e gt Cb ww Frontlinekl2 com Aesop 1 Page Getting Started Aesop Substitute Placement and Absence Management Employee Web Guide This will take you to the Aesop website At the top right corner of this page you will see the area to login Use the ID mos
29. rs you have used so far Pending The number of days or hours that you have scheduled for upcoming absences Balance This is your current absence reason balance You can also see your Days Hours after Pending balance which calculates in your pending time 29 Page Account Aesop Substitute Placement and Absence Management Feedback Many districts use Aesop to help collect data about the substitute s job performance If your district has opted to use this feedback feature you will see a Feedback tab at the top of your home page Absence Feedback Account Direc March 2013 April 2013 SUN MON TUE WED THU FRI SAT SUN MON TUE mM 1 2 Leaving Feedback Click on the Feedback tab to be taken to a list of all of the absences from the past 14 days that you can leave feedback on To leave you feedback regarding the substitute clickon the Leave Feedback button for the individual absence Leave Feedback Feedback that left Feedback left for me Feedback may De left for jobs that have ended in the past 14 days Date a Reason Location Duration Time CONF 109018017 BAKER DEE UNAPPROVED a View Details Leave Feedback 21 Feb 2013 Personal Day Walker Middle School i Full Day 6 00 AM 3 00 PM Es CONF 9915288 BAKER TOM APPROVED amp View Details Leave Feedback 22 Feb 2013 Personal Day Walker Middle School Full Day 6 00 AM 3 00 PM wh This will take you to a page where you can answer questions about how the substit
30. subs to your preference list you can select up to five of them to be your Favorite Five The Favorite Five will get even more of an advantage when attempting to fill your absences Substitutes that are marked as favorites and who are considered qualified and available at the time the absence is created will be notified instantly by email when you create an absence that needs a sub Also Aesop will begin calling the Favorite Five subs during the next evening calling period up to 120 nights before the absence To mark someone as a favorite simply click the heart icon on their row in the preferred list If the heart turns red you know you did it correctly Once you have marked your o as a l le keke favorites you can order them by using the up and down arrows on a al the left You can also drag them up 7 or down in the order by clicking the ia onse Se Ca a titii drag icon and dragging them into the position you want them Ea ees vila Ordering your Favorite Five will o determine in what order Aesop will sga Capa Dea Pla a dede de dr dr attempt to contact them when f making calls ieee tee To delete a person from your preferred list click the trash can icon Don t forget to click the Save Changes button any time you want to save the changes you made to your preferred list 23 Page Preferred Substitutes Aesop Substitute Placement and Absence Management Excluded Substitutes List Another optio
31. t likely your 10 digit phone number and PIN provided to you by your district Once you have entered this info into the boxes click the Login button e Management Taisa eg Aesop Contact Us Say Helle search site i If you are new to Aesop your district may have provided you with a Welcome Letter Your ID and PIN will be in this letter Victoria County School District Walker Middle School TO Chesterton lan 1 5 2013 Dear lan We have the pleasure of notifying you that Victoria County School District is using an automata substitutes This senice is caled Aesop The Aesop semice will be available to you 24 hours How do interact with Aesop 1 You can interact with Aesop on the internet at http ema frontlinek 12 conv aesop H exercise other features such as uploading your lesson plans for substitutes to view onli 2 You can also call Aesop toll free at 1 800 942 3767 Simply follow the voice menu to computer recording of your name and title To do this press Option 4 and follow the pra here pressing Aesop are as follows ID Number 5555551291 FIN Number 4549 When entering an absence please wait until you receive a confirmation number before you ter receive a confirmation number What if forgot my PIN You can click the Forgot your login which will open a new page On this page you can have a PIN reminder sent to your email address 2 Page Getting Started Aesop Substitute Placement and Absence Mana
