Organization Settings - Aesop Learning Center
Contents
1. Ae S PY Substitute Placement amp Absence Management Web Navigator User Manual Organization Settings FRONTLINE TECHNOLOGIES December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome ct Aesop Fy reste llama ORGANIZATION SETTINGS PAGE 2 of 26 An Overview The Organization Settings will govern how Aesop works throughout your district Some of these settings can be overridden at the individual school employee or substitute level However you can use the Organization Settings to define general rules for the behavior of Aesop in your district Contact Information The Contact Information tab controls the contact information given to the end user principals employees and substitutes Substitute Absence Vacancy Settings The Substitute Absence Vacancy Settings tab has four main features Default maximum and minimum substitute job visibility Preferred Substitute List EXCLUDE takes precedence E mail Web and phone notifications for substitutes Substitute cancel penalty settings So SS School Closings Aesop allows you to create and view current Closed and In Service Days These closed and in service days may be set up by School or Employee type Web Alerts Web Alerts allow you to communicate with your end users via the Web site FRONTLINE December 2012 Frontline Technologies Inc Confidential Infor2. Changing Pin for Victoria County School District Organization External ID Pin Apply Changes Pin Guidelines To change the district PIN Pin Expired Pin Expires 1 Click the Change PIN link 2 A small window will open Change Pin Default Language goinsa schools edu org Eastern Daylight Time French 3 Enter new PI N 59 Edit Apply Changes Cancel Fields marked with an asterisk are required Active Employees Active Vacancy Profiles Active Substitutes 3 5 4 Click Apply Changes 5 Click Close Window 6 Refresh to view changes FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized A N Substin Aesop Fy rosa celled ORGANIZATION SETTINGS PAGE 4 of 26 Phone E ax Pin The Organization Information 6107229745 l 3393 Change Pin page also gives you a snapshot of how many active employees substitutes and vacancy profiles in your Active Employees Active Vacancy Profiles Active Substitutes organization 59 lt __ 3 54 E Mail Address Time Zone goinsa schools edu org Eastem Daylight Time Contact Information The Contact Information tab controls the contact information given to the end user principals employees and substitutes Contact Information The end user web sites and Welcome Letters will direct them to contact this person for help
3. when Denied J when Partially Approved when Approved of hours before an Absence starts during which it cannot be denied p Days 44 Hrs J of hours before an Absence starts during which it cannot be denied if a Substitute has been assigned lo Days lo Hrs 4 Apply Changes Cancel Use Absence Approval Check this box to turn on the absence approval feature in Aesop You may need log out and back into Aesop for this setting to take effect Email Employee on Approval Status Change Check these boxes to determine when the employee will receive approval status emails e When Denied The employee will receive an email if their absence request is denied by the approver e When Partially Approved The employee will receive an email when the absence request is approved at the first or second level before it goes for final approval This check box only comes into play if your district is using a multiple level approval system e When Approved The employee will receive an email when the absence is approved by the final approver of hours before an absence starts during which it cannot be denied This setting will prevent an approver from denying an absence request too close to the start of the absence of hours before an absence starts during which it cannot be denied if a substitute has been assigned This setting will prevent an approver from denying an absence request too close to the start of the
4. absence only if a sub has already been placed in the job FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized A N Substin Aesop ry rosa alea ORGANIZATION SETTINGS PAGE 24 of 26 Daily Limits This feature allows you to limit the number of absences allowed at your schools on any given day To add a new limit please use the add button Limits must be added one row at a time If adding a limit to a level 2 or level 1 school that limit will apply to the grand total of the schools in that group Add Edit Apply Other School Absence Reason Employee Type Daily Limit Calculation Technique Delete ictoria County Community Schools Administration Building ji Beacon School VC Elementary Schools Columbia Elementary School Duquesne Elementary School Jaspers Elementary School Sawyer Elementary School VC High Schools Hamner High School Personal Day Any z By Distinct Absences Vanderbilt High School Williams High School VC Middle Schools Dell Middle School Walker Middle School gt Add edit Apply Other Cancel From this page you can add absence limits to your district as a whole or to individual schools To add limits click the Add button School Absence Reason Daily Limit Calculation Technique Bereavement gt Immediate Family By Distinct Absences Dr Select t
