FAQ

SFUSD Substitute Teacher System Frequently Asked Questions All Users: Q. What is the web-site address for the system? A. The web address for the system is: http://substitutes.sfusd.edu Q. A. What is my PIN? Your PIN is your employee ID without a leading zero. For example, if your employee ID was 099999, then your PIN would be 99999. If your employee ID was 11111, then your PIN would be 11111. I’m unable to access the system by phone. When I put in my access ID, the system says ‘invalid’ and hangs up on me. To access the system, you need to press the * key after entering your access ID and after you enter your PIN. You need to do this when calling into the system or when answering a call from the system. Are all jobs that are online also in the phone system? Yes. You will find the same information when you use the phone and the web. They are just two different ways to access the system. Why did we change to the new system? I liked the old system better. The new system provides web access which saves users time and gives access to the system from any computer with an internet connection. A variety of reports are also available for clerks and administrators. In addition, the new system is fully backed-up twice per day—reducing the risk of lost data. Q. A. Q. A. Q. A. Substitutes: Q. What do I do if I’ve lost my Access ID? A. Call the Substitute office at 415-241-6140 and they can look it up for you. Q. A. I’m unable to find jobs when searching for jobs online. For the best chance to find jobs online, look for jobs after 10:30am in the morning and also after 8:00pm the night before you want to work. Teacher instructions are too long. Can I bypass the instructions when I accept a job? No, you can’t bypass the message, but we have recently limited the time a teacher has to record a message to 60 seconds. In addition, we are asking teachers to keep instructions short and include where to find more detailed instructions if necessary. Q. A. Q. A. When searching for a job, I see the message ‘No Records Found’. I don’t understand what that means since I’m already in the system. When searching for a job, ‘No Records Found’ means that there are no available jobs at this time. Keep looking for a job by pressing the search button periodically. You will be shown a job when one becomes available for you. The system calls me on the days I’ve made myself unavailable. Why? There is a check box on the screen when creating unavailable dates that says ‘call for future assignments’. If that check box is checked, the system will call you on your unavailable days for jobs in the future. I have a job that I can see online but I can’t hear it when I call the system. If the job has already started, you won’t be able to hear it on the phone. If you need information about the job, you’ll need to check the web. If you need to cancel the job, you’ll need to call the site administrator for the job you wish to cancel. How do I cancel a job? On the web, go to the left hand navigation links and click on ‘Review Assignments’. Enter the job number you wish to cancel and click on the ‘Search’ button. Information for the job will appear near the bottom of your screen. Click on the job number and the job detail will appear. From the drop down menu, select the reason for canceling the job. Click on the ‘Cancel Assignment’ button and look for the message ‘The Job was cancelled successfully’ at the top of your screen. Please note that you will be unable to cancel a job within 2 hours of the start of the assignment. If you need to cancel a job during this time, please contact the site administrator for the job. When I see the notification ‘Your personnel record contains an expiration date that prevents you from being assigned to jobs,’ what should I do? When you get this notification, it means that your TB test or credential has expired. You will need to contact the Substitute office to determine which document has expired and fax the updated TB test or credential to the Substitute office at 415-241-6418. I don’t get as many calls as I did before. Why? If you are not getting as many calls as in the past, be sure to call the Substitute office at 415-241-6140 to make sure that the locations and classifications in your profile are accurate. Q. A. Q. A. Q. A. Q. A. Q. A. SFUSD Substitute Teacher System FAQ Page 2 of 4 Q. A. How can I get training? Web-based training is available by clicking on the following link: http://www.eschoolsolutions.com/sfxtraining/substitute/ There are also a number of resources including step-by-step instructions for the phone and web access which you can download at the following link: http://portal.sfusd.edu/template/default.cfm?page=hr.sub_system Employees: Q. What do I do if I’ve lost my Access ID? A. Call your site administrator and he or she can look it up for you. Q. A. How do I cancel a job? On the web, go to the navigation links on the left hand side of the page and click on ‘Review Absences.’ Enter the job number you wish to cancel and click on the ‘Search’ button. Information for the job will appear near the bottom of your screen. Click on the job number and the job detail will appear. Click on the ‘Cancel Job’ button and look for the message ‘The Job was cancelled successfully’ at the top of your screen. Please note that you will be unable to cancel a job within 2 hours of the start of the assignment. If you need to cancel a job during this time, please contact your site administrator. How can I get training? Web-based training is available by clicking on the following link: http://www.eschoolsolutions.com/sfxtraining/employee/ There are also a number of resources including step-by-step instructions for the phone and web access which you can download at the following link: http://portal.sfusd.edu/template/default.cfm?page=hr.sub_system Q. A. Administrators: Q. What do I do if I’ve lost my Access ID? A. Call the Substitute office at 415-241-6140 and they can look it up for you. Q. A. As an Administrator, how do I find the PIN for a teacher? On the web, go to the left hand navigation links and click on ‘Profile Inquiry/Reports’. Type in your employee’s access ID and press the ‘Search’ button. On the fourth line down, you will see the text box ‘PIN’ on the right hand side of the screen. That is your employee’s PIN. SFUSD Substitute Teacher System FAQ Page 3 of 4 Q. A. How do I cancel a job? On the web, click on Job Inquiry/Reports. Select the date for the job(s) you wish to cancel or put in the job number you wish to cancel. Check to make sure that the ‘Job Status’ drop down box has ‘Open & Active’ selected. (This is the default.) Click on the ‘Search’ button. A list of jobs will appear at the bottom of your screen. Scroll to the job you wish to cancel. Click on the job number and the job detail will appear. Click on the ‘Cancel Job’ radio button located on the left hand side of the screen under the ‘Create Report’ button. Scroll to the bottom of the screen and click on the ‘Save’ button. A ‘Confirm Cancel’ screen will appear. Review the job information to make sure it’s the correct job and click the ‘Yes’ button. You will see the message ‘Job Update Success’ at the top of your screen and if you scroll down to review the job information the status will be ‘Canceled’. Q. A. How do I extend a job, for example, from 1 day to 3 days? On the web, click on Job Inquiry/Reports. Select the date for the job you wish to extend or put in the job number you wish to extend. Click on the ‘Search’ button. A list of jobs will appear at the bottom of your screen. Scroll to the job you wish to extend. Click on the job number and the job detail will appear. Scroll to the text box that says ‘Date From:’ and change the end date of the job. In the weekly schedule section, check the days of the week of the absence. Click on the ‘Save’ button. At the top of the screen you should see ‘Job Update Success’. Be sure to review the Start Date and End Date of the job at the bottom of your screen. If you continue to have trouble with this feature, contact the Substitute office at 415-2416140. SFUSD Substitute Teacher System FAQ Page 4 of 4