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Substitute Teacher HANDBOOK Melissa A WASHINGTON COUNTY PUBLIC SCHOOLS Substitute Teacher HANDBOOK MELISSA A. WILLIAMS, PRESIDENT STAN E. STOUFFER, VICE PRESIDENT MEMBERS PIETER BICKFORD JACQUELINE B. FISCHER MICHAEL L. GUESSFORD LINDA J. MURRAY WAYNE D. RIDENOUR DR. BOYD J. MICHAEL, SUPERINTENDENT OF SCHOOLS The Board of Education of Washington County does not discriminate on the basis of race, color, sex, age, national origin, religion, disability, or sexual orientation in matters affecting employment or in providing access to programs to Washington County Public School System students. Individuals requiring special accommodations are requested to contact Washington County Public Schools, at 301-766-2962 (voice) or 301-766-8713 (TDD). 10435 Downsville Pike Hagerstown, MD 21740 301-766-2800 Welcome to Washington County Public Schools! As a substitute teacher, you are a vital member of our school system. Your daily work is an important contribution to the instructional programs of our county. Please take a moment to read our Substitute Teacher Handbook. It is a valuable resource which will guide you through WCPS processes and expectations. If you have any questions or concerns, please contact the Human Resources Department at 301-766-2800. wcpsmd.com PART 1 Absence Management Substitute Calling System ABSENCE MANAGEMENT SUBSTITUTE CALLING SYSTEM Our school system uses Absence Management, an automated substitute calling system. Each school will report a substitute need to the computer using the website or a touch-tone telephone and the com- puter contacts the substitute teacher. The job of the Substitute Systems Operator is to maintain the computer system and provide support for the schools and the substitutes if problems or concerns should arise. The Substitute Systems Operator is in the office from 6:30 a.m. until 3:00 p.m. Please feel free to phone if you need assistance. CALL OUT TIMES: Weekday Mornings.......................6:00 a.m. Weekday Evenings.....5:00 p.m.-10:00 p.m. Saturdays ........................................... None Sundays .....................5:00 p.m.-10:00 p.m. Holidays .....................5:00 p.m.-10:00 p.m. WORK/PAY RECORDS: Total time worked will be processed through the Absence Management system to payroll. It is important for you to keep your own accurate calendar and record of the dates, job numbers and time periods that you have worked or are scheduled to work. You should always plan to verify your hours worked with the school secretary. The school secretary will be responsible for verifying the accuracy of each day’s work/pay records before the information is submitted to payroll. 1 Substitute QuickStart Guide| 1 Absence Management SIGNING IN THROUGH WEBSITE Go to www.google.com and Sign In to your WCPS Google account with your WCPS email and password. Go to www.wcpsmd.com, choose Faculty and Staff, then choose Absence Management Substitute Calling System, Having trouble signing in? Contact the HelpDesk at 301-766-8911. SEARCHING FOR AVAILABLE JOBS You can review available jobs directly on the homepage. These potential jobs appear in green on the calendar and in list form under the “Available Jobs” tab. To accept a job, click the Accept button beside the absence (or click Reject to remove a job from the list). © 2018 Frontline Education 2 Substitute QuickStart Guide | 2 GETTING HELP AND TRAINING If you have questions, want to learn more about a certain feature, or want more information about a specific topic, click Help Resources and select Frontline Support. This opens a knowledge base of help and training materials. ACCESSING ABSENCE MANAGEMENT ON THE PHONE In addition to web-based, system accessibility, you can also find and accept available jobs, manage personal information, change your PIN number, and more, all on the phone. When You Call into Absence Management To call, dial 1-800-942-3767. You’ll be prompted to enter your ID number (ten-digit phone number) followed by the # sign, then your PIN number followed by the # sign. When calling the Absence Management system, you can: • Find available jobs – Press 1 • Review or cancel upcoming jobs – Press 2 • Review or cancel a specific job – Press 3 • Review or change your personal information – Press 4 When the Absence Management System Calls You If an available job has not been filled by another substitute two days before the absence is scheduled to start, the system will automatically begin to call substitutes and try to fill the job. Keep in mind, when the system calls you, it will call about one job at a time, even if you’re eligible for other jobs. You can always call in (see “When You Call into Absence Management” section above) to hear a list of all available jobs. Note: When the system calls, be sure to say a loud and clear “Hello” after answering the call. This will ensure that the system knows you picked up the call. When you receive a call, you