SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record...

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SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub re cord PRE-REQUISITES PRO.300 – Permanent Employee Sk ills EIS.380 – Sub Skills EIS.380 – Include on Sub List Important Notes Sub Searching REPORTING & YEAREND SUB.997 – Sub/Teach Listing SUB.990 – Sub Monthly Summar y SUB.998 – Support Staff List ing PRO.915 – Resetting Your Sub Lists EMPLOYEECONNECT Will Work At Locati on(s) Availability Preferred Substitut es Demographics Example: Different Day Abse nce Example: Same Day Absence Exit Help Docume nt **click on the underlined links for details **if it doesn’t automatically open in slide show mode, click slide show

Transcript of SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record...

Page 1: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SEARCHING & COMPLETING• SUB.305 – Search for Sub• SUB.001/SUB.002 – enter sub re

cord

PRE-REQUISITES• PRO.300 – Permanent Employee

Skills• EIS.380 – Sub Skills• EIS.380 – Include on Sub List• Important Notes

Sub Searching

REPORTING & YEAREND• SUB.997 – Sub/Teach Listing• SUB.990 – Sub Monthly Summ

ary• SUB.998 – Support Staff Listin

g• PRO.915 – Resetting Your Sub

Lists

EMPLOYEECONNECT• Will Work At Locatio

n(s)• Availability• Preferred Substitute

s• Demographics

Example: Different Day AbsenceExample: Same Day Absence Exit Help Docum

ent

**click on the underlined links for

details

**if it doesn’t automatically open in slide show mode, click

slide show

Page 2: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

PRO.300 – PERMANENT EMPLOYEE SKILLS

• PRO.300 is where you indicate what skills a teacher, EA, custodian, etc. has and where they are located.• These are the skills they are qualified to have

and/or teach (ex. especially regarding high schools, do they teach band, math, physics, etc).

Return to Main Screen

Page 3: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

EIS.380 – SUB SKILLS• For subs use the format sub skills (created in EIS.180)

and mark the appropriate skills and work locations for them.• NOTE: when searching for subs, the system looks for

what skills the teacher has, and ties them to which subs have those skills marked off here with an ‘X’.

Format created in EIS.180; there are different ones for different sub types.

Return to Main Screen

Page 4: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

EIS.380 – INCLUDE ON SUB LIST• Subs/TOCs must be marked off to be included on the

correct sub list (you can F4 to find the correct list). If they are NOT marked off here, they will not show up on your sub list. They also must have a pay assignment of casual or sub – talk to payroll if they do not.

Return to Main Screen

Page 5: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

IMPORTANT NOTES• H/R manages subs by putting a ‘T’ on include on sub list

(in EIS.380); no T means they will not show up for the sub desk to see.

• Payroll must have an active sub pay assignment ‘Y’ for a sub to appear on the sub list for the sub desk to call.

• Secretaries and school admin must look in AdminConnect – staff – main to see who is away and what sub is replacing them; they can calendar to future dates to inquire on those dates as well.

• Don’t receive calls or emails regarding ‘has someone been booked/have I been booked’; users can view this on EmployeeConnect or AdminConnect. Time spent with all of these requests prevents the sub desk from getting the bookings done.

• Encourage the online leave and approval process. Having more time means better success at scheduling your subs. Same day phone calls should be for urgent situations only; same day placements will prioritize to urgent absence types first.

• Adjustments can be made to SUB.002 entries only until records have been posted to payroll.Return to Main Scre

en

Page 6: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

WILL WORK AT LOCATIONS

• Substitute/TOC teachers have online access to update which location(s) they will work at in the district.

• Choose the appropriate locations; if the employee will work at any location, check the box at the top.

**Make sure they hit save after making all appropriate changes**

Return to Main Screen

Page 7: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

AVAILABILITY – GENERAL COMMENT• Substitute/TOC teachers have online access to view their personal

calendars and indicate any days they are booked to work or days they are unavailable.

• At the top of this screen, users (subs/TOC teachers) can leave a general comment for the sub-booking clerk (ex. only call between 9-12, not before 6am, etc). This comment will show up every time for the sub-booking clerk.

Next Page

Page 8: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

AVAILABILITY - BOOKING• Substitute/TOC teachers have online access to view their personal

calendars and indicate any days they are booked to work or days they are unavailable.

• To block themselves, employees need to click on the date and indicate they are unavailable; if they didn’t mean to block themselves, uncheck all items and hit save.

• Make sure they use duplicate for next ** days if unavailable for numerous days in a row.

• If they are already booked for a date, they must contact you to make changes.

**Make sure they hit save after making all appropriate changes**

Return to Main Screen

Page 9: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

PREFERRED SUBSTITUTES• Teachers have online access to choose up to three

preferred substitutes to be the first people called when they are absent.

• Saving them here means teachers don’t have to put their preferred sub in every time they fill out a leave request.

• Type in the sub’s last name, click find the sub and use the scroll-down to find the appropriate sub.

**Make sure they hit save after making all appropriate changes**

Return to Main Screen

Page 10: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

DEMOGRAPHICS• Through EmployeeConnect, employees have online

access to change their phone number(s), and alternate email address.

**Make sure they hit save after making all appropriate changes**

Return to Main Screen

Page 11: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SUB.305 – SUB SEARCH• You should have two screens open on dual screens or side-by-side

– SUB.305 and SUB.001/SUB.002• SUB.305 is where you find a sub replacement• SUB.001/SUB.002 is where you confirm what staff need subs

and then where you confirm the booking.• In SUB.305, indicate what employee & dates are requiring a

replacement

Steps:1) Type in employee number as shown in SUB.001/SUB.002 (or F4 for name)2) Make sure get current location & skills is a ‘Y’ and hit enter; location and skills will automatically fill in3) Fill in the appropriate date(s)4) Update the BO to AM/PM is only looking for a half-day sub5) Leave the rest of the screen. Hit enter.

