Sub Central – SEMS/SFE

HUMAN RESOURCES DIVISION

Remember: On the national average, a student has a substitute teacher the equivalent of one full year from K-12 years in school. How can you help your students and substitute teachers make that time a successful learning experience?

***CONTACTS/PHONE NUMBERS/WEBSITE***

Sub Central Help Desk SEMS/SFE (SmartFind Express):

Hotline for Administrators/Contacts ONLY

Carmen Ryle, ext. 20162 Rhonda Somers, ext. 20187

Hotline for Employees and Substitutes

Carmen Ryle, extension 20161 Rhonda Somers, ext. 20187

SEMS/SFE Phone Numbers:

To report or hear leave/job activity: 386-738-7827 or 386-738-SUBS

Toll free number outside DeLand & 386 exchanges: 1-866-782-7255

SEMS/SFE WebCenter:

To create or cancel jobs, modify job information, verify leave activity, and create reports for printing.

Address: https:\\semsweb.volusia.k12.fl.us or from VCS home page:Go to the Staff link and then select SEMS/SFE. Save to your Favorites or Desktop for quick access in the future.

SEMS/SFE Phone and WebCenter Access:

Access ID/User ID and PIN/Password (provided to Administrator)

Sub Central Webpage:

or the SEMS/SFE WebCenter under Announcements, then select the Sub Central Webpage link. Scroll down on the page to find links, forms, and information for Employees, Substitutes,or Adm/Contacts.

Substitute DO NOT USE (DNU) Request and Form:

Email the individual’s name to requesting to remove them from your worksite. The DNU form will be emailed back to you for completion and then FAX to (386) 626-0041.

Substitute dispute review contact:

Dana Paige-Pender, Director of Human Resources, ext. 20268

SUB CENTRAL - SEMS/SFE TO DO LIST

CONFIRM THE SEMS/SFE DEFAULT Start and End Times for Employees is accurate. Full time Teachers at the worksite should total: Regular Elementary 7.00 hours, Plus one Elementary 8.00 hours, Middle/High 7.50 hours with the exception of Holly Hill K-8.

REVIEW EMPLOYEE LIST REPORT for Classifications,Start/End Time, and Work Days using the WebCenter. Review preferably before employees return, then weekly for the next two months, and eventually monthly. Send an email or hard copy with any updated changes needed. We need the substitute to be at the correct worksite and teaching the classification and/or assisting the students!

To Review Employee list

  • Go to the Administrator link
  • Profile Inquiry/Reports
  • Employee
  • Status:Active
  • Location: Select worksite
  • Search
  • Create Report
  • Employee List
  • View Report

or

  • Go to the Reports link
  • Report List
  • Employee List
  • Status: Active
  • Location: Select worksite
  • View Report

Send an email or hard copy to the SEMS/SFE Help Desk of any updates to the list

Remember: Unknown Subject will not allow a substitute to be requested

REVIEW EMPLOYEE LIST TO BE SURE ALL EMPLOYEES ARE REGISTERED IN SEMS/SFE. Use the same steps as above and change Registered to “No”.

This will list the employees that haven’tregistered in SEMS/SFE.

Notify the employees that haven’t registered to do so.

REVIEW PRIORITY LISTSbefore the employees return and then monthly using SEMS/SFE WebCenter. Send an email or a hard copy with any updated changes including the Level. Please keep your list at your desk up to date with SEMS/SFE.

  • You are able to modify your own Preferred Lists upon request to Sub Central.

To View Preferred List or Auto Assignment List

  • Go to the Administrator link
  • Priority Lists
  • List Type: Preferred or Auto Assignment
  • Location: Select your worksite
  • Search
  • Create Report
  • View Report

IMPORTANT: SEMS/SFE JOB INFORMATION MUST BE CORRECT BEFORE “VERIFYING JOBS”

SEMS/SFE “Verified Job” information such as an Employee’s name, Name of the Assigned Substitute, Budget Code to be charged, and “Time Worked” hours will be extracted from SEMS/SFE to Payroll for payment to the assigned substitute.

Share this information with anyone at the worksite that may be Responsible for “Verifying Jobs.”

Procedures to “Verify Job/s” in SEMS/SFE

“Verify Job/s” in SEMS/SFE under Job Inquiry/Reports, ONLY use Job Status: FINISHED, SEMS/SFE may submit twice to Payroll if Job Status isn’t set to Finished.

