FAQ s for Substitutes Q: Why am I not seeing any jobs online or receiving any calls for jobs? A: Most likely, if you have not received a lot of job offers, it is due to the lack of their availability. As the year gets going, the number of available jobs due to absences should increase. Calls from Aesop are only for jobs within a 48-hour window. Please be aware that multiple people may be contacted for a single job, but only the first to accept it will be given the job. Q: How can I check my school preferences to make sure they are set correctly? A: From your Aesop home screen, click on the preferences tab. Then go to the left menu column, and select schools. Make sure the radio button is selected next to Show me assignments at the schools selected below. Then, place a check next to each school at which you would like to work as a sub. Q: Can I set up my preferences based on feeder/geographic area? A: Currently, the only way to set up your school choices is individually, as detailed above. Q: I recall filling out a curriculum choices sheet in the past. Is DCSD still using this information? A: We are no longer using the curriculum choices information. Aesop only considers CDE endorsements, highly qualified (NCLB) skills, and other relevant areas of expertise as determined in transcript audits. Q: How will DCSD/Aesop know the area(s) in which I am qualified to sub? A: We are auditing all transcripts to indicate the subjects in which our substitutes are qualified to teach. If you have added an endorsement or taken more credits, it is important to send a copy of your transcript and/or license to Human Resources, so your record can be updated. Q: If I turn off calling (from the preferences tab), can I still see and/or pick up jobs online? A: Yes. Turning off the calling feature means that Aesop will not contact you via phone. You can still see and accept jobs on their website. Q: Does Aesop lock a job during the call-out period (or at any time)? A: No. Jobs are filled by the first sub who accepts the assignment. Once a job is taken, it disappears from the system.
Q: Can teachers and subs see the feedback left about them? A: No, the feedback feature is a rating system we are using to collect performance data on assignments. The system is designed to be anonymous and for HR performance evaluations only. Q: What is the rule for cancelling out of a job, or a teaching cancelling on a sub? A: A sub may cancel out of a job as long as it is preferably not less than 12 hours before the start time. For cancellations with less than 12 hours before the start time, the substitute needs to go into Aesop and cancel the job. Please contact the School and the Substitute office to notify them of the cancellation. Q: What defines a half day assignment? A: A half day is any assignment that is 4.5 hours or less. Changes in the way high schools are scheduled caused a need to change the length of a half-day, in order to ensure class coverage for all classes in our high schools 'half-days'. Q: In Subfinder, I used to be able to see my credentials, including my license expiration date. Does Aesop have a similar feature? A: Subs are not able to see their own credentials/expirations via Aesop. Aesop will send you a reminder email 90 days before your expiration date. Remember, YOU are responsible for renewing your license on time and sending a scanned copy of the updated license to Human Resources Substitute Office. Q: What does it mean to be on a teacher s Favorite Five list? A: With the Preferred Substitutes feature, a teacher will be able to choose a list of subs who are allowed to see absences further in advance than other subs. If a teacher ranks their favorite 5 from their preferred list, those 5 will be notified via email, and will be called in the order ranked on the next evening call out period if the job is still unfilled. Please keep in mind that all subs on a teacher preferred sub list will have immediate visibility online, and the favorite 5 get an e-mail notification. The job is still first-come first-serve to all preferred subs on the teachers list. Payroll Q: When is the payroll period? A: A payroll period begins the first working day of the month and ends on the last working day of the month. Q: When is payday?