5. 24 25 26 Zi March 2013 April 2013 May 2013 June 2013 Su Me Tu We Th Fr Sa Su Mo Tu We Th Fr Se Su Mo Tu We Th Fr Se Su Mo Tu We Th Fr Sa 1 we 1 do d 3G S465 6 7 amp FF 6 5 1 11 o 10 11 12 13 14 15 16 14 15 16 17 18 18 20 17 18 19 20 21 22 23 21 22 23 m4 26 26 27 dd 25 26 27 28 25 30 2 3 3 Hi 24 25 26 2 a1 30 duly 2013 August 2013 October 2013 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa u We Th Fr Sa Su Mo Tu Wo Th Fr Sa 1 2 3 EB 12 3 a 6 6 fF 1 2 3 4 6 T 8 wiid 6 bf 6 AT p ii 12 t3 id 6 7 8 8 11 12 14615 16 17 18 19 20 i1 12 13 14 15 16 17 i 18 19 20 21 13 i4 i5 16 17 18 19 222 23 34 2S 2637 18 19 30 24 33 25 oe 25 26 27 28 20 21 22 23 24 25 26 28 29 30 31 29 26 27 28 29 30 37 zI af 2829 H 31 January 2013 Mo Tu We Th Fr a 3 4 F B 9 10 11 14 15 16 17 18 21 22 23 24 25 28 29 30 31 May 2013 Tu We Th 2 2 7 8 9 10 FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized eo 144 15 1617 PB 21 22 B24 25 128 29 30 31 Pink represents days that are Closed Yellow represents In Service Days Orange shows days that are both Closed and In Service De substi Aesop Aprea nila ORGANIZATION SETTINGS PAGE 15 of 26 Aesop will notify you if absences were already created for that date before you created the Closed Day By clicking Confirm you will cancel the absences If
6. GE 18 of 26 At the bottom of the screen Aesop displays all of your previously created Web Alerts Click the pencil to edit or the trash can to delete any of these alerts Start Date End Date Description Recipient Type 12 9 2012 12 14 2012 Visitor Parking All 10 17 2012 10 20 2012 Tous les employ s so All 6 18 2012 6 29 2012 Reminder All employees are All 4 19 2012 4 30 2012 All substitutes are require Substitute The Web Alert will show at the top of the end user s home page Important Notifications Victoria County School District posted on Sunday December 09 2012 Visitor Parking Spots Please continue to park in the designated lot in front of the school building Visitor parking spots are for visitors only Thanks you for your cooperation Data Maintenance gt Set Visibility Settings This is a place to set the default Visibility Settings for your district or to change the settings for all schools or employees at once The individual visibility settings for each preference list can be set at that specific preference list Set Default Visibility Settings Preferred Substitute Visibility 4 o kone Time 2 aea 3 vere isible Min Visibility Max Visibility District List Level 2 School Lists Level 3 School Lists Employee Lists Enter the percentage of the lead time you want jobs to be available to the subs on this preference list Enter the minimum number of hrs mins that you want jobs to be available to
7. Middle Name Last Name Owens Phone Fax 5558499075 A separate substitute contact can be entered if you choose To do this click the define separately check box and more fields will appear Enter the substitute contact information and click Apply Edit Changes to save Substitute Contact Information define separately same as above School Dates Current School Year 2012 2013 The School Dates page allows you to specify 07 04 2042 a 06 30 2013 Ke the start and end dates of your district s a rr current and next school years _ Next School Year 2013 2014 07 01 2013 TE oe30 2014 e In the Next School Year fields enter the expected schedule for the next year You can change these dates at any time if your district Apply Changes Cancel decides on precise dates later These dates help Client Services know when your school year begins and ends What s the purpose FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized A N Substin Aesop Fy ies csllameale ORGANIZATION SETTINGS PAGE 5 of 26 i 2 9 Times when substitutes can be called amp C all Tim es Start Time End Time 12 00 Morning Call Period 05 30 3 The Call Times govern the times when Aesop can call your su
8. Site Campus User Site J User Site Employee Personal Information Allow Substitute Personal Information Allow Title Phone Email Substitute Edit Name 4 Employee Can Upload Files Phone Employee Can Assign Unqualified Substitutes J Email Address Room Number Address Start End Halfday Times Default Absence Vacancy Hold Value Enforce Absence Reason Balances Do Not Hold J J Employee Register Choose if the principal can view the employee s identifier and or PIN on the Campus User s web site Show Substitute Phone Number Choose if the employee can view a substitute s phone number on their Aesop Web site BEFORE creating an absence This phone number will only show if the employee has permission to assign substitutes Employee Substitute Personal Information Select which fields of information employees and or substitutes may edit on their Web sites or phone Employee Can Upload Files Check this box to allow your employee to attach a document to an absence for the substitute to review Employee Can Assign Unqualified Substitutes Check this box to allow your employee to assign a substitute to their job even if the substitute does not have the correct skills in Aesop Default Absence Vacancy Hold Value Select if how long you want to hold absences before they are made available to your substitutes You can always change this setting on an individual absence Enforce Absence Reason Balances C
