"user manual"
Contents
1. Reconcile Absences You have the ability to reconcile absences as a group rather than reconciling per confirmation number Press the SUBMIT button Reconcile Absences Vacancies Aesop indicates the Enter the Date Range a ee number of absences Ir r ncil n LS From June v 16 v 2006 V To June 30 v 2006 a a eady eco i ed and those not Click on the number to view the absences Absences Vacancies from 6 16 2006 6 30 2006 Date Total Absences Vacancies Reconciled Not Reconciled 6 19 2006 6 20 2006 6 26 2006 Substitute Name Current Status Reconcile No Action radio buttons Employee Name and A i F Not Reconciled Absa nces Vacanciess Confirmation number Absence Vacancy Day 6 26 2006 Substitute Si atus Reconcilr No Act on Edit illi i Allen Not Recon Edit anf 10696383 _ Rozell Andrevs Jeffrey Not Recon Edit Conf 10696384 Edit allows you to change the absence information Apply Changes or Undo Changes See page 13 for details on how to reconcile only certain days of a multiple day absence April 2010 Aes amp 12 Indicates functions that might not be used by your school for education Campus User QuickStart User Guide Absence Reconciliation one day at a time The screen below shows us this absence see page 12 in EDIT mode Any of the days of this absence can be reconciled by clicking on the U circle corresponding with the appropriate2. Type AbsencesVacances Order 0y School O Employee Name Run Date 2 17 2005 Employee Type View All Submit Display Options Show All O Choose Sections Friday February 17 2006 Un Filled 1 Tithe Ren Gtart Fnd Dieatina Ahconre Aeacin Held Unti Mere Daye Tine Reroeded CHF External Tike Boo Start End Duration Abente Replaced Substiu in COMF amp D Reasen by External LLES School Chelsea Elementary School Teacher Ernowlei Sth Maen 7 350 AH Full Day Seek Shaler Bill Grade Office 2120 PM Logan Substitute Not Needed External Tithe Time Io Recorded School Chelwa Flomentary Schaal Achminis trator Farley Recaaa a 7 30 AH 3 90 Full Gay Bareavarranl r Ber ago Hark Bourwer Pe AH Day of Week Absence Analysis sent eects Beg dep ee type View Al imei tert ieee JOOLA OM ped nese parm H uia m Wire AE my Indicates functions that might not be used by your school for education Aesop Absence Summary Report Monthly calendar Weekly totals at the bottom of report Absentee Report The same information as the Daily Report except for a date range If you run the report per school maximum date range is 92 days If you run the report for an individual employee maximum date range Is 365 days Absence Approval Approve absences via this report by clicking the Approve absences for this date range link at the beginning April 2010 Indicates functions that might
3. 48541606 Assign a substitute for conf 48541606 Return to Absence Modify Please type the first few letters View Qualified and Available O view All Qualified and Available Checks Skill gei Non Work Excl nis aoai k Day Other Checks Job Chec pore ack Check e vcuany In Call Assign me Aes Allston Benjamin No Yes Assign Phone 555 420 v a 3510 Se ceded Phone 555 727 0377 Assign Sub If you Call History for education Campus User QuickStart User Guide Absence Split e zo Employee Bob Billy School Olson Elementary School Created on Feb 14 2006 1 17 45 PM 1 Last Update Feb 14 2006 1 17 45 PM You can split an absence one of two ways Satusi nie Substitute Required Yes 1 Split Individual or 2 Split At Absence Type Start End see pi 2 15 2006 Full Day 7 30 AM 3 30 PM 2 16 2006 Full Day 7 30 AM 3 30 PM 2 17 2006 Full Day 7 30 AM 3 30 PM 2 20 2006 Full Day 7 30 AM 3 30 PM Split Absence To split an absence Modify Absence Creat Split Successful Click here to go to CONF 9386205 1 From the Absence Modify screen click Split Confirmation 9386197 Employee Bob Billy School Olson Elementary School Created on Feb 14 2006 1 17 45 PM 7 P Da Last Update Feb 14 2006 1 18 24 PM 2 Split Individual separates specific day s from the Status UnFiled 2 3 econciled o original absence Click all that apply OR Substitute Required Yes Absence Type S
4. Min Absence length 1 hours Max Absence length 8 hours Delete box this will remove a single day from the absence request Notes to Administrator not viewable by Substitute Maximum length is 255 characters 255 characters left To leave this absence without saving please click the Cancel button Administrator s notes not viewable by Substitute or Employee Maximum length is 255 characters 255 characters left 1 Save Save amp ReAssign Adding additional Days Update Absence Details __ 1 Enter the number of additional days 1 Adjust any Absence Information as inthe Add Day s box needed 2 Click the Add Day s button 2 Click Save 3 Adjust any Absence Information when the additional dates appear Save 4 Click Save April 2010 Indicates functions that might not be used by your school Remove Substitute from the entire job 1 Check Boxes Do you want the sub to still see this job after they are removed Do you want Aesop to notify this sub they are being removed Do you want the sub to see other jobs on this date after they are removed 2 Select the user who is requesting the sub removal 3 Click Remove Sub 4 When the Windows verification dialog box appears click OK Assign Substitute to job 1 Click the Assign Sub button 2 Click the alpha grouping or type in the last name of the sub 3 Click Assign ABCDEFGHI 4 If the name still does no
