DISTRICT ADMINISTRATIVE CENTER
1400 N. Northwood Center Ct.
Coeur d’Alene, ID 83814 / FAX (208) 664-1759
www.cdaschools.org
Aesop Questions - Employees
1. How to I obtain my user id and pin?
2. Where do I go to enter an absence?
3. Who is a Campus User
4. Who is the Aesop Coordinator?
5. How do I create an Absence? Also, tell me about “save” and “save and assign”.
6. Why can’t I see the sub that I want to assign to my absences?
7. If I “save and assign” a sub to my job, will the system call the sub I assigned to my job?
8. When I create a job for any sub to pick up, when does it call or when can a sub see it on-line to pick it up?
9. How do I enter a last minute absence? How long will the system call out for a sub?
10. Can I attach documents or lesson plans to my absences for my substitute?
11. Can I make a change to my absence once it’s been entered? Example : full day/half day
12. Can I cancel an absence or substitute?
13. Can I change my personal information such as my phone number or address in Aesop? Can I change my PIN?
14. I need a long term substitute for more than 5 days; what should I do?
15. Are there any user guides if I need further assistance?
Aesop Answers –Employees
1) Q How do I obtain my User ID and Pin Number?
A: Your Aesop account is set up at the District Office via the Aesop Coordinator. Your User ID is always the 10-digit phone number you provide when you complete your paperwork in the HR office and is also the number entered in Skyward as you’re primary phone number. Your Pin is a random four or five digit number that can be changed if you prefer.
2) Q Where do I go to enter an absence?
A: You can either login in to Aesop at www.aesoponline.com or call Aesop via phone at 800-942-3767.
3) Q Who is a Campus User?
A: The school’s office secretary and principal are known as Aesop “Campus Users”. If you need to make a change to your assignment after it has been confirmed by Aesop or if your absence will be longer than 5 consecutive days, please see a Campus User as they will have access to make your scheduling changes as needed.
4) Q Who is the Aesop Coordinator?
A: Please contact Aesop Coordinators, Denise Horton or Kelly Ostrom via the School District office at 664-9241 ext. 1032 or email , if you have questions concerning your account. The Aesop Coordinators will set up your User ID and temporary password upon completion of your new-hire paperwork.
5) Q How do I create an absence on Aesop? Tell me about “Save” and “Save and Assign”.
A: Access by Phone:
· Dial 800-942-3767
· Enter User ID/Pin Number
· Listen for further instruction
Access by Web:
· Visit the District’s website at cdaschools.org; follow “Aesop Substitute Placement” link on right side column of main page or www.aesoponline.com.
· Enter User Id/Pin
· Scroll down and click the link to “create an absence”.
· Enter dates, absence reason, yes or no for “need sub” and half day/full day for duration of absence.
· Please enter any “notes to sub” such as assignment start/end times, location of lesson plans, classroom number, etc.
***No sub needed? – click on “create an absence”, choose “no” for no sub required, then choose “save”. You are finished creating your absence.
*** Need to find a sub? –choose yes to “need sub” and then “save”. You will be assigned a confirmation number and are finished creating your absence. The system will begin searching for an available substitute. You can’t hire your own substitute at this point on.
***Already have a sub confirmed? - After you have directly confirmed the assignment with a sub and they have accepted, choose yes to “need sub” and then click “save and assign”. Next, use the search feature by last name to find/assign your substitute to the job. Once you see a confirmation number, your absence has been confirmed.
6.) Q Why can’t I see the scheduled substitute I want to assign?
A: There may be a couple of reasons for this to happen:
· The sub may have another job the same day you are trying to assign.
· The sub may have blocked themselves from that day because of a prior commitment (i.e. non-work day, doctor’s appointment, sick day, etc.)
· The sub may not have signed up to work for your job type (i.e. teacher, librarian, special education teacher, IBI, etc). Since they do not have “special education” in their profile type, you will not see the sub.
In order to fix the issue, the substitute will need to contact Denise Horton in Human Resources to have the job code added to their profile.
· If you are creating an absence for two or more consecutive days and can’t see the sub you are looking for as available, it could be they are already working one of the days during that time frame. Try searching one day at a time to check availability via the “available sub report”.
7.) Q If I “save and assign” a sub to the job, will the system call the sub I assigned?
A: No, before using this feature you must have pre-arranged coverage with the sub via phone or in person.
8.) Q When I create an absence and don’t assign a sub, when does it call or when can a sub sees it online to pick up?
A: Aesop will call subs one day prior:
· In general, a sub will start getting calls from Aesop one day prior to the assignment if it has not been filled.
Preferred and qualified subs can see jobs online in Aesop immediately:
· The job will be posted immediately. Preferred and qualified subs will be able to view at that time.
9.) Q If I enter an absence on the same day I will be out, how long will the system call for a sub?
A: The system will search up to one hour after the start time of your school. (I.e. if schools start at 9:00 a.m. the system will continue to call until 10:00 a.m.
Last minute absences:
· Employees will need to contact a “campus user” when creating an absence less than one hour prior to the start time of school as Aesop will not allow changes by employees after that point.
10.) Q Can I attach documents/lesson plans to absence?
A: Yes, when you are finished creating your absence and have been assigned confirmation #, click on the paperclip located on the right hand side and “upload new”. There you can load either a Word or PDF document.
11.) Q Can I make changes to my absence once it’s been entered? (I.e. change from half day to full day)?
A: No, Please see your “campus user” for making corrections or changes.
12.) Q Can I cancel an absence?
A: Yes, You can cancel your absence by web or by phone within one hour prior to the start time of school. If less than an hour before school start time, please call your “campus user” directly.
13.) Q Can I change my personal information such as my phone number/email address in Aesop? Can I change my Pin?
A: No, the Aesop Coordinator will need to change phone numbers/ email addresses in Aesop. Please call with any changes or indicate on your time sheet. Yes, you may change your pin to a different four to five digit number at any time.
14.) Q I need a long term substitute for more than 5 days; what should I do?
A: Contact your “campus users” in the building to let them know the details about your long term leave ASAP, so everyone is aware of the assignment.
15.) Q Are there user guides if I need further assistance?
A: Yes, login in to your Aesop account, click on “Help”, then click “User Guide” to see all Guides and Video Training.