9. ability and want to allow them to override a permanent substitute assignment and assign their own substitute Perm Sub Must be Qualified Check this box to require the substitute to be qualified in order to be automatically assigned to a job See Chapter 9 Skill Matching Perm Sub at Dist Avail to School If the permanent substitutes are assigned to the higher level school in the district hierarchy check this box to allow them to be automatically assigned to the first absence entered anywhere in the appropriate lower levels Absence Vacancy Feedback Absence Feedback allows your teachers substitutes or both to create feedback after the absence is completed FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop ry esa rala ORGANIZATION SETTINGS PAGE 21 of 26 Absence Feedback Settings Allow Employee to Leave Feedback J J Allow Substitute to Leave Feedback Allow Employee to View What Substitutes said J J Allow Substitute to View What Employees said Allow Employee to View Substitutes Feedback Score 3 Pe Allow Substitute to View Their Feedback Score Send Email to Remind Employee to Leave Feedback p P9 Send Email to Remind Substitute to Leave Feedback Notify School Administrator about low feedback ratings aJ 2 stars or lower v Apply Changes Cancel Allow Employees to Leave Feedback Check th
10. amp Absence Management Creating a Closed Day When an employee enters an absence on a Closed Day Aesop will automatically delete the request You can use this feature for days when you need to actually close the district or specific schools such as a snow day Add Closed In Service days ORGANIZATION SETTINGS PAGE 14 of 26 Note The School Closed and In Service Days affect the entire day First Date Last Date School 2 3 Employee Type Reason 4 42 07 2012 ma 42 07 2012 ie iE RO ACen View All Administration Building Aide Fiday J Faday Beacon School Janitor VC Elementary Schools Nurse Enter the Start End Dates Select the School s the Closed Day is for Enter a Reason for the Closed Day Click Add to save the Closed Day Select Closed from the Type drop down menu Select the Employee Type that the Closed Day applies to You can see all Closed or In Service days on Aesop s 12 month School Closings calendar From November 2012 To Getober 2013 Saleool s View Al Employee Types Voow Al oged and in Serene Day November 2012 December 2012 January 2013 February 2013 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 5u Mo Tu We Th Fr Sa Su Mo Tu We Th F tiri 1 oe 4 3 B 7 B8 3 1411492 3 4 5 6 F 1112 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 16 18 10 11 12 13 18 15 20 21 22 23 24 16 17 10 13 20 21 22 22 23 24 25 26 17 18 19 20 25 26 27 28 29 3 23 26 2 30 31
11. ay substitute notifications on outbound Calls When Aesop calls a substitute for a particular job Aesop will notify the substitute about the cancelled assignment before going on to the available job Call substitute with notification Aesop will call the substitute with the cancel notification within the boundaries of the Call Times NOTE Usually it is easiest to either check all or uncheck all of the above notifications FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop ry rosa clined ORGANIZATION SETTINGS PAGE 8 of 26 Substitute Cancel Penalty Settings The sub cancel penalty setting allows you to prevent a substitute that cancels a job at the last minute from picking up another job on the same day If the box is checked Aesop will penalize any sub that cancels a job within the lead time window The lead time window is determined by the Hours in advance setting seen above The penalty is they will not be able to accept any job where the time of that job overlaps with the job that they canceled For example If the sub has a job from 8 am till 3 pm and they cancel that job within 12 hours of the start time then Aesop will ee Se S S not allow them to accept any other jobs that fall within the hours of 8am and 3 pm on the same day February 2013 To prevent the sub from accepting other jobs Aesop
12. bove a 20 absence limit has been set up for Personal Days across the entire district A 5 absence limit has been set up for Personal Days at Vanderbilt High School Aesop will enforce the 20 absence limit for the district even if five absences have not been taken at Vanderbilt High School So if someone tries to take the fourth absence at Vanderbilt but it is the 21 absence for the whole district the absence will not be allowed Employee Notification When an employee tries to create an absence online after the limit has been reached they will receive an error notification on the Web page Modify Absence Error Your Organization has limited the number of times a given Absence Reason can be taken on any given day Items in red below indicate you have exceeded the maximum allowed Absence Reason usage Creating an Absence Hill Rachel Date Absence Reason Absence Type Start Time End Time onanoi PAM Persona Day Le Ful Day e B os 00 AM os PM When an employee tries to create an absence over the phone after the limit has been reached Aesop will remove that absence reason from the list of available absence reasons the employee hears FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized oe Aesop yaad ati ORGANIZATION SETTINGS PAGE 26 of 26 amp Absence Management Substitute Call Time Disclaimer Aesop allows you to
