ASD Human Resources: Aesop Absence Management Campus Users Guide
Published by the ASD Human Resources Department HR #115 www.asdk12.org/hr or 907‐742‐4128/907‐742‐4133 Revised 9/9/2016
Table of Contents Accessing Aesop Absence Management as a Campus User ..................................................................... 3 First Steps.................................................................................................................................................. 3 Viewing the Staff List ................................................................................................................................ 4 Preference Lists......................................................................................................................................... 5 Attaching Documents for All Jobs ............................................................................................................. 5 Reporting an Absence ............................................................................................................................... 6 Modifying an Absence or Vacancy ............................................................................................................ 9 Splitting an Absence ................................................................................................................................. 9 Signing In When EmpCenter is Unavailable ............................................................................................ 10 Sub Absence Unfilled but School Has Found Alternative Coverage ....................................................... 10 Reports .................................................................................................................................................... 10 AEA Leave Monitoring ............................................................................................................................ 11 Using Absence Management on the Phone ........................................................................................... 12 If a Sub or Employee Forgets Their PIN for the Phone System .............................................................. 12 Employee and Substitute PIN for EmpCenter ........................................................................................ 13 Learning Library ...................................................................................................................................... 14 Appendix ................................................................................................................................................. 15
HR #115—Revised 9/9/16
2
Accessing Aesop Absence Management as a Campus User The role of the Aesop Absence Management campus user is to manage and assist the school in filling substitute positions. Job creation, cancellation, and reporting are available within Absence Management. In addition to this manual, there is a link to an employee user guide available just below the login for the Absence Management system. To enter the Aesop Absence Management system, in a web browser go to the main ASD website at www.asdk12.org. At the top click on Employees, then in the box labeled Employment, click the Aesop Absence Management link.
Or, go directly to the website at asdk12.aesoponline.com. Log in using the same username and password that you use for your email. If you see multiple options for logging into the system, click campus user. Please note that campus users only access Absence Management through the web, and do not have access through the telephone system. You will receive an automated email notification at 6:00 am each work day. This notification will provide the day’s absences and status. Please be mindful that staff may have submitted an absence request after this email is received. For real time status of absences, login to Absence Management. First Steps When logging in the first time, take a few minutes to verify your staff list, set up a substitute preference list, and attach basic documents for all substitutes in your building to use.
HR #115—Revised 9/9/16
3
Viewing the Staff List To view a list of the staff members assigned to your building: 1. From the left menu select Reports, then Staff List. 2. In the top middle, open the drop down menu. 3. Check the box(es) next to your preferred employee types, or click View All. 4. Click the blue Search button. Note: Please be aware that an employee’s status for Needs Sub may be set to optional, as there may be a situation where an absence needs to be recorded but a substitute is not required.
HR #115—Revised 9/9/16
4
Preference Lists The Absence Management campus user can create a list of preferred substitutes for their location. The system will request substitutes from your list in a particular order prior to searching for a substitute from the main pool. Job visibilities are preset, do not adjust any lead time or the visibility calculator. To add a substitute to the school’s preference list: 1. In the menu on the left select Settings, then Preferred Substitutes. 2. Click the green Add Substitutes button. 3. Find the name of the substitute, and check the box next to their name. You may check more than one box at one time. Click the green Add to Preferred Substitutes button. 4. To indicate the order of who to call first, under Calling Sequence click Use Call Order. A dashed line and numbers will appear to the left of the substitutes’ names. Click on the dashed line and drag to reorder.
Attaching Documents for All Jobs It can be helpful to substitutes if you attach generic job‐related documents to an absence. Useful documents could include a map of the building, a bell schedule, emergency procedures, emergency phone list, or other special instructions. 1. In the left menu, select Settings, then Shared files. 2. Drag and drop files into the dotted line box, or click Choose a file to find the document and click Open. 3. In the provided fields, add a description of the document and dates for how long you wish the items to be viewable. Documents uploaded here will automatically be attached to any absence you create within that timeframe. 4. Click Save Changes when finished.
HR #115—Revised 9/9/16
5
Reporting an Absence The Absence Management system is designed for employees to create their own absences. However, an Absence Management campus user may need to enter an absence when an employee is absent, or create a vacancy when substitute is needed in the school but is not attached to a specific employee’s position. Reason codes to be used for the absence can be found in the section Absence Management and ASD Leave EmpCenter Codes at the conclusion of this guide. You can request a specific substitute or you can allow the system to locate a substitute. To create an absence for an employee: 1. In the left column of the home page, click Absences, then Create Absence. Or at the right under Quick Actions, click the button Create Absence.