5. the letter U will remain ina circle FRONTLINE PLACEMENT TECHNOLOGIES Friday March 13 2009 Return to Homepage Reconcile Absences Vacancies Select a date range From March v 6 2009 v To March 16 2009 Absences Vacancies from 3 6 2009 3 16 2009 Date Total Absences Vacancies 3 11 2009 1 3 12 2009 1 3 13 2009 1 1 3 16 2009 Privacy Policy Frontline Placement Technolog Protected under US Patents 6 334 133 6 675 151 Reconciled Not Reconciled Contact us ies 2004 All rights reserved and 7 430 519 with additional patents pending Campus User QuickStart User Guide Absence Vacancy Files You have the ability to upload files that will be automatically attach to every absence created at your school You may want to include parking information or anything pertinent to your building LI Shew inactive Files Descripthon Active From Active To gt Click on the Upload New Files link E http staging aesoponline com upload asp ot E o 1 Using the Browse button search for your iii ia file oo 2 Type ina brief description 3 Select the Active From and To dates 4 Click Upload El Files must be doc or pdf and less than 200KB Files must be doc or pdf and less than 200 KB Internet Preferred Su bstitutes The preferred substitute list will either be set up with job visibility in days and hours like that shown below subs Depend
6. Access Created Created By Last Run Substitute Active 3 28 2007 Nav Super User 0 Run with new filters Consecutive Absences par Conte Edit the Filter s and then click Run Consecutive Absences per Conf You can now choose your Output Type Output Types HTML displays the report as if you were a OOO o l i OS Excel Compatible csv viewing a Web site Excel Compatible OH Delimited Text Delimiter csv allows you to export the report into BA Fixed Lenath Text Excel for further data manipulation want to run the report right away You also have the option for Aesop to e mail you the results by entering your e mail ae ree address and clicking the checkbox Attach results to email E Deliver to FTP Server I Cancel Let me know when the report is ready Click Run April 2010 Aes a m Indicates functions that might not ey be used by your school for education Daily Report Most widely used report within Aesop The Daily Report lists all absence information Unfilled absences requiring subs but currently do not have one Filled absences requiring subs and currently are filled Sub Not Needed absences that do not require sub replacement Day of Week Absence Analysis Breaks absences down by day absence reason and employee Maximum date range 365 days April 2010 Campus User QuickStart User Guide Chelsea Elementary School Daily Report School ChalseaElamentary School
7. absence day Once the U circle is clicked it will turn to a green R Confirmation Employee School Created on Last Update Status Reconciled No Substitute Required No Employee Hours Per Day 8 aanas J 1 2 86 26054062 Elisa Histand Mar 13 2009 11 04 51 AM Mar 13 2009 11 05 01 AM Substitute Not Needed Sawyer Elementary School Attachments hello Upload New Delete Absence Type Absence Reason E Budget Code none selected Sick gt Family 3 11 2009 Wednesday v HalfDayAM O E Budget Code none selected E Budget Code none selected E 3 12 2009 Sick gt Family Thursday v 3 13 2009 Sick gt Family Friday v Sick gt Family Half Day AM Half Day AM v Half Day AM none selected j After you choose the day or days you want to reconcile remember to click the SAVE button If you return to the Reconcile Absence screen and run the date range for the dates of our absence we ll see two of the days are reconciled and the other two days remain not reconciled April 2010 Indicates functions that might not be used by your school Navigation gt Home gt Reconcile Absences Logout The R within the green circle indicates that this particular day of the absence has been reconciled by the school If a day of an absence is NOT reconciled
8. not be used by your school Aes a E 18 for Sep Campus User QuickStart User Guide Scho I helssaa Elementary Sehgal Pebreary 205 Employee Type View Al Type Absences y acana Submit Absentee Report umo eee ren E t View Empir ViA inaez Fob n iiei Mim Al finder Ge Daie Aa ge Absance Approval eis eo umm TOO E pec TO H ee ewe O ite Ahama Ameri Liemien Sheed LAPP D isP a armai Meeg GMO Erripa jadan Lhe Gece Sa LLED BAA 1 Peet nom no hreid CFE HIM Seg WADA Cepupre ryhari deine So M ALTO TH Soh oo H Feneis freee aa Pee Lael fa ot eel Campus User QuickStart User Guide History By Date Substitute History By Date smati men kast Wire A E seime Aa Absentee report sorted by Substitute and totaled Filterable by Substitute If you run the report per school maximum date range is 92 days If you run the report for an individual substitute maximum date range is 365 days Call History Report View all outbound phone calls from Aesop to substitutes as well as all inbound phone calls to Aesop from substitutes This report also displays the details of these phone calls Toial Calls A Date SSO Shaw Skill 7 Su bstitute Avai labi l ity Report School Chelsea Elementary School Skills All Skills E Please typa the lirst few letters or choria n link trom the list Belew You can review the availability of all subs for ms Sa a specific da
