SmartFindExpress Educational Assistant User's Guide
Contents
1. 11 28 2011 End Date 11 28 2011 Weekly Schedule Employee Substitute Monday 08 30 AM 02 30 PM 08 30 AM 02 30 PM Specified Substitute None Assigned Substitute Open Notify the substitute of a cancellation Save Cancel Job Return To List The Cancel Job button is displayed for current and future jobs with the following conditions The job does not start until at least one hour from the time of cancellation A substitute is not assigned or a substitute is assigned and the job cancellation is allowed To cancel the absence first indicate that the substitute needs to be notified of the cancellation by clicking in the Notify the substitute of a cancellation box and then click Cancel Job The system will notify the substitute of the cancelled job by placing a telephone call Cancelled jobs may display on the job list based on the system setup parameters The job list redisplays with the word Cancelled displayed under the job number To contact the HR Dispatch Helpdesk call 250 830 2354 14 Email HRDispatch helodesk sd72 bc ca2. Instructions None File Attachments None Dates 11 28 2011 11 28 2011 Weekly Schedule Employee Substitute Monday 08 30 AM 02 30 PM 08 30 AM 02 30 PM Specified Substitute Assigned Substitute Create Absence To contact the HR Dispatch Helpdesk call 250 830 2354 10 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants Clicking the Create Absence button displays the Create Absence Verification screen A job number has been created for this absence The receipt of a job number is required to confirm that the absence is in the database D eCo A ASOLUTIONS SmartFindExpress Profile Home Create an Absence Review Absences Create Job Job Creation Successful Create Absence Verification Job Number 57763 Job Status Open Open Employee CHRISTINE SZAFLIK Location CEDAR Classification EDUCATIONAL ASSISTANTS Reason 1 SICK LEAVE Budget Code Mone Voice Instructions None Text Instructions None File Attachments None Dates 11 28 2011 11 28 2011 Weekly Schedule Employee Substitute Monday 08 30 AM 02 30 PM 08 30 AM 02 30 PM Specified Substitute Assigned Substitute New Absence To create a new absence click the New Absence button to return to the Create Absence screen To contact the HR Dispatch Helpdesk call 250 830 2354 11 Email HRDispatch helodesk sd72 bc ca Reviewing Absences This feature allows you to display all absences or search for absenc
3. cancel or modify an absence The open and active jobs are played in date order To view past jobs please use Web access After each job is played a menu allows you to repeat the job information hear the next job modify special instructions or cancel the job If you need to modify the job s dates times or reason information you must cancel the job and then create a new absence ae ean Special instructions may be deleted or re recorded When canceling a job that has an assigned substitute and if allowed you will be asked to indicate if the system should call the substitute Choose YES so that the substitute is notified of the cancellation To confirm cancellation please wait until the system says Job number xxxxxx has been cancelled If you do not stay on the telephone to hear the cancellation confirmation there is no guarantee that the absence has been cancelled To contact the HR Dispatch Helpdesk call 250 830 2354 4 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants SECTION Il Web Access You do not have web access until you have Registered by telephone at 1 855 454 4007 The new website is http campbellriver eschoolsolutions com which is also available from our District web page http www sd7 2 bc ca From SD72 Web Site click on PORTAL From the bottom left Select Dispatch Absence System A At Campbell River School District Learnin
4. where the system currently has you assigned What you see on the Create Absence screen will determine where any TOC you may request I will ranart foar wark Makina cnra thic ic rarrarct now ic wall o Smartf indExpress Mobile Trouble signing in Easy and Convenient access SFE from the palm of your hand Signing Out At any time during the session the Sign Out command can be pressed to end the session and disconnect Pressing the browser s Back button or going to another site on the Internet does not disconnect the session To ensure security and privacy of information you should sign out and disconnect or close the browser when finished with your session Note Do not use the browser s Back button to navigate to a previous screen There are buttons provided within the program to return you to previously viewed information For example the Return to List button or use the tabs at the top of a screen To contact the HR Dispatch Helpdesk call 250 830 2354 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants Employee Home Page After a successful login the home page is displayed It displays your name and any announcements and notifications Notifications include location announcements and expiration date notices Please click on the following links to view orientation videos on how to register and use SmartFindExpress Employee Orientation Video Substitute Orientatio
