AESOP

1. AESOP Meredith Hicks Personnel Specialist/ Substitutes 817-232-0880 Ext. 2758

2. Budget Codes • The purpose of budget codes are to track funding sources from which to pay substitutes. • The type of absences or absence reason determines the budget code that is used. • i.e. an employee is out for a “school related” absence. This would fall under the campus budget code.

3. Accounting Codes • Will begin using next year • Accounting codes are very similar to Budget codes, and are used as an alternative • Will only be able to view your campus rather than all campuses in the district

4. Account Code Break Down • 6 Account Codes per campus • Curriculum Staff Development • Any training that Curriculum is sending the employee to attend • School Related Activity Campus Budget • Any trainings that the Principal is sending the employee to attend • Any supplemental sub that is on campus • School Related Special Education Teacher • School Related Special Education Aide • Training or Supplemental • Has to be approved by Special Programs Office • Supplemental Aide Campus Budget • Adding an extra position/person on campus for the day • Supplemental Nurse Aide • Adding an extra nurse aide on campus for either testing or enrollment

5. Account Codes Cont. • Employees do not have the ability to enter an Account Code for an absence. This will need to be done through the campus user. • Most of the account codes that need to be entered for the employee are going to be: • School Related Activity • Curriculum Staff Development • School Related Special Education • Absences due to illness, family emergency, Immediate family illness, comp time, FMLA, Doctors Appointment…etc. do not require a budget code.

6. Vacancies • Open Posted Position: To be used if a teacher leaves in the middle of the school year and a sub is needed to fill the position • Supplemental: To be used if you need an extra body on campus. i.e. a teacher is doing testing and a substitute needs to be in her classroom for the day. • Testing Monitor (Certified/Non-Certified): these can be hall monitors, bathroom monitors…etc. Certified is used for those in place for teachers.

7. Absences • Next year notes will become mandatory when entering all absences • This can be found on the bottom of the page when entering an absence. • To help payroll and other departments understand what budget the money is coming from.

8. Reconciling • Needs to be done on a daily/weekly basis • Absences can only be edited for 2 days after an absence occurs • Click the “U” corresponding with the absence day. This will then turn into a green “R” • By Reconciling you are saying that “Yes, this teacher is absent and has this substitute in their place.”

9. Reports • Great for reconciling absences! • Finding Employee’s ID and PIN numbers when they don’t know them • What Substitutes are available to work for the day • Substitute sign in sheet to know what substitutes are on campus. This also makes reconciling easier. • Employee absence summaries

10. Reports Cont. • 13 different reports that can be run by the Campus User • Daily Report • Unfilled Absences • Day of Week Absence Analysis • Absence Monthly Summary • Absentee Report • Substitute History by Date • Absence Call History • Substitute Availability • Substitute Sign In • Excluded Substitute Report • Employee Register Report • Absence Feedback • Absence Interactive

11. Daily Report: Which employees are out and which substitute is filling their job • Unfilled Absences: Which jobs have not been filled over a specific date range. If you do not want to see the vacancies for your campus then select “Absences” under “Type.” • Day of Week Absence Analysis: This report allows you to view what absence reasons have been used for your campus or a certain employee in graphical form. • Absence Summary Report: View how many absences you have for the month on a daily basis and the percent fill rate for those absences • Absentee Report: More in depth report that allows you to sort by employee to view how many absences there are for each employee • Absence Approval Report: This would be used if absences needed to be approved in AESOP. • Substitute History by Date: Want to see what sub has subbed on your campus before and for what teachers? This report allows you to do that. • Call History: See the call history of a specific absence or substitute • Substitute Availability Report: What substitute is available and is the substitute qualified to sub in the position. • Substitute Sign In: Great for knowing what substitutes are present on campus and allows them to sign in. • Excluded Substitute Report: Allows you to see who is excluded from your campus. • Employee Register: See what employees are assigned to your campus and it allows you to see their PIN and ID numbers • Absence Interactive: This report has the most filters and also allows you to export to excel

12. AESOP Back Up • Make sure that your campus has more than one person who understands AESOP. • Designate one main AESOP Campus User, and one Emergency AESOP Campus User

13. What’s To Come Next Year • Cheat Sheets • Curriculum Schedule • Proper Accounting Codes to use • Accounting Codes • Notes Required • Reconcile on a weekly basis

14. QUESTIONS