Broward County Public Schools



Revised 8/15/2016

Broward County Public Schools

TABLE OF CONTENTS

Getting Started for the New School Year ....................................................................3

Contact Information for Sub Coordinators ................................................................4

Substitute Teacher Orientation ....................................................................................4

School Based........................................................

4

Substitute Teacher Procedures ......................................................................................5

Employment Clearance..........................................

5

Work Day...........................................................

5

Evaluations.........................................................

5

Payroll Procedures ...........................................................................................................6

Hourly Rate Assignment Creation ...............................................................................6

Interim Substitutes ..........................................................................................................7

Pool Substitutes ...............................................................................................................7

Introduction to SmartFind Express...............................................................................8

Which Absences to Report......................................

10

Who SmartFind Express Contacts........................... .. 10

Job Numbers......................................................... 11

Job Cancellations................................................... 11

Navigating SmartFind Express....................................................................................11 Requesting/Prearranging a Specific Substitute ............. 12 Reasons for Absences.............................................. 12 Review, Cancel and Modify Jobs............................... 13 Record Announcements.......................................... 13 Vacant/Unfilled Positions........................................ 13

Trouble Shooting SmartFind Express ........................................................................13

Priority Lists ....................................................................................................................14

Teacher Profile Changes ...............................................................................................15

2

GETTING STARTED FOR THE SCHOOL YEAR

Review guidelines and procedures located at web/teacher.

1. Learn How to Use SmartFind Express

2. Train your back-up person

My Back-up person is

(Prepare a copy of the manual for your back-up)

3. Update your Employee Schedules in SmartFind Express

4. Print a copy of your location's Employee Report with Access ID & PIN

5. Update your Priority List

6. Inservice your Teachers to Use SmartFind Express: a) Distribute the Teachers Quick Reference Guide. b) Have teachers review their PIN and location in SmartFind Express. c) Provide them with a copy of the substitute priority list for your location. d) Inform teachers to report absences into SmartFind Express immediately. e) Remind teachers that TDAs must be reported at least 3 days in advance.

7. Prepare for the School-Based Orientation - Procedures for New and Continuing Substitute Teachers

8. Substitute Teacher Folders and Substitute Information File Each of your teachers should have a Substitute Teacher Folder that you keep in your files. You can prepare it in conjunction with the Procedures for New and Continuing Substitute Teachers. Please be aware that not all substitute teachers have been trained to be classroom teachers.

9. Create a Substitute Sign-in Sheet as a backup for KRONOS. The sign-in sheet should include:

? Job Number ? Reason for Absence

? Teacher's Name ? Substitute's Name

? Date of Absence ? Sub's Personnel #

? Check ?In Time ? Check-Out Time

10. Establish a KRONOS Check-out Procedure When the job has ended the substitute should report to the office to sign out and return any items given to them (i.e. keys, plan book, money collected). Post the check out procedure in a general area near the KRONOS clock(s).

11. Prepare a monthly report of teacher absences for your principal/director from SmartFind Express Internet Access .

Note: All teacher absences must be reported in SmartFind Express in order for the substitute teacher to be paid.

3

CONTACT INFORMATION FOR SUB COORDINATORS

Sub Coordinator Website broward.k12.fl.us/teacher

This website is a resource for sub coordinators to obtain updated information, forms, and reference documents. Select the "Location Use Only" tab (login/username = bcpsdmz\teach & password = schools), to access the Sub Coordinator webpage. This manual and additional resources may be downloaded and printed from this website.

Talent Acquisition Fax # E-mail re: substitutes

SmartFind Express SmartFind Website Kronos Website (only accessible via the intranet)

754-321-2320 (7:00 am ? 4:00 pm) 754-321-2341 subcentral@ 754-321-0050 (Sub Search)



SUBSTITUTE TEACHER ORIENTATION

SCHOOL BASED ORIENTATION

Procedures for all new and returning substitute teachers:

1. The substitute teacher will report to the main office and check in with an assistant principal, sub coordinator or principal's designee. All substitute teachers who are new to your location must receive an overview of school policies and regulations.

2. All substitute teachers must provide state identification for verification (Drivers license).

3. The administrator or deisgnee will prepare an orientation for substitute teachers informing them of classroom responsibilities, lunch schedules, a map of the school, bell schedules, announcements, referral procedures, attendance procedures, emergency procedures, office contact numbers, opening and closing procedures.

4. The principal or designee will review the absent teacher's schedule and verify that the substitute teacher is prepared for the assignment. Lesson plans must be available for the substitute teacher.

5. If the substitute teacher has not complied with his/her responsibilities, an administrator must discuss with the substitute teacher the areas of concern. If the administrator does not want the substitute teacher to return to the location the school needs to submit a completed "Substitute Teacher Occurrence Form". (SBBC Policy 4101 (3)) and placed on the "Do Not Use" list in Smart Find.

4

SUBSTITUTE TEACHER PROCEDURES

? EMPLOYMENT CLEARANCE

Candidates interested in becoming a substitute teacher must complete an on-line application, upload required documents, attend a Substitute Teacher Orientation and receive security clearance.

q The requirements can be found at . q During the orientation the following information is reviewed:

Prof. Responsibilities

Payroll Processes

Guidelines for Sub Teachers

Employee Self-Service

SmartFind Express

Liability Laws

Salary Schedules

KRONOS

School Safety/ Security

? WORK DAY

A substitute teacher is employed to teach up to 7 periods a day and remain at the school until the close of the regular school day or until released by a principal. A substitute teacher is paid based on the number of hours worked not the number of classes taught. If they are needed to cover a class during a teacher's planning period they are not to be paid an additional hour, it is part of their regular workday. The school administrator has the option of reassigning the substitute's position upon arrival; the new assignment must be comparable to the accepted assignment.

? SUBSTITUTE TEACHER INCIDENT

The principal or principal designee should evaluate substitute teachers who provide a less than satisfactory performance in the classroom or did not show up. Submit the Substitute Teacher Incident Form to notify Talent Acquisition if a substitute teacher's performance is unsatisfactory. Not showing up for an assignment is considered an unsatisfactory evaluation and is followed up by Talent Acquisition

If you want to place a substitute teacher on your "Do Not Use List", access SmartFind Express, enter the appropriate level code and notes then submit a Substitute Teacher Incident Form to Talent Acquisition describing the circumstances within 2 working days of the assignment. This is extremely important for situations involving ineffective classroom/behavioral management and inappropriate behavior. The Talent Acquisition administrator will follow up by sending a copy of the negative evaluation and a letter to the substitute explaining ramifications of additional negative evaluations.

Level Codes

100 200 300 400 500

700

Performance Issue

Not a Good Match

Tardiness

Cancelled Assignment

Did Not Show for Assignment

Unsatisfactory Management

Classroom

Inappropriate Behavior

Action Required by School

No Further Action Required Substitute Teacher Occurrence Form Substitute Teacher Occurrence Form Substitute Teacher Occurrence Form Substitute Teacher Occurrence Form

Substitute Teacher Evaluation Form & Personnel Investigation Request (Contact SBBC Police Department)

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