13. bstitutes If this box is checked the school s list of excluded substitutes will override any requests made by the employee Even if a teacher chooses a substitute as a favorite five or preferred substitute if the substitute is on the school s EXCLUDE list and the box is checked the substitute will not be allowed to accept the assignment E mail Web and phone notifications for substitutes Determines when and how Aesop notifies your substitutes of changes to their accepted assignments Send substitute email notifications Send substitute web notifications J Play substitute notifications on inbound calls J Play substitute notifications on outbound calls J Call substitute with notifications 4 If any of the above boxes are checked Aesop will notify your substitute when they are removed from an absence either by way of removal or by deleting the absence o 6 6 Send substitute e mail notifications Aesop will send an e mail immediately after an absence is removed or cancelled The e mail will contain a link for the substitute to confirm that he she got the notice Send substitute Web notifications The next time they log onto the Web site Aesop will display a notification that the substitute must confirm before continuing into the site Play substitute notifications on inbound calls When a substitute calls into Aesop Aesop will play the notification which the substitute must confirm before moving on Pl
14. bstitutes These settings are boundaries Apply Changes Cancel but individual substitutes can restrict these times NOTE Please use Military Time e g 6 00 pm is 18 00 Military Time further if they want Evening Call Period 16 00 22 00 Call times can also be restricted by a school s fulfillment cutoff time see School Settings chapter These settings affect only outbound calling Substitutes can call in or log onto the Web site at any time Check the time Aesop uses military format e g 6 00 pm is 18 00 for these settings Substitute Absence Vacancy Settings The Substitute Absence Vacancy Settings tab has four main features Default maximum and minimum substitute job visibility Preferred Substitute List exclude takes precedence E mail Web and phone notifications for substitutes Substitute cancel penalty settings aS A FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome et Aesop py risa allan ORGANIZATION SETTINGS PAGE 6 of 26 Default Maximum substitute job Visibility Days Hours oT Default Minimum substitute job Visibility Hours Minutes 120 0 1 0 Preferred substitute list EXCLUDE takes precedence J Send substitute email notifications Send substitute web notifications J Play substitute notifications on inbound calls Play substitute notifications on outbound calls Cal
15. ck subs from individual absences The permission for the Campus User to do this can be adjusted in their Permission Profile Turn off association of existing Vacancy Profiles with School during creation By default Aesop will associate any newly created school with all existing Vacancy Profiles Check this box to turn that off Use Home Campus for Approvals Only Field Home Campus for Approvals Only was a field that used to show on the employee s general information page This was used to determine the school that could approve for the employee in the old method of Approvals If you are using Aesop s current method of approval with Campus Users and Approver Profiles then you will not need this box checked 3 Deduct Break Time from Absence Duration Balances Checking this box will cause Aesop to remove the employee s break time when calculating absence duration and absence reason balances Employee times can be entered on the employee s General Information Page See Chapter 6 School Closings Aesop allows you to create and view current Closed and In Service Days e Closed Day Absence requests entered on these dates will be automatically deleted e In Service Day Absences entered on these dates will be automatically marked as No Sub Needed FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized Ae S Substitute Placement
16. creen No Calling Days Days that Aesop should not call Substitutes No Calling Days are days that you wish Aesop not to call your substitutes Choose December 2012 the specific days that you want to turn off all outbound calling Why Should I Use This Function You should set up No Calling Days for major holidays on which you don t want substitutes to receive phone calls Note Aesop calls only 2 days prior to an absence with the exception of calls to favorite five substitutes Web Alerts Web Alert amp Start Date End Date Recipient Type Alert School Web Alerts allow you to Description 7 E Source W wl 2a a e S communicate with your end 7 u x ejaj EEan A R users via the Web site Specify Stee Format Norme Font comesa szefie i A We 1 S the date range recipient and Visitor Parking Spots alert priority For the school n Please continue to park in the designated lot in front of the school building Visitor parking spots are for visitors only e 1 Thanks you for your cooperation select either your district or a specific school Then type your alert under description and click Apply Changes to save Apply Changes Cancel FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop ry rosa clined ORGANIZATION SETTINGS PA
