Employee Absence Creation

Employee Absence Creation

1. Log into eSchool.
2. On the "Administrator" drop-down, select "Create Absence."
3. Enter Employees User ID or Click "Name Lookup" button.
   • Enter the last or first name of the employee. (You can enter partial names.)
   • Click "Search."
   • Select the name of the correct individual from the list.
   • Automatically return to "Create Job" screen.
4. Use the following settings:
   • Employee: Default to name you selected
   • Location: Default to site name
     • If employee works at multiple sites, select correct location from the site drop-down.
   • Classification: Default to employee classification
     • If employee teaches multiple subjects, select correct location from the site drop-down.
     • If correct classification is not correct, email Monica.
   • Reason: Select from drop-down menu
   • Funding Code: Line will disappear from options after reason code is entered
   • Approval Comment: Notes to detail absence reason for administrators
   • Is a Substitute required: Default is YES
     • If you do not want a substitute to be called, you MUST change this to "NO"
     • If the job is less than 2-hours or 2-class periods, internal coverage should be used
     • All jobs must be entered, even if internal coverage is used. To pay for extra duty or loss of planning, a matching absence must submitted from eSchool.
   • Dates: Enter the appropriate date or date range (mm/dd/yyyy format)
   • Time Adjustments: Do not change unless you need to alter default times.
     1. Leave all boxes checked for days of the week.
     2. Enter the new "Start Time" (adding an additional 30 minutes for check-in) in the (hh:mm am or pm format) beside the day of the week you want adjusted.
     3. Enter the new "End Time" (hh:mm am or pm format).
   • Specify a Substitute: If there is a preference, enter the number or look up the name.
     • If the specified substitute is not available to work, their name will not be listed.
     • This can be left blank if there is no preference and eSchool will determine calling order.
   • Has substitute accepted this job:
     • "No" unless you have communicated otherwise.
     • "Yes," automatically assigns the specified substitute and they will NOT be called. To select this option, please be completely certain the substitute knows to come to work.
   • Substitute Instructions: To assist the substitute in preparation for the job.
     • Please note schedule changes, testing, lesson plans, extra duties, or special instructions.
     • If this is a late call, it is good to say, "Please report to the school ASAP."
   • File Attachments: If needed for documents to be attached to the job number
   • Comments: If needed, but administrative level notes that will NOT be seen by substitutes.
5. Click the "Continue" button.
6. Carefully review job details for accuracy.
7. Click "Create Absence" button to submit the job request.
8. Take a second to make sure you are assigned a job number.