Reminder: There is a helpful User Guide with full details on every
Contents
1. Inactive not presently working Registered with the system Avail New Jobs is taking on new and future jobs Avail Long Term will take on long term contracts Certified Member of the College of ECE s Avail General Calling will take calls for centre s the sub is linked to Expired RECE Status with College has expired 12 Today s Job Report Reports Leet of peanatie Hogue te This can be a quick pop up report but also be a R report that will let you know if job postings have been Acie hiatha Schade inmate filled for the day and who has filled them dob naan Coratoses Oot at Empieste List Eoytoyve Labets SULAA Lata To Set Up Daily Notification Emails Substinge List Dk DACs 1 Choose Today s Jobs in the Report List Stonu steu Akben e ipp pow e Dasa Abnert Yinted 2 Choose the Job Status categories that you would like details on Recommended All exclude rii canceled a Ome 06 02013 3 Choose the location mia LocatiowGroup Pemberty Culd Care Conte test ste Not real Y 4 Don t worry about classification or reason Claaalicabontaioup X 5 You can sort by job the status of the posting a ee SI eer Aaconing E the employee recommended Job rindi e 6 Choose your output format or how you would like the report to be emailed Recommended PDF omeuromePor hii 7 Choose the information you want displayed in Chaphay Peida C SesochDwemect At your report A Job Status BA Locabo2. s User ID Cebit enter it here If you are entering an RATES ey tact te D scenario TE trpeyee employee and you do not know the ID hen AMG ne number you can do a Name Lookup n aes oe ZY eSchool Pumar mept sorot SrenFndEpresr seertee asmane Bimoyee oa Aneares Sepem 2 Click on the employee name that you wish a to In this case it is Fanny Price i Latham p Oaianewn Contains First Team D igna Curtains Recods Far Fage 50 emh fe hane antup Resets Nae Access O Location GCemiketoe Sums Price Eger 20338 Fembeny Chid Care Cartre tesi site Notreal 6RECE4r aet Artur Now you will set all the particulars for this Create Absence absence aro i i To complete this absence press Continue and proceed until a job number is assigned a Confirm that the employee is da Ran correct Pemberly Child Care Centre test site Not real 40165 e b Confirm the location and m EE classification is correct pies eo c Choose the reason for the hs ai absence Dates p4v26 2013 E 04 26 2013 E d Is a substitute required T REPORTING MULTIPLE DAYS C h OOSe yes O rn O a If the days are non consecutive remember to uncheck the day s from the weekly schedule If every day of the absence does not start and end at the same time remember to change the times on the weekly schedule Absence Information To complete this absence press Continue and proceed until a job number is assigned
3. e Choose the date that you want aa ane een ett ele peleereeer eer a substitute to begin and end Classification RECE Infant There are calendars present if Reason Illness Person 1 you wish to click on the date Yes ONo instead of entering the data me a E Coes TONNAN PACOY REPORTING MULTIPLE DAYS If the days are non consecutive remember to uncheck the day s from the weekly schedule If every day of the absence does not start and end at the same time remember to change the times on the weekly schedule If your employee is leaving for a portion of the day and you want to track the total hours absent you can enter in the time your employee has left for the day until they come back that day or you can leave it if the employee is gone for the whole day This part does not affect the substitute s posting for example if your employee has left for an appointment and taking the afternoon off and you want to track the hours Set the beginning and end time for the substitute posting This setting is important It tells the system what time you want the sub to show up Choosing your Substitute optional If you have a substitute that you would like to be called first you can specify them here Have you pre arranged this substitute and they do not need to be contacted by the system Choose YES if you do not have a substitute in mind choose NO Any special Instructions fo
4. job has been filled som Lat IVR Sub accepted job over the nas phone BO Pre Arranged Sub was pre e arranged by the administrator or un employee Web Search Sub accepted the job through the website stico ti 2 a S Lotetripee Mente jee tart inh fns dub Deretan free ferry PII ee we Bw Pw IE F Pre r HALT 37 SO AN 393431 Be Pa i Pees Peery 49 o 1 n wow IW a a A Hee ero Seer ts her ty lubythsie Maeve hab Wore hash na Lot fone Werted asr Foe 34 20 30 m aw wannan ry uw we Je q3 Jura a Go An S823 51 3 Py yee eee hed 0 2011 a OO Aw oo uon n tm oe 9 24 2017 L gta C Speedie shon Pomtery oe Coe Come we ote fue ee RECE rte aoe Pee Mo Pormtery et Coe Come wsi ome fet ree ECE iatorra Caleenete Le erone Pormbory Cei Coe Come eet ote M ee OCS MIP CE PUE T Li eeeee Pereer Megurted ete Cisse Pep Mate la Poy art TF NE T lesi Priority Lists Preferred Substitutes and Do Not Call Substitutes Home adewrairain 7 Rapes Hoe 1 Choose Priority Lists in the duasi Catadte Administrator tab Lint Type v C Subs atiabove stern Pueshold for Do Not Use reason At this point you are ready to search for Cassimcaton people already on your lists Location v C Wher seledng a group indude iocabons assigned to Ine group To add someone to one of your Emploves Miar Lodna Preferred List sme EIT From lo En
