Guest Teacher and Teacher Absence Guidelines

1. Guest TeacherandTeacher Absence Guidelines Helpful resource for the 2018-19 school year

2. Absence reporting Important things to remember about teachers reporting absences • Absences can be reported via telephone and the Aesop website. • Absences can be entered by teachers into the system up until 1 ½ hours before the assignment start time. Example: elementary teachers have until 6:45 am to enter an absence based on a 8:15 am report time. • Teachers can cancel an absence up until one (1) hour before the start of school.

3. Guest Teacher resources Guest Teachers should have the following resources in your building: • Lesson plans • Class Roster • Class Schedule, including extra duties or any breaks • Key to the classroom; or access to the classroom • Introduction from the building administrator • Support contact information • Any PBIS building specific information • A welcoming environment

4. Failed-to-Fill When you have a failed-to-fill assignment • A failed-to-fill assignment is an absence that has been placed in Aesop before the start of school, but was not picked up by a Guest Teacher and remains unfilled. • If you cannot use an instructional aide for teacher coverage, please split the class between other teachers. • Students should only be placed with teachers one grade level above or below their current grade.

5. Failed-to-Fill If a teacher takes extra students due to a failed-to-fill assignment • Be sure the teacher has the following information: • The teacher will need this information to complete the TEACHER SUBSTITUTE COMPENSATION TIMESHEET in TalentEd. • Once complete, this form will be routed to the building office manager for review. • The office manager will review the timesheet and verify if the assignment qualifies for payment and a blue sheet. • After this verification, the office manager will enter a blue sheet for payment for the teacher for taking in the extra students

6. Pay rate How much will teachers be paid for instructing extra students? Example: Class A has 16 students, split up into two classrooms evenly for a full day (8 students). Teacher B will receive $15 x 6 hours of instruction = $90 Teacher C will receive $15 x 6 hours of instruction = $90 Total cost to the district = $180 Class A has 16 students, split up evenly into 4 classrooms for a full day ( 4 students). Teacher B will receive $15 x6 hours = $90 Teacher C will receive $15 x 6 hours = $90 Total cost to the district = $360 Teacher D will receive $15 x 6 hours = $90 Teacher E will receive $15 x 6 hours = $90

7. Blue Sheet Workflow Blue Sheet workflow • Office manager reviews the timesheet submitted by the teacher and verifies that the timesheet qualifies for payment as a failed-to-fill assignment. • Office manger creates a blue sheet within TalentEd • Building administrator approves the blue sheet • Tammicka Buford of HR reviews and approves/denies the blue sheet • Phillip Boyd reviews and approves the blue sheet • Submitted to payroll for processing • The teacher will be able to view the blue sheet within their TalentEd account

8. Blue Sheet denial Reasons a blue sheet will be denied • There was no absence for the absent teacher reported in Aesop • The absence was entered into Aesop after the start of school • If the building coverage is not related to a failed-to-fill assignment. • Example: Math teacher John Washington, is helping for one hour with school picture day.

9. Absence approval Which absences need approvals • Personal day : according to policy 1137, except in cases of emergencies, employees shall give their principal or unit administrator five (5) school days notice of their intent to use personal leave. The principal or unit administrator should respond to the request by the next school day. • Once entered in Aesop, this absence assignment will not be visible to Guest Teachers until it is approved.

10. Absence approval Which absences need approvals • Bereavement: according to policy 1134; Three (3) consecutive days of bereavement leave per bereavement will be granted if a death occurs in the immediate family of the employee or employee’s spouse. The board defines “immediate family” to include spouse, parents, children, children’s spouses, grandparents, grandchildren and siblings of an employee or employee’s spouse and any other family member residing with the employee. • Two(2) days of bereavement leave may be granted for attending the funeral of a relative other than the immediate family of the employee. • One (1) day of bereavement may be granted for attending a funeral other than for a relative, but it will be charged against the employee’s sick leave

11. Absence approval Which absences need approvals • Jury Duty: according to policy 1144, leave will be granted for the period of jury service or to appear as a witness under subpoena or summons providing the employee involved is neither plaintiff nor defendant. • The teacher should enter the absence in Aesop for the date of the jury duty summons. A copy of the summons should be sent to Tammicka Buford. Once the summons is reviewