ADMINISTRATOR TELEPHONE ACCESS System Phone Number 3 0 7-5 3 4 5 Help Desk Phone Number 7 4 8-6 7 7 8 Browser URL https://webcenter.redlands.k12.ca.us Deleted: 0 0 0-0 0 0 0 Deleted: 0 0 0-0 0 0 0 ID PIN System Calling Times to Substitutes: Week Day Today s Jobs Future Jobs Weekdays Starts at 5:00 a.m. 5:00 9:30 p.m. Continues until jobs are 50% completed Saturday None 4:00 8:00 pm Sunday None 4:00 8:00 pm Holidays None 4:00 8:00 pm. Absence Reasons * Classified Absence Reasons Number Description Number Description Number Description 1 Personal Illness 18 Family Leave 51 School Business* 2 Personal Necessity 19 Family Illness 52 Military Leave* 3 Jury Duty 20 General Leave 53 LTS Illness* 4 Bereavement 21 Peer Assistance & Review 55 Regular DLY Sub* 5 I.E.P. 24 Military Leave 61 RHS Athletics* 6 School business 25 Leave of Absence* 62 REV Athletics* 7 Associations 29 Extra Help* 64 Family Leave* 8 Personal Leave 30 Sub Coverage* 67 General Leave* 9 Persoanl Business 31 Employee Coverage* 68 Workman's Comp* 10 BTSA Day 35 RESPA* 69 Maternity* 11 LTS Vacancy 39 Vacancy* 71 Health Screening* 12 LTS Maternity 43 Graduate Survey* 72 Vacation* 13 LTS Illness 46 Personal Necessity* 73 Personal Business * 14 LTS Personal Necessity 47 Personal Illness* 74 Comp Time * 15 4th/5th Grade Tch. Prg. 48 Jury Duty* 75 Family Illness* 16 LTS School Business 49 Bereavement* 76 Modernization* 17 Workers Compensation 50 Personal Leave* 77 Training* 78 Track Change* Administrator Menu Enter 9-digit Adminstrator number, followed by star (*) key Enter PIN, followed by star (*) key, listen to announcements Deleted: HH:MM Deleted: HH:MM Deleted: HH:MM Deleted: X Deleted: None Deleted: HH:MM HH:MM p.m. Deleted: HH:MM HH:MM p.m Deleted: Access ID For Options 1, 2 and 3, see next page. 1. Create an Absence 2. Report a Vacancy 3. Review/Cancel/Modify Jobs 4. Hear Job Counts 6. Record Announcements 7. Modify your PIN 2/3/4/6 Multiple Locations in your Profile? Enter Location Code followed by the star (*) key. Hear location list. 4. Hear Job Counts 1. Today s job count 2. Tomorrows job count 3. Job count on a specific date 6. Record Announcements 1. Record 2. Delete to Menu 7. Modify PIN Enter new PIN followed by the (*) star key. Minimum of 6 digits. 2. Reenter 1/ 2 Today or Tomorrows Job Count Date, Total Job count and Open Job count is heard 3. Job Count on a Specific Date Enter date (MMDDYY) followed by the star (*) key. Date, Total Job count and Open Job Count is heard 1. Record an Announcement Speak the announcement, followed by the star (*) key. Hear Announcement 1. Confirm 2. Re-record without saving to menu Page 1 of 6
1. Create Absence Enter 9-digitEmployee ID, followed by the star (*) key More than 1 work schedule? Confirm location and classification choice from list 2. Report a Vacancy Enter the Classification Code, followed by the star (*) key REDLANDS UNIFIED SCHOOL DISTRICT ADMINISTRATOR TELEPHONE ACCESS Date/Times of Absence 1. One day absence for today 2. One day absence for tomorrow 3. Enter dates and times Enter Absence Reason, followed by the star (*) key. Hear a reason list 3. Enter Dates and Times dates offered 2. Enter dates to Menu Confirm Reason 2. Hear next reason 2. Enter Dates MMDD Enter start date Enter end date 1/2/3 Enter Start/End times times offered 2. Enter times 2. Enter Times HHMM 1=am 2=pm Enter start time Enter end time Enter the Calendar Code, followed by the star (*) key Record Special Instructions 1. Yes 2. No 1. Yes. Record, and then press the star (*) key. Is a substitute required? 1. Yes 2. No to main menu 1. Yes. Request a Substitute? 1. Yes, Enter 7-digit telephone number followed by the star (*) key. Is Sub Required? 2. No Substitute 1. Not Prearranged 2. Prearranged Deleted: Access ID Deleted:, Complete 1. Receive a job number 2. Review job information to main menu 1. Receive a job number 1. Hear job number again 3. Review/Cancel/Modify an Absence 1. Enter a job number 2. List Current/Future Jobs 3. List Today s Jobs. 4. List Tomorrow s Jobs 5. List Jobs for a specific date Enter date MMDDYY 1. Enter a job Enter job number followed by the start (*) key 2/3/4/5 Hear List of Jobs Hear each job Hear Job Information Pound sign (#) to fast forward 1. Hear job information again 2. Cancel the Job 3. Modify the Job 4. Verify the Job 8. Hear the next Job to Review Menu 3. Modify job 1. Start date 2. End Date 3. Start or End time 4. Special Instructions 5. Reason 6. Budget Code 7. Specified Substitute Page 2 of 6