“Verify Job/s” may be done as a Group or Individually. Below are the steps for each process:

 Verify Jobs as a Group:

  • Go to theAdministrator Link
  • Job Inquiry/Reports
  • Change Job Status to “FINISHED” only
  • Complete/modify any other Search Criteria; Ex: Search From/To Dates
  • Select “Search” to display Job List
  • Select “Set All to Verify” automatically placing a checkmark in all jobs checkboxes

or

  • Select the “Checkbox” below each job to be Verified, placing a checkmark
  • Select “Save Verified”

(Job will change from Finished Status to Verified Status)

Note: your screen with the jobs listed should disappear, since the jobs went from “Finished” status to “Verified status”

Verify each Job Individually:

  • Go to Job Inquiry/Reports
  • Change Job Status to “FINISHED” only
  • Complete/modify any other Search Criteria; Ex: Search From/To Dates
  • Select “Search” to display Job List
  • Select a “Job Number” to display Job Detail screen
  • Select “Verify Job: Yes”
  • Select “Save”

(Jobs will change from Finished Status to Verified Status)

REMINDER: Substitutes showing up to assigned jobs at any worksite and not needed, will receive a half-day’s compensation for these incidents. This applies when ALL three requirements are met: 1) Substitute accepted a job

2) Has a job number 3) Reported to the worksite expecting to work. Worksites have the option of having the Substitute work somewhere on campus for a half day. Consequently, we should remind our staff to cancel Substitute requests in a timely manner or “Do not Request” a Substitute if one is not needed to avoid payments.

Sub Central – Division of Human Resources

SEMS/SFE ADM/CONTACTS/BACKUP EMERGENCY GUIDELINES

FOR NATURAL OCCURRENCES

Make sure your Staff is aware of your worksite’s emergencyinternal procedures for SEMS/SFE if both the phones and WebCenter should be down.

SeeEmergency Procedure for Natural Occurrences that will include some Guidelines @ the SEMS/SFE Sub Central Webpage

Keep a list of substitute names with their phone number at your worksite:

  • Go to the Administrator link
  • ProfileInquiry/Reports
  • Substitute
  • Status: Active
  • Expired Subs: No
  • Search
  • Create Report
  • Substitute List
  • View Report
  • Print or Save as a PDF

Have a copy of the upcoming activity in SEMS/SFE (Job Inquiry/Reports) for the next few days in case contact must be made with your substitutes:

  • Go to the Administrator link
  • Job Inquiry/Reports
  • Modify Search From/To dates
  • Sort Order: Start Date
  • Then by: Employee Name
  • Search
  • Create Report
  • Print Details – select details needed
  • View Report
  • Print or Save as a PDF

or

  • Go to the Reports link
  • Report List
  • Employee List
  • Status: Active
  • Location: Select worksite
  • View Report

Remember SEMS/SFE information is changing as quickly as the employees and substitutes are accessing the system.

Have an up-to-date copy of your employee activity with you for anything not yet reported in SEMS/SFE.

***SEMS/SFE Administrator/Contact Responsibilities Quick Reference List***

Your Responsibility to Employees:

  • Make the employees aware of the leave time protocol for the worksite and required use of SEMS/SFE. The reports can easily be used to identify and reward employees for attendance.
  • Instruct the new employees when giving them the SEMS/SFEBright Green Wallet Cards and Green Quick Reference Cards on how to use the phone and WebCenter. If the employee has never registered previously in SEMS/SFE, they will need to register by phone to activate their record before any features are available and before using the WebCenter.
  • “All” employees are to use SEMS/SFE to record their leave activity whenever they are away from the worksite/classroom for an hour or more. Exceptions are dealt with on an individual situation/basis by the SEMS/SFE team. It is the Employees responsibility to report the absence in SEMS/SFE. Absences may be reported to SEMS/SFE 60 days in advance.
  • When an employee must leave after reporting to duty and needs a substitute called by SEMS/SFE, make sure he/she knows SEMS/SFE will only call approximately ten (10) minutes past the Start time of the job. The Substitute Start time may need to be modified.
  • Make sure employees are aware of the Emergency Plan at the worksite if SEMS/SFE phone lines and/or WebCenter are down. Employees are to contact their worksite if they are unable to enter their absence in SEMS/SFE. If they leave a message on the Help Desk line, it may not be in time to assign a substitute or for the worksite to be notified of the employees’ absence.

