Absence Procedures

TEACHER ABSENCES: Planned Absence

1. 1. Complete the Time Off Request form

   2. Plan your absence with administration

   3. Enter the absence and request a substitute teacher on district platform AESOP (also referred to as Frontline) 

      • AESOP (Frontline) Assistance can be found here: Employee Help – Frontline Absence Management (frontlineeducation.com) 

      • You can view your absence reason balances

      • Please note: You (licensed staff) are allowed a 2-hour window for an absence and DO NOT need to enter it in AESOP if you have arranged internal coverage and the covering Teacher will not request Lost Prep reimbursement. You must report any absences, early departures or late arrivals to the Building Secretary. This is crucial to class coverage as well as emergency procedures. 

      • If the teacher providing internal coverage is using their prep period and wants to receive Lost Prep reimbursement, the absent teacher MUST enter their absence into AESOP, even if the absence is less than 2 hours

      • If it is past 7:00am on the day that you will be absent, the Building Secretary or Account Specialist will have to enter the absence in AESOP

      • Regarding "Absence Reason":

        • 1. • The only ones that deduct from a your standard sick time quota would be Personal Illness, Family Illness, and Child Care Leave (Maternity leave)

             • Religious w/pay, critical illness – family, bereavement – family, and personal leave w/pay also deduct time quotas but technically from different “buckets” as those are specific absence reasons in the MFT contract

             • Professional Development codes (PD- sub paid building, dist, external) are to be used when a sub is needed to cover for a teacher attending PD and the source in which the funding to cover the sub costs will come from (school, district, or external).  You must complete a Conference Billing form

             • Other School Event should be used for field trips, athletic meets, etc. which require you to be absent from school. You will have to notify the Main Office so your absence can be adjusted to reason code 41 since you cannot select it yourself when creating the absence. You must complete a Conference Billing form

             • Isolation Leave: paid isolation leave days are no longer available. Last year, MPS provided the equivalent of seven (7) days paid leave time for use when an employee was required to isolate in accordance with public health guidance or as indicated by a medical professional. The isolation leave days were available to all permanent employees and were prorated by their full-time equivalency (FTE). As referenced in previous communications, the date range was Aug. 15, 2022 - June 30, 2023 and unused days were not carried forth to this year and were not eligible to be cashed out. If you need time off due to illness, you should follow the paid-time off guidance according to your collective bargaining agreement and contract. If you have any questions, please contact your supervisor. Cases of COVID are to be reported to Steve White

   4. Follow steps 3 through 6 below (TEACHER ABSENCES: Emergency Situation)

TEACHER ABSENCES: Emergency Situation

1. If an unforeseen circumstance makes it so you are unable to report for your workday on time or at all, or if you must depart early, inform the Building Secretary and Administrator via email as soon as possible

2. The building secretary will enter the absence in AESOP and find internal coverage if you are unable to do so. Please note: if it is after 7:00am the day of, you will no longer be able to enter the absence yourself.

3. Be sure you have up-to-date sub plans in the Sub folder

4. Ensure all Google Classrooms have been shared with the Building Secretary and that the following guidelines have been follwed in labeling the Google Classroom:

   • your name

   • grade level 

   • class period

   • class subject/name

5. Update Class Rosters/Seating Charts and make sure they are available to the sub (this should be included in your sub plan per the provided template)

6. Any hard copy assignments for students should be ready and printed for the sub

7. Be sure to have emergency (55 minute) sub plans prepared (You never know when you will need them!) If your emergency plan is used, please replace the lesson so it is ready to go for the next time

NON-LICENSED STAFF ABSENCES

• When planning an absence, please complete the Time Off Request form. You will receive approval via email.

• If an unforeseen circumstance makes it so you are unable to report for your workday or you must depart early, inform the Building Secretary and Administrator via email as soon as possible

NOTE TO ALL STAFF: if there are any days that you will not be working during your contracted duty days, those absences must be communicated with the Building Secretary. That includes duty days for PD, record keeping days and No School days for students.