Guidelines for Subs tute Clerks, Educa onal Assistants And Food Coordinators

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1 Winnipeg School Division 1577 Wall Street East Winnipeg, MB R3E 2S5 All Departments: Call (204) Guidelines for Subs tute Clerks, Educa onal Assistants And Food Coordinators AESOP Help Desk Phone: (204) or Employee Connect Help Desk Phone: (204) or

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3 Table of Contents About the Winnipeg School Division Mission Statement Guiding Principles of the Division Aesop Subs tute Calling System....3 Logging Onto Aesop....4 Repor ng to an Assignment Procedures Items Requiring Approval from the Principal Accidents/Illness/Emergency Ambulance Service - Emergency Fire Drills Medical and Dental Appointments Moving and Li ing Heavy Ar cles Police, Child and Family Services Inves ga ons in the School Responsibility to report a child in need of protec on General Employment Informa on Confiden ality Scent and Perfume Free Dress Smoke Free Environment Appropriate Use of Communica on Devices The of Personal Belongings Photo Iden fica on Employment Equity Subs tute Assessment Process Repor ng Personal Injury Employee Connect WSD Accounts Map & Direc ons Subs tute Educa onal Assistant/Food Co-Ordinator Timesheet Educa onal Assistant Programs Subs tute Clerical Timesheet Helpful Links For Subs tutes....16

4 About the Winnipeg School Division The Winnipeg School Division is the largest of six public school divisions in Winnipeg, serving 77 schools and over 33,000 students and their families in our North, South, Central and Inner City districts. Innova ve, programming reflects the varied cultural and economic needs of our large student popula on and focuses on helping all students achieve success. Our size, along with the commitment of our staff, parents and volunteers, enables us to bring together the full spectrum of services and professional exper se to help ensure the success of our students and their families in the 21st century. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 1

5 Mission Statement The Mission of The Winnipeg School Division is to provide a learning environment that promotes and fosters the growth of each student's poten al and provides an opportunity for the individual student to develop the knowledge, skills, and values necessary for meaningful par cipa on in a global and pluralis c society. Guiding Principles of the Division Believes in the equality, worth, poten al and dignity of all individuals. Believes that the public school is an essen al component of society and culture. By working coopera vely with the home and the community the Division can ensure that its programs reflect the changing needs of society and the values, beliefs, and tradi ons of the local school community. Believes that in addi on to basic literacy and communica on skills all students must be challenged to develop the ability to interpret and evaluate informa on. Believes each student must be given the opportunity to develop the values, a tudes, and moral principles that enable them to become responsible ci zens who relate to others in an empathe c and moral manner. Believes its greatest resource is the staff. The Division is commi ed to providing professional development for all employees and an opportunity to par cipate in the decision-making process of the Division. Will advocate on behalf of students to ensure appropriate care and support services are provided for all children. Believes in the dignity of the individual and supports the staff in the maintenance of proper student conduct to ensure a safe, nurturing learning environment within the schools. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 2

6 AESOP - Subs tute Calling System The Winnipeg School Division uses an automated system, AESOP, to assign subs tutes. As a subs tute, you will be able to: Use the system via telephone or online Review and accept jobs for which you are eligible to work Accept jobs when the system calls you Maintain your schedule and availability System Phone Number: Through the Careers & Staff tab of the WSD website (www.winnipegsd.ca) click on the Staff Services link to find a link to AESOP. or by typing in your browser. Help Desk: (204) AESOP online Subs tute Help Guide: h ps://help.aesopcanada.com/sub/help/subs tute_help_guide.htm Please remember that it is your responsibility as a Subs tute to ensure that your Phone Number and Non Work Days in your Subs tute Profile in AESOP are accurate. Please take the me to ensure that the informa on in your profile is correct and complete at all mes as this informa on is NOT maintained by Human Resources. Phone Number - This is the number that the system uses to call you for jobs. Please ensure that the correct number is listed in the system and it should not contain brackets, dashes or spaces. Your number should be 10 digits and should not contain 1 and/or an area code unless it is a long distance number. The Phone Number must be in the proper format in order for you to receive calls from the system. Your phone number will also be your User ID. If you change your phone number, your ID will change. Non Work Days - The system checks Non Work Days and will not call subs tutes for dates or days of the week that they have marked themselves Unavailable. Please be sure that you have not inadvertently marked yourself as unavailable to work. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 3