When an employee or administrator cancels a substitute or an entire job in SEMS/SFE, make sure the substitute is contacted. A cancellation in SEMS/SFE by the employee is available only up to 1½ hours prior to the start time of the absence. NOTE: Substitutes showing up to assigned jobs and not needed, will receive a half-day’s compensation for these incidents. If it was too late for SEMS/SFE to contact the assigned substitute, move him/her to an unfilled job for that date. If there are no unfilled jobs, the worksite has the option of having the substitute work a half-day somewhere on campus. You may also call the SEMS/SFE Help Desk, extension 20162, to check if other job assignments are available. Remind the staff to cancel substitute requests in a timely manner or “Do not Request” a substitute if one is not needed to avoid these payments.

Your Responsibility to Substitutes:

  • Substitutes are temporary “employees” while at the worksite and deserve the same respect and help as permanent “employees.” Do you have the Substitute Teacher Guide for them with the administration expectations, emergency procedures, class bells, lunch periods, and where rooms/materials are located while on campus? These little things can make a successful day for the substitute, the students, and you!
  • Whenever you have two (2) substitutes show up for the same job, the one with the Job Number should be given the job. If you do not have any unfilled positions, call the SEMS/SFE Help Desk, extension 20162, to check if other job assignments are available. REMEMBER: Substitutes are guaranteed one-half day’s pay when arriving at the worksite with a job number, though it may only have been an entry error. They may have missed other job assignment opportunities! Cont’d next page

SEMS/SFE Adm/Contact Responsibilities Quick Reference List Continued:

  • Substitutes accept jobs from SEMS/SFE based on the location and classification as stated on the phone or WebCenter. Do not force or imply that you will have to send them home without pay if the substitute does not take a different classroom (job) than accepted on SEMS/SFE. This is especially important if they are not comfortable or capable of substituting in that new area, such as ESE areas.
  • Make sure when you have a substitute and a paraprofessional in the classroom together, they know which of them is the “classroom teacher” for the day.

Your Responsibility of Monitoring, Report Building, and Verifying Jobs:

Daily monitoring is a must! Input – Accuracy – “Verify Jobs”are priorities as the SEMS/SFE to Payroll program moves forward.

  • All Jobs must be “Verified” in SEMS/SFE. See Procedures “Verify Jobs” on a prior page.
  • Confirm the SEMS/SFEdefault Start and End Times for Employees is accurate. Full time Teachers at the worksite should total: Regular Elementary 7.00 hours, Plus one Elementary 8.00 hours, Middle/High 7.50 hours. Holly Hill K-8 is an exception.
  • Make sure employees are aware of the Emergency Plan at the worksite if SEMS/SFE phone lines and WebCenter should be down.
  • If the SEMS/SFE contact and the Payroll contact are not the same individual, be sure they are comparing leave activity reports to ensure information matches in both systems! This will help substitutes be paid correctly and keep employees’ leave balances accurate.
  • WebCenter Reports can and should be used to help monitor and control leave activity within the worksite. They are available “24/7” for your convenience. Monitoring use of leave time only enhances a students’ learning and saves substitute money.
  • Review Substitute “Priority Lists” before the employees return and then monthly using the WebCenter. Send an email or hard copy with any updated changes including the Level.
  • Review Employees’ Classifications, Start/End Time, and Work Days using the WebCenter. Preferably before employees return, then weekly for the next two months, and eventually monthly. Many employees’ changes occur in their hours and days, worksites, and split schedules. Send an email or hard copy with any updated changes needed. We need the substitute to be at the correct worksite with the students!
  • PIN/Password should never be given or received from the employees or substitutes. This is a secured number to SEMS/SFE and can affect employees’ leave balances or having a substitute showing up when the employee is not out.
  • PIN/Password should be changed any time a new administrator or SEMS/SFE contact person takes over at the worksite by contacting the SEMS/SFE Help Desk. This may be done be either calling SEMS/SFE @ 738-7827 and use Menu Option 7 to change the PIN/PASSWORD or use the SEMS/SFE WebCenter under Profile to Change Password.
  • On the Do Not Use form indicate if Professional Standards was notified along with the date and the person contacted to handle the issue. Human Resources will coordinate with them about removing an individual from the active substitute list for you or the whole county.

NOTE: Area Superintendents and Board Members have access to SEMS/SFE reports.

Updated 07/22/14cr Page 1 of 6