9. of Approval has been created the process would continue PLACEMENT TECHNOLOGIES Absence created Navigation gt Home gt Modify Absence Logout Tuesday November 25 27008 Return to Homepage Create a new absence Confirmation 29385580 Attachments Employee Jason Herr a just a test School Omega Elementary Created on Nov 25 2008 2 58 21 PM Last Update Nov 25 2008 2 58 21 PM Status UnFilled Substitute Required Yes Ewiployee Hours Per Day 9 Approvers listed Approval Status Unapproved Approvals Received 0 Last Approval Action Approvers View List Approval Status Approval Comments Show Hide Comments Upload New Edit Comments about approval Date Absence Reason Absence Type Start End 11 26 2008 Professional Full Day 7 55 4M 3 15 PM Wednesday Notes to substitute dn absence that needs approval has been created for Jason Herr Mathi Starting 11 26 2008 Number of absences 1 Requires Substitute Yes Administrator receives an email Click here to view this absence http www aesoponline com login asp location absencenModity asprTB TaAbss26TB2 s26absr id 29365560 Click here to wiew a list of absences needing approval http fwww aesoponline com login asp lotation abs ApproveList asp2s4 6startdate s2 benddate 11 26 2008 2 6status 0 202 Please do not reply to this system generated message I Fou need help or have additional questions please
10. school district Closed absences entered on these dates will be automatically deleted In Service absence entered on these a eae dates will be automatically marked as Sub School In service Not Needed Miscellaneous Section You can Change your PIN have access to all User Guides and the Interactive Help feature April 2010 Aes amp 3 Indicates functions that might not be used by your school for education Campus User QuickStart User Guide Absence Section Creating an Absence Absence F Create Absence You have the ability to create absences on Create Vacancy Vacancy behalf of your employees Click Create Absence link Please choose the letter of last name of the employee 1 Sel ect the Empl oyee for which you would like to enter an absence From the alpha grouping click on the letter of the employee s last name or use the i Search box Or Search by Last Name or Phone or Social Security Employee Phone School Click the name of the employee Rotter Mark co 610 761 0645 Mai Street Elementary School SNR This employee does not require a substitute CD This employee can decide if a substitute is required April 2010 Aes d Indicates functions that might not lt j be used by your school for education 2 Entering an absence Screen One Enter Start Date Enter End Date Choose Absence Reason Type Choose if a substitute is required Specify Start a
11. send an email to mailto bens254 juno com Thank you for using the substitute assignment system Powered hy AESOP April 2010 Indicates functions that might not be used by your school 22 School In service Closed and In service On the Administrator website click on Approve Absences Absence Create Absence Create Vacancy gt Modify Absence Vacancy gt Approve Absences Reconcile Absences gt Absence Vacancy Files Approval Report allows date range view and E E action on all absences that have been entered gt Preferred Substitutes for approval Reports gt Daily Report gt Unfilled Report gt Day of Week Absence Analysis SS aw TINY LING PLACEMENT TECHNOLOGIES Navigation gt Home gt Approve Absences Logout Tuesday November 25 2008 Return to Homepage Approve Deny Absences Wayrincan Pee ne Start Date 11 25 2008 24 end Date 11 25 2008 Unapproved Partially Approved Approved C Denied of Absence Absence Absence Absence Reason Filled Status Start End T E 29093427704 Herr Jason 21 25 2008 11 25 2008 Professional No Unapproved Approvals E CONF Employee Received Check the box on the left and click Approve or Deny when an absence is Denied the absence is deleted but is still visible for review PLACEMENT TECHNOLOGIES Navigation gt Home gt Approve Absences Logout Tuesday Novembe
12. splayed Pay Code nome selected Full Day v Ful D y v Ending at 00 4PM is Starting at Ending at SAM w 00 4PM wv s 2 none selected Pay Code Nome sevected Full Day v Full Day v Startno at Ender at Starting at Ending at SAM 00 4PM 00 SAM 00 4PM 00 Pay Code none selected none selected Pay Code nome selected Long Term Absence Aesop will Recurring Absence Aesop will display display the Day of the Week underneath the Day of the Week underneath the the Date Date J Liat apana Vandan Macity depe ce Wacana Log Agera Log Call Heater Awwista onma Acerca deacrmenn 3 m Assign a Sub to an Absence Enter a Confirmation Number 42541006 Supe Find the substitute you wish to assign and click the TNE SE TERS Assign link Please type the first few letters If you cannot find the pre arranged sub s name amp View Qualified and Available View All View Qualified and Available Qualified and Avallable Checks Other Checks view All suit Other Non Work Excl Preferred School Sub lob In Sub Call Assign Click the View All button ae HSC ob lay hea nj w in ira i gue aici Visibility Aesop will display why the sub is unavailable or not qualified You can override the system by clicking the Assign link Assigning sub to absence 4 You need to contact the sub Aesop will not contact a sub if you assign them to the absence The s
13. 08 EJ End Date 11 26 2008 EJ School s Bear Allston Elementary i Employee Anderson Melissa View AIl Bereavement Family Sick Personal Professional Absence Reason s Sick Statuses Unapproved Approved Denied of Employee oe are Absence Absence Reasons Substitute Status days 29342515 Gons Jordan 11 25 2008 11 25 2008 Professional Unapproved 29342704 Herr Jason 11 25 2008 11 25 2008 Professional Unapproved Last Last Approval Approver Action April 2010 Aes 4 24 Indicates functions that might not I be used by your school for education The Employee side of Approvals Employee Creates an Absence that needs Approval The Administrator Approves or Denies the Absence Employee can check the Status of the absence at their website Employee can get an email when the absence is approved even when i Partially Approved April 2010 Indicates functions that might not be used by your school EE OT OO OO J Notice The system will be unavailable due to scheduled maintenance this Saturday Horning December 6th from 5 00 a m until 10 00 a m EST Thank you Currently Scheduled Absences for the next 14 days Date hool Absence Reason Start Time End Time Duration STATUS UnFilledNQONFS 29492706 Starting 12 3 2008 12 3 2008 Ome Elementary Professional 7 55 AM 3 15 PM Full Day STATUS UnFilled CONFR 29553442 Starting 12 5 2008 Professional 7 55 AM 3 15 PM Full Day Absence Absence ae Las