Log on Open your browser and access the Smart Find Express sign in page, review District Message. Enter your 9-digit Administrator number and PIN both followed by the star (*) key. Review announcements. Note: Items in Bold type are required to initiate chosen action. Announcements Create an Announcement Click New button Choose Location for Announcement (default is your Location) Choose Language for your Announcement, defaults is English (French, Spanish) Type in the text of the Announcement Click the Save button Create an Absence Note: Items in Bold are required to complete an Absence and receive a Job Number. Choose the Create an Absence Link Enter employee s 9-digit Employee ID or use Name lookup Name Lookup: Enter the employees First or Last Name (enter full or partial name) Click the Search button Choose the Employee from the list by choosing the Name link. Select Location (default is your location) To select a different location, click the pull-down menu and choose the location. Select Classification (default is your locations primary classification) Choose the Reason from the pull-down menu Is Substitute Required? Choose Yes or No radio button. Start and End Date or Dates of Absence Default is today s date for both start and end Enter date manually (mm/dd/yyyy) format or use Calendar icon to choose date from a calendar view Use the arrow buttons on the bottom of the screen to choose correct month. The single arrow advances one (1) month at a time, the double arrow advances one (1) year at a time. Click on the date to select Absence Times Default is the Employees or Locations start and end times Enter Times (HH:MM am/pm) format Substitute Times Default is the Employees or Locations start and end times Enter times if Substitute Reporting time is different than Absence Times (HH:MM am/pm) format Multiple Day and non-consecutive workdays and/or absence start and end times that vary Click Modify Schedule button Options to Modify: Default daily schedule by un-checking days of the week that are not in conjunction with this absence Absence start and end times Substitute start and end time Click the Continue button, you will be returned to the Absence Creation screen Specify a Substitute Enter the Substitutes 7-digit telephone number or use Name Lookup Name Lookup: Enter the substitutes First or Last Name (enter full or partial name) Click the Search button Choose the Substitute from the list by choosing the Name link. Prearranged Yes- The Substitute has agreed to accept this assignment and no phone call will be placed to offer the job No- The Substitute should be contacted and offered the assignment. Type Instructions you would like the Substitute to read and hear about the assignment. The text typed will be read when placing a phone call to the substitute. Type comments for Administrator Viewing only. Press the Continue button Confirm the Absence information Press the Create Absence button to receive a job number. Please record this job number. Deleted: <#>Enter Budget Code, if required. The option will not be seen unless the Absence Reason requires a Budget Code to be entered. Page 3 of 6
Create an Absence Quick Absence Entry for one (1) day Absence for Today using default times Items in Bold are required to complete an Absence and receive a Job Number. Enter employee s 9-digit Employee ID or use Name lookup Select Reason for Absence Specify a Substitute Prearrange Substitute Enter Instructions for Substitute or Administrator Press the Continue button Confirm the Absence information Press the Create Absence button to receive a job number. Please record this job number. Create a Vacancy Choose Calendar for Vacancy Choose Location for Vacancy Choose Classification for Vacancy Go to Absence Entry Step Choose Reason and follow the steps. Press the Create Vacancy button to receive a job number. Please record this job number Daily Job Counts The Daily Job Count allows you to search and view a count of jobs at your location for a month. Past, present and future job counts can be viewed. Select Month and Year (defaults to current month and year) Select Reason for Absence Select Location (default will be your location, if assigned to multiple locations, they will appear in the pull-down list.) Click Search Button You may search other months by using the Previous Month or Next Month Buttons. Other search criteria may be entered in the Search Criteria Section. Follow the above instructions. Job Inquiry/Reports Job Inquiry allows you to search, view and print job