Absences and Plans
When it is necessary for personnel to be absent, a call or online report should be made to the AESOP number (1-800-942-3767) or website https://www.aesoponline.com/login2.asp no later than 6:00 a.m. on the date of the absence so a substitute will be assigned a job.
Include in the special instruction message: comments about lesson plans and information about extra duties.
For your records, write down the job number, the date and the reason for your absence.
To cancel an absence, call the system or go online. Next, notify the person who has been scheduled to substitute that the job has been cancelled.
Absences on workdays must be reported to the school’s lead secretary. Anyone who takes annual leave on a workday must notify the school’s lead secretary.
Submit the appropriate leave form for absences that require prior approval by the principal (professional, extended sick leave, or personal leave). When the absence has been approved, report the information to the AESOP system immediately so a sub will be assigned to the job. Do not wait until the day before the professional leave to call the AESOP system because a sub may not be available. Call at least a week to two weeks in advance.
Just remember—all absences must be reported to AESOP.
If an emergency arises and more than two periods (or approximately 2 hours) of the school day will be missed, either personal or sick leave must be taken.
It is your responsibility to place a request in writing if it is necessary to leave campus during the school day. Present your written request to the lead secretary or an administrator prior to leaving campus.
COMPLETING A “REQUEST FOR LEAVE” FORM IS NOT A REQUEST FOR A SUBSTITUTE TEACHER. Request a substitute teacher in the same way for professional or personal leave as for sick leave. The lead secretary does not use the Request for Leave form to call substitute teachers.
On the first day back from an absence fill out a “Request for Leave” form and give to the lead secretary. This form is required regardless of the reason for the absence. Request for Leave Forms can be found
in the mailroom
When requesting professional leave, attach documentation to the request for leave form that tells who will pay for the substitute teacher. The request for leave form must be submitted two weeks in advance of the absence unless there are extenuating circumstances.
Please be considerate of others. When you call in sick at the last second or the last day before a weekend, you may be hurting others. A substitute may not be available at such short notice, therefore, you are forcing your colleagues to give up their planning time to cover your classes.
Substitute Teacher Folder/Emergency Lesson Plan
When a teacher must be absent, a substitute will be selected from the approved list of substitutes. It is the responsibility of the teacher to see that detailed plans of what is to be done in each class are available for the substitute teacher. If you have an emergency and must be late for school (after 7:45 a.m.) call the lead secretary at 557-2727 ext 24103. Otherwise, if a class is not covered, a substitute will be called. BE SURE TO TELL THE LEAD SECRETARY THE LOCATION OF THE SUBSTITUTE PACKET IN THE CLASSROOM. BE SURE THIS MATERIAL CAN QUICKLY BE LOCATED.
Teachers are to prepare substitute folders/packets to provide better instruction to students being served by substitute teachers. The school is preparing a general information handbook for all substitute teachers; each teacher should ensure that important information specific to his or her own students and classes is included in the substitute folder/information that he or she leaves.
Emergency Lesson Plan
Each teacher should prepare one emergency lesson plan for each different type of class that he/she teaches. This is a lesson that can be implemented if an emergency arises and no regular substitute lesson plans are available. It should include viable instruction that engages the students for the entire class period and that can be evaluated and assessed by the teacher.
The emergency lesson plans will be stored in the teacher’s classroom. IMPORTANT: The materials for students should be maintained in the teacher’s classroom. The emergency lesson plan should have instructions as to where the materials are. We cannot maintain large class sets of worksheets and other materials at the front desk.
Below is a sample list of items that should be in your emergency substitute packet:
How to take attendance for the class.
Roll(s) (Homeroom and class)
Seating chart(s)
One (1) detailed lesson plan (Appropriate, easy-to-implement plans/back-up plans)
Texts, guides, manuals, answer sheets, equipment, etc.
Emergency routes/procedures (Simply have a note directing substitute to the teacher handbook)
Daily schedule for students and teacher (room assignments and courses taught)
Names of designated student helpers
Names of designated teachers, assistants, and administrators who can assist
Medical or physical problems/procedures for specific students
Instructions on where to leave students’ work
Lunch procedures, money, etc.
Specific instructions regarding Extra duties, if any