14. 15 PM Tuesday Enter a Confirmation Number 29342704 Absence Approval Log Entries for Confirmation 293423704 Description Where Status Who Pproval Emails sent to 1 recipients eee a Approval Email 825 ajuno Process 2 49 59 PM Sent Bill Web 3 18 44 PM pproval Emails sent to 1 recipients tt ae 11 25 2008 bbollenbach qmail com Process 3 18 44 PM Sent Shows Approval emails sent Shows who approved or denied the absence be used by your school for education April 2010 Aes 4 Indicates functions that might not l w 26 Once the absence is approved or denied by the next approver that status appears to the employee in their webpage and email PLACEMENT TECHNOLOGIES Tuesday December 2008 Notice The system will be unavailable due to scheduled maintenance this Saturday morning December 6th from 5 00 a m until 10 00 a m EST Thank you Start Time End Time Duration 7 55 AM 3 15 PM Full Day of Absence Absence I Last Last Approval COTE Start End oje Eo SES Approver Action 29492706 12 03 2008 12 03 2008 1 Approved Assistant Dec 2 2008 2 21 18 Superintendent PM 29553442 12 05 2008 12 05 2008 Denied Bill Approver Dec 2 2008 2 26 00 PM This email is to notify you that the absence This email is to notify yow that the absence Confirmation 29492706 has been Approved by Assistant Confirmation 29553442 has been Denied by Bill Approver Superintendent The following are the details of the job The
15. Aesop QuickStart User Guide for Campus Users This guide will show you how to Log on to the Aesop system View absences View substitute assignments FRONTLINE View unfilled absences l A nae Welcome to Aeso s View available substitutes Aesep LOGIN You are aboutto vec leading substitute 7 placement and absence management service i Assign a substitute to an absence E a Please enter your ID and PIN number to login in to your oi a Aesop account or click the button below to learn more Enter an absence for an employee grma about Aesop s growing impact on education Modify Remove an absence gir Modify your School Preference List Understand Percent Visibility View call history View Employee Register Approve Employee Absence Requests Make voice recordings for your employees for use with the Aesop Phone System April 2010 Aes i a Indicates functions that might not k Ss be used by your school for education Campus User QuickStart User Guide Log on to Aesop NEEDHELP AcsoP ip J PIN Locsin gt ee Soe S gt Se ee ee a Ae ees eo el fl In your Internet browser address bar enter www aesoponline com and click Go button anagement Enter your school s ID and Pin numbers or your Campus User ID and Pin These would have been given to you by the Aesop administrator at your district HOME INDUSTRIES ABOUT US CONTACT US NEWS EVE
16. M ees In the Upload Files dialog box select the File using Upload Files the Browse feature and then assign a Description Fie Erraz Click the Upload button to load the file Description f Files must be doc or pdf and less than 200KB Upload Files dialog box April 2010 Aes amp 7 Indicates functions that might not i be used by your school for education Campus User QuickStart User Guide Modify Absence Create a new absence Create another absence for this employee Confirmation 10696308 Attachments Employee Tammy Griffin S Lesson Plan 36 School Eldredge Elementary School Created on Jun 13 2006 8 12 26 PM 2 Last Update Jun 13 2006 8 12 27 PM File has been successfully saved Status Unfilled Reconciled No Substitute Required Yes Assign Sub Edit Cancel The attachment will be displayed in the l Attachments section aae E er Approval Comments Show Hide Comments Upload New Edit Date Absence Reason Absence Type Start End 06 14 2006 Personal Full Day 8 15 AM 4 30 PM ednesday otes Figure 8 17 Upload Files dialog box Modify An Absence Sy List Absences Vacancies Modify Absence Vacancy Log Call History Available Substitutes Approves o Absences Vacancies for Tuesday February 14 2006 Modify an Absence allows you to assign a DE 444 toaay gt sub delete the absence partially or School Olson Elementary School _ completely or change any absenc
17. NTS NEED HELP AESOP Automated Substitute Placement amp Absence Management Selected by more districts than all other systems combined HOME INDUSTRIES Everything your district ABOUT US CONTACT US NEWS EVENTS Ue oy needs to know about Aesop in under 5 minutes Home Page E B s F is o g pursi ione Interactive Calendar z f Pi T Cte Pie ques i ee Lal eat Absence section b Create Vacancy F Modily i Abpence Vacancy Preferred Subs i nce Lists k Preferred Substitutes Reports b 3 Untied Report F Day of Week Absence F Absentee Report Status k Substitute History by Date Call History Reports section Report q Cmployee Register Instructions Misc Change PIN F yich Start U Guides ae Miscellaneous section April 2010 Aes i Indicates functions that might not ey ee be used by your school for education Messages section Contact Info Campus User QuickStart User Guide Messages section Any messages from the district office will appear in the Messages section Co ntact i nfo i you have questions about the rules or setup of the system contact School Secretary at 800 94 a li i 2 3767 or email support aesoponline com If you have any questions regarding Aesop please contact this individual Interactive Calendar oe ae l n Calendar Aesop will display both Closed and In Service Days for your
