ABSENCE MANAGEMENT� for KPBSD EMPLOYEES� ~(Formerly Aesop)

Please contact your secretary or Kristen Vix at kvix@kpbsd.org with any questions.

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What is Absence Management?

Absence Management is a substitute management system. It’s main purpose is to take the effort off of you, the employee, so that you can spend less time finding a substitute. When you are not at work, it is expected you will enter each and every absence in Absence Management, whether or not a substitute is required. Each employee is responsible for finding a substitute for their absence(s).

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Absence Management works by you entering your absence and then allowing approved subs to go online and choose to cover it for you. Absence Management also allows you to manually assign a sub that you have pre-arranged to work for you. If you do not see a sub in Absence Management, most likely they are not an approved sub or are already booked for that day(s).

Please contact your secretary or Kristen Vix at kvix@kpbsd.org with any questions.

Logging In & Changing Pin:

You will receive an Absence Management welcome e-mail at the beginning of the year which will include a link to logon as well as your Login ID and Pin information. If you do not receive this e-mail, please contact Kristen Vix at kvix@kpbsd.org to request that welcome e-mail can be sent to you with your login information.

Your login ID is set to default to your cell phone number. If you change your phone number with Human Resources, your login ID will also change.

Changing Your Pin

You are able to change your login pin in Absence Management under the Account tab.

Changing Your Contact Information

Changes to contact information (phone number, name, address) cannot be made in Absence Management – please use the Webpay Portal to update contact information.

Canceling Absences:

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Canceling a sub less than 24 hours before an absence is scheduled to start:

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The sub will be expecting to come in and may have declined other available jobs. As soon as you are aware a job will be cancelled, please be sure to contact that sub via a phone call to make sure they are aware as well (an e-mail is sent from Absence Management, but many subs will not check their e-mail last minute).

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Please also notify your secretary and building administrator of the cancellation.

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Leave Approval and Balances:

Absence Approval

Your absence does not require approval through Absence Management, but you will need to check with your building administrator about taking leave. Additionally, some types of leave require prior approval through HR.

Absence Reason Balances

KPBSD allows you to see all of your leave balances through the webpay portal. You will not be able to check those in Absence Management.

Substitute Directory

If you need to look up a substitute’s phone number or want to see if someone is on the approved substitute list, you can view the sub directory.

DO NOT USE THE SUB DIRECTORY TO COLD CALL – THIS LIST INCLUDES ALL APPROVED SUBS FROM HOMER, CENTRAL PENINSULA, AND SEWARD.

Preferred Substitutes: �

What are Preference Lists?

You have the ability to select a list of the substitutes you prefer to fill your absences. They system will attempt to contact these substitutes first when you create your absence.

Preferred Substitutes continued:

If you want to fill your absence as soon as possible, it’s very important to have a preference list. If you need suggestions on who to initially add to your list, please ask your peers or secretary.

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Please review your list periodically as subs continually come on & off the approved sub list.

In their training, subs are notified that employees have preference lists. They may ask you to add them to yours – they know this is how they will get more jobs, being preferred is important for them to get work. Adding them is completely up to your discretion. Only add those subs which you truly prefer to sub for you more than other subs.

Favorite 5 Substitutes

• Once you have added a number of subs to your Preferred Substitute list, you can select up to 5 of them to be your “Favorite Five”. The Favorite Five will get even more of an advantage when attempting to fill your absences.
• Substitutes that are marked as favorites, and who are considered "qualified and available" at the time the absence is created, will be notified instantly by email when you create an absence that needs a substitute.

Excluded Substitutes List

You are allowed to create a list of substitutes who you would prefer not to fill your absences. If you put a substitute on this list, that substitute will never see absences that you create.

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If you feel a substitute should be excluded from your school, please contact your building administrator.

Absence Management Calling�One of the ways that Absence Management fills jobs is by calling subs.

• Absence Management does not begin to call unless the absence is still unfilled 2 days prior to the start of the absence. 
• When Absence Management calls, it will always call the employee’s preferred substitutes first. Then Absence Management will randomly call the remaining substitutes that are qualified and available for the position.

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