2. Search for the employee’s last name in the search box at the top of the page. You can also narrow search results by clicking the letter of the alphabet. Click the radio button to select the employee. Then click the blue Fill Out Details button at the top right.
HR #115—Revised 9/9/16
6
3. Next, click a date on the calendar to select the dates the employee is absent. Click and drag to select several days in a row, or hold down Ctrl and click individual, non‐sequential days. 4. Enter the job details. Select a reason code, and confirm or update the absence times. If the job’s report time is different from the regular position’s hours, click the link icon, then enter the substitute’s report times. 5. Make sure the substitute required section is toggled to Yes.
6. 7. 8. 9.
Add any notes, and drag and drop into the dotted line box any documents such as a school map, bell schedule, or itinerary you might want the substitute for this job to have. At the bottom of the page, click the Review and Confirm button. Review the job information. If correct, click Create Absence and Assign Sub to choose a specific substitute, or click Create Absence to have the system search for a substitute. Make note of the confirmation number.
HR #115—Revised 9/9/16
7
To create a vacancy for extra support: Vacancies are used to request a temporary substitute that is not filling in for a regular employee. They should only be requested for the reasons provided: coverage of a vacant position, principal requested extra help, or special education extra help. 1. In the left column of the home page, click Absences, then Create Vacancy. Or at the right under Quick Actions, click the button Create Vacancy. 2. Click the radio button to choose a reason for the request. Click Fill Out Details.
3. Next, click a date on the calendar to select the dates the substitute is needed. Click and drag to select several days in a row, or hold down Ctrl and click individual, non‐sequential days. 4. Enter the job details. Select the vacancy reason, the hours for biweekly employees or full/half day for teachers, and the number of vacancies.
5. Optionally you may type a note for the administrator (this is not required), or type a note to the substitute (this highly is recommended). 6. Drag and drop into the dotted line box any files you might wish the substitute to have. 7. Click Review & Confirm. 8. Review the job information. If correct, click Create Vacancy and Assign Sub to choose a specific substitute, or click Create Vacancy to have the system search for a substitute. HR #115—Revised 9/9/16
8
Modifying an Absence or Vacancy If a sub or position information changes, it is possible to make changes to an absence or vacancy up to 14 days after the start date of the job. To edit a specific absence or vacancy: 1. Find the absence starting from the dashboard: a. Under Quick Actions enter the job confirmation number and click Search. Or b. Choose the day of the job on the calendar. In the list below, click the job confirmation number at the left. 2. Once opened, at the top left click Edit Absence/Vacancy to change details, or at the right click the red Delete button to cancel the job. 3. If editing, make any changes and click the green Save Absence/Vacancy button at the top or bottom. 4. To assign a specific substitute at this stage, click the green Assign Sub button at the right. Search for the substitute’s last name and click the green Assign button, confirm your choice, and click Assign again.
Splitting an Absence A multi‐day absence can be split into individual jobs using the Split Absence feature. This allows a location to use different substitutes for individual days. 1. First find the absence starting from the dashboard: a. Under Quick Actions enter the job confirmation number and click Search. Or b. Choose the day of the job on the calendar. In the list below, click the job confirmation number at the left. 2. Under the Absence tab, click the Split Absence button. 3. On the new page, select the the boxes next to the days you would like to break off as a separate absence. Check one or all boxes that apply. Then click Create Split Absence. 4. A pop‐up window will appear, asking you to confirm splitting the absence. If correct, click Save Split Absence. To cancel and keep the absence as‐is, click Cancel. 5. Once you have saved the split absences, you are returned to the absence details. A small pop‐ up box in the upper right corner of your screen will confirm that the split was successful and include the confirmation number for the new absence. HR #115—Revised 9/9/16
9
6. Click the confirmation number to view the new absence. To dismiss the message, click the small X at the top right corner of the message. Signing In When EmpCenter is Unavailable If a substitute is unable to clock in using the EmpCenter clock, Absence Management can create a sign in sheet for the day. 1. In the left menu, select Reports, then Substitute Sign In. 2. The page will list the names of substitutes assigned to the building for the day. 3. Print the list, and have the substitute sign next to their name. Sub Absence Unfilled but School Has Found Alternative Coverage The Sub Dispatch team works hard to fill positions that are unfilled at the start of the day and continues to do so until early afternoon. To allow us to track failed‐to‐fill jobs, if your unfilled job is covered in‐house and a substitute is no