18. can retrieve it from this report Fly Black i sachet Yellow 2 Teacher ord Grade Teacher 3h Grade Knovden Bill 4 Sth Gade Epaian Open 1 Price Jeremy 4 STH GRADE SCIENCE Seuviaat Tesi 1 ath grade Williamas Krist 4 Sth Grade AS ree Bes Homey 1 Adeninistrabor 355 355 1213 2 ho G16 Sa2 G208 Yas Optienal 770 631 2587 87 i TES Taar Mark 1 Became baumii Hiedenaen Todd 4 Genecbor of Tectheology Maren Adame Greg 2 iad 4367890 TES Y optional otal Eripleyecsi 15 otal Tiseeont Fraployees n 3 Voice Recording I nstructions School Chelasa Elamantary School You have the ability to voice record your employees name and title Just follow the sn feng opel tpn oh on e system in stru cti on S an d A es op will These recordings can be made elther by the individual employees or they can be created or modified by prompt you for the Recording ID number at the far left of the name you through following the below instructions Step 1 Call the automated telephone system at 1 800 942 3767 When prompted to enter your ID enter 3119 followed by tha key Next enter your PIN number followed by the key Ater entering your PIN AESOP will welcome you bo the Voiee Recording menu Step 2 Follow the prompts to record employee names and bhes The ID number that the system will ask you for ts the Recondavg 10 found in the left column of the report below Rerording I mpivysa Home OC in
19. e Status 7 Unfilled M Filled V Substitute not req V Cancelled Closed Type Absences Vacancies information OR CONF You can search for the absence either by date or enter the Conf Confirmation 12812251 Attachments Employee Glenn Beagle School AESOP Middle School Created on Jan 3 2007 11 39 37 AM Absence Information Last Update Jan 3 2007 11 44 21 AM x Status Filled section Reconciled No Substitute Required Yes Fulfilled by Allen Aesop NR Absence Attachments Feedback Enter Feedback on Substitute Assignment section Enter Feedback on Substitute Edit Delete OR Split Approval Status Unapproved Last Approval Action Approvers View List Approval Comments Show Hide Comments Absence Approval section Absence Reason Absence Type Start End 01 04 2007 Personal Day Full Day 8 30 AM 4 00 PM Thursday Budget Code Budget Code 01 05 2007 Personal Day Full Day 8 30 AM 4 00 PM iday Pay Code none Selected Budget Code Budget Code Pay Code none Selected Notes to substitute Notes to administrator Administrator s notes not viewable by Employee Modify an Absence Overview non Edit mode April 2010 Aes j 8 Indicates functions that might not hal be used by your school for education Campus User QuickStart User Guide Click the Edit Delete Cancel button Create a new absence Create anot
20. eployes Tite aed pire Ea Chalier Harmanli Format first amp last name grade level and subject matter if applicable Example ead Hindga Wallor Jacka Boar Puosileen Bill inredas Jeremy rore Traci Gawvinet trish Willige Joe Doe 1 Grade or Joe Doe 8 Grade Social Studies April 2010 Indicates functions that might not be used by your school Sabor Esmor Teacher leteda Bouncer Teacher Ord Grade Director of Technology Teacher 3th Grace Super Gay Basboetoall Comernentaior English in Grade STH GRADE SCENE dih grede ah Geode he Alar Sohal Cheles Elemanlar School Chales Elenan Schoo a T Schoo Chalz Hemani Sohal Fbhalias El meribiry Schoo y Babuel Chaldean Bameniary ghoil Chases Eemeren Sokol Chansa Elementary Goro Chalsee Hemanta Boros Chaleae Elementary Gono CRaleae Elamentary Shoal CRaloae Flareetery Senna 20 Campus User QuickStart User Guide Absence I nteractive Absence Interactive friem io Report Menu The Absence Interactive report allows the administrator to pull information and statistics from Aesop for a large date range This report also offers a variety of ways that the data can be grouped and also gives the user the ability to download the detailed data to an Excel spreadsheet Miscellaneous Section You can Change your PIN have access to all User Guides and the Interactive Help feature Change your PIN Change Pin Current PIN En
21. following are the details of the job TARTAR TTA SHEER EEE AS Job Summary Joh Summary HERRERA TEE CHEETA EES Starting on 12 05 2008 12 03 2008 School Omeqa Elementary Omega Elementary Title Math Math Teacher Herr Jason Herr Jason Substitute not assigned yet uae See eee Confirmation No 29559442 This absence Confirmation Mo 29492 706 This absence needs a substitute needs a substitute ttt EEE EE TET TT Job Days Joh Days TTT TATATT TAT TET School Reason School 7 Reason omega Elementary 12 03 08 Omega Elementary 12 05 08 7 55AM 3 15PM F 554AM 3 15PM Reason Professional Reason Professional 2 April 2010 Aes 4 Indicates functions that might not E be used by your school for education f
22. g an Abternon Screen Two Daketa County seth Branch 1 Review Hold Until option eh Unt No Held 2 Verify all absence information 3 Notes to Substitute section notes for the substitute from the employee 4 Notes to Administrator section notes viewable only by the principal from the employee 5 Administrator s Notes section private notes from the administrator regarding this absence 6 Finalize absence 1 Save Aesop will find a substitute 2 Save amp Assign you will assign a sub with whom you have pre arranged the absence helen Start Tima 7 4 AM slaw nd T IA nd Theses J13 PH iduri be a bul day houra bime Absence length 1 Pari arimen Ahen lengik hn Administrator s n tes eot virwabie by I mployre hi ETLE EED Comm Absence Creation Screen Two Single Day Absence shown April 2010 Indicates functions that might not be used by your school Campus User QuickStart User Guide Lise Absancas nuit Arner Loy Call Hostory Avedieble Substitutes Apprrvers Modify Absence Creating an Absence Employee Tes School Creating an Absence molovee Test Hold Until No Fold v School Cash Senlor High School z No Mold Save I Save amp Assign I Carcel Hold Until a Absence Reason Absence Type Delete Seve Seve Assige I Carcel Full Day v Absence Type Full Day SAM 4PM 00 Start at Ending at BAM 00 4PM Pay Code none selected d l
