Absence Management formerly AESOP Training for Staff Members

Absence Management (formerly AESOP) Training for Staff Members

How to set up a Preferred Substitute – Although you are not required to have a preferred substitute, you do have the option to select one. The Absence Management substitute placement feature will attempt to contact these substitutes first when you create an absence. To set up/choose a Preferred Substitute, log into the AESOP Absence Management System.

Click on “Account” - Click on “Preferred Substitutes” -

Click on “Add Substitute(s)” -

A list of active substitutes will appear -

Search for the name(s) of the person you would like to make your Preferred Substitute. You can do this by entering the name in the Search Bar or by scrolling through the list of names.

Select the substitute you have chosen and then click on “Add to Preferred Substitutes” -

Once you select “Add to Preferred Substitute(s)”, you will receive confirmation that the sub, as well as any you added previously are on your Preferred Substitute List -

You also have the option to remove a substitute by selecting the box next to the substitute’s name in the Remove Selected Substitute(s) column –

Choosing Favorite Substitutes Once you have added a number of substitutes to your Preferred Substitute list, you can select up to five of them to be your "Favorite Five". The Favorite Five will get even more of an advantage when attempting to fill your absences. Substitutes that are marked as favorites, and who are considered "qualified and available" at the time the absence is created, will be notified instantly by email when you create an absence that needs a substitute. Also, absence management will begin calling the Favorite Five subs during the next evening calling period up to 120 nights before the absence. To mark someone as a favorite, simply click the heart icon in their row in the preferred list. The heart will turn red, indicating that this substitute has been added to your Favorite Five list. Once you have marked your favorites, you can order them by dragging them up or down in the order by grabbing the drag icon and dragging them into the position you want them.

Ordering your Favorite Five will determine in what order absence management will attempt to contact them when making calls. When you've finished re-ordering the substitutes to your liking, click the Check Mark button to save the changes. Removing Substitutes from Favorites To remove a substitute from your Favorite Five list, click the check box for the substitute you would like to remove. The “Remove Selected Substitute(s)” button will appear. Click that button.

For more information regarding Preferred Substitutes, log in to the Absence Management System, click on Help on the Home Screen and in the Search Bar type, Preferred Substitutes. There you can find videos like, Managing Your Preferred Substitutes List (as an Employee) [Video] and other helpful information.

Creating an Absences must be entered into the Absence Management System, regardless of whether or not you need a substitute. You can either create an absence on the bottom half of the home screen or click on the drop down arrow for Absences and select Create Absence.

IMPORTANT - You should enter your absence into Aesop AS SOON AS YOU KNOW, you will be out for a specific day(s). Failure to do so may result in issues with class coverage. If the absence is due to a Professional Day, a Professional Day Request Form should also be submitted. They should also be logged and a form submitted, when school is not in session.

1) 2) 3) 4) 5) Please select a date - The date your absence will take place. If it is for multiple dates, you may want to enter each date individually instead of as a group since it may be difficult to find a substitute who is able to commit to a multiple day absence. Substitute Required - Select Yes or No (if you are unsure, check with your Supervisor) Absence Reason – Select the reason for your absence Time – Click on the drop down box to select the time you will be out, you can also customize the start and end times Substitute Report Time - For FRHSD, we ONLY allow substitutes to be utilized for a FULL DAY. Substitute report times should NEVER be entered as a half day. If you are only going to be out for a half day, but need a substitute, you need to click the link in between Time and Substitute Report Time You also have the option to leave 6) Notes to Administrators (which are not viewable by the Substitute) and; 7) Notes to Substitute 8) File Attachments should be attached with instructions and lesson plans for the substitute. You have the option to either drop and drag the file(s) into the box or click on the Browse button and find them on your computer. When a file is attached, you will be able to see it listed under Shared Attachments. Create Absence – Once you are done, click “Create Absence” Complete the following sections -

Example of a Created Absence - Once the absence is created, a Confirmation Number will be assigned.

You will be able to see the absence at the bottom of the Home Screen. If you click on the View Details button, it will look like the next screenshot.

For more information regarding Absences, click on “Help” on the Absence Management Home Screen and in the Search Bar, type Creating an Absence.

How a substitute views an available job when logging into the Absence Management System – 1 Any available jobs that the substitute is qualified to accept will appear on their Home Screen. 2 In addition to any information listed on the screen the substitute can click on the Details icon

The following shows the information provided for this absence when the Details icon is selected. The substitute can decide at that point if they wish to accept the assignment by clicking on the appropriate button.

Once accepted, the substitute will get a message like the one below.

On the Home screen, the substitute can also view Scheduled Jobs, Past Jobs and any days they have selected as Non-Work Days. When viewing Scheduled Jobs, there will be an 1 Email icon should they choose to email the staff member they are filling in for. There may also be notes and/or attachments left by the staff member, which the substitute can view by selecting the 2 Details icon and 3 Paperclip icon, respectively.

How the Substitute leaves Feedback on an assignment - .

The following is an example of the Feedback Form the Substitute completes. At the top the screen, information pertaining to the specific absence is displayed-

Feedback completed -

When the staff member logs into the Absence Management System, they can view the Feedback left by the substitute Click on “Feedback”

Click on view details -

The staff member can leave feedback regarding the substitute. However, the substitute will not be able to see the feedback. The first screenshot displays the staff member feedback tab which has the option to select the tab “Feedback left for me”. The second screenshot displays the substitute feedback tab, which does not have the option to select “Feedback left for me”.

The feedback survey that a staff member would complete on the substitute -

Feedback completed by the staff member on the substitute. The substitute will not be able to view the feedback. –

For more information regarding Absence Feedback, click on “Help” on the Absence Management Home Screen and in the Search Bar, type “Feedback”.