longer needed, please be sure to contact Sub Dispatch Office at 742‐4128 or 742‐4133. Our team will change the job status to “failed to fill” and discontinue our efforts to fill the job. Reports Once daily Absence Management will email schools a daily summary of substitute jobs. This data is a snapshot of jobs at that point in time. To view live data throughout the day, click the left menu and selecting Reports, then clicking the name of the report. This area allows campus users to view current data such as call history, substitute sign in, day of the week analysis, and monthly summary. A few of the most useful reports are listed below. Daily Report (formerly Absence Report by Site in SubFinder): This report shows the fill rate percentage and a list of filled, unfilled, and no sub needed jobs for the day listed. Choose the specified day at the top. Absence Call History (formerly Absence Job Log in SubFinder): This report shows the details of actions taken in attempting to fill a substitute job. Enter the confirmation number for the job and press Search. Absence Interactive (formerly Overall Absence Analysis in SubFinder): This report allows you to sort all of your absences by date range, school, absences or vacancies, absence or vacancy reasons, employee types, and accounting codes. Substitute History by Date (formerly Individual Substitute Jobs in SubFinder): This report lists the job history of a substitute: who substituted for, why, and how long they substituted. At the right, open the substitutes menu and click the box(es) next to the substitute(s) you are interested in.
HR #115—Revised 9/9/16
10
AEA Leave Monitoring In an effort to accurately report leave activity for AEA members, reconcile your substitute reports between Absence Management and EmpCenter each week. There are two different options for reconciling the information; chose the option that best fits your needs. Option 1: Once weekly, run the report Employee Leave Report from EmpCenter to verify the entry of AEA members’ leave. o The attached Absence Management System/ASD Leave Codes document outlines the leave codes to be entered in EmpCenter. Once weekly, click on the Reconcile button on your home page in Absence Management. o Choose the date range you are reconciling and click Search. Or, the list in the lower half of the page, find the week you are reconciling and click the arrow to the right to view the individual days. o Under the Not Reconciled column, click the Reconcile button to view each absence. o While viewing an AEA absence, confirm the absence has been submitted in EmpCenter, if required. o If the absence is confirmed, click Reconcile. If an AEA member has not submitted their leave in EmpCenter, send an email to the employee reminding them this must be completed within 24 hours. On the following day, verify the entry has been made; if the AEA member has not entered their leave, notify the principal for assistance. Option 2: Once weekly, run the Absence Management Absentee Report: o From the left menu, select Reports, then click Absentee Report. Specify the date range for the week you are reconciling and click the blue Search button. Once weekly, also run the report Employee Leave Report from EmpCenter to verify the entry of AEA members’ leave. o The attached Absence Management System/ASD Leave Codes document outlines the leave codes to be entered in EmpCenter. If an AEA member has not submitted their leave in EmpCenter, send an email to the employee reminding them this must be completed within 24 hours. On the following day, verify the entry has been made; if the AEA member has not entered their leave, notify the principal for assistance.
HR #115—Revised 9/9/16
11
Using Absence Management on the Phone Campus users only access Absence Management through the web, and do not have access through the telephone system. However, Absence Management is available to substitutes and employees both on the web and via phone. Employees can create absences and check absence reasons using both methods. If an employee creates an absence over the phone, they should be sure to make note of the confirmation number that Absence Management assigns the new absence for reference. When calling Absence Management, dial 1‐800‐942‐3767. The employee will be prompted to enter their ID number (followed by the # sign) and then their PIN number (followed by the # sign). • The ID number is the employee’s phone number on file with area code. To find the phone number the system has listed, they employee should log on through the web. On the home screen click the tab Account, then click Personal Info. The phone number is listed under the employee’s name without dashes, for example 9077424000. • The PIN number will be emailed to the employee in a welcome letter received shortly after their initial hire with ASD. The employee can change this number after logging into Absence Management. On the home screen, click the tab Account, then click Change PIN. Type in the Old Pin, New Pin, confirm New Pin, and click Save Changes.
If a Sub or Employee Forgets Their PIN for the Phone System If a sub or employee forgets their PIN, they can find it through District Connection. While on the ASD network, the employee should go to home.asdk12.org. Under Other resources, click the link Employee ID Information. The page will show both their EmpCenter Employee ID PIN and the Absence Management phone PIN.