5. list or identify substitutes that are not to be called by the SFE system Preferred List SCHOO Moes epe SMa This is where you can set as many preferred Lyti lists as you like You can have a preferred rect he bow tkw e Megwele gt ROTAATIO YO pie POS URENUI that you want to come in when a specific employee is away or you can have preferred lists for the age groupings ba at mare ater Prrwehctd fat Do Nut Line oaea classifications at your centre Heart anen pe vie Bin a Seah OPa Do Not Use List maa O a This is where you can place substitutes that New Ve have added your location to their choices however you do wish to utilize them or you ga have not interviewed them yet 0 _ School Mones te gt Sep i ee saad Seea see resso Profile Inquiry e Asmers napete This is where an administrator can make adjustments to an employee s profile aine dia availability Maani dia neat wa Ache MeT Yes O No A h A DU O O Location SRE SIE SRE Softlisite Name v Thetts Access ball RecerdsFerPage 5S Seah I realer Peeewt hiye Saath Unii eSchool Menet te bm Oud EI Wreet nd Epress mere serene Aet howe lee OTRE E AE eean Profile New This is where the system operators will ateos er add a new employee to your centre or a Lasi Hama new substitute to the system Fast Nae Administrators do not have access to Uema adding
6. system will ask the caller to reset their PIN number Reset your PIN and press The system will ask the caller to voice their name after the beep Voice your name and then press Callers can then use the phone to review Employee and Substitutes Employee and Substitutes assignments manage their profile and cancel assignments Sub s can choose the locations they would prefer to work at over the phone or online at ecer eschoolsolutions com 16
7. you can create a new message however it must fit the type For operators the messages you will be creating or modifying will be the two All Users and substitute messages The administrators for centres would be creating messages for their centre locations and staff Creating Absences Creating Vacancies Employees and their Administrators have the capability create absences For details on creating an absence go to the Administration User Guide in the ecer eschoolsolutions com help tab or see the notes below for a quick reference Absence when an employee is going to be away from their current position for a period of time and a substitute may or may not be needed to replace the employee Vacancy is when no employee exists but a substitute is required extra support on a day when the team need to meet with a parent or an employee leaves and you have not filled the position yet Daily Job Counts This basic information provides you with the total jobs created for the coming months It will not tell you where the jobs are or the details surrounding the job The detail is in calendar format with the number of jobs posted for that day on the calendar Job Inquiry This feature will tell you about the absences posted by all locations You can search for absences vacancies cancelled open and active filled jobs Priority Lists This feature allows the administrator the ability to set preferred substitutes on a priority call
8. Early Childhood Employment Registry https ecer eschoolsolutions com Quick Tips for Administrators Early Childhood Employment Registry Overview of the Navigation Tabs Create an Absence Vacancy View the Jobs that have been created for your location Set your Priority Lists Preferred Do Not Use How to View Your Priority Lists bullet 7 Viewing Your Staff and Supply Staff Profiles Reports Setting Up Email Notifications for Daily Absence Status Canceling an Assignment Placement Employee Registration Instructions Reminder Pgs 2 5 Pg 6 Pg 9 Pg Pg Pg Pg Pg Pg There is a helpful User Guide with full details on every aspect of the system available on the website 10 11 12 13 15 16 To access the User Guide go to the top right corner of the website and click on the Help button httos ecer eschoolsolutions com Home i l eSchool Profile Help Sign Out CY ss UTIOWN Here is a screen example of the acini Select Role D Administrator Employee home page for Administrators The home page provides detail Home Administrator Reports on the number of absences Welcome Moira Vance Todayis April 25 2013 9 45 AM P SmartFindExpress Mobila posted and the total jobs filled for D piee you location s There are tabs along the top to help with navigation throug h the site ee i acon cal leg links to views orientation videos on how to register and use SmartFindExare
