AESOP SUBSTITUTE INFORMATION

The WSFCS system uses a substitute calling system called AESOP to assign substitutes for employee absences. AESOP is an automated computerized calling system and is accessed from any telephone by calling 1- 800-942-3767. An on-line version of AESOP is also available for your use. To access AESOP on-line, go to the WSFCS homepage (http://wsfcs.k12.nc.us). Click on the Departments tab then select Substitute Office. Next, click on the AESOP tab then select Substitute Login. If you have questions or need assistance in using the system, please call the Help Desk at (336) 748-3018 between the hours of 6:30am and 3:30pm.

How AESOP Offers Jobs to Substitutes:

♦ AESOP calls substitutes each morning starting at 5:45 am for that day’s absences, and evenings and weekends for future jobs, up to 30 days in advance.

♦ AESOP will not leave job assignments on an answering machine. If you think that AESOP has tried to contact you, call AESOP and enter your PIN, Press 2 and the job will be played for you.

♦ If you accept a job, no more jobs will be offered to you for the absence period covered by that job. If you decline a job, you will not be offered that same job again.

♦ Confirmation Number: When an absence is created, AESOP assigns a confirmation number. When AESOP calls you to offer a job, you must hear the confirmation number to confirm that you have been assigned to the job. Record the confirmation number and bring that number with you when you sign in at the school.

♦ If an emergency arises and you need to cancel, please call the school and advise them of your situation. Canceling a job at the last minute very often results in a class not being covered by a qualified substitute. Please remember accepting a job is accepting a responsibility that you are expected to fulfill.

♦ Cancelling Jobs: If you have begun an assignment and are unable to complete the assignment, notify the school. You cannot cancel an assignment once it has started. This applies to single and multi-day jobs.

♦ You may call in to review jobs via the phone or logon to the web at any time. Both systems are available 24 hours a day. It should be standard practice to call and review your assignment in the morning before you leave.

♦ When job shopping via the web, please review the job and decide quickly to either accept or reject the job. DO NOT hold the job open on your computer to see if other jobs become available.

♦ If there is a snow day, please call the school to see if you are still needed. In most cases, you will not report for that assignment. You may cancel that assignment via the web system or via the phone system.

♦ Keep a daily record of your jobs (job number, school, teacher, subject, begin/end date, full/half day). This information is necessary to compare to your paycheck. Call the school where you worked if you did not get paid correctly. They will contact payroll and verify dates and jobs. Jobs for Teachers are paid at the end of the month. Jobs for Teacher Assistants are paid in the middle of the month. See your Substitute Compensation Information document for dates.

♦ Be sure to notify the Help Desk at (336) 748-3018 if your telephone number changes. You can update your telephone number in AESOP, however, AESOP does not notify us of the changes. If you update your telephone number, changes need to be made in the Human Resource system as well.


Helpful Hints and Information:

♦ Search for jobs using AESOP. Call 1 (800) 942-3767 and enter your (PIN) Personal Identification Number. Or you can search for jobs online at www. frontlinek12.com/aesop. You are now able to access the system.

♦ Retrieve your Substitute ID by using AESOP via the web. Your personal info is located in the Preferences tab under Personal Info. You can change your PIN in the Change Pin Tab. You can also review personal info via the phone by pressing Option 4. Press 1 to change your name, Press 2 to change your PIN. Press 3 to change your phone number. To review or change your phone number, Press 1. Your sub ID is usually a 4 to 6 digit number. This is the number you give to teachers to request you as their sub.

♦ Do Not Disturb: If you activate the “DO NOT DISTURB” option, you will not be called for jobs during the time period you requested. The system will OVERRIDE a Do Not Disturb if the system is trying to contact you to confirm a cancellation of a job. You must acknowledge the call by entering your PIN and following the prompts. If you do not follow through, the system will continue to call until it gets the acknowledgment that you have been notified of the cancellation.

♦ Declining Jobs: AESOP will offer you only one job when it calls you. If you reject the job, AESOP will not call you again for that job. However, there is the possibility that AESOP may contact you for a different job.

♦ Requested Substitute: If a teacher, assistant or administrator enters your “ID” and asks AESOP to offer you the job, AESOP will call and offer you the job up until 9:30 p.m. the evening before the job. At that point the system will start calling other substitutes to offer them the job.

♦ Pre-arranged Substitutes: If a teacher, assistant or administrator has talked with you about the job and you have accepted the assignment, your “ID” number is entered into the system and AESOP is instructed not to call you. AESOP will not call you to offer you the job since you have already accepted the assignment. Please “review” the job and record the job number for your records.

♦ If you accept jobs several days/weeks in advance, be sure to mark your calendar so you won’t forget the assignments. Make sure you review the job and that you are still requested for the job.

♦ If there is a question about the job you have accepted (i.e. half day vs. whole day), please contact the school. You may also want to refer to your school calendar to ensure that school is in session that day.

♦ SPECIAL INSTRUCTIONS: You must call AESOP and logon to the web to access the special instructions for a job. This is your responsibility. If there is any question about a job, call the school. Subs are expected to follow the directions left by the teacher. The most common instruction is that the teacher has a split schedule and travels to two schools. Another example might be that diaper changing is required. If you’re not willing to perform the task described in the special instruction, you can cancel yourself from that job so that the system can offer the job to another substitute.

♦ If the AESOP system is down, please do not call the substitute help desk. We are electronically alerted and are working on the system to bring it back up. We have regularly scheduled maintenance outages that last for a few minutes and are scheduled during “low volume” times. In the mean time, you can search for jobs through the automated phone system by calling 1 (800) 942-3767.

♦ When signing on to AESOP, if there is an ERROR message READ IT. It will usually tell you where the problem lies. Remember your PIN is your SSN. This message also comes up if your paper work is not yet completed. Wait a few more days then try to sign on.

Rev. 8/2015