Quick Reference Guide for AESOP

ADMINISTRATOR'S

Quick Reference Guide for

AESOP

Updated: August 2001

AESOP Quickstart Guide for Administrators

This guide will show you how to:

x Log on to the AESOP system x View absences x View substitute assignments x View unfilled absences x View available substitutes x Assign a substitute to an absence x Modify/Remove an absence x View call history

Please remember that an absence is to be recorded with AESOP even if a substitute is not required.

ALL TIMES ARE IN MILITARY TIME (e.g. 2:00 p.m. = 14:00)

AESOP Web Address:



Help Desk Phone Number: 441-6059

Help Desk Hours:

07:30 to 12:30

Write your School's 4 digit ID number here:

Write your School's 4 digit PIN number here:

Through the Internet

You can view your school's absences for today or in the future. You can view which substitutes are available to call. You can register an absence. You can assign a substitute to an employee's absence. You can delete an absence You can view your school's schedule

Frequently used options available to administrators:

View Daily Report; Enter an Absence; View Substitute Availability; Assign A Substitute; View School Schedule.

LOG ON TO AESOP WEBSITE

There are two ways to Log on to AESOP:

EITHER

1. From the main AESOP Homepage...

point your browser to:



Enter the school's 4 digit ID and PIN number and click on the "Go" button

OR

2. From the Staff/Substitute Login page... Enter the school's 4 digit ID and PIN number and click on the "Sign In" Button.

The AESOP Calendar will show your absence activity for the current month.

You can view the details for any specific day by clicking into the calendar. You can scroll to another month by clicking on the & button.

All the functions available to you are listed to the left on your HomePage.

VIEW ABSENCES WITH THE DAILY REPORT

The most effective way to view Absences with AESOP is through the AESOP Daily Report. It

allows you to see: Which employees are out ; Which substitute is assigned to the absence; Which jobs are not filled.

Click on "View Daily Reports" link on the left hand side of your Homepage.

The Daily Report has 3 sections:

You can view the Daily Report for any date of your choice by entering an alternate date and clicking on the "Submit" button. 1. The Absences section (Who's Out) lists:

The names of employees who are absent; The employee`s classification; Time the absence was recorded; The reason for the absence; The confirmation number assigned to the absence. This is the field to the far right

under: the "Conf #" column. 2. The Assignment section (Who's working in their place) lists:

The names of the employees who are absent; The name of the substitute; The substitute's telephone number should you need to call. 3. substitutes) lists: The names of the employees who are absent; The employee`s classification; The date and time the absence was recorded; The confirmation number assigned to the absence.

FIND AN AVAILABLE SUBSTITUTE

You can easily see which substitutes are available to accept unfilled jobs by clicking on the "View

Sub Availability" link.

The report will list all the names of the substitutes who are available to work at your school for this

date.

You can also view the telephone number should you need to call a specific substitute. The substitute skills are listed to the right allowing you to match the substitute to an unfilled posi-

tion.

ASSIGN A SUBSTITUTE TO AN ABSENCE

With AESOP you can assign a substitute to an absence through the "Modify Absence Information"

function.

Select the absence you wish to assign the substitute to by clicking on the underlined confirmation

number.

Click on the "Assign a substitute to this Absence" link to assign the substitute. You can choose whether to view all substitutes, or only qualified and available substitutes. How-

ever, only the qualified and available substitutes list should be used for making the selection.

Once you have identified the substitute for the absence, click on the "Assign" link. AESOP will place the name of the selected substitute in the "Fulfilled by:" field as a confirmation.

IMPORTANT: YOU HAVE THE RESPONSIBILITY TO MAKE SURE THAT THE SUBSTITUTE IS WILLING AND AVAILABLE TO WORK ON THIS ASSIGNMENT. AESOP WILL NOT CALL THE SUBSTITUTE FOR THE ABSENCE.

ENTER AN ABSENCE

Click on the "Enter an Absence" link from the navigational menu.

Typically, you will only need to use this function under the following circumstances: ? The employee needs to enter an absence past the cutoff time. ? Emergency situations where the employee is physically not able to enter the absence themselves.

Use the alphabetical index to locate the employee you want to enter the absence for, or specify the

first few letters of the employee's last name.

Once the employee is identified, click on the "underlined" employee name. Entering an Absence

Click on the "Enter an Absence" link from the function menu to the left side of your Homepage. AESOP will present a screen on which you can now enter your absence information. You can now select:

1. The number of days for the absence; 2. The start date for the absence; 3. The reason or entitlement type of the absence; 4. The start and end-time for the absence. Click on the "Next >" button.

Following are the remaining steps on how to complete the absence entry...

Once you are satisfied all the information is correct, you have two options:

5. You can save the Absence and AESOP will find a substitute, or 6. You can assign a substitute.

There is a 5 minute "lag" between the time the absence is created and the time it goes onto the Website. This should be enough time to assign a pre-arranged substitute.

Once the absence is saved, AESOP will assign a CONFIRMATION NUMBER. This number lets you

know you have successfully entered an absence. Note: You are able to add additional days to this absence if you did not enter enough days on the

previous screen. Now you can add more information on the absence in the "Notes:" box.

REMOVE AN ABSENCE

You can delete an absence by using the "Modify Absence Information" link on the Navigation

menu.

Click on the "underlined" "Conf#" column to get to the specific absence information. Once you have clicked into the details for a specific absence, you click on the Edit/Delete link. Now click on the "Delete Absence Request". Once you confirm that you wish to delete this absence, AESOP will send back a confirmation of

your delete action. You MUST phone the substitute if the absence has been filled as AESOP WILL NOT phone.

VIEW CALL HISTORY

You can access the call history for your school, a specific substitute, or for a specific absence by

clicking on the "View Call History" link on the menu.

Once you select the school option, choose the school of your choice, the appropriate date range

and click on the "Submit" button to view your report.

As per your selection, the Call History will contain a list of calls that were made for this institution

with: Date and time of the Call Status of the call, where

? Accepted = the substitute has accepted the job. ? Aborted = substitute hung up on the system. ? Rejected = substitute made an active choice to not select the absence.

Name of the absent employee

Absence start and end date Confirmation number of the absence

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