• REPORT AN ABSENCE FOR ONE EMPLOYEE

• REPORT MULTIPLY ABSENCES FOR THE SAME TIME PERIOD

• REVIEW, CANCEL, OR MODIFY JOBS

• TO HEAR A SUMMARY OF JOBS FOR THE DESIGNATED DAY ...

• REVIEW/ERASE ANNOUNCEMENTS

• ABSENCE REASONS

System Phone Number 799-7827
Help Desk Phone Number 799-5420
Your PIN Number Your School Number Twice

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REPORT AN ABSENCE FOR ONE EMPLOYEE

1. Call the System at 7827, enter your PIN when prompted, and press 1 to ENTER AN ABSENCE.

2. Enter the ABSENTEE'S SSN (not their PIN), then press the star key (*). The System says the absentee's name for confirmation.

3. Press 1 for a ONE-DAY ABSENCE for the CURRENT DAY, OR
Press 5 for a ONE-DAY ABSENCE for the NEXT WORK DAY, OR
Press 7 to ENTER THE DATES AND TIMES.

4. IF YOU PRESSED 1 OR 5 to enter a one-day absence... The system says the absentee's normal START and END times.
Press 1 to use those times for the absence, then skip to step 5, OR
Press 5 to manually enter the START and END times, then listen as the system reads the absentee's regular START time.
-- If the absence starts at the time offered, press the star key (*),
OR
-- If the absence starts at another time, enter 2 digits for hour and 2 digits for minute (EXAMPLE: Enter 8:05 as 0805). If the system asks you to do so, Press 3 if the time is AM or 7 if PM.
Repeat this procedure to enter the end time, then skip to step 5.

If you pressed 7 to enter the dates and times...

4a. Enter the date the absence starts. Press the star key (*) to accept the date offered, OR
Enter 2 digits for the month and 2 digits for the date (EXAMPLE: Enter March 4th as 0304).

4b. Enter the time the absence starts.
Press the star key to accept the time offered, OR
Enter 2 digits for the hour and 2 digits for the minute (EXAMPLE: Enter 8:05 as 0805). Then (only if the system asks you to do so) press 3 if the time is AM or 7 if PM.

4c. Repeat the procedures to enter the date the absence ends and the time the absence ends.

5. Enter the number corresponding to the REASON FOR ABSENCE, then press the star key (*) (reasons are listed on the back of this pamphlet). To hear a list of absence reasons, simply press the star key (*) by itself when asked for the reason for absence.

6. Press 1 to record SPECIAL INSTRUCTIONS as part of the job description, OR press 5 to BYPASS THIS STEP.

7. Press 1 to REQUEST A PARTICULAR SUBSTITUTE, OR Press 3 to BYPASS THIS STEP.

If you choose to REQUEST A PARTICULAR SUBSTITUTE, enter the substitute's phone number then press the star key (*). The system says the substitute's name for confirmation.

8. Press 1 to REQUEST A PARTICULAR SUBSTITUTE, OR press 3 to BYPASS THIS STEP.

Press 1 if NO PRIOR ARRANGEMENT HAS BEEN MADE WITH THE SUBSTITUTE, but you wish the System to offer this assignment to the selected substitute before offering it to others, OR

Press 3 to AUTOMATICALLY ASSIGN THE SUBSTITUTE then press 1 to CONFIRM that the substitute has ALREADY AGREED to cover this absence. The system will not call this (or any) substitute!

9. Press 1 to RECEIVE THE JOB NUMBER. IMPORTANT: Wait for the system to give you the job number, which completes the absence entry.

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REPORT MULTIPLY ABSENCES FOR THE SAME TIME PERIOD (back to top)

1. Call the System, enter your PIN, press 2 to ENTER MULTIPLE ABSENCES FOR THE SAME TIME PERIOD.

2. Press 1 for a one-day absence for the CURRENT day, OR
Press 5 for a one-day absence for the NEXT work day, OR
Press 7 to enter the dates and times.

3. If you pressed 1 or 5 to enter a one-day absence ...
The system says the absentee's normal START and END times.
Press 1 to use those times for the absence, then SKIP TO step 4,
OR
Press 5 to manually enter the START and END times, then listen as the system reads the absentee's regular START time.

-- If the absence starts at the time offered, PRESS the star key (*),
OR
-- If the absence starts at another time, enter 2 digits for hour and 2 digits for minute (EXAMPLE: Enter 8:05 as 0805). If the system asks you to do so, press 3 if the time is AM or 7 if PM.

Repeat this procedure to enter the END time, then skip to step 4.

If you pressed 7 to enter the dates and times ...

3a. Enter the DATE THE ABSENCE STARTS.
Press the star key (*) to accept the time offered, OR enter 2 digits for the month and 2 digits for the date (EXAMPLE: Enter March 4th as 0304).

3b. Enter the TIME THE ABSENCE STARTS.
Press the star key (*) to accept the time offered, OR enter 2 digits for the hour and 2 digits for the minute (EXAMPLE: Enter 8:05 as 0805). Then (only if the system asks you to do so) press 3 if the time is AM or 7 if PM.

