SUBSTITUTE SERVICES
Washoe County School District
Office of Human Resources
SUBSTITUTE SERVICES
INFORMATION FOR ADMINISTRative assistants/secretaries
If you are a new secretary, the best way for you to get the most out of your AESOP experience is to click on Help (in the purple bar), then click on Frontline Support.
Here you will find helpful step-by-step instructions, featured articles, as well as videos for Campus Users (secretaries) Employees (teachers), and Substitutes.
AESOP GENERAL INFORMATION
IF YOUR TEACHER HAS FORGOTTEN THEIR ID/PIN NUMBER
Log into AESOP, click on Reports, click on Staff List, then click on Search. You will be able to see your entire staff list, with login IDs and PIN numbers.
TEACHER VOICE RECORDINGS (1-800-942-3767, option 5)
There should be an accurate voice recording of your teacher’s names and assignment(s) in the AESOP phone system. Please remind ALL your teachers to review this recording and make any changes if necessary.
New teachers will need to record their name and assignment. If a current teacher has
changed their name or assignment, they need to re-record their information.
PREFERRED SUBSTITUTES LIST
Take a few minutes to review your school’s Preferred Substitutes list.
Log into AESOP, click on Settings, click on Preferred Substitutes, then click on +Add Substitute(s).
EXCLUDED SUBSTITUTES LIST
Log into AESOP, click on Settings, click on Excluded Substitutes, then click on +Add Substitute(s).
ENTERING ABSENCES
USE ACTUAL START/END TIMES WHEN RECORDING AN ABSENCE
Please remind your teachers to use the actual start/end times of their class when recording an absence. Many teachers are using the time they would like the substitute to show up. If a teacher has yard or bus duty, for instance, the time they log for their absence should reflect this additional time.
EARLY RELEASE DAYS/DELAYED START TIMES
Please remind your teachers to make sure their absences reflect any changes in start or end times.
SUBSTITUTES ARRIVING LATE OR NOT SHOWING UP
Substitute teachers are required to arrive at the school 30 minutes prior to the time shown in AESOP. If a substitute arrives late for an assignment, or does not show up at all, please email Substitute Services at suboffice@.
2-HOUR ABSENCE MINIMUM
AESOP will not allow teachers to enter any absences less than 2 hours in duration.
ASSIGNING A SUBSTITUTE
Prior to assigning a substitute to an absence, the teacher must contact the substitute.
UPLOADING LESSON PLANS
Teachers should upload their lesson plans into their AESOP absence. Once the teacher has created their absence, they will receive easy prompts to upload their lesson plans for substitutes to view ahead of time.
SUB ERRORS
Occasionally, there are errors in dispatching where a sub has picked up an assignment, but are not needed. When you create a Sub Error $10, these subs will receive $10.
Click on Create an Absence. Type in the first few letters of your school name, then find Sub Error $10. Change the start/end times to less than 4 hours. Click on Save & Assign and assign the sub to the absence.
ENTERING VACANCIES
The vacancy feature will allow you to create a “vacancy” or “additional” position to which a substitute can accept or be assigned.
Important: Please indicate what the sub will be doing in the “Notes” field.
HOW TO CREATE A VACANCY
Log into AESOP
Instead of clicking on Create Absence, select Create Vacancy.
Double click on the desired Vacancy type
Make sure the start/end dates and times of the vacancy are correct.
Click Next
Use the Notes field to provide any helpful information for the substitute
Click on either Save or Save & Assign (if you have made previous
arrangements with a particular substitute)
VACANCY TYPES
Unfilled Allocation
This vacancy is to be used for only a few days or weeks.
UHRs
If the substitute will be in the position for an indefinite period (until a certified teacher is
hired), please submit a UHR. Reference the PCO # for the vacancy in the notes field.
Next, enter the dates into AESOP as a UHR Sub Filling Vacancy and assign the sub.*
IF YOUR UHR SUB IS ABSENT: All UHR subs are all are set up as temporary
teachers at your site. You will create an absence for that substitute in AESOP.
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CANCELLING AN ABSENCE
A teacher can cancel a previously reported absence, but only if no sub has been assigned to the absence. If a substitute is assigned to the absence, the teacher must either call their School Administrative Assistant/Secretary or Substitute Services for assistance.
If an assignment for a substitute is cancelled, please afford the substitute the courtesy of calling them.
SUBSTITUTE TEACHER PAYROLL
CORRECTIONS
Any corrections to payroll must be completed by the payroll certified deadlines. Log into AESOP and click on Absentee Report to view and/or print out the report. Input the payroll date range (ex. 9/11/2017-10/10/2017) and click on Submit. To make corrections, click on the blue confirmation number on the right, make your changes and click on Save.
LONG TERM SUBS
If you have substitutes on long term assignments, be sure to enter them weekly in the AESOP system.
SUBSTITUTE SALARIES/DISTRICT COSTS FOR SUBS
Substitute pay is the same as last year: $90 for a full day (over 4 hours), $45 for a half day
(4 hours or less). The district cost for a substitute teacher is $97.15. A half day is $48.57.
SUB ACCESS TO COMPUTERS
SUBS SHOULD BE ALLOWED TO ACCESS COMPUTERS AT THE SCHOOL SITE
Substitutes will have their own logins.
EMERGENCY SITUATIONS: In the event of a lockdown situation, subs need to be able
to email their student status to the school office.
YEAR-ROUND TEACHERS INTERESTED IN SUBBING ON THEIR OFF-TRACKS
TEACHERS WILL NEED TO SUBMIT TO SUBSTITUTE SERVICES A SUBSTITUTE
INFORMATION FORM (use the instructions in the box below)
RSVP FORMS FOR ELEMENTARY SCHOOLS
In order to get an RSVP refund, an absence must be recorded in the AESOP system the morning of the absence (PRIOR TO START OF CLASS) so the system can try and find a substitute for you. If the absence is input after the start of class, Substitute Services will not approve it.
UNSATISFACTORY SUB EVALUATION FORMS
The bottom of the form must be completed by a school administrator (i.e. Principal, Vice Principal). If a Dean completes this portion, it must still be signed by a school administrator.
SUBSTITUTE SERVICES FORMS
Please be sure to use the most current forms. We will not accept outdated versions.
LOCATE A SUBSTITUTE SERVICES FORM
Log onto
Sign in
Click on Careers
Click on Substitute Services
Click on the Resources for Administrators/Office Staff
Click on the form you desire
HELP WITH AESOP ACCOUNTING CODES
Log onto
Sign in
Click on Staff
Click on Secretaries Corner
Click on Payroll
Under Information Memos, under Sub Services, click on AESOP Accounting Codes Project.
Many more helpful documents and tutorials are located here.
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