23. her absence for this employee 38295242 a Tony Delk wi hello Iker Middl hool Created on rane spre AM Last Update 2 23 2010 11 12 26 AM Status Filled Remove Sub removes sub from the Substitute Required E entire absence You can select the user who Feedback een ae a Leave Substitute Experience Feedback is requesting the sub be removed Navigator Employee Hours Per ay User School Substitute or Employee You 1 C Allow substitute to see job after removal can also select to allow the sub to still see this edi BEEBE Stee iio job to be notified of the removal and to see an ee other jobs on this date Sy Approval Status Approved l ived Delete Absence Request _ deletes the peed Feb 23 2010 11 12 26 AM Super user entire absence request rica A sarah Comments _ Upload New Approval Status approve or deny this O absence Chapter 12 1 es Date School Absence Reason Absence Type Delete _ l 02 24 2010 H Vacation FulDay M o0 0 Add Day s add additional days to this W474 Starting at Ending at absence aam 00 3PM 00 a none selected 7 Budget Code none selected v e Absence Information you can change i Worked any information regarding this absence Notes to substitute School Default Information request Maximum length is 255 characters Default Start Time 8 00 AM 255 characters left Default End Time 3 00 PM l 7 Hours in a full day 8 hours
24. ing on your districts decision each on this list will have access to jobs 7 days and 0 hours i in advance or your district may have this set up with School may have their own preferred sub Percent Visibility The concept of Percent Visibility list These individuals will be called first is designed to allow substitutes to have access to available assignments at a certain point in time based on the lead time of the absence To add a new substitute 1 Click the Add New Substitutes link tt Oinon enray Sho ABCDEFGHI 2 Click on the alphabet letter representing the desired eee eee substitute s last name or enter substitute s last name oe into the Search box and click the Search button ZE 3 Click the On List box to select the substitute CT 4 Select either Exclude or Include paca 5 Enter days and hours if you wish to override the default visibility optional Override Visibility 6 Click the Apply Changes button to save e Exclude Include Cal Order Delout a 7 Repeat Steps 2 6 for additional substitutes 8 Click the View Current Substitutes link to view your list If you do not wish to save the changes click the Cancel button April 2010 Aes 4 14 Indicates functions that might not l w be used by your school for education Campus User Quick Start User Guide What is the concept of Percent Visibility Your list of preferred substitutes will either begin to have access
25. nd End times for the absence if available Select a Budget Code for the duration of the absence oR WN O Campus User QuickStart User Guide Creating an Absence Steamhouse Matt School Dakota County South Branch Create Absence Absence Reason Type Substitute Absence Type Requi Select an Absence Reason Yes Full Day be Thursday Sun Mon Tue Wed Thu Fri Sat O O Create absences on these days of the week within the date range specified above Starting m Ara at 7AM 45 Ending at SPM ws i5 __ Absence Creation Screen One et gt 7 Click the Next button Start Date End Date 22006 E Sun Mon Tue Wed Thu Fri Sat 2 7 2006 ow Mw 4 mw oO Create absences on these days of the week within the date range specified above Single Day Absence Enter the Start amp End dates you can disregard the Days of Week Sun Mon Tue Wed Thu Fri Sat a cc dic E Create absences on these days of the week within the date range specified above Long Term Absence Enter the Start amp End dates and leave all days checked End Date 2 7 2006 Ea 3 17 2006 E Sun Mon Tue Wed Thu Fri Sat H Fl el Fe re Fl El Create absences on these days of the week within the date range specified above Start Date Recurring Absence Enter the Start amp End dates and click the Day s of Week boxes boxes Example above every Tuesday for the next six weeks Biefify Amun e Creatin
26. r 25 2008 Return to Homepage Approve Deny Absences Unapproved Partially Approved Approved Denied Multiple 0 Seances can CONF Employee jai eon Absence Absence Reason Filled Status eS days be approved or 20342704 Herr Jason 11 25 2008 11 25 2008 1 Professional No Unapproved 0 denied in this report as well C 2720395580 Her Jason 11 26 2008 11 26 2008 1 Professional No Unapproved 0 be used by your school for education April 2010 Aes ii 23 Indicates functions that might not I m irae Page of Tools The Web Navigator can check the status of Reports Extract Import Approvals They can also approve the ar on epar absences if they have the Employees Absence Approval Status permission Substitutes Absence Reconciliation Letters Absentee Click Reports of Recording Instructions Unfilled Absence Custom Reports Absence Summary Report Writer Advance Notice Absence Approval Letter Writer beta Call History Status a l z Day of Week Absence Analysis Absence Reason by School o interactive Substitute Sign In int to us as itis to you One of the to make it easier for your The Web Navigator is able to view the Status on all of the Approvals Absence Approval Status Return to Report Menu View All View All BENs School District Abbott Michael BENs District Elementary Schools Andel Bethany Start Date 11 24 20