17. erence Data gt Employee Types Hourly Both Hourly Full Day Half Day AM Half Day PM Apply Changes Cancel District Work Schedule This setting controls the district s weekly work schedule including normal workdays days that don t count as absences and days that cannot be selected as absences Tue Wed Thu Sun Mon NormalWorkday Z o Z o o 25 a Days automatically skipped over when entering absences vacancies a J Absences Vacancies Not Allowed J Normal Workday Days of the week that will count as an absence when an employee creates an absence Days Automatically Skipped Over Days that will not count as absences when an employee creates an absence Absences Vacancies Not Allowed Days when an employee may not create an absence FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop ry rosa clined ORGANIZATION SETTINGS PAGE 10 of 26 Absence Vacancy Files This feature allows you to attach a Word Excel or PDF document to all absences created within the district between a specified date range To upload a file click the Upload New Files Link Absence Vacancy Files Upload New Files CI Show Inactive Files Active From Active To A small window will open with upload options Click the Browse button to choose a document from your files Enter a desc
18. he School to apply the limit to s e aed Calculation Technique Select the Absence Reason to limit By Distinct Absences This will subtract one from the Daily Limit for every individual J Select the Employee Type absence So a half day absence will count the same as a full day absence Specify the Daily Limit to enforce By Hour This will take into account partial day absences and will subtract a day from the limit Select the Calculation Technique once a full day is reached By Distinct Absences FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized Ae S Substitute Placement amp Absence Management ORGANIZATION SETTINGS PAGE 25 of 26 Schou Absence Reason Employee Type Daily imt Calculation Technique Delete Victoria County Community Schools Personal Day Administration Building Beacon School VC Elementary Schools Columbia Elementary School Duquesne Elementary School Jaspers Elementary Schou Sawyer Elementary School VE High Schools Hamner High School _ Vanderbilt High School Williams High School VC Middle Schools _ Dell Middle School Walker Middle School Eas Apply Oiner Cancel Click Edit to edit any limits you have set up When in Edit Mode you can also delete a limit you have set up by checking the delete box and then clicking Apply Edit Something to Note In the example a
19. heck this box to have Aesop restrict employees from creating absences for reasons that have reached their allotted limit FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop Fy ie cdlimeale ORGANIZATION SETTINGS PAGE 12 of 26 Past Absence Vacancy Technique J Past Absence Vacancy Relative Offset Past Absence Vacancy Specific Date Use relative offset Use specific date Absences Vacancies Require Paycode for Use Substitute Hours Worked Feature Reconciliation J Whats this Disable Employee Email Notification When Absence is Filled 5 01 24 2012 Show Absence Vacancy Reason on Substitute Accounting Code Type Sign In Report Show Substitute Paycode on Substitute Assign Page Predefined or Freeform 4 J Past Absence Technique Limit principals from editing past absences e Past Absence Relative Offset Number of days before the current date when principals can edit absences applicable only if Use Relative Offset is selected e Past Absence Specific Date Specific date when principals can begin editing absences applicable only if Use Specific Date is selected Absences Require Paycode for Reconciliation Check this box to have Aesop require a paycode to be assigned to an absence before it can be reconciled Use Substitute Hours Worked Feature Check this box to define a substitute s act
20. is box to enable employees to complete a feedback form rating the substitute Allow Employee to View What Substitutes said Check this box to allow the employee to view the comments left by the substitute Allow Employee to View Substitutes Feedback Score Check this box to allow the employee to see the substitutes star rating when assigning a substitute to an absence Send Email to Remind Employee to Leave Feedback Check this box to have an email sent to the employee to remind them to leave feedback Notify School Administrator about low feedback ratings An email will be sent to the appropriate Campus User letting them know of low feedback based on the range chosen here Allow Substitute to leave Feedback Check this box to enable substitutes to complete a feedback form rating the assignment students lesson plans etc Allow Substitute to View What Employee said Check this box to allow substitutes to see the comments the employee left in the feedback form Allow Substitute to View Their Feedback Score Check this box to allow the sub to see the star rating left by the employee Send Email to Remind Substitute to Leave Feedback Check this box to have an email sent to the substitute to remind them to leave feedback O O O 6 OC OC OG FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop ry rosa c