5. you have finished recording press the star key 5 Finally you will hear the locations and classifications that have been setup in your profile If this information is not correct please contact the HR Dispatch Help Desk at 250 830 2354 You are only allowed to create absences for the locations and classifications listed Main Menu The following options are available from the main menu Create an absence Review cancel or modify jobs Review work location and job descriptions Change your PIN or the recording of your name SECTION II Create an Absence By Telephone Absences can be reported for today tomorrow or for a future date To enter an absence by telephone follow these steps 1 Call the main system number at 1 855 454 4007 2 Enter your Access ID and PIN both followed by the star key 3 Select 1 to create an absence To contact the HR Dispatch Helpdesk call 250 830 2354 2 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants 4 If you have multiple locations and classifications in your profile you will be asked to select one from a list 5 Select the start and end dates of the absence The system asks you to indicate whether the absence is only for today tomorrow or if you want to enter the dates The dates are entered as four digits in the format of MMDD Parameter settings control the number of days in the future that an absence can be ente
6. SmartFind Express Educational Assistant User s Guide eSchool SOLUTIONS STATEMENT OF CONFIDENTIALITY This information has been prepared for the express purpose of providing your organization with information about the functions and use of the eSchool Solutions SmartFindExpress system This material contains proprietary product information and may not be reproduced used by or disclosed to persons not in the employ of the recipient without the prior written consent of eSchool Solutions Copyright 2002 2005 by eSchool Solutions Inc Confidential Revised JUNE 2012 SmartFindExpress User s Guide for Educational Assistants SECTION You must register by telephone Before any features are available you must register with the system and create a PIN The Access ID and PIN are used for all interactions with the system and should never be used by anyone else Your Access ID is your Employee Number To register follow this procedure 1 Call the main system number 1 855 454 4007 2 Enter your Access ID followed by the star key 3 Enter your PIN followed by the star key When you register your PIN will be the same as your Access ID You will be asked to enter a new PIN before you can continue using the system PIN numbers must be a minimum of 6 digits and can only contain numeric information 4 If there has been no voice recording of your name you are asked to record your name Record your name and when
7. ay not enter an absence for past dates Enter the start and end times for your work day Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants Field Name Description Substitute Times Enter the start and end times for your work day Reporting Multiple Enter the dates Days Specify a Substitute Not in Use Has the Substitute Not in Use Accepted this Job Substitute Instructions Instructions can be entered during job creation The message is not limited by length and the field will scroll as information is entered These instructions will also be voiced to a substitute over the telephone You can also attach a file by clicking on the BROWSE button beside File Attachment Confirming the Absence The Create Absence Confirmation screen allows you to verify that the information is correct before the job is created You can click the Create Absence button to create the job and receive a job number or click the Cancel button to return to the Create Absence screen without creating the absence e CcNoo ae ga SOLUTIONS SmartFindExpress Home Create an Absence Review Absences Create Job Create Absence Confirmation This absence will not be created until the Create Absence button is pressed Job Status Open Open Employee CHRISTINE SZAFLIK Location CEDAR Classification EDUCATIONAL ASSISTANTS Reason 1SICK LEAVE Budget Code None Voice Instructions None Text
8. es by job number or by date range To search for absences by a date range enter the dates in the From To fields The current date is the default date Dates can be any date in the past present or future however data is limited to the number of days the data has been saved Absences can be displayed in list or calendar format You can view the details of an absence and cancel an absence Only future absences may be cancelled Displaying Jobs in List Format Review Absences Display Format List Calendar Search From MMDD YY MMDD Y Job Number O e Note Search by job number will not use the date range Job Start Date Time Location Reason End Date Time Classification Substitute 57728 11 24 2011 08 30 AM CEDAR UNION BUSINESS Canceled 11 24 2011 0200 PM EDUCATIONAL ASSISTANTS 5 7 63 41 28 2011 08 30 AM CEDAR SICK LEAVE 11 26 2011 02 30 PM EDUCATIONAL ASSISTANTS Open 57750 121132011 08 45 AM CEDAR UNION BUSINESS 121132011 02 30 PM EDUCATIONAL ASSISTANTS The list is displayed in descending date order Cancelled jobs are optionally displayed To navigate through the listing use the Next and Previous buttons Jobs can be reviewed or cancelled by clicking the job number link To contact the HR Dispatch Helpdesk call 250 830 2354 12 Email HRDispatch helodesk sd72 bc ca Displaying Jobs in Calendar Format The calendar format displays jobs starting with the month entered in the Search From field One month