Next Page

Page 12: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SUB.305 – SUB SEARCH• At the top of the list will be any preferred subs the employee may

have indicated and what their status is• The rest will be all subs that have the requested skills, listed in

alphabetical order.• From this main screen you can see a phone number, whether

the sub is already working and how many accepts/declines they have had that year

Steps:1) Put an ‘L’ beside the sub

you want to call-from here you can see additional details and notes

2) Call the sub3) Update the response

field (‘A’ccepted, ‘D’eclined) – F1 for additional responses

4) Move to SUB.001/SUB.002 to complete the entry

NOTE: use employee # 999 if you were unable to find a sub and 998 if no sub is required

Return to Main Screen

Page 13: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SUB.001/SUB.002 – SUB/TEACH INFORMATION

• Confirm the sub-booking and create the sub record

Steps:1) Check which subs need

replacements2) Use SUB.305 to find the

replacement3) Come back here, put a ‘P’

beside the entry and hit enter

4) Add the employee number and job code

5) Hit enter, and move onto the next sub record

Return to Main Screen

Page 14: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SUB.997 – SUB/TEACH LISTING• Use this report to produce a sub/teach absence listing by location.

• It can be limited to a specific date range, job code(s) and/or specific location.

Return to Main Screen

Page 15: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SUB.990 – SUB MONTHLY SUMMARY REPORT

• Use this report to produce a summary list for substitutes. Sub locations, dates, rates and reasons are displayed.• You can balance this report with substitute staff pay for

payroll.• At the end, a summary page is produced for employee totals.

Return to Main Screen

Page 16: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

SUB.998 – SUPPORT STAFF LISTING• Use this report to produce a support staff absences listing by

location. • This report can be limited to a specific date range, job code(s)

and/or a specific location.

Return to Main Screen

Page 17: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

PRO.915 – RESETTING YOUR SUB LISTS• When to run: when sub contracts are for the most part done at the

beginning of a new school year.• Mass delete a category value (ex. all T’s or S’s) from all employees

who have that value, and then rebuild that letter to the appropriate employees based on their effective F11 lines.

Return to Main Screen

Steps:1) Limit the program to a

specific category and enter a category value.

2) For the effective date, pick a date somewhere in the middle of September (some subs may not start day 1, so it’s a much safer date).

3) Pick a line type(s) such as ST, SS, etc. Leave positiion blank.

4) Change cancel from ‘Y” to ‘N’.

5) Run this for all sub types.

Note: the category code should always be SUBLST; the category value is what you will change to be ‘T’, ‘S’, ‘M’, etc.

Page 18: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

A COMPLETE EXAMPLE – DIFFERENT DAY ABSENCE

• In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute.

Next Page

Steps:1) Open up SUB.002 and see

which employees need replacements. At the top of our list, we see that Denise Bergeron needs a sub replacement.

2) Put a ‘P’ beside the appropriate line. In our example, I put a ‘P’ beside Denise Bergeron.

Page 19: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute.

Next Page

Steps:3) On your second screen, use SUB.305 to search for a sub replacement for Denise Bergeron. You can F4 under employee, or simply type in the number you see on your SUB.002 screen.4) Use the current location & skills and hit enter.5) Fill in the appropriate date(s).6) Type the appropriate AM/PM/BO. Hit enter.

A COMPLETE EXAMPLE – DIFFERENT DAY ABSENCE

Page 20: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute.

Next Page

Steps:7) Put an ‘L’ beside the sub you want to call.8) Call the sub(s), putting their correct response in as you make the call(s) and get responses.

A COMPLETE EXAMPLE – DIFFERENT DAY ABSENCE

Page 21: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute.

Steps:9) Look back to the SUB.002 screen, fill in the employee number and job code, and hit enter.10) Move to the next sub to do the same thing!

A COMPLETE EXAMPLE – DIFFERENT DAY ABSENCE

Next Page

Page 22: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• So why did Karl show up for Denise?Denise’s skills in her F11 line included Art, Band, Drama, Gr 11 and Gr 12.

Karl’s sub skills included Art, Gr 11 and Gr 12

When looking for a sub in SUB.305, the system made the connection between these skills, making Karl show up as an acceptable sub for Denise.

A COMPLETE EXAMPLE – DIFFERENT DAY ABSENCE

Return to Main Screen

Page 23: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute.

Steps:1) Receive the

call/leave request/email

2) Use SUB.305 to find that employee a replacement

A COMPLETE EXAMPLE – SAME DAY ABSENCE

Next Page

Page 24: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• In our example, Denise Bergeron will be the teacher, and Karl Afinogenov will be the substitute.

Steps:3) Use SUB.002 to record that sub record; you can F4 for the employee and sub, or simply type in the number you see on your SUB.305 screen.4) Move to the next sub to do the same thing!

A COMPLETE EXAMPLE – SAME DAY ABSENCE

Next Page

Page 25: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

• So why did Karl show up for Denise?Denise’s skills in her F11 line included Art, Band, Drama, Gr 11 and Gr 12.

Karl’s sub skills included Art, Gr 11 and Gr 12

When looking for a sub in SUB.305, the system made the connection between these skills, making Karl show up as an acceptable sub for Denise.

A COMPLETE EXAMPLE – SAME DAY ABSENCE

Return to Main Screen

Page 26: SEARCHING & COMPLETING SUB.305 – Search for Sub SUB.001/SUB.002 – enter sub record SUB.001/SUB.002 – enter sub record PRE-REQUISITES PRO.300 – Permanent.

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