21. l substitute with notifications Prevent substitutes that cancel jobs within the lead time window from taking Hours in advance to allow Substitutes to cancel before not allowing them other jobs to accept other Jobs J z Substitutes can cancel from multi day assignment Hours in advance to allow Substitutes to cancel out of a multi day assignment 24 Apply Changes Cancel a Default maximum and minimum substitute job visibility J Preferred substitute list EXCLUDE takes precedence J E mail Web and phone notifications for substitutes 4 Substitute cancel penalty settings Default Maximum and Minimum Substitute Job Visibility The Default Maximum and Minimum Substitute Job Visibility setting controls how far in advance a substitute is able to see or hear about an available job The Contact Information tab controls the contact information given to the end user principals employees and substitutes Default Maximum substitute job Visibility Days Hours Default Minimum substitute job Visibility Hours Minutes o o 120 FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized E Aesop Fy rosa celled ORGANIZATION SETTINGS PAGE 7 of 26 Preferred Substitute List Exclude takes precedence This setting determines the school s control over Preferred substitute list EXCLUDE takes precedence excluding certain su
22. lined ORGANIZATION SETTINGS PAGE 22 of 26 Absence Vacancy Feedback Questions This is where you can view and edit the feedback questions that will be asked the employees and substitutes Aesop comes with some generic questions that can be used edited or deleted Switch to Questions to ask Substitute Question Employee Type s Required Was all classroom work collected Was the room left as neat and clean as it was found Was classroom work explained satisfactorily Did students report that they were treated fairly and consistently Were any disciplinary issues reported General Notes Comments par ab abardard Changes will not be saved until the Apply Changes button is clicked Unsaved changes are color coded a New Row Changed Row E Deleted Row Apply Changes Cancel e Use the black arrows to move questions up and down in the list e Clickthe pencil icon to edit the existing question e Click the trash can icon f to delete a question e Click the plus sign to add a new question to the list Absence Approval Settings Here is where you can change the general settings for absence approval in Aesop FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome ct Aesop ry risa ellie ORGANIZATION SETTINGS PAGE 23 of 26 Use Absence Approval Email Employee on Approval Status Change
23. mation in this document should not be distributed unless explicitly authorized Ae S Substitute Placement amp Absence Management ORGANIZATION SETTINGS PAGE 3 of 26 Web Navigator Organization Settings To open from the main menu bar select Master Data gt Organization Information The sub menu which appears lists the overall district setting options Web Navigator Master Data Absence Vacancy Reference Data Security Organization Information Alt O School Alt General Informati Employee Alt W School Closings MBE ua a Add Closed In 3 Substitute Alt S First Date 12 05 2012 i 12 05 2012 ma Wednesday Wednesday Current Closed In Service days Organization Information Organization Information Contact Information School Dates Call Times Substitute Absence Vacancy Settings Shift Types District Work Schedule Permanent Substitutes Absence Vacancy Feedback The Organization Information tab holds general data regarding the school district i General Information Configuration Settings Web Alerts Data Maintenance Optional Features rs https www co Organization Information Contact Information School Dates Last Update 11 29 2012 6 55 23 AM Organization Name m Victoria County School District Address 1 501 May Street Address 2 City ein Smallville Phone Pin 6107229745 13393 E Mail Address Time Zone B https www aesoponline com na
24. n this document should not be distributed unless explicitly authorized
25. ription and choose the Active From and Active To dates Then click Upload Miscellaneous The Miscellaneous page holds a number of settings that don t fit in other sections If you re not sure where a certain setting is check the miscellaneous page Pin Lifetime in days Substitute Preferred Schools Enforce Max Consecutive Absence Days Max Consecutive Absence Days Number of Days to warn about skill expiration Oc Pins Expire and Pin Lifetime Check the box to determine how many days the PIN will last before expiring Substitute Preferred School Enable substitutes to choose the schools where they are willing to work Options include Do Not Display List Display List amp Edit List Note This is always subordinate to the Admin Preferred List Max Consecutive Absence Days Check the box to determine the maximum number of consecutive absence days an employee can take Number of days to warn about skill expiration This box controls the number of days out Aesop will warn you of a sub s skill expiring This warning will show on the Web Navigator home page FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome ct Aesop ry ies allan ORGANIZATION SETTINGS PAGE 11 of 26 Employee Register Show Identifier on Employee Register Show Pin on Campus Show Substitute Phone Number on Employee Web