32. tails of the absence request click the Confirmation Number or the View Details button Create Absence 5 Scheduled Absences 1 Past Absences ED Denied Absences Date a CONF amp 99053695 UNFLLEO DENIED d View Details D Feb 2013 Personal Day Walker Mide School E Ful Day 4 00 AM 3000 PM On the absence details page you will see the status of the absence request at the top right ofthe screen Status Cancelled Denied Details Hours Per Dar amp Created 1 7 2013 1244 PM Last Update 1414 2013 1047 AM ABSENCE SUMMARY Haana Day Substitute Required Yes Full Day 08 00 AM to 03 00 PM Mondar Feb 4 2013 8 00 AM 23 00 PM Personal Day Click the Details link see arrow above to get a pop up which will include any comments left by your approver Approval Status for 99053699 Status Comment Ca Denied Super user Ui Level 1 Denied We can t have you out this day Lets discuss an alternate dale 21 Page Managing Absences Aesop Substitute Placement and Absence Management Preferred Substitutes Your district may have given you the ability to select a list of the subs you prefer to fill your absences Aesop will attempt to contact these subs first when you create an absence Create Your Preferred Sub List The preferred substitutes option will show up under the Account tab Absence Feedback Account _ Directory Time En r Personal info Preferred Substitutes List Change Pin Substitutes
33. tches will drop down below the box When you see the name you want just click on it to select it Then click the green assign button to assign them to your absence Search for Substitute Baker Tom The other option would be to select the sub from your list of preferred subs This list will appear just below the search box Just click the circle next to the name of the sub and then click the Assign button If the person s named is grayed out that means they are not currently available to be assigned Or Select from Preferred List Baker Tom amp a Barrowman George e 610 974 5888 555 555 6367 Caughill David E Jackson Jen amp 1100 000 0001 O 555 555 1286 MacTavish John amp 555 555 1267 After you click the Assign button you will get a notification at the top of your screen indicating that the substitute was assigned successfully Substitute Assigned Successfully Assigning a Sub to an Existing Absence To view a list of your currently scheduled absences click the Scheduled Absences tab In this list you will see absences that have the green Assign Sub button Click the green button for the absence you want to assign a sub to 14 Page Absence Creation Aesop Substitute Placement and Absence Management Create Absence Scheduled Absences 3 Past Absences 1 Denied Absences Reason Location Duration CONF 8108800 UNFLLED NOAPPROVALREGURED E aF tio ES sad 24 Jan 2013 Hingss gt Farmily l
34. tep you will first select which of your schools you will be absent from If you are going to be absent from more than one school you will be able to select that For now just pick the first school you will be absent from You will also see the day of the week highlighted If you will be absent more than one day you will see multiple days highlighted To create your absence for the same times across all days leave them all highlighted If your times will be different on different days deselect the days that will be different by clicking on them You will be able to add them in a later step In this step you will also be able to edit your absence reason You will want to select whatever absence reason applies to the School will be absent from and days you just selected If you are going to be absent from one Select One x school for the first half of the day and a different school for the On the following days second half of the day you will only have to select the one school s BEEG prana p pe E PE times here You will add the next school and its times later 35 Page Itinerant Employees Aesop Substitute Placement and Absence Management Absence Reason Personal Day Time Half Day AM Please enter vaid time range using the HH MM AM DFODAM to 12 00 PM rer CH OERA Variations Now that you have entered the info for the first part of your absence you can add a Variation A Variation is a tool that will allow you to ent
35. their absence when they create it If you have been given this permission you will see a Create amp Assign Sub button at the bottom of the Absence Tab Notes to Substitute wewable by Admn amp SuBShtute j Choose File No file chosen Related Files a 255 character s lett Cancel w Create amp Assign Sub v Create Absence Assign a Sub During Absence Creation At the end of the absence creation process you will be given the option to go ahead and assign a sub see above image Important lt is your Responsibility to communicate with the substitute of your choice to ensure are willing to accept the assignment before you assign them Aesop will ot notify substitute automatically Assign Substitute Conf 99193983 tis your Responsibiity to communicate with lhe substitute of your choice to ensure that they are wiling to accept the assignment before you assign them Aesop will not notify substitute automatically Search for Substitute View List of Substitutes Baker Dee ad S55 555 6094 Baker Tom hd Sido S14 588g Barrowman George 3 B55 555 6567 13 Page Absence Creation Aesop Substitute Placement and Absence Management When you click the Create amp Assign Sub button a window will open which will allow you to choose the sub to assign Use the search box to search for subs that are qualified and available to fill your absence Once you start typing in a last name into the search box ma