HR #115—Revised 9/9/16
12
Employee and Substitute PIN for EmpCenter Substitutes are required to clock in and out of the EmpCenter system each day to report their work time. If a substitute forgets their EmpCenter PIN, the campus user can access this information from the IFAS Dashboard: 1. In a Web browser, go to the website ifas.asdk12.org. Log in with your IFAS username and password. 2. From the IFAS Dashboard, click on the tab School/Dept User at the top. 3. Under the Payroll/HR Reports box, click the link EmpCenter Employee ID.
4. Using all capital letters, type in the last name and first name of the substitute with an asterisk at the end and click Submit.
HR #115—Revised 9/9/16
13
Learning Library If you need help navigating Absence Management, click Help at the top right of the screen to view the learning library. Some helpful resources are listed below. Glossary of terms: help1.frontlinek12.com/customer/en/portal/articles/2186199‐glossary‐of‐terms‐for‐aesop‐and‐ subfinder?b_id=10972 Campus user learning center: help1.frontlinek12.com/?b_id=2369 Campus user interactive training: help1.frontlinek12.com/customer/portal/articles/1658149?b_id=2369 How to split an absence: help1.frontlinek12.com/customer/en/portal/articles/2113578‐splitting‐an‐absence?b_id=10570 Employee learning center: help1.frontlinek12.com/?b_id=3397 Employee training video: help1.frontlinek12.com/customer/portal/articles/1529151?b_id=3397 Substitute learning center: help1.frontlinek12.com/?b_id=3220 Substitute training video: help1.frontlinek12.com/customer/portal/articles/1495544?b_id=3220 Troubleshooting printing problems: help1.frontlinek12.com/customer/portal/articles/2471597?b_id=10972
HR #115—Revised 9/9/16
14
Appendix AEA Leave Codes: Absence Management and EmpCenter Anchorage School District Long Term Substitute Request Form Anchorage School District Substitute Exclusion Request ASD Statement of Nondiscrimination for Publications The board is committed to an environment of nondiscrimination on the basis of race, color, religion, sex, age, national origin, economic status, union affiliation, disability and other human differences. No person shall be excluded from participation in, or denied the benefits of, any academic or extracurricular program or educational opportunity or service offered by the district. The district will comply with the applicable statutes, regulations, and executive orders adopted by federal, state and municipal agencies. The district notes the concurrent applicability of the Individuals with Disabilities Act, Title II of the Americans with Disabilities Act and the relevant disability provisions of Alaska law. Inquiries or complaints may be addressed to the district’s Equal Employment Opportunity Executive Director, who also serves as the Title IX and ADA/ADAAA Coordinator, ASD Education Center, 5530 E. Northern Lights Blvd, Anchorage, AK 99504‐3135 (907) 742‐4132, or to any of the following external agencies: Alaska State Commission for Human Rights, Anchorage Equal Rights Commission, Equal Employment Opportunity Commission, the Director of the Office for Civil Rights‐U.S. Department of Education or Office of Civil Rights‐U.S. Department of Health and Human Services.
HR #115—Revised 9/9/16
15
AEA Leave Codes: Aesop and Emp Center The following codes should be used when requesting a substitute and/or submitting a leave request. Aesop
Emp Center
Examples
Description of Code
Examples
No No
Yes Yes
Administrative Administrative LWOP
Only visible to time keeper Only visible to time keeper
Used per direction of EEO/Labor Used per direction of EEO/Labor
Yes
Yes
Religious Observance
Religious holiday observance
No
Yes Yes Yes
Used instead of old paper request for cash out. Personal Travel Delay
Electronic cash out
Yes Yes
Ann/Personal Religious Ann/Personal Cashing out leave Ann/Personal Ann/Personal Travel Delay
Yes
Yes
Civic
Requires MLP approval by the Chief Human Resource Officer (CHRO)
This is not Jury Duty leave
Yes Yes
Yes Yes Yes
Yes
Yes
Emergency Sick
Personal/family sick leave Death in family per contract where the member is in Alaska. Death in the family per contract where the member is outside of Alaska. Emergencies associated with medical conditions.
Doctor appointments, family sick coverage, illness Death in family per contract where the member is in Alaska.
Yes
Sick Emergency Death In State Emergency Death Out of State
Yes
No*
Yes
No*
Extra Help Principal Initiated Extra Help to Cover Position Openings
Yes
Yes
Extra Help Student Activity
Yes
No*
Yes
Yes
Personal business Used when delayed due to travel
Death in the family per contract where the member is outside of Alaska. Emergency surgeries for self or family Parent Teacher conference, Testing, grade level planning, crisis assistance, observation of other staff Early staffing prior to new hire having a certificate. During the year when searching for a hire. During the year when filling with a long term sub.