reports for your location. Past, present and future absences may be viewed or modified. Today s Job Inquiry Press the Submit button Job Inquiry Enter a Job number or Search criteria for a list of jobs. Search Criteria Job Types: All (both Absences and Vacancies), Absences and Vacancy Job Status: All, Open & Filled, Open, Filled, Finished & Verified, Finished, Verified, Cancelled Sub Status: All, No Sub Required, Filled, Not Filled Date Range Defaults to Today. Enter date or use the Calendar icons to select a date or date range. Choose Sort Order Classification Name, Employee Name, End Date, Job # (default), Location Name, Reason Name, Start Date, Job Status, Job Sub-Status, Substitute Name. Choose Then By Sort order (Same options as Sort Order) Press the Search button Other options include: More Search Options expands search criteria options to create a more defined search Create Report Allows you to create a printed report of the selected job Information Export Creates a data file of the job information. Click the Job number link to view or modify details of the job Actions that can be preformed on the Job: Stop Callout, Reopen, Cancel, and Verify Modify Job: The details of the job (time, reason, substitute, etc.) can be modified prior to the job ending. Click Save button, if you make modifications to the job. Other Options Include: Filling Details The detailed information regarding how the absence was filled Reset Can be used to return the data to it original state prior to clicking save Return to List button goes back to the list that was created by the Search. Page 4 of 6
Job Inquiry/Reports continued Job Report Enter a Job number or Search criteria for a list of jobs. See Job Inquiry section for detailed instructions Click the Create Report button Priority Lists Priority Lists View, modify and print priority lists of substitutes for your location. Substitutes are assigned a list number and level, which determines the order they will be called for jobs. The lowest order is called first. View All Substitute List Assignments Click Search Button Priority List Inquiry / Report Choose any or a combination of the listed options to create the List or Report you need Choose List Type from pull-down menu (Preferred, Auto Assignment, Do Not Use) Choose Classification from pull-down menu Choose Location from pull-down menu Enter Employee s 9-digit Employee ID or use Name Lookup button Enter Substitute 7-digit telephone number or use Name Lookup button Choose Sort by (default Substitute name) and the second sort feature Click the Search button or to create a Report click the Report button Report button will bring up a Report setup screen for the data to be included on the report Click the View Report button Modify the Priority List Create list by following the above outlined steps Select substitute to Modify by clicking the Substitutes Name Modify Sub List and/or Level Click Save button Delete Substitute from Priority List Create list by following the above outlined steps Place a checkmark in the delete box Click the Delete box Profile Inquiry/Reports View and/or print a list of Employees and/or Substitutes for your location. Profile Inquiry Tab Enter Name, 9-digit Employee Id or Call back number (substitute only) Information Press the Search button Choose Profile by clicking the Select link by the persons Name View Basic Profile Information Choose Employee or Substitute Tab and links within the profile for detailed information., External ID Employee Inquiry Tab Enter Search Criteria or Press Search button to return all employees at your location(s). Choose Profile by clicking the Name link View Basic Information Choose the Employee Tab and links within the profile for detailed information Employee Report from the Employee Inquiry Tab Enter Search Criteria or leave blank and Press Create Report button. Choose Report Type: Employee Detail Report Employee Labels Employee List Click View Report button Page 5 of 6
Profile Inquiry/Reports continued. Substitute Inquiry Enter Search Criteria or Press Search button to return all employees at your location(s). Choose Profile by clicking the Name link View Basic Information Choose the Substitute Tab and links within the profile for detailed information Substitute Report from the Substitute Inquiry Tab Enter Search Criteria or leave blank and Press Create Report button. Choose Report Type: Substitute Detail Report Substitute List Substitute Labels Substitute Statistics Click View Report button Page 6 of 6