9. Give the email a subject Sutied You can type a message if you like but not EPIN necessary Report Al gt cornent eos DO i T baninnameeenemd iomantadnharnianhna miina Choose how you want to view the attachment PDF DOCX word 2007 and newer CSV can be converted into spreadsheets XLS Excel 2007 and newer Save the schedule to finish the task 14 Altering or Canceling an Assignment here Aaen Paras Search Criteria 1 In the Administration tab choos a Job Inquiry f A mm Os O absens veces 2 If you know the job number enter jon ttn Openi Active it in the Enter Job field Sub Stowe AD 3 If you don t know the number you senn A0 seme D can search for the job through the mien on field choices Gut Order Jobe then be p Recors Per Proe DO tma Cae Ee ict e Ara a miy Fu Oa O 4 When the list of jobs populates IRAE ESSN lick on the job number it will be PRT x J a E wat uci underlined con Poe aes Ther te gt Retort he ua oa ee et ELITI EI ino Urapiepee feree Sitemaps ares Loce es Arper ute teri e 80s a Set Sum tear Opati shee ewe Peg Rpte Wiec Jott Se ot Meere Seb Poy Are Lonerwerde Very Joep Draen Sat Tome bareer fee De tea ew Tee fed Fernet Cel Cee Demie oe Mia wor tt e er eee Phi OF DO ae QAT E DN ww a te 390e ETONI MNP Sawer Steh rey tw Pes Job Oetat Job tumter 709 Location Pemberi Chiks Care Centre test ste Stas 6 Op
10. Profile Inquiry is where xo you can take a look at mi Scc tevin aw Soe seb ane your employee s profiles Baty ah Coane GIN raort hnes Motis Jet Preyemy Gegerts fore atl Orena t as tes and see the substitutes ree ty site SPE err he po ot vt hav Po that have picked your Anan hporovoi proye location as a place they Penne cih On a Maua Nae nn a atn dasa on hea ba ragain and me imerGwndiaprens A Lnotorse Lnentaton yieheo would like to work tenatnde Onientaten Adis ae Tma e ceri tb wee veto Owa Dare i mpirpee Avens erento Wekome ty fs Eat Crdiwoed Empore Saget Wa hops Tat tin res apeleen well help pou Sed quatted app stall te piac ou when Needed Frou haa Webino amp Need Supper you Gan tat pow Supeneo O Conted Them Duchett a ihe Oty of Peterbergugy 700 148 000 ant 1496 Mpa ranga iew Damsa aah To see a full list of your employees or substitutes ignore Searcn Crtana all the search criteria and go tata Straight to search Repsteres ssm Mew oes To filter your search there are Asai Lang Tem many choices to select Coated ami Genera Calling Egeas Sts ntatee Dr ate Sort UR By Secorcs Per Page oom gt a Oide Onse gt a Ores Oie Oa Ove Oe gt a Overs Oe Sa Ores Oo Ga Os Ole Da Ores Oe cmp Fram Ta ose OPE Oty Acatatee On a chet Do Mot Cal ay Arahat Ergi sbon Astes Uremretiatetty Gate lt end Assagrmects Name hoc te Access 5 Criteria Legend Active actively using the system
11. e Detre Tuna CTO COOP DTW mre auta jaw 1 View the Jobs that Have Been Created for Your Location s Choose Job Inquiry Reports in the Administrator tab eSchool YY wer Yr indiapres wre mente Regen If you want to check on a specific job number you can enter the job number at the top of the form If you don t know the job number or want at to see absences posted over a span of time enter in the job status you are looking for active open canceled it is recommended to choose All exclude canceled Recom Select your search dates with a beginning date and an end date Choose how you want the order of jobs to be presented optional Heconds Per Page Search Crmeria doa E Jo Type Al Abpenoeo om Tvs Al exclude canceled oe Swe Al eech fam FSADNI cump Son Order Job a v a Per Page xg Job Type Ai Absences 02 Shas Ad exclude canceled Seiten Al v wth fom O4 25 2033 cm Son Order Job ES 5 wot gt heip uyn ov Seect toe Aden ath eter FE ewww Vacancies I GE eer 0642013 Kr Then by M I Wacanoes fearcth 06 2420 i 3 tthe Then by EJ SC GEE Click on Search The successfully created jobs will be visible at the bottom of the page You can also create a report that will appear as a PDF Seoteh Crtere pe ae oe ae Tyee owe Yatra 32 Poro Status Legend m aS Open Job has yet to be filled Active
12. e pen Classificaton AECE Employee Pocs Fanny Calender Perel Chid Care Centre 5 To alter the assignment go through the access 20209 gr RECE a details and change what you need to and gowns save j i UICN UI mana a ca 6 To Cancel click on Cancel Job asian ee ee 7 You will be asked to confirm the oo gy cancellation 8 A Red notice will appear at the top of the a a Oe TT OE Ma page telling you the Job Cancel was Resson Eta help 51 Successful Date From 057172013 Te 05 72013 sap Weeps t redhsie Abeence Times Subetitite Times Start Time tmt Nme Start Tene End Time thea i fiiewnem hws ami Mmm ami 15 Registering with the ECER Call 1 855 806 8805 A welcome will prompt the caller for their ID number Enter your ID number and then press The system will ask the caller to enter their PIN number Enter the default PIN number your ID number and then Press The system will ask the caller to reset their PIN number Reset your PIN and press The system will ask the caller to voice their name after the beep Voice your name and then press Callers can then use the phone to review assignments manage their profile and cancel assignments Sub s can choose the locations they would prefer to work at over the phone or online at ecer eschoolsolutions com Call 1 855 806 8805 A welcome will prompt the caller for their ID number Enter your ID number and then press The system will ask the caller to