26. set up a disclaimer that a substitute would have to confirm any time they make changes to their call times This feature can be useful in preventing unemployment claims Use Substitute Call Time Disclaimer F Current Disclaimer Maximum length is 8000 characters 7803 characters left Limiting your availability to accept calls from our district will be considered a declaration of not accepting work and may be considered a non work day for the purposes of employment verification Warning editing this disclaimer will require all substitutes to reconfirm the disclaimer before editing their call times J Edi Disclaimer Change History show 4 To turn this feature on check the Use Substitute Call Time Disclaimer box You can use the general disclaimer we have provided or write your own Note the Warning that reads editing this disclaimer will require all substitutes to reconfirm the disclaimer before editing their call times Any changes you make to the disclaimer are recorded and the history can be viewed by clicking the show link This is what the substitute will see on their website when trying to make changes to their call times Your district Victoria County School District requires that you acknowledge the following Disclaimer be considered a non work day for the purposes of employment verification Acknowledge FRONTLINE December 2012 Frontline Technologies Inc Confidential Information i
27. should not be distributed unless explicitly authorized De substi Aesop Aprea nila ORGANIZATION SETTINGS PAGE 16 of 26 Previously Created Absences Aesop will notify you if absences were already created on the In service Day and if a substitute has been assigned If you wish to remove the substitute leave the box checked on the far left If you want the substitute to remain assigned then uncheck the box Click Confirm to remove the substitutes from the marked absences and change the absences to Substitute Not Required If you click Cancel you will return to the School Closings screen The in service day s that you are trying to save will cause the following Absences Vacancies to be marked as substitute not required CONF Date Employee Employee Type School Assigned Substitute 9763 7094 2 13 2013 Tim Fox Teacher Vanderbilt High Scho Tom Baker If you remove a substitute who was already assigned to an In Service Day Aesop will notify the substitute via the Web site and phone One exception Aesop will not notify the substitute if the In Service Day occurs on a date other than the first day of a multiple day absence Something to Absences spanning over In Service Days If a substitute has been assigned to a multiple day absence spanning over In Service Days Aesop will NOT Keep in Mind display the absence date s on the substitute s Web site or via the phone Deleting a Closed or In Service Day You can view a complete li
28. st of Closed and In Service days below the 12 month calendar To delete a Closed or In Service day click the trash can icon to the right of the closed day Employee Type 12 24 2012 Victoria County Community Schools Christmas Vacation Monday 12 25 2012 Victoria County Community Schools Christmas Vacation uesday 12 26 2012 Victoria County Community Schools Christmas Vacation Closed Wednesda When you delete a Closed or In Service Day Aesop can restore any absences that were deleted when you created the day The changes that you are making to the closed in service day allow you to restore the following Absences Vacancies to their original state Restore CONF Date Employee Employee Type School 97637094 2 13 2013 Tim Fox Teacher anderbi Confirm Cancel FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De subst Aesop ry ies clined ORGANIZATION SETTINGS PAGE 17 of 26 Aesop will ask if you want to restore the absence Check the boxes to the left of the absences you wish to restore Then click Confirm to restore all absences with a check mark If you click Cancel you will return to the School Closings screen Something to Substitutes will NOT be reassigned to an absence Aesop will NOT reassign a substitute to a restored absence You or the principal can reassign the Keep in Mind substitute from the Absence Modify s
29. the Should Have Skill to be enforced J Enter the Short Lead Time Boundary in hrs mins J Enter the Long Lead Time Boundary in days hrs Learn More About This More information on the concept of Visibility can be found in the Training and Reference Materials in the Topical Guide Percent Lead Time Visibility FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized amp Absence Management e ps Aesop gata asi ORGANIZATION SETTINGS PAGE 20 of 26 Permanent Substitutes Aesop can assign permanent substitutes within your district to the first available job Days In Advance to Assign Perm Substitute Prevent Perm Sub Assignment on Day of Absence Min Hours for Absence for Perm Substitute 120 1 Allow Teachers to Assign When Perm Avail J Perm Substitute Must be Qualified 6 Perm Subs at Dist Avail to School Eait Apply Changes Cancel Days in Advance to Assign Perm Sub Designate how far in advance Aesop should assign the substitute Prevent Perm Sub Assignment on Day of Absence Checking this box will stop Aesop from assigning any permanent subs if it is on the same day of the absence Min Hours for Absence for Perm Sub Specify the minimum absence duration in hours that a perm sub can be assigned to automatically Allow Teachers to Assign When Perm Avail Check this box if you have given the teachers assign cap