9. g To Be Our Best About SD72 Schools Programs amp Services Board of Education District Administration News amp Events From the bottom left Select Dispatch Absence System al 2 Dispatch Absence W System Signing In Open your Internet browser and access the SmartFind Express site Your site can be found at httpos campbellriver eschoolsolutions com The SmartFind Express Welcome screen displays the welcome message and any all users announcements Two identifiers are required to log on to the system Access ID your employee and Personal Identification Number PIN Only numeric information is allowed in these fields no dashes Once both fields are entered the Submit button must be pressed to access the system To contact the HR Dispatch Helpdesk call 250 830 2354 5 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants CAMPBELL RIVER SCHOOL DISTRICT72 A WY eS C Q Q To register or reset you PIN ee SmartFindExpress Please call 1 855 454 4007 Please click on the following links to view orientation videos on how to register and use SmartFindExpress Employee Orientation Video J E Substitute Orientation Video User ID EMPLOYEES The beginning of the school year is a great Password time to check to be sure that your current assignment is correct Please take the time to log in and use the Create Absence feature to check
10. is displayed at a time The job number and start time will be displayed for each of your absences Pressing the job number link displays the job details If there are multiple absences for the same day they will be listed Cancelled jobs do not display in the calendar format Non workdays based on daily availability and weekends are shaded in light gray Review Absences Review Absences Display Format List Calendar Search From MM DD YYYY MM DD YYYY Job Number Note Search by job number will not use the date range lt Prey Month November 2011 Next Month gt Mon Tue Wed Sun 28 30 57763 08 30 AM Canceling Absences Click the job number link to review or cancel a job The Review Absence Detail screen displays This screen lets you review the details of an absence update absence information or cancel an absence If the job is in Open status the text instructions can be updated Click Save after making any changes To contact the HR Dispatch Helpdesk call 250 830 2354 13 Email HRDispatch helodesk sd72 bc ca Review Assignments Review Absence Detail Job Number 57763 Job Status Open Open Location CEDAR Classification EDUCATIONAL ASSISTANTS Reason SICKLEAVE Voice Instructions None Text Instructions Maximum Characters 1000 File Attachments None Add a File Browse Maximum file size 512K Start Date
11. n Video EMPLOYEES The beginning of the school year is a great time to check to be sure that your current assignment is correct Please take the time to log in and use the Create Absence feature to check where the system currently has you assigned What you see on the Create Absence screen will determine where any TOC you may request will report for work Making sure this is correct now is well worth the time ittakes and could save you a lot of headaches and panic later Using the Employee Menu This section provides detailed instructions for using each of the options on the Employee menu w eS C NO Ol Profile v Helpy Sign Out i SOV SmartFindExpress Home Create an Absence Review Absences Welcome CHRISTINE SZAFLIK Today is November 24 2011 12 35 PM gt martFindExpress Mobile m ga Easy and Convenient access SFE fromthe palm of your hand Create an Absence To create an absence you must enter the absence information and then continue with the process until a job number is assigned To contact the HR Dispatch Helpdesk call 250 830 2354 7 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants Home Create an Absence Review Absences Create Job Create Absence Absence Information To complete this absence press Continue and proceed until a job number is assigned Location CEDAR 723029 We Classification EDUCATIONAL ASSISTAN TS ae Is a Substitute required ye