13. enter their PIN number Enter the default PIN number your ID number and then Press The system will ask the caller to reset their PIN number Reset your PIN and press The system will ask the caller to voice their name after the beep Voice your name and then press Callers can then use the phone to review assignments manage their profile and cancel assignments Sub s can choose the locations they would prefer to work at over the phone or online at ecer eschoolsolutions com Call 1 855 806 8805 A welcome will prompt the caller for their ID number Enter your ID number and then press Employee and Substitutes Employee and Substitutes The system will ask the caller to enter their PIN number Enter the default PIN number your ID number and then Press The system will ask the caller to reset their PIN number Reset your PIN and press The system will ask the caller to voice their name after the beep Voice your name and then press Callers can then use the phone to review assignments manage their profile and cancel assignments Sub s can choose the locations they would prefer to work at over the phone or online at ecer eschoolsolutions com Call 1 855 806 8805 A welcome will prompt the caller for their ID number Enter your ID number and then press The system will ask the caller to enter their PIN number Enter the default PIN number your ID number and then Press The
14. n J Employes Marne i Assigned lv Claseifcation Reason 8 Name the report something different from iaia Today s Job s iteport Tite Ansence Status Report 9 Name the report again Same as the report Title A Neome swans Sidhe ease Desciphen Oustoreed report of poba tor a angie day 10 Choose Save amp Schedule Viw Mapt 13 11 12 13 14 15 16 17 18 19 20 21 22 Choose the Calendar Reoccurrence button How often would you like the report emailed to you Half hour or hourly Ona lirs Boom trimitas Latani TENGO What time would you like the report emails to start and end You can choose both AM and an t PM times remember the system starts calling at 6 00am until the jobs are to start and then again from 5 00 pm to 9 00 for future ai Cha Ht isos Paa Woe Bra le Which days of the week do you want the RERKIEALS emails every day or just weekdays thep te ven fle ewetary You can choose the months you want the emails if you closed for the summer you may want to un check the summer months so you don t receive emails Don t worry about choosing calendar days Don t worry about choosing an end date or alafalatafalatalatats time You can go back in and cancel the report if you do not want the report anymore Last cay of the Nort End Oste Tyne Set your email notification by putting your email address in the To field ir
15. new profiles to the system anias You can enter information on this MELSE page but can not save it nae DtaterP reve ip otter Jende v Emedi 7 Language Eagan Peis I le finptewee T active Absence Approval m eSchool Frome mp Sgn Out ee g When an employee requests an STE TUE IETS absence that requires your approval M sme mezat PD vacation flex time you can go f isene aeoe to this page to find out how many Search Erom ta approvals you need to review and web ann approve or decline Locaton bd Save F Faning OC apprvec Denies C Cancaiec Recort PerPage NY Saath Creste epar If you create the absences for your centre s you will not have any to approve as you are the approver and set the absence on their behalf Reports Tab Main Reports Today s Jobs All jobs posted for the one day you select Set up an email notification to tell you about the fill rate for the day s jobs This how you will know if an absence has been filled for a job posted today Today s Available Subs Search through your list of substitutes to see who is available on a specific day prior to pre arranging for an absence Active Substitutes Check out your substitute s schedules and unavailable days _ Schoo crate tenn see ete i ee S41 W Asmar Reso Lest of symiatie Reports Creating an Absence or Vacancy Moner mpe Nan Ove 1 If you know the employee
