Polk County Public Schools School Administrator Training

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Polk County Public SchoolsSchool Administrator
Training
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Introductions

• Celia Archambault, District Manager
• Cathy Vallianatos, KES Branch Manager
• Kelly Educational Staffing
• 1476 Town Center Dr, Ste 223
• Lakeland, FL
• 863-614-1448 (option 4)
• 20FY_at_kellyservices.com
• kellyservices.us/keslakeland

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Meeting Agenda

• Intro to Kelly Educational Staffing (KES)
• Aesop Training
• Entering an Absence
• Daily Report and Substitute Sign In report
• Approving Substitute Timesheets
• Quality Control
• Preferred and Excluded Substitutes
• Items to Consider
• Incident Reporting
• Important Contact Information
• Wrap Up

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Our Proven, National Experience

• Largest employer of substitute teachers
  nationwide.
• Places qualified talent in more than one million
  classrooms a year.
• Currently servicing over 4,200 schools across 35
  states.
• Over 92 million student learning days have been
  taught by a Kelly Educational Staffing substitute
  teacher.
• National placement rate over 98.
• Proven track record with large-volume clients
  handle more than 10,000 absences per day during a
  school year.

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KES Comprehensive Program
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Employment with KES - Kelly Employee Benefits

• Weekly pay and direct deposit
• E-Paystub and eW-2
• KES Bonus Plan
• 401(k) Retirement Plan
• Group medical plans
• Free software training and online educational
  training courses
• Assignment flexibility
• State/National Substitute Teacher of the Year
• Mykelly.com, employee discounts, community
• Summer employment opportunities

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Absence Process Overview

• Kelly Automated Scheduling System (KASS) Aesop

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Aesop

• Kelly Automated Scheduling Systems (Aesop)
• Internet-based scheduling system
• Access at www.kellyeducationalstaffing.com
• IVR (Interactive Voice Response)
• [phone] available 24 hrs/day, outbound and
  inbound calls
• KES Service Center hours are 530 a.m. to 7 p.m.
  Monday Friday ET (voicemail is available after
  hours)
• 863.614.1448 (options 1 and 2)
• KESSCHEDULE2_at_kellyservices.com

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Aesop Mobile Web Site

• School district employees and administrators are
  able to access the Aesop system via their mobile
  devices.
• This is not an app, but a mobile-optimized
  website, so there is nothing to download.
• The mobile site contains all of the critical
  features of the full site
• Viewing the daily report (unfilled/filled
  absences, cancelled absences)
• Searching/viewing absences
• Viewing notifications
• Details for using this system are listed in the
  KASS (Aesop) Administrator Guide

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A Few Differences

• You will see a 4 digit code in front of the
  school name This was requested for internal
  reasons by the district.
• You will see a 4 digit code in front of the
  absence reasons - This was requested for internal
  reasons by the district.
• All school names will be re-recorded in the IVR
  for substitute, teacher, and school
  administration ease.
• Your home screen will look Kelly-ized
• When an employee is inactivated

1234 ABC ELEM
0I03 SICK
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Accessing Aesop www.kellyeducationalstaffing.co
m
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Logging In
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Customized Home Page
Interactive Calendar
Absence Management Functions Reporting
Message Box
Questions
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Creating an Absence

Step 1 Click Create Absence link under the
Absence/ Vacancy header on the home page.
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Creating an Absence (cont.)
Step 2 Identify your employee by entering the
first letter of your employees last name (or the
first few letters) in the space provided, and
click Go. Step 3 Select an employee by
clicking the employees name.
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Creating an Absence (cont.)

• Step 4 Enter details about the absence
• Start/end date
• Absence reason
• Substitute required
• Full/half day
• Start time/end time (if different from what is
  listed)
• Step 5 Click Next

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AAAAAAAAAAAAAAA
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Creating an Absence (cont.)
Step 6 Select either Save or Save Assign
Save the absence is entered into the system for
any qualified substitute to fill Save Assign
you must first speak to the substitute teacher
and he/she must accept the position. Once you
assign the substitute, it is considered filled
and no other substitutes will be able to accept
the position.
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Save Assign
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Confirmation
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Absence Management Reports
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Daily Report (The daily report emails are sent
out every day at 630 a.m. and 11 a.m.)
Allows administrators to view specific details
of employee absences.
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Substitute Sign In
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Webtime (Timesheets)

• KES Timekeeping system You will no longer
  submit substitute time in SAP.
• Substitute should sign in/out daily at the school
  office (Substitute Sign In Report Recommended)
• Substitutes are responsible for entering their
  own time Units for teachers, hours for
  paraprofessionals and clerical substitutes
• Designated school timesheet approver will
  approve/reject timecards weekly by Tuesday at
  1159 P.M. (An alternate approver can be assigned
  in the primary timekeepers absence.)