3c. Repeat the procedures in 4a to enter the DATE THE ABSENCE ENDS, then the procedures in 4b to enter the TIME THE ABSENCE ENDS.

4. Enter the number which corresponds to the REASON FOR ABSENCE, then press the star key (*). (Reasons are listed on the back of this pamphlet.) To hear a list of absence reasons, press the star key by itself when asked for the REASON FOR ABSENCE.

5. Enter the absentee's SSN (not their PIN), then press the star key (*). The system says the absentee's name for confirmation.

6. Press 1 to RECORD SPECIAL INSTRUCTIONS that will be part of the job description, OR
Press 5 to BYPASS THIS STEP.

 

7. If you REQUEST A PARTICULAR SUBSTITUTE, enter the substitute's telephone number (not their PIN), then press the star key. The system says their name for confirmation.
Press 1 if NO PRIOR ARRANGEMENT HAS BEEN MADE WITH THE SUBSTITUTE, but you want the system to offer this assignment to the selected substitute before offering it to others,
OR
Press 3 to AUTOMATICALLY ASSIGN THE SUBSTITUTE, then press 1 to CONFIRM that the substitute has ALREADY AGREED to cover this particular absence. The system will not call this or any other substitute!

8. Press 1 to RECEIVE THE JOB NUMBER. IMPORTANT - Wait for the system to give you the job number, which completes absence entry!

To create an absence for another employee which uses the SAME dates, times, and reason information, press 1, THEN RETURN TO STEP 5, OR
To create an absence for another employee which uses the same dates and times, and a DIFFERENT reason, press 5, THEN RETURN TO STEP 4, OR
Press 9 if you are finished entering absences.

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REVIEW, CANCEL, OR MODIFY JOBS (back to top)

1. Call the system phone number, enter you PIN, then press 3 to REVIEW, CANCEL OR MODIFY JOBS.

2. To REVIEW, CANCEL, OR MODIFY A SPECIFIC JOB...
Press 1 if you ALREADY KNOW THE JOB NUMBER, then enter the job number, followed by the star key (*), OR
Press 3 to HEAR A LIST OF JOB NUMBERS.

The system says the job number. Press 1 to HEAR THE JOB INFORMATION, OR Press 5 TO HEAR ANOTHER JOB.

If you select HEAR THE JOB INFORMATION, the system reads the full job description. Press 1 to HEAR THE INFORMATION AGAIN, OR Press 3 to HEAR ANOTHER JOB, OR Press 5 to CANCEL THE JOB, OR Press 7 to MODIFY THE JOB INFORMATION.
If you CANCEL THE JOB, you must press 1 to CONFIRM THE CANCELLATION REQUEST when asked and wait for the system to say

"Job number XXXXXX has been canceled." If you do not WAIT TO HEAR the system say this, you have no assurance the job has been canceled, and a substitute may report for the job

If you MODIFY JOB INFORMATION, the system asks you to select from a menu of job description elements (including start date, start time, end date, end time, reason for absence, etc.). The system then guides you through the steps for changing the selected information.

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TO HEAR A SUMMARY OF JOBS FOR THE DESIGNATED DAY ... (back to top)

Press 5 to HEAR A SUMMARY OF TODAY'S JOBS, OR
Press 7 to HEAR A SUMMARY OF TOMORROW'S JOBS, OR
Press 8 to HEAR A SUMMARY OF JOBS ON A SPECIFIC DATE, then enter the desired date using 2 digits for the month, 2 digits
for the date, and 2 digits for the year (EXAMPLE: For March 4th, 1995, enter 030495).

The systems reads all absences which have been reported for the designated date at your location. If that day of the job has ended, and the job has not previously been verified as correct for payroll purposes, the system offers these options:

Press 1 to VERIFY THE JOB, OR
Press 3 to HEAR ANOTHER JOB, OR
Press 5 to MODIFY THE JOB, then select from a menu of job description elements (including start time, end time, substitute, absentee, reason for absence, etc.). The system will guide you through the steps of changing the selected information.

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REVIEW/ERASE ANNOUNCEMENTS (back to top)

This feature allows you to record an announcement that will be played to your location's employees when they call the system and to substitutes as part of the job description for jobs at your location.

1. Call the system phone number, enter your PIN, then press 4 to RECORD AN ANNOUNCEMENT.

2. If an announcement already exists, the system plays this message for you.
Press 1 to RECORD A NEW ANNOUNCEMENT (replaces any existing message), OR
Press 5 to ERASE THE EXISTING ANNOUNCEMENT (does not record a new one).

If you press 1, the system has you record and approve the announcement the same way as special instructions are recorded for absence reports. REMEMBER!!!! The system plays this message until you erase it!

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ABSENCE REASONS (back to top)

1. Personal Illness
2. Illness in Immediate Family
3. Bereavement
4. Jury Duty
5. Subpoena as Witness
6. Personal Leave
7. School Business (with students)
8. School Business (without students)
9. Military
10. Non-paid leave
11. Paid Vacation (support staff only)
13. Workers' Compensation
14. Time Out (year-round schools only)
16. Comp Time Used (support staff only)
17. Religious Observance/Flexible Day
19. Other/Long Term Sub or Vacancy