Extra Help SPED Initiated
Extra help that is approved and/or recommended by the principal. To be used when the sub request is an assignment associated with a position opening. Not to be used for FMLA situations. Used for coaches and sponsors attending student activity functions. Used with special education funding and approval of SPED.
Jury Duty/Legal
Used when summoned for jury.
Cannot be used for personal litigation associated with self or family
Coaches and sponsors traveling with students as part of their addendum. I.E.P. coverage for teachers.
*Only use these codes when creating a vacancy in Aesop –They are not to be used in connection with an employee.
Page | 1 – HR
AEA Leave Codes: Aesop and Emp Center The following codes should be used when requesting a substitute and/or submitting a leave request. Aesop
Emp Center
Examples
Description
Examples
Yes
Yes
LWOP
Leave Without Pay - Requires supervisor approval
Yes
Yes
Military
Short-Term Military Orders
Used when a member is out of leave and needs short term leave. More than three days during the school year requires prior approval by the CHRO. Active Duty military leave with finite time periods
Yes
Yes
Professional Release
Yes
Yes
Professional Site Allocation
Curriculum department, grants, specific ASD initiatives. Funding source codes should be provided to the schools for the processing of the leave. I.e., conferences, trainings outside district sponsorship, associated with credit coursework. Account codes will be provided to the employee from PLD following MLP application.
Yes
Yes
Professional District Bank
ASD sponsored and initiated professional development and training. Approval through MyLearning Plan (MLP) from site allocation, usually used for individual professional leave. Approval through MLP from district bank, usually used for individual professional leave.
Yes
Yes
Union/Association Leave via MLP
Requires approval by Union President via MLP
Negotiations, training, Delegate Assembly.
No
Yes
Workers Comp Leave
Workers Comp Leave
Injured on the job. Appropriate Workers Comp forms filled out and submitted to Risk Management.
Page | 2 – HR
I.e., conferences, trainings outside district sponsorship, associated with credit coursework. Account codes will be provided to the employee from PLD following MLP application.
Anchorage School District Long Term Substitute Request Form
This form is a required form that must accompany any sub dispatch job posting if the position is a long term one using the same substitute teacher in the same assignment for longer than 19 days. This form provides payroll with information as to the salary of the long term sub; acts as a verification of their required teacher certification; and activates their district connection while they are in the position.
If you have any questions – OR – there is a change in the assignment please contact Sub Dispatch Immediately (742-4133 or 742-4128 – Fax 742-4176)
To be completed by the principal of the school/site requesting the long term sub: □ I have confirmed the sub being requested below has a current valid Alaska teaching certificate (a retired certificate is not valid for this purpose). □ The substitute’s teaching certificate expires on: (Date) STOP! If you have not checked and provided the information above the substitute below is not eligible for a long term assignment and this form should not be submitted to Sub Dispatch. Please acknowledge your understanding of the following long term substitute request requirements by checking the box in front of the statement. □ I understand that the long term substitute being requested must work the entire period of the assignment as identified on this form, or they will not receive long term sub compensation. The only exception would be for the personal illness of the Long Term substitute. □ I understand that if there are any changes to this long term assignment (shortened length, missed days, etc.) that an email informing Sub Dispatch of those changes must happen immediately.
Principal’s Signature:
Date:
To be completed by the long term substitute: Please acknowledge your understanding of this long term substitute request requirements by checking the box in front of the statement. □ I understand that in order to receive long term pay for this assignment I must work the entire period of the assignment (as identified below), or I will be paid at the regular substitute pay rate (not the long term rate). The only exception would be for my personal, individual illness. □ I understand that should my performance in this assignment be such that the principal deems it necessary to rescind the agreement that the long term assignment may be ended early that could include a change in pay rate. I understand that situations may occur that will cause the long term assignment to end early (i.e., early return by a teacher from FMLA leave, hiring into the position, etc.) that are outside the control of the principal. I understand that should either occur I will be paid at the long term assignment rate for the time period worked. □ I understand that should I not complete the consecutive required days of this assignment (as identified below) my pay will be adjusted to reflect the standard sub rate. □ I understand that I am required to currently possess a valid Alaska Teaching Certificate in order to accept this long term assignment (a retired certificate is not valid for this purpose). □ I understand that this long term substitute assignment in no way obligates the district to hire me as a teacher.