7 Logging Onto AESOP You can access AESOP by going to > Careers & Staff > Staff Services and clicking the Aesop Absence Repor ng link, or by typing in your web browser. This will take you to the Aesop website. Select the Pin Reminder link. (Please allow a few days a er dropping off your paperwork before trying to access Aesop to ensure your informa on has been entered. If your start date is in the future, you will not be able to access Aesop un l that date.) Enter your 10-digit Telephone Number, First & Last Name, and a generated PIN will be ed to you at your WSD account. Please visit the HELP tab once you have logged in to view helpful training videos on how to use Aesop. If you do not have access to a computer, please contact the Help Desk at on or a er your start date to retrieve a PIN number. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 4

8 Repor ng to an Assignment As a subs tute you are expected to: Perform all the du es of the employees for whom you subs tute. Observe the regula ons which apply to employees. Please check with the office staff regarding the performance of special du es such as playground supervision. DO NOT park in the school parking lot unless you have specifically been instructed to do so by the employee you are replacing. Please be sure you come prepared with your employee number, who you are subs tu ng for, your confirma on number and details of your assignment. Please sign in and complete a Subs tute Timesheet (see pages 29-31). You must complete your name, employee number, date, hours worked and the name of the employee you are replacing. **Please note that if you are late for an assignment, you are paid for the me you started work, NOT the me the assignment starts. If any informa on is missing or illegible on the mesheet, it will affect payroll processing. In case of a mul ple day assignment for the same employee, you must sign in each day, but you may use the same mesheet un l the end of the current week. Timesheets should be sent in every Friday. It is your responsibility as a subs tute to complete and submit a mesheet if you expect to be paid. Once you have signed in, report to the office staff and ask for a Subs tute Iden fica on badge, a Subs tute Folder, and ask if there are any special instruc ons. Take note of schedule, recess duty, break mes etc. and when in doubt, ask. At the end of the day, please return the Subs tute Iden fica on badge and Subs tute Folder to the office. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 5

9 Procedures Items Requiring Approval from the Principal: Pupils who have been absent because of a contagious disease are not to be re-admi ed without office permission. Any communica on ini ated by a subs tute must NOT be sent to parents without authoriza on from the principal. Pupils are not to be interviewed by anyone without office permission. Accidents involving any pupil must be reported to the office immediately. Any pupil appearing to be ill should be sent to the office accompanied, where appropriate, by one or two other pupils. Do not keep children a er hours without authoriza on from the principal. Accidents/Illness/Emergency In the case of head injuries, however slight, the pupil shall be sent to the office with another person. If the pupil complains of headache, dizziness, nausea, seems dazed or vomits, the parents shall be no fied. If there is any doubt as to the condi on of the pupil at dismissal me, an administrator will arrange to have the student driven home. In such case a message shall be sent to the parents advising them to consult a physician. If a subs tute witnesses an accident, they shall complete an accident report and return it to the office that day. Ambulance Service - Emergency In emergency, sickness or accident situa ons where an ambulance is required to transport a person to hospital, the subs tute is required to no fy the office immediately. When this is not possible, the subs tute calls 911. While wai ng for the ambulance, have someone retrieve the student s informa on from the office and a ach a note sta ng billing to be sent to the next of kin. Give the note to the ambulance driver and keep one copy for school files. A staff member must accompany the student and remain with them un l a parent or guardian arrives. Fire Drills Fire drills shall be held at least ten mes in each school year: six prior to November 15th and the remainder prior to the end of the school year. No person may be excused from taking part in fire drills. (This regula on applies to everyone. Caretakers, trades people, visitors in the school as well as all students and school staff.) When the alarm rings, close the windows, leave the lights on, take the register and lead the pupils to the exit. Close the classroom door. In schools equipped with fire escapes, they are to be used in fire drills. On emerging from the school during the fire drill, pupils are to be lined up in classes with their teachers on the school grounds at some distance from the building. Before the recall signal is given, each teacher shall check the class in their charge to make sure that no pupils are le in the building. Once outside, ensure all pupils are present. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 6