27. s School s preferred subs would begin to have access to the job at 8 00 p m 12 hours before the absence starts 3 District preferred subs have been configured to have access to the job for 65 of the lead time In this case they would begin to see the job 10 hours and 24 minutes before it starts or at 9 36 p m The percentage calculations are all determined by your district s Aesop administrator For specific information on how your district is setu lease contact your local Aesop contact April 2010 Aes 4 15 Indicates functions that might not be used by your school for education Campus User QuickStart User Guide Reports Section We will briefly review a few of the most commonly used reports Report Writer Reports iano Home Report Template List Created Date Custom reports are created at the district f gy mys level and accessible at the principal level Absence Data Name Access Created Created By Last Run Runs a Eon 6 25 2007 Nav Super User 0 Run with new filters District Sub Report 6 14 2007 Nav Super User 0 Run with new filters Employee Absences 2 27 2007 Nav Super User 0 Run with new filters Find the report you wish to run and click 1 f f Absence Advanced Notice the Run with new filters link Name Access Created Created By Last Run Absence Log Data Name Access Created Created By Last Run Employee Information Name Access Created Created By Last Run Substitute Information Name
28. t Last Approval Start End cs i Approver Action 29492706 12 03 2008 12 03 2008 j Partially Approved Bill Approver Dec 2 2008 2 11 26 PM 29553442 12 05 2008 12 05 2008 Unapproved This email is to notify you that the absence Confirmation 29492706 has bes Partially Approved hy The following are the details of the job FTES Job Summary TART ATATT a Starting on 12 05 2008 achool Omega Elementary Title Math Teacher Herr Jason Substitute not assigned yet Confirmation Wo gt 29492706 This absence needs a substitute SETHE TH Joh Days SEETHER EE School Reason Omega Elementary 12 03 08 7 55AM 3 15PM Reason Professional Aes amp for education 25 An individual Absence needing Approval will also contain the Log of the process Create a new absence Create another absence for th 29347704 Attach ments Click m Jason Herr just a test Omega Elementary Nov 24 2008 2 49 58 PM Nov 25 2008 3 26 14 PM Status UnFilled Reconciled No Substitute Required Yes Employee Hours Per 9 Day Assign Sub _ _EdiDelete Approval Status Approved Approvals Received 2 Nov 25 2008 3 26 14 PM Assistant Superintendent Approvers View List Approval Comments Show Hide Comments Upload New Approval Log Last Approval Action Jprove Deny ALL Absence Reason Absence Type Start End 11 25 2008 Professional Full Day 7 55 AM 3
29. t appear The district has not given the substitute permission to accept jobs at your school If you wish to leave please click Return to Absence Modify Unlock do not then the absence will be locked April 2010 Indicates functions that might not be used by your school Campus User QuickStart User Guide Remove Substitute from one day of a multiple day absence You will need to split the absence and then remove the substitute from the job Please see the Absence Split section below CONF 36295242 Employee Tony Delk School Walker Middle School Created on 2 23 2010 11 12 18 AM Last Update 2 23 2010 11 12 26 AM Status Filled Reconciled No Substitute Required Yes Fulfilled by Ben Kenobi no rating Feedback Leave Substitute Performance Feedback Employee Hours Per Day Leave Substitute Experience Feedback 5 J Allow substitute to see job after removal Notify the substitute that they are being removed L kKeep Substitute from seeing any other Jobs on date Navigator user v requesting Sub removal If you wish to leave the Assign Substitute screen O View Qualified and Available View All Enter a Confirmation Number Remove Sub If the sub s name does not appear 1 Click the View All radio button 2 Click Assign List Absenoes Vacancies Modify Absence Vacancy Log Approval Log Call History Available Substitutes Approvers Attachments
30. tart End Split Split At zi 3 Split at separates days beginning from this point Saas e a p p y g g p 2 15 2006 Full Day 7 30 AM 3 30 PM fo rwa rd F 2 16 2006 Full Day 7 30 AM 3 30 PM 2 17 2006 Full Day 7 30 AM 3 30 PM 4 Click the Split button to execute the action Split Absence New confirmation number 5 Aesop will create a new confirmation number created Absence Log Absence Log Entries for Confirmation 9386197 Status Who Where Date Description 1 1 r r Absence Olson Elementary Principal 2 14 2006 1 17 45 Created View all activity for a particular absence Pat Range 02 19 2008 j ay ee eee 1 17 45 R h h t d th b h difi d it Olson Elementary Principal 2 14 2006 1 17 45 Created esearch who created the absence who moaitied It Com oe ee and when Everything that has happened to an absence eee r i i it 02 20 30 Principa 14 2006 1 18 25 over time is detailed here a fie Eisen b PM Date Range Changed es bw 1 18 25 Updated e From 02 15 2006 02 20 2006 Original Confirmation Absence Log Absence split to ID 9386205 o 02 15 2006 02 17 2006 Please note that the substitute will be notified that the absence was split The substitute will also be notified if they have been removed from an absence if you have configured your settings accordingly April 2010 Aes d Indicates functions that might not pa be used by your school for education Campus User QuickStart User Guide
