SUB CENTRAL - SEMS/SFE TO DO LIST

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1 Sub Central SEMS/SFE HUMAN RESOURCES DIVISION Remember: On the natinal average, a student has a substitute teacher the equivalent f ne full year frm K-12 years in schl. Hw can yu help yur students and substitute teachers make that time a successful learning experience? ***CONTACTS/PHONE NUMBERS/WEBSITE*** Sub Central Help Desk SEMS/SFE (SmartFind Express): Htline fr Administratrs/Cntacts ONLY Carmen Ryle, ext Rhnda Smers, ext Htline fr Emplyees and Substitute Teachers Carmen Ryle, extensin Rhnda Smers, ext SEMS/SFE Phne Numbers: T reprt r hear leave/jb activity: r SUBS Tll free number utside DeLand & 386 exchanges: SEMS/SFE WebCenter: T create r cancel jbs, mdify jb infrmatin, verify leave activity, and create reprts fr printing. Address: r frm VCS hme page: G t Staff Applicatins under Quick Links, and then select SEMS. SEMS/SFE Phne and WebCenter Access: Access ID/User ID and PIN/Passwrd (prvided t Administratr) Sub Central Webpage: r the SEMS/SFE WebCenter under Annuncements, then select the Sub Central Webpage link. Scrll dwn n the page t find links, frms, and infrmatin fr Emplyees, Substitutes, r Adm/Cntacts. Substitute DO NOT USE (DNU) Request and Frm: the individual s name t requesting t remve them frm yur wrksite. The DNU frm will be ed back t yu fr cmpletin and then FAX t (386) Substitute teacher dispute review cntact: Dana Paige-Pender, Directr f Human Resurces, ext Updated 07/31/13cr Page 1 f 6

2 SUB CENTRAL - SEMS/SFE TO DO LIST CONFIRM THE SEMS/SFE DEFAULT Start and End Times fr Teachers is accurate. Full time Teachers at the wrksite shuld ttal: Regular Elementary 7.00 hurs, Plus ne Elementary 8.00 hurs, Middle/High 7.50 hurs with the exceptin f Hlly Hill K-8. REVIEW EMPLOYEE LIST REPORT fr Classificatins, Start/End Time, and Wrk Days using the WebCenter. Review preferably befre teachers return, then weekly fr the next tw mnths, and eventually mnthly. Send an r hard cpy with any updated changes needed. We need the substitute teacher t be at the crrect wrksite and teaching the classificatin t the students! T Review Emplyee list G t the Administratr link Prfile Inquiry/Reprts Emplyee Status: Active Lcatin: Select wrksite Search Create Reprt Emplyee List View Reprt r G t the Reprts link Reprt List Emplyee List Status: Active Lcatin: Select wrksite View Reprt Send an r hard cpy t the SEMS/SFE Help Desk f any updates t the list Remember: Unknwn Subject will nt allw a substitute teacher t be requested REVIEW EMPLOYEE LIST TO BE SURE ALL TEACHERS ARE REGISTERED IN SEMS/SFE. Use the same steps as abve and change Registered t N. This will list the teachers that haven t registered in SEMS/SFE. Ntify the teachers that haven t registered t d s. REVIEW PRIORITY LISTS befre the teachers return and then mnthly using SEMS/SFE WebCenter. Send an r a hard cpy with any updated changes including the Level. Please keep yur list at yur desk up t date with SEMS/SFE. T View Preferred List r Aut Assignment List G t the Administratr link Pririty Lists List Type: Preferred r Aut Assignment Lcatin: Select yur wrksite Search Create Reprt View Reprt Updated 07/31/13cr Page 2 f 6