12. nd the absence is being reported for a different location than the primary location use the appropriate pull down menu to change the location of the job Classification is a pull down menu Your primary classification is displayed Note f you have multiple classifications on your profile and the absence is being reported for a different classification than the primary classification use the appropriate pull down menu to change the classification of the job The pull down menu displays all absence reasons that can be selected sorted by name or code Select a reason to assign to this absence Not in Use IS A SUB REQUIRED If your absence is SICK FAMILY ILLNESS OR MEDICAL APPT select NO Is a Substitute required Ovyes No As you are not replaced on your first day absent If you are booking an absence for more than one day for SICK FAMILY ILLNESS OR MEDICAL APPT select YES Is a Substitute required Yes No The system will create two jobs the 1 one will be no sub required and the 2nd will be sub required You will get two job numbers to confirm your absences For ALL other absences select NO Is a Substitute required C Y es No If there are special instructions from Student Services the Help Desk will modify the job as necessary The default for entry of an absence is the current date To edit the dates click the calendar icon to display the calendar or type in the new dates in the indicated format You m
13. nstructions or to record any length of information up to the maximum length allowed 9 IS ASUB REQUIRED IS A SUB REQUIRED If your absence is SICK FAMILY ILLNESS OR MEDICAL APPT select NO Is a Substitute required yes No As you are not replaced on your first day absent If you are booking an absence for more than one day for SICK FAMILY ILLNESS OR MEDICAL APPT select YES Is a Substitute required yes No The system will create two jobs the 1 one will be no sub required and the 2nd will be sub required You will get two job numbers to confirm your absences To contact the HR Dispatch Helpdesk call 250 830 2354 3 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants For ALL other absences select NO Is a Substitute required Yes No If there are special instructions for those that are replaced on the first day from Student Services the Help Desk will modify the job as necessary 10 Obtain the job number Please stay on the line and hear the job number played to you Remember no job number means that the absence has not been created Review Cancel or Modify a Job After reporting an absence you can call in and review or cancel an absence or modify the special instructions of a future absence that has already been reported To do this Call the main system number Enter your Access ID and PIN both followed by the star key Press 2 to review
14. red 6 Select the start and end times of the absence The default times for the absence location will play Accept the default times or enter specific times The times are entered as four digits in the format of HHMM Either the 12 hour clock or military times can be entered The 12 hour clock will ask you to indicate either am or pm If this is a multiple day absence the time for each day must be confirmed The absence times are also used for the substitutes times 7 Select a reason for the absence and press the star key A list of reasons automatically plays but the reason can be entered at any time 8 Record special instructions Special instructions are used to provide information to the substitute The substitute will know the dates times location classification of the absence and your name Special instructions allow you to tell a substitute where a lesson plan can be found that a field trip is planned for that day that the absence is actually split between two locations or any other information that would assist the substitute in covering the absence This needs to be a positive instructional message Because special instructions are played to each substitute offered the job it is inappropriate to use special instructions to request a substitute or verbally state that a particular substitute is not desired Parameter settings control the maximum length of the special instructions recording You can choose to not record special i
15. s No Start End Dates 11 24 2011 En 11 24 2071 Fa MADDY YY MMOD Y Absence Substitute Start Time End Time Start Time End Time Weekly Schedule himmam hiimmam himmam hhimmam Tuesday 03 00 PM Thursday 03 00 PM Friday 08 30 AM 03 00 PM Substitute Specify a Substitute ID ss RESINS PRE ARRANGED lf the specified substitute has accepted this assignment and does not need to be contacted press YES Has the substitute accepted this job yes No substitute Instructions Maximum Characters 1000 File Attachments O Maximum file size 517K Terms nflise Brivaryw www ecchanlenaliitinns cam Click the Create an Absence link to display the Create Absence screen Complete the absence information and then click Continue If all information is entered correctly the Create Absence Confirmation screen will display next If any errors are encountered a message will display and the information can be corrected To contact the HR Dispatch Helpdesk call 250 830 2354 8 Email HRDispatch helodesk sd72 bc ca SmartFindExpress User s Guide for Educational Assistants Field Name Location Classification Reason Budget Code Is a Substitute required Yes No Dates Start End Absence Times To contact the HR Dispatch Helpdesk call 250 830 2354 Description Location is a pull down menu Your primary location is displayed Note f you have multiple locations on your profile a
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