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Approving/Rejecting Time Sheets

• Step 1 The assigned approver will receive an
  e-mail with a subject line of ACTION REQUIRED
  for timesheet approval twice for saved time for
  the prior work week Monday and Tuesday morning
  at 1201 AM. The email address that the message
  is sent from is
• KellyTimesheetApproval_at_aesoponline.com
• Each e-mail has a link to a list of timesheets
  requiring approval. Click this link to go to the
  List Time Sheets page.
• The page will display All Substitutes by
  default. You can view timesheets for a specific
  Substitute by selecting their name from the first
  drop-down menu.
• The page will display All Periods by default.
  You can view a specific week (up to four weeks in
  the past) by selecting it from the second
  drop-down menu.

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How to Approve or Reject Time Sheets - List of
Timesheets

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How to Approve or Reject Time Sheets

• Step 2 Select the date link next to the
  Substitutes name to see the timesheet detail.

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Sample Individual Time Sheet Detail
Step 3 Verify that the name of the teacher
reflects the correct teachers name that the
substitute replaced, that the date, location,
absence reason and times are all correct. Step
4 To approve or reject the timesheet, click
Approve or Reject as appropriate.
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Timesheet Rejection

• If you reject a timesheet, the system will
  prompt you to enter a Reject Reason. Use the
  Comments field to enter any notes regarding the
  rejection.
• This information is immediately sent to the
  Substitute via e-mail or telephone. The
  substitute can revise their timesheets and
  resubmit for approval.

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Alternate Timesheet Approvers
Option You can designate an alternate approver
to cover the primary approver responsibilities.
(i.e., primary approver vacation)
Log in to the system.
Click Manage Time Sheets
Enter new user info and date details
Click the sign
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Aesop User Guide

• www.kellyeducationalstaffing.com
• Search KASS Administrator Guide

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Quality Control Process

• The Absence Feedback feature will no longer be in
  place KES relies on quality control surveys,
  verbal, and written (email) feedback!
• Please contact your branch with any substitute
  performance issues or concerns.
• Quality Control Surveys will be available on
  PCPS school district website and/or at
  kellyservices.us/keslakeland under School
  District Resources.

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Preferred and Excluded Substitutes

• You can continue to add substitutes to your
  preferred lists, but please let us know when you
  encounter an outstanding substitute!
• Exclusions should be requested by contacting the
  KES office at
• [phone] or
• [phone], option 4

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Items to Consider

• KES substitutes are not permitted to perform
  diapering or hygiene duties. These must be
  performed by a full-time district employee.
• Students should be released at the end of the day
  by a school district employee. KES substitutes
  are often not familiar with students modes of
  transportation or who is authorized to pick up
  the student. This is for the safety of the
  children!
• Be considerate to your substitute! Preparation
  (when feasible) is key!
• Keys, seating charts, maps
• Escorting your substitute to the room, when
  possible
• Emergency lesson plans (when planned lesson
  plans are not available)/copies of handouts
• Whiteboard/PCPS Intranet access when necessary

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Incident Reporting Process

• An incident is any occurrence, accident, event,
  or allegation that involves a Kelly employee who
  is either actively involved or merely present at
  the time of the incident. These may include one
  of the following
• Physical contact resulting in injury to a
  student, Kelly employee, customer employee (e.g.,
  janitor, another teacher), or third party (e.g.,
  student's parent, someone visiting the school or
  making a delivery or presentation)
• Injury to a student, customer employee, or third
  party in the presence of a Kelly employee
• Property theft and/or damage
• Use of offensive or inappropriate language
• Inappropriate physical contact or other activity
  that could be defined as sexual harassment
• Report all incidences as soon as possible to the
  Kelly office
• Kelly will investigate all incidences and take
  the appropriate action

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Contact Information

• Contact the KES local office at 863.614.1448
  option 4 or 20FY_at_kellyservices.com to
• To report an incident
• To refer a new substitute employee
• Performance feedback
• Exclude a substitute

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Contact Information

• Contact the Kelly Scheduling Team 863.614.1448
  (option 1 or 2) or KESSCHEDULE2_at_kellyservices.com
  
• To cancel/modify an absence
• To request absence creation by a service center
  representative when you do not have access to the
  internet or IVR
• Last minute (less than 1 hr prior to school
  start) or after-the-fact absences
• Special requests

Contact the IT Hotline at 863.614.1448 (option 5)
with technical questions like assistance with
resetting your PIN, entering an
absence/assistance approving timesheets due to
technical difficulties
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Employment Eligibility Verification Wrap Up