Long Term Substitute’s Signature:
Date:
To Be Completed by the School: School Name
Sub Dispatch Job #
Requested Long Term Substitute’s Name and SS #:
Absent Teacher’s Name and SS # (if applicable): Beginning Date of Assignment:
Ending Date of Assignment
Is this a full day or half day assignment? □ Full Day □ Half Day Circle the reason for the leave leading to this request: □ Extra Help/Roving □ Illness/FMLA □ LWOP (extended) □ To Sub for a Posted Position (PVA # ) □ Other
SH – 6/13 Cert HR
ANCHORAGE SCHOOL DISTRICT SUBSTITUTE EXCLUSION REQUEST
The exclusion request must be received in Human Resources no later than 72 hours after incident. When received by Sub Dispatch this request will be used to process and appropriately exclude a substitute teacher from a school site, divisional level, or district. Without a completed form no exclusion action can occur. You can either Fax or email the form 742‐4176 (fax)
[email protected].
Name of principal (or designee) submitting this form: ___________________________________ _________________ ____________________ Date Site Name of substitute we desire to be excluded from our school and/or district: ___________________________________ _________________ Date of incident Select the area of concern that best fits the performance issue associated with this complaint: ⃝ Inappropriate student contact ⃝ Inappropriate language with students ⃝ No show for assignment ⃝ Late for assignment ⃝ Leaving site early without office permission ⃝ Failure to appropriately manage the classroom (leaving the classroom unsupervised, sleeping, allowing the class to be out of control, lack of awareness of environment, etc.) ⃝ Failure to follow lesson plans or special instructions provided by the teacher ⃝ Inappropriate student discipline ⃝ Individual teacher request for exclusion based on a non‐discriminatory factor ⃝ Refusal to do additional duties of the teacher (i.e., bus duty, playground coverage)
Please provide a statement of the incident and include actions taken to rectify the situation.
Please mark the circle that reflects the required action the site has taken: ⃝ The principal has spoken to the substitute about this incident and informed the sub that the school would be requesting exclusion: ⃝ By phone (provide date of conversation): ________________ ⃝ In person (provide date of conversation): ________________ ⃝ By email (provide date of conversation): ________________ ⃝ Has not spoken to the sub (no exclusion can occur if this circle has been checked)
⃝ The following agencies were also contacted, relative to this incident: ⃝ Police (APD) ⃝ Alaska Office of Children Services (OCS) ⃝ Instructional Division ⃝ Contract Administration ⃝ Other: _________________________________ HR #117 Revised 5/20/16 Return original to HR Sub Dispatch
ANCHORAGE SCHOOL DISTRICT SUBSTITUTE EXCLUSION REQUEST
The specifics of this protocol are designed to ensure the safety and educational opportunities of our students, while also ensuring that due process has been afforded to the substitute teachers. Request to exclude a substitute teacher from a specific teacher classroom, school, division, or ASD An ASD site can exclude a substitute from availability for substituting at their specific site, but the site must: o Secure exclusion approval by the site principal. o Submit the Substitute Exclusion Form to Sub Dispatch requesting site or district exclusion within 72 hours of the incident. o Ensure that the information on the form matches the requirements of the requested exclusion. Sub Dispatch will process the request and determine if the exclusion can occur without formal sub notification, or (based largely on the information provided by the site on their form) whether the incident requires formal notification and discipline action against the substitute. HR Sub Dispatch Role and Procedure(s): Severity, recency, and frequency will be part of the determination process to move an exclusion from a minor exclusion to a formal one. With a formal incident, both the submission of the Substitute Exclusion Form by the principal and conversation with the substitute need to occur as quickly as possible. All of these steps are necessary for HR Sub Dispatch to send formal certificated notification to the substitute of the action being taken against him/her. If a substitute is not able, during the course of the conversation with the principal, to convince the principal the incident(s) didn’t occur, or were embellished out of proportion to the proposed exclusion action, we will proceed with the formal letter informing the substitute of their status. o The Sub Dispatch supervisor will ensure: Record of all sub exclusion/discipline documentation for both classified and teacher subs. Supporting documentation which includes the Substitute Exclusion Form, becomes part of the personnel record. Substitutes have a first level appeal (with Human Resources) on any decisions. A formal appeal must be in writing and identify the error in fact or error in due process that would support the appeal. Review the complaint to determine if a single school exclusion request is significant enough to broaden the exclusion to a division or district.
HR #117 Revised 5/20/16 Return original to HR Sub Dispatch