31. te This report also allows you to view all sub skills and whether the sub prefers to work at your school location or not Availabe Substitutes Substitute Sign In Substitute Signin Report mani wee ote OO E jaina DIAH Typi hres A tema ieee an vies Ae be hiss Use this report for your substitutes to sign in when they arrive at school April 2010 Aes 4 19 _ Indicates functions that might not i er be used by your school for education Campus User QuickStart User Guide Substitute Exclusions School Chelsea Elementary School Show Employee exclusion lists View By Preference List O Substitute Subaru View all substitutes you have excluded from your school Preference List enner Schooh Chelsea Hlemenmtarr School Ditcheded Substitutes Gott Bob Adame Alen Employee Register Viera A Coal Guy Teacher Sthaw Chelsea Elomeantary School Employee Typels Stall Register can be broken down by employee types Sorted by active inactive or both Staff Register Chelsea Elementary School Bitoy Teacher 610 606 1361 j Yo t Optional 00 335 3535 aD T Optional Eegliah 610 Fli ta22 ni ai t 355 3535 1212 idid f TES 339 335 1214 Ip H Ya 253 652 9878 i T Ontional 1 632 6316 348 4i l Optical 810 DaS 4353 rad T Optional 612 609 3222 97 Yea Optissal 610 779 4353 T Optional Basketball Commentator If a teacher forgets their Pin number you
32. ter your current Pin then enter the New Pin and retype it Make sure you tell New PIN everyone who uses this Pin you have T C h an g ed It Apply Changes Need help PIN Guidelines Quick Start User Guides ez a YO u h ave th eq b ity to Employee Guide Creating absences for travelling employees view p ri nt th e Q u IC kSta rt U ser Substitute Guide Employee Basic Training Video g u id es a n d th e p h O n e g u id es Administrator Guide Employee Advanced Training Video YO U a Iso h ave a ccess to th e Instructor Guide for Training Substitutes Substitute Basic Training Video Aeso 0 F m p oyee an d S u bstitute Instructor Guide for Training Employees Substitute Advanced Training Video Training Videos NEW AESOP Phone Guides Employees Adobe Flash Player is required to view the training Substitutes videos Administrators Flash Player April 2010 Aes 4 i B Indicates functions that might not t es be used by your school for education Absence Approval Process 1 Absence is created by the employee for an absence reason which requires approval 2 IF there is a HOLD UNTI L APPROVED setting then the absence WI LL NOT be shown to substitutes until it has been approved 3 The Administrator who is responsible for approving the absence will get an email 4 Administrator logs in to website can click to Approve one or more absences 5 Employee can receive an email when the absence has been approved 6 If another Level
33. to assignments at your school a certain number of days in advance of the job beginning or they will begin to have access to jobs for a certain percentage of the lead time of the absence depending on the method that is utilized at your district 1 Best Match Employee s preferred or favorite five substitute 2 Second Best Match School s Preferred substitute 3 Finally District Level non preferred substitute Lead Time is a key concept when dealing with this feature Lead time is calculated as the time difference between when the absence is entered and the time that the absence starts Example Ellen the employee creates an absence at 4 00 p m on January 3 and her absence starts at 8 00 a m on January 4 This gives the system exactly 16 hours and 0 minutes of lead time 10 hours 42 min visibility 65 District List 8 00 p m Jan 3 school s list gains access to job 9 36 p m Jan 3 district list gains access Absence created 4 00 p m on Jan 3 Absence starts 8 00 a m on Jan 4 1 Ellen s list of favorite or preferred subs would have visibility for 100 of the lead time The employee s preferred sub would have access to the job beginning at 4 00 p m on Jan 3 Employee s list has exclusive access immediately 2 In our example the school s favorite subs have been configured to see the jobs for only 75 of the lead time 75 of 16 hours is 12 hour
34. ub s phone number is conveniently listed after their name be used by your school for education April 2010 Aes i 6 Indicates functions that might not Y Campus User QuickStart User Guide 4 Confirmation Number Creat th b for thi l Modify Absence Confirmation Employee Te Cash Senior High School i Last Update Feb 7 2006 5 33 25 PM Aesop will give you a confirmation number Status Filled E Reconciled o Reconcile when the transaction is complete caer RTE Fulfilled by Test Sub_ NR Feedback Enter Feedback on Substitute Assignment Enter Feedback on Substitute Absence Reason Absence Type Start End Full Day 8 00 AM 4 00 PM Pay Code none Selected Full Day 8 00 AM 4 00 PM r i Pay Code none Selected Aesop will display the Day of Week Full Day 8 00 AM 4 00 PM Pay Code none Selected Full Day 8 00 AM 4 00 PM Pay Code none Selected Confirmation Number 5 Attaching a file You can attach a file to the absence for the Samerne rain Attachments substitute to review You can attach a Word sree Eldredine Elementare S document or a PDF file i jun 13 2006 8 12 27 PM Kanaa No _Recencte_ Substitute Required ves Click the Upload New link Gos eatancet Approval Status Unapproved Last Approval Action Approvwers Wray Ligh Approval Comments horie Comments Agereve L Dary ALL Absence Beason Absence Type Start Emi Personal Full Chay 8 15 AM 4 30 P
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