A: Checks are issued on the 20 th of the month for all jobs worked during the previous month. Ex. You will be paid on September 20 th for all days worked in August). Q: What is the payment method? A: Your first check may be a live check mail mailed to your home. After that you may be signed up on the Online check stub website (atsprintfreedom.com). You can find this information on the Substitute Staff page on the main DCSD Website under Online paystubs and W-2 Instructions. Q: Why does the Pay Rate look different? A: The Rate on your Pay Statement is NOT YOUR DAILY RATE. This rate reflects the number of full and half days worked, multiplied by your daily rate or each, added together and divided by the total number of jobs worked (full or half) to get and average amount earned per day. The rate on the pay statement is distorted by half day jobs and jobs paid at different pay rates. (Ex. 2 full days @ $100= $200, 2 half days @ $55= $110, $200+$110= 310/4= $77.50 per day, this is what your paycheck will say, that is not what you were paid. Q: Where do I find my pay stub? A: You can obtain your paystub at atsprintfreedom.com, please refer to the Substitute Staff Page under Resources and Information, online pay stubs and W2 Instructions. Q: What if I did not receive my pay check? A: Please look in Aesop to see if you worked in the month that is currently being paid. Please make sure to check your mail (if it is your first paycheck) or ATS to look at your check stub as well as the bank account you signed up with when you were hired. If you cannot find payment, please all the Substitute Office. Star Rating Bonus Program Q: What are the guidelines / criteria used to determine the star ratings? A: Click here to view the rubric used to determine your star rating. Q: Why must I receive 6 ratings from 3 different schools? I prefer to sub at only 1 site. A: While you are not required to work for more than 1 school, we have put into place a star rating system for those subs that go the extra mile by making themselves available to other
schools. In order to make the star rating fair, feedback should come from more than 1 school in order to ensure inter-rater reliability and non-biased feedback. Q: Do I have to get 6 ratings from 3 different schools each month to maintain my rating? A: A sub would only need 6 ratings from 3 different schools once during a rolling 1 year time frame to qualify for the star rating pay. This is not on a monthly basis. The monthly requirement to continue earning the star rating pay is based solely on maintaining the 4.8 or higher rating. Q: If I am doing a Long Term Assignment, how will I earn a star rating from 3 different schools? A: Substitutes who are in Long Term assignments are paid a higher rate of pay for committing to the long term assignment. Days worked in the long term assignment are also counted toward accumulated days worked during the school year. In order to qualify for the star rating pay for regular sub days worked after the long term assignment is complete, substitutes still need to meet the 3 school requirement over a rolling 1 year time frame. Q: Does my Average Star Rating roll over into each new school year? A: Yes, average star ratings are calculated on a rolling 1 year time frame. Q: Must I still receive 6 ratings from 3 schools for each school year? A: No, not each school year. The criteria of 6 ratings from 3 schools must be met on a rolling 1 year time frame. Q: What if a teacher doesn t rate me? A: Providing a star rating is voluntary for teachers and school administrators and is not required. Q: Why are teachers rating me when they were absent? A: The rubrics were designed for the absent teacher to assess evident components of a substitute s work day. For instance, the teacher can tell if the classroom was left in an orderly fashion. Additionally, positive recognition or concerns with the substitute s performance are typically passed on to the teacher from other members in the building. Q: When is my star rating calculated and when will it show up on my paycheck? A: Star ratings are calculated on the 15 th of each month for all feedback received through the rolling 1 year time frame. For instance, a sub who has met the 6 ratings from 3 schools requirement and has a 4.8+ rating at the end of October will be paid the star rating pay for all jobs worked in November, which will then be reflected on the December 20 th pay date.
Q: Do I have access to my star rating results? A: Yes! Click here to view your Star Rating results using your Aesop login and pin. Professional Development Q: Does the school district offer professional development for Substitutes? A: Yes, look on the District website for information regarding the classes. There are 3 classes specifically for substitutes, all others you will have to look at the Target Audience to see who can take the class. Q: Do the professional development classes cost money? A: No, the classes are available to substitute at no cost. However, some classes have a fee based on the materials (ex. First Aid/CPR). If it has a cost it is listed on the class information. Q: How do I find information on Professional Development classes? A: Go to the main District webpage, A-Z search, choose P for professional development. Once on there you can look up the course catalog. To sign up for courses you do have to create an account. What to do for the next school year Q: What do I need to do for the next school year? A: If you met the 20 day requirement for the year, you should review all of the information on the Substitute Staff page on the district website for any changes for the following school year; this should be updated no later than July 1st each year. You will also receive a letter of Intent by email, follow the instructions it gives. Please also review your personal information in Aesop, so the Sub office will have your most current information.