can: • Listen to available jobs – Press 1 • Prevent Absence Management from calling again today – Press 2 • Prevent Absence Management from ever calling again – Press 9 If you are interested in the available job, Press 1. You will be asked to enter your PIN number (followed by the # sign). The Absence Management system will list the job details, and you will have the opportunity to accept or reject the job. © 2018 Frontline Education 3 SUBSTITUTE ASSIGNMENTS Phone Numbers: Absence Management: 1-800-942-3767 Help Desk: 1-301-766-2813 Absence Management enables Washington County Public Schools to offer broader opportunities for substitutes while still allowing each school to choose the substitute with whom they have worked well in the past. The system permits a substitute teacher to: • Call in to check on available jobs in order to plan ahead. • Review or modify a period he/she is unable to work. • Review or cancel a previously accepted assignment. • Indicate his/her availability in half-day increments by the day of the week. This is how Absence Management works: 1. A teacher or principal contacts Absence Management on a touch-tone telephone system or via the website. 2. An absence is reported and receives a confirmation number. 3. Absence Management searches its lists and finds the appropriate substitute for this assignment. 4. Substitutes may view available jobs via the website. 5. During the morning or evening call-out period, Absence Management places a call to the substitute teacher. 6. The substitute teacher enters his/her user ID and personal identification number (password) on the keypad of a tone generated phone. A narrator gives the details of the assignment. 7. The substitute accepts or declines the assignment. If accepted, the substitute receives the confirmation number to use when reporting for the assignment. All substitute teachers used in the Washington County Public School district have been interviewed and selected by supervisors. Whenever possible, requests by principals and teachers for specific substitute teachers are honored. If the teacher or school does not request a particular substitute, Absence Management will select on a rotation group basis. No assurance can be given regarding the regularity or length of assignments. Substitutes are assigned for the regular school year only. It is hoped that substitute teachers will accept all calls for assignments. Substitutes must be aware of the importance of dependability and of the necessity of being ready to accept assignments when called. If you find the need to make yourself temporarily unavailable for a time period, please update your availability on the system so that you will not be called needlessly. We understand that substitute teachers may need to make themselves unavailable from time to time. If Absence Management contacts you for a job after the starting time of the school, please accept the job and then call the school immediately to indicate your approximate time of arrival. You will be paid for the actual hours worked. If you find the need to cancel an assignment, you must first access the website or call the Absence Management system to cancel. (Please cancel no less than two hours before the start of the assignment) After canceling with the system, please call the school immediately to report your cancellation. Excessive late day cancellations (5 or more) may result in removal from the WCPS substitute teacher list. Please note that depending on the needs of the school for appropriate coverage, it may be necessary for a substitute to be placed in another position upon arrival at the school. You may be asked to cover or assist another classroom during the teacher's planning period. 4 Inclement Weather School Closing – Whenever the schools are closed due to inclement weather, an announcement will be issued to the media. Substitutes should not report to the school and will not be paid for the day. Delayed Opening – Whenever the schools are delayed, the assigned substitute teachers are to report at the delayed arrival time unless otherwise notified by an administrator. Early Dismissal – Whenever the schools are dismissed early due to inclement weather or emergency situation, substitutes may be excused as soon as all students and/or buses have left the building. Substitutes will be paid for their assignment as originally scheduled. If you were scheduled for a half-day PM assignment, the system will notify you of the cancellation. Substitute help desk hours of operation – If you need more information or have particular concerns, you may contact the Absence Management operator in the Human Resources Office between 6:30 a.m. and 3:00 p.m. If the help desk is unavailable, please leave a message and the operator will get back with you as soon as possible. 5 PART 2 Expectations / Policies and Procedures WHAT TO EXPECT IN WASHINGTON COUNTY PUBLIC SCHOOLS From the Office: 1.
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