10 Medical and Dental Appointments Pupils may be permi ed to keep medical or dental appointments during school hours provided permission is given by the office and they are signed out by a parent/guardian or if a staff member has spoken with a parent/guardian on the phone. Moving and Li ing Heavy Ar cles Students shall not be permi ed to move or to li or to assist in the movement of heavy ar cles in the school, i.e. Pianos, TV's, A/V Equipment, Gym Equipment, etc. Police, Child and Family Services Inves ga ons in the Schools The Police and Child and Family Services are allowed to interview students in the presence of the principal, vice-principal or teacher in charge a er presen ng valid photo iden fica on. Responsibility to Report a Child in Need of Protec on The following sec ons of the Child and Family Services Act outline the responsibili es of and protec on for staff with regard to repor ng a child in need of protec on: Repor ng a Child in Need of Protec on 18(1) Subject to subsec on (1.1), where a person has informa on that leads the person reasonably to believe that a child is or might be in need of protec on as provided in sec on 17, the person shall forthwith report the informa on to an agency or to a parent or guardian of the child. Duty to report 18(2) Notwithstanding the provisions of any other Act, subsec on (1) applies even where the person has acquired the informa on through the discharge of professional du es or within a confiden al rela onship, but nothing in this subsec on abrogates any privilege that may exist because of the rela onship between a solicitor and the solicitor's client. Protec on of informant 18.1(1) No ac on lies against a person for providing informa on in good faith and in compliance with sec on 18. Policy of The Winnipeg School Division The policy of The Winnipeg School Division with respect to repor ng children in need of protec on (Policy JHF) is one of compliance with the above sec ons of the Child and Family Services Act and the Manitoba Guidelines of Iden fying and Repor ng Child Abuse. Procedures for Repor ng Responsibility for clarifying repor ng procedures related to a child in need of protec on will rest with the Chief Superintendent of The Winnipeg School Division. However, nothing in the repor ng procedures is authorized which will, in any way, restrict, inhibit or disincline staff persons from repor ng a child in need of protec on in accordance with Sec. 18(2) of the Child and Family Services Act and their professional commitment to children. In the case of a disclosure to a subs tute, that person shall complete a wri en report and inform the principal. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 7

11 General Employment Informa on Confiden ality All school records and reports should be handled with care. Many records are of a confiden al nature. They are maintained in order to provide informa on on child growth and development for the professional staff. It is essen al that, as a subs tute, you are careful NOT to divulge any confiden al informa on which has been received from contact with principal(s), students, parents or other staff. Scent and Perfume Free Administra on Buildings and many schools are Perfume and Scent Free zones. Please refrain from wearing any scented products. Dress There is no policy on dress. As a public organiza on, the Division, School, or Department is judged by the employee s appearance and, therefore, we appeal to the discre on of the individual. Smoke Free Environment School Division buildings, Division vehicles and school Division property shall be smoke free. Appropriate Use of Communica on Devices Use by staff and students of the telephone and text-messaging func ons of mul -func oning communica ons devices is prohibited during instruc onal and examina on mes. These devices are not to be visible during these mes. The of Personal Belongings in Schools Any employee who brings any ar cle of personal property on school premises does so at his/her own risk and the School Division will not assume any responsibility with respect to the or disappearance of or damage to such property. Photo Iden fica on Badges Subs tutes will be issued a temporary badge when repor ng to a school which must be worn and returned to the office at the end of the work day. Employment Equity The Winnipeg School Division recognizes that employment equity is a desirable and fundamental goal in our society. The Division is also commi ed to the removal of employment barriers, the iden fica on and removal of discriminatory prac ces and striving towards a fair representa on of women, aboriginal peoples, disabled persons and minori es at all levels within the Division. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 8

12 Subs tute Assessment Process When a Subs tute Clerk, Educa onal Assistant or Food Coordinator has subs tuted in an assignment for three consecu ve working days or longer, the Human Resources Department will request that the School Administrator complete a Subs tute Evalua on Report. All completed Subs tute Evalua on Reports are review by the Human Resources Department, the subs tute is provided with a copy and the original is placed in the subs tute s personnel file. If a School Administrator indicates that they no longer want a par cular subs tute eligible to work at their school, the School Administrator, when possible, will discuss the concern with the subs tute. Once the wri en evalua on has been received by the Human Resources Department, they will inform the subs tute that they will not be used at that par cular school. The subs tute may respond to the concern(s) in wri ng. A copy of their response will be provided to the School Administrator and the original retained in the subs tute s personnel file. The subs tute may request an appointment to meet with a Human Resources administrator to discuss the report. If further concerns come forward, the subs tute may be removed from the subs tute roster and the subs tute will be no fied in wri ng. Repor ng Personal Injury Subs tute non-teaching employees are covered for Worker s Compensa on benefits. Coverage is in place from the me you arrive at work on the Division s property un l the me you leave, provided you are there for work related purposes. Subs tute employees who injure themselves at work are expected to: 1. No fy the school administrator at the loca on the accident/injury occurred. 2. Obtain and complete the Winnipeg School Division Employee Accident Report. 3. Sign and submit the completed Accident Report to the appropriate school administrator for review and processing. 4. Provide appropriate medical valida on/cer fica on in cases involving me loss from work. Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 9