16. r this posting is there a field trip to be ready for would you like them to call you to confirm their acceptance of the job Do you expect this person to have something prepared for the day Enter instructions in the Space provided You can also attach files if you need to k Click on Continue to move to the detail summary Look over your posting to be sure all is correct Click on Create Absence to finalize the Ee te spect setts et secs ee see Sed Se or eet Cota pas FEE testes tes Ov Ot Sere cl se see Sa ole 2 Sane anmgpoei Ss pera Eare Cee eE Browse azne Se 5 wees ape Ope soca Boece Biase Te owners eet et Se Mt Luteo or Qaror gtn heso spe beepers ed rha utoni Pae Ba tenerte process and retrieve your Job as a Dawe confirmation of the posting nnn lS ta pl rede Se wees hjemme mmr epee ees Cee Pin fn Pente ee Care Ote eet ete leet ew ng p eter isset Perwenan ieee tere Meese Lat Po ommi b urim se tes aards D protin tarme Dem PAAD Erusewe EANA hew Ca ware Faa hme ro 9 eSchool meer ae TL Erpes Leteten Chepetcsten Spore yore Nerden Ved Piet ct ere View Attach reete tw pent Seorectiee el det Hertu manatee AA bhie Pece Pami Pethort Caed Care Cente wri ete Hiei ew RECE Intast fere Pen lane tone Peabo Cab Bee Leribe to coorrbea peu have arapi the poorbon larme orgi Ama Fmgires
17. s ovate ernape et ot Bh 4 Choose a reason for placing them on the list Rese 5 Choosing Classification This is if you want vary ala a substitute excluded from your call out list sa because of their certification RECE Non ECE Dietary Choosing Location this is if you want a substitute excluded from your call out list for your overall location doesn t matter which kJ ater Va UE room just an overall preferred Choosing Employee This is when you are blocking a substitute to come in when a certain employee is going to be away You may like that substitute for most of your location but not when they work with a certain person For example if your staff Amy is going to be away and substitute Megan does not work well with the present staff Ellen you would put Megan on Amy s do not use list She will not be called when Amy is going to be away For Location Employee you can only choose on of these 6 Don t worry about choosing an order or level 7 Save to finish the task At the bottom of the search page you a will see your Do Not Use List and the reason s mest io i To coo oo toe Se coe ee ee amen fie teh wee to as ine ome To ooo oo To delete someone from a list just check the delete box in that substitute s row and click on the blue Delete button The substitute is not deleted from the system but from that list 11 Profile Inquiry Reports one amerin feet
18. ss Substitute Orientation video Gwich Time fs needed fo wien widens Gonwimtogd tere Employee Announce ments Welcome to the Early Childhood Employment Registre We hope that this new system will help you find qualified supply staff to replace vou when needed Ifyou hawe questions or need suppor you can talk to your supervisor or contact Trish Buchaltz at the City of Peterborough 705 748 5830 ext 3406 Change View BD geet BD ts ba tee ea Total Jobs 1 Ho Sub Required 0 Filled 1 Not Filled 0 Fill Rate 400 0 4 eSchool penz mez mmo Administration Tab a a AA adet cS uitai Bawas tanes we Aawara mots Announcements In this tab you can change the greeting that appears on your Seach Caute employee s home page and the banit on messages that appear on the oe location home page Largeeye Secarts Per Page 5 s Ararsan ethers List Tet tee tafu Dete ie Locaia Lanpage Ancema a Locate leet CytiGee Cereus Egit Anj Ot Oy Ma on he per we Cow agat i Dete To modify the message or welcome click on the name you wish to modify anything underlined will take you to the modify screen In the announcement field you can write your message If modifying the general message please do not delete the HTML code that links members to the orientation videos You can tap enter to go down a line or you can enter lt br gt for a line break lt br gt lt br gt means two lines Note
19. t Nate E lt gt Bort Lest By Substitule Name Then By v Records Per Page S Ea Create oy 2 Choose New at the bottom of the page 3 Do a Name Look up for the substitute you pe onne Ree want to add to your preferred list ioe Puny La 4 Choose the type of list preferred semna 5 Choosing Classification This is if you ust want a substitute called first because of ic ieee their certification RECE Non ECE ate ame Dietary sonor s Choosing Location this is if you want a Ennis ae substitute called first for your overall Ester an Onder Subrenates on tee warst Sef Last ant Level are cahat Arst Toes So ay 3 Cc ACT uss 43 2 cao location doesn t matter which room just an overall preferred Choosing Employee This is where you Meus Conen are selecting a preferred substitute to come in when a certain employee is going to be away For Location Employee you can only co CS choose one of these 6 Don t worry about the order number and level unless you have a number of substitutes on a specific list ie location and want to place an order in which the substitutes would be called 7 Click on save to finish the task 10 To add someone to your Do Not Use List 1 Inthe Administrator tab click on Priority Lists hen Street Lel 2 Click on New amim rai Nayon Kias kai 3 Do a name look up for the substitute you mean want to add to the list taton t
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