3 IMPORTANT: SEMS/SFE JOB INFORMATION MUST BE CORRECT BEFORE VERIFYING JOBS SEMS/SFE Verified Jb infrmatin such as an Emplyee s name, Name f the Assigned Substitute, Budget Cde t be charged, and Time Wrked hurs will be extracted frm SEMS/SFE t Payrll fr payment t the assigned substitute. Share this infrmatin with anyne at the wrksite that may be Respnsible fr Verifying Jbs. Prcedures t Verify Jb/s in SEMS/SFE Verify Jb/s in SEMS/SFE under Jb Inquiry/Reprts, ONLY use Jb Status: FINISHED, SEMS/SFE may submit twice t Payrll if Jb Status isn t set t Finished. Jb Status: Finished Verify Jb/s may be dne as a Grup r Individually. Belw are the steps fr each prcess: Verify Jbs as a Grup: G t the Administratr Link Jb Inquiry/Reprts Change Jb Status t FINISHED nly Cmplete/mdify any ther Search Criteria; Ex: Search Frm/T Dates Select Search t display Jb List Select Set All t Verify autmatically placing a checkmark in all jbs checkbxes r Select the Checkbx belw each jb t be Verified, placing a checkmark Select Save Verified (Jb will change frm Finished Status t Verified Status) Nte: yur screen with the jbs listed shuld disappear, since the jbs went frm Finished status t Verified status Verify each Jb Individually: G t Jb Inquiry/Reprts Change Jb Status t FINISHED nly Cmplete/mdify any ther Search Criteria; Ex: Search Frm/T Dates Select Search t display Jb List Select a Jb Number t display Jb Detail screen Select Verify Jb: Yes Select Save (Jbs will change frm Finished Status t Verified Status) REMINDER: Substitutes shwing up t assigned jbs at any wrksite and nt needed, will receive a half-day s cmpensatin fr these incidents. This applies when ALL three requirements are met: 1) Substitute accepted a jb 2) has a jb number 3) reprted t the wrksite expecting t wrk. Wrksites have the ptin f having the Substitute wrk smewhere n campus fr a half day. Cnsequently, we shuld remind ur staff t cancel Substitute requests in a timely manner r D nt Request a Substitute if ne is nt needed t avid payments. Updated 07/31/13cr Page 3 f 6

4 Sub Central Divisin f Human Resurces SEMS/SFE ADM/CONTACTS/BACKUP EMERGENCY GUIDELINES FOR NATURAL OCCURRENCES Make sure yur Staff is aware f yur wrksite s emergency internal prcedures fr SEMS/SFE if bth the phnes and WebCenter shuld be dwn. See Emergency Prcedure fr Natural Occurrences that will include sme the SEMS/SFE Sub Central Webpage Keep a list f substitute names with their phne number at yur wrksite: G t the Administratr link Prfile Inquiry/Reprts Substitute Status: Active Expired Subs: N Search Create Reprt Substitute List View Reprt Print r Save as a PDF Have a cpy f the upcming activity in SEMS/SFE (Jb Inquiry/Reprts) fr the next few days in case cntact must be made with yur substitutes: G t the Administratr link Jb Inquiry/Reprts Mdify Search Frm/T dates Srt Order: Start Date Then by: Emplyee Name Search Create Reprt Print Details select details needed View Reprt Print r Save as a PDF r G t the Reprts link Reprt List Emplyee List Status: Active Lcatin: Select wrksite View Reprt Remember SEMS/SFE infrmatin is changing as quickly as the teachers and substitutes are accessing the system. Have an up-t-date cpy f yur teacher activity with yu fr anything nt yet reprted in SEMS/SFE. Updated 07/31/13cr Page 4 f 6

5 ***SEMS/SFE Administratr/Cntact Respnsibilities Quick Reference List*** Yur Respnsibility t Teachers: Make the teachers aware f the leave time prtcl fr the wrksite and required use f SEMS/SFE. The reprts can easily be used t identify and reward teachers fr attendance. Instruct the new teachers when giving them the SEMS/SFE Bright Green Wallet Cards and Green Quick Reference Cards n hw t use the phne and WebCenter. If the teacher has never registered previusly in SEMS/SFE, they will need t register by phne t activate their recrd befre any features are available and befre using the WebCenter. All teachers are t use SEMS/SFE t recrd their leave activity whenever they are away frm the wrksite/classrm fr an hur r mre. Exceptins are dealt with n an individual situatin/basis by the SEMS/SFE team. It is the Teacher s respnsibility t reprt the absence in SEMS/SFE. Absences may be reprted t SEMS/SFE 60 days in advance. When a teacher must leave after reprting t duty and needs a substitute teacher called by SEMS/SFE, make sure he/she knws SEMS/SFE will nly call apprximately ten (10) minutes past the Start time f the jb. The Substitute Start time may need t be mdified. Make sure teachers are aware f the Emergency Plan at the wrksite if SEMS/SFE phne lines and/r WebCenter are dwn. Teachers are t cntact the wrksite if they are unable t enter their absence in SEMS/SFE. If they leave a message n the Help Desk line, it may nt be in time t assign a substitute teacher r fr the wrksite t be ntified f the teacher s absence. When a teacher r administratr cancels a substitute teacher r an entire jb in SEMS/SFE, make sure the substitute teacher is cntacted. A cancellatin in SEMS/SFE by the teacher is available nly up t 1½ hurs prir t the start time f the absence. NOTE: Substitutes shwing up t assigned jbs and nt needed, will receive a half-day s cmpensatin fr these incidents. If it was t late fr SEMS/SFE t cntact the assigned substitute, mve him/her t an unfilled jb fr that date. If there are n unfilled jbs, the wrksite has the ptin f having the substitute wrk a half-day smewhere n campus. Yu may als call the SEMS/SFE Help Desk, extensin 20162, t check if ther jb assignments are available. Remind the staff t cancel substitute requests in a timely manner r D nt Request a substitute teacher if ne is nt needed t avid these payments. Yur Respnsibility t Substitute Teachers: Substitute teachers are temprary emplyees while at the wrksite and deserve the same respect and help as permanent emplyees. D yu have the Substitute Teacher Guide fr them with the administratin expectatins, emergency prcedures, class bells, lunch perids, and where rms/materials are lcated while n campus? These little things can make a successful day fr the substitute teacher, the students, and yu! Whenever yu have tw (2) substitute teachers shw up fr the same jb, the ne with the Jb Number shuld be given the jb. If yu d nt have any unfilled psitins, call the SEMS/SFE Help Desk, extensin 20162, t check if ther jb assignments are available. REMEMBER: Substitutes are guaranteed ne-half day s pay when arriving at the wrksite with a jb number thugh it may nly have been an entry errr. They may have missed ther jb assignments! SEMS/SFE Adm/Cntact Respnsibilities Quick Reference List Cntinues n Next Page: Updated 07/31/13cr Page 5 f 6