36. ute did The first thing you will want to do is choose an overall rating This is a 1 to 5 star rating with 1 star meaning their performance was poor and 5 stars meaning it was outstanding Hover over and click on the number of stars you would like to give 33 30 Page Feedback Aesop Substitute Placement and Absence Management Employee Web Guide Leave Feedback Feedback left for me CONF amp 109018017 BAKER DEE APPROVED Views Detads 21 Feb 2013 Personal Day Walker Middle School BB Fu pay B00 AM 300 PM a Select an overall score that represents how you would rate the experience you had in this position rr tr rr Outstanding Below the star rating you will see a list of questions you can answer These question may have been customized by your district so the questions you see in this guide may differ from what you see on your web page Note If a question is marked with that means the district requires an answer to that question before the feedback can be submitted Please answer the following questions Questions marked with an are required Was all classroom work collected Yes Was the room left as neat and clean as it was found The room was cleaner than when left it Once you have marked your star rating and answered the questions you can click the Submit button at the bottom of the page Once you submit your feedback you will not be able to go back in and edit it Were any disciplinar
37. where you can access user guides and training videos 4 Page Home Page Aesop Substitute Placement and Absence Management Calendar Just below the main tabs is your calendar The calendar is color coded to show the different types of days December 2012 February 2013 I MON TUE WED THI 0 120613 Mo 15 J l 7 amp 10 ai 12 13 14 15 i6 16 wW 14 2 ff 2 20 26 7 W 8 20 2 2 RB gt M 25 28 27 MR 27 al 2 25 28 E n n Clicking on an individual day in the calendar will pop up information about that day If it is an absence day you will have options depending on your permission setup in the pop up to cancel the absence view more details or view attached documents Scheduled Absence Conf 99061570 O Full Day 6 00 AM 3 00 PM Personal Day Walker Middle School Barrowman George View Details Absence Tabs In the Absence Tabs you can create new absences as well as view upcoming past and denied absences Clicking these tabs will not take you away from the Home Page but will change what you are viewing on the Home Page Create Absence 2 Scheduled Absences 3 Past Absences 1 Denied Absences 5 Page Home Page Aesop Substitute Placement and Absence Management Create Absence Here you can create a basic absence right from the Home Page Scheduled Absences Under this tab you can view a list of upcoming absences that you have already scheduled Depending on your permissions you may also be able to cancel a
38. y issues reported Hm General Notes Comments Great job overall Reviewing Feedback You Left After you have left feedback for absences in Aesop you can review the feedback for all jobs inthe current school year To do this click on the Feedback that I left tab in the feedback section 31 Page Feedback Aesop Substitute Placement and Absence Management Leave Feedback Feedback that left Feedback left for me Tits isi inchudes all feedback for the current school year Date a Time Duration Location tka Fox Tim High School Science Report to Main Office reiii AA AM Full Da z Thu 11 8 2012 O PM Y Vanderbilt High School tp Chesterton lan Sih Grade eP Report to Main Office ee 6 00 AM Full Da alkar Mi Fri 1125 2013 pee Fully Walker Middle School YF To view the details of the feedback that you left click the View Feedback link for the specific absence Ree CONF 95432060 View Feedback Vanderbilt High School 9 Reviewing Feedback Left by the Sub Your district may also allow the substitutes to leave feedback about their job experience while filling in for you If your district has given you the permission to see this feedback you will see the tab Feedback left for me Click this tab to view a list of the feedback Leave Feedback Feedback that left Feedback left for me This list includes al feedback for the current school year Date a Reason Location Duration reeks CONF 400762
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