30. this preference list Enter the maximum number of days hours that you want jobs to be available to this preference list Click Apply When entering the visibility setting you must do it one line at a time FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome ct Aesop ry ies clined ORGANIZATION SETTINGS PAGE 19 of 26 Visibility Calculator can be used to see hypothetical absence situations and how different percentage levels will effect what time the job will be available to your subs Create Date 12 10 2012 pa 01 25 PM Start Date 12 11 2012 ite 01 25 PM Lead Time 1d Oh Om Dates and times represent the time that a job would become visible to a substitute 100 80 1d Oh Om 21h 36m 19h 12m 16h 48m 14h 24m 12 10 2012 12 10 2012 12 10 2012 12 10 2012 12 10 2012 01 25 PM 03 49 PM 06 13 PM 08 37 PM 11 01 PM 12h Om 9h 36m 7h 12m 4h 48m 2h 24m 12 11 2012 12 11 2012 12 11 2012 12 11 2012 12 11 2012 01 25 AM 03 49 AM 06 13 AM 08 37 AM 11 01 AM 50 o 12h Om 12 11 2012 01 25 AM Should Have Skill Settings from here you can also set the default Lead Time Enforced for Should Have Skills Should Have Skill Settings 7 Should Have Skill Calculator Lead Time Enforced 2 Short Lead Time Boundary 3 Long Lead Time Boundary Reference Data Default Oo Enter the percentage of the lead time you want
31. ual work time per day during an absence when the work time differs from the time of the absence You can watch a training video by clicking the What s this link Accounting Code Type Rather than entering Budget Codes Aesop allows you to create free form Accounting Codes and assign them directly to your employees This feature must be turned on by Client Services Show Absence Vacancy Reason on Substitute Sign In Report Check this box to allow the employee s absence reason to be displayed on the Substitute Sign In Report Show Substitute Paycode on Substitute Assign Page If this box is checked Aesop will display the substitute s paycode beneath their name on the Substitute Assign Page FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome oha Aesop ry esate celled ORGANIZATION SETTINGS PAGE 13 of 26 Turn off association of existing Vacancy Use Substitute Block Functionality Profiles with School during creation Use Home Campus for Approvals Only Field J Prevent Employee from adding a Substitute to Deduct Break Time from Absence their preferred list if that Substitute is not on Disable Itinerant Employees default ability to override their Duration Balances the School s preference list shift type Apply Changes Cancel Use Substitute Block Functionality Checking this box will allow you or Campus Users to blo
32. will create a System Generated Non Work Day This non work day cannot be deleted by the substitute but can be deleted by the Aesop Administrator The sub will receive a warning when they go to cancel a job Confirm Warning By cancelling this job you will be precluded from accepting other jobs on Wed 12 12 2012 From 8 00 AM to 3 00 PM Are you sure you want to cancel Job 97804211 Ei Available Jobs Non Work Days Date a Time ox Tim High School Science Ka 4 Report to Main Office Conf 9780421 t Cancel Substitute Cancel Multi Day Absence Settings If checked this setting will allow a substitute to cancel one day out of a multi day absence The House in advance to allow Substitute to cancel out of a multi day assignment determines how many hours before the canceled job s start time the sub may cancel Substitutes can cancel from multi day assignment Hours in advance to allow Substitutes to cancel out of a multi day assignment 24 FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document should not be distributed unless explicitly authorized De ome ct Aesop ry rosa alea ORGANIZATION SETTINGS PAGE 9 of 26 Shift Types Shift Types allow you to choose how your employees can register absences Absence Vacancy Behavior Full Day Half Day AM Half Day PM Remember Full Day Only You can manage Shift Types by Employee Type by going to Ref
33. you click Cancel you will return to the School Closings screen The closed day s that you are trying to save will cause the following Absences Vacancies to be removed Date Employee Employee Type School Assigned Substitute 97527779 1 16 2013 Tim Fox Teacher Janderbilt High School Tom Baker h Substitutes will be notified when jobs are closed If you close a school day Somet Ing to the substitutes scheduled to work those jobs will be notified via the Web site e and phone One exception Aesop will not notify the substitute if the Closed Keep IN Mind Day occurs on a date other than the first day in a multiple day absence Creating an In Service Day When an employee enters an absence on an In service Day Aesop will automatically mark the day as No Sub Needed Add Closed In Service days First Date Last Date School 2 3 Employee Type Reasor 4 01 04 2013 pa 01 04 2013 me WieeiReonmennitiiasenescm Principal a Teacher In Service In Service Administration Building Secretary i Paa Beacon School Security J VC Elementary Schools i Enter the Start End Dates Select the School s the In Service Day is for Select the Employee Type that the In Service Day applies to Enter a Reason for the In Service Day Select In Service from the Type drop down menu Click Add to save the In Service Day FRONTLINE December 2012 Frontline Technologies Inc Confidential Information in this document
Download Pdf Manuals
Related Search