6 SEMS/SFE Adm/Cntact Respnsibilities Quick Reference List Cntinued: Substitute teachers accept jbs frm SEMS/SFE based n the lcatin and classificatin as stated n the phne r WebCenter. D nt frce r imply that yu will have t send them hme withut pay if the substitute teacher des nt take a different classrm (jb) than accepted n SEMS/SFE. This is especially imprtant if they are nt cmfrtable r capable f substituting in that new area, such as ESE areas. Make sure when yu have a substitute teacher and a paraprfessinal in the classrm tgether, they knw which f them is the classrm teacher fr the day. Yur Respnsibility f Mnitring, Reprt Building, and Verifying Jbs: Daily mnitring is a must! Input Accuracy Verify Jbs have all becme pririties as the SEMS/SFE t Payrll prgram mves frward. All Jbs must be Verified in SEMS/SFE. See Prcedures Verify Jbs n a prir page. Cnfirm the SEMS/SFE default Start and End Times fr Teachers is accurate. Full time Teachers at the wrksite shuld ttal: Regular Elementary 7.00 hurs, Plus ne Elementary 8.00 hurs, Middle/High 7.50 hurs. Hlly Hill K-8 is an exceptin. Make sure teachers are aware f the Emergency Plan at the wrksite if SEMS/SFE phne lines and WebCenter shuld be dwn. If the SEMS/SFE cntact and the Payrll cntact are nt the same individual, be sure they are cmparing leave activity reprts t ensure infrmatin matches in bth systems! This will help substitute teachers be paid crrectly and keep teachers leave balances accurate. WebCenter Reprts can and shuld be used t help mnitr and cntrl leave activity within the wrksite. They are available 24/7 fr yur cnvenience. Mnitring use f leave time nly enhances a students learning and saves substitute teacher mney. Review Substitute Pririty Lists befre the teachers return and then mnthly using the WebCenter. Send an r hard cpy with any updated changes including the Level. Review Emplyees Classificatins, Start/End Time, and Wrk Days using the WebCenter. Preferably befre teachers return, then weekly fr the next tw mnths, and eventually mnthly. Many emplyees changes ccur in their hurs and days, wrksites, and split schedules. Send an r hard cpy with any updated changes needed. We need the substitute teacher t be at the crrect wrksite with the students! PIN/Passwrd shuld never be given r received frm the emplyees r substitutes. This is a secured number t SEMS/SFE and can affect emplyees leave balances r having a substitute teacher shwing up when the teacher is nt ut. PIN/Passwrd shuld be changed any time a new administratr r SEMS/SFE cntact persn takes ver at the wrksite by cntacting the SEMS/SFE Help Desk. On the D Nt Use frm indicate if Prfessinal Standards was ntified alng with the date and the persn cntacted t handle the issue. Human Resurces will crdinate with them abut remving an individual frm the active substitute list fr yu r the whle cunty. NOTE: Area Superintendents and Bard Members have access t SEMS/SFE reprts. Updated 07/31/13cr Page 6 f 6

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