13 Employee Connect Employee Connect provides all Division employees and subs tutes with access to employment related informa on as it is recorded in the Division s Human Resources Informa on System (CIMS). Using this tool you will be able to access: Help Informa on & Employee Connect User Guide Demographic/Profile informa on Emergency contact informa on Payroll informa on: access current and past pay details, including gross pay and deduc ons me worked details T4 slips Go Green! By indica ng that you want to go paperless and receive your pay remi ance by no fica on only. (You will be able to view and print your pay statement online, but a paper pay statement will no longer be produced) Absence balances and history of absences taken Workshops/Professional Development opportuni es Job pos ngs Outstanding Teacher and Sub Teacher contracts Each me you log in, Employee Connect displays a Bulle n Board which shows helpful no fica ons, informa on and special announcements tailored to your employee group. In addi on, you can review and apply online for available job pos ngs (with the op on to a ach resumes, cer ficates, transcripts, etc.). You will also be able to track job pos ngs you have applied for in past. Please remember Passwords are case sensi ve You must allow pop-ups in your browser when using Employee Connect Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 10

14 Accessing Employee Connect To access Employee Connect, log on to the Division s website and select the Careers & Staff tab on the top right menu bar of the home page. Then select Staff Services. The Employee Connect Link can be found on the le hand side. Or use this website link in your web browser: h ps://jobpost.wsd1.org/employeeconnect/employeesignonn.aspx Accessing Employee Connect For the First Time/Forgot Your Password Select Forgot My Password/Retrieve Ini al Password Enter your employee number and then select me my current password Your password will be ed to you at the account recorded in your profile Should you experience any difficul es with Employee Connect, contact Human Resources at or by to Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 11

15 WSD E Accounts for Subs tutes Division accounts and Novell computer network accounts are set up for all Winnipeg School Division subs tutes. Instruc ons on how to access these accounts were provided to you in your Subs tute Package when you were hired. If you require assistance with your WSD account or Novell computer network account, please contact the Informa on Technology Department at Maps & Direc ons to all Schools Not sure where to go or how to get there? Ge ng to our schools has just been made a li le easier for our Subs tutes, with a Google Map of the Winnipeg School Division loca ons. You may access the map through the link below: (You can also use the Google search func on to locate our schools.) h p://maps.google.ca/maps/ms?hl=en&ie=utf8&msa=0&msid= a e0&t=h&z=12 Follow the steps below: 1. Click Get direc ons 2. Add your address in the space provided 3. Pick your des na on from the list 4. In the des na on s informa on bubble, click direc ons to populate the des na on field 5. Click get direc ons Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 12

16 Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 13

17 Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 14

18 Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 15

19 Helpful Links For Subs tutes AESOP Subs tute Help Guide: h ps://help.aesopcanada.com/sub/help/subs tute_help_guide.htm Subs tute Rates of Pay: h ps://www.winnipegsd.ca/administra on%20services/deptservices/humanresources/posi ons-descrip ons/documents/currentsubs tuterates.pdf List of WSD Schools: h ps://www.winnipegsd.ca/documents/schools%20directory% pdf WSD School Calendar: h p://www.winnipegsd.ca (Please scroll to the bottom of the homepage under Events ) Aesop/Employee Connect Password Card: h ps://www.winnipegsd.ca/administra on%20services/deptservices/humansources/pages/password-card.aspx Employee Connect: h ps://jobpost.wsd1.org/employeeconnect/employeesignonn.aspx Aesop Subs tute Placement: h p://www.aesopcanada.com Guidelines for Subs tute Clerks, Educa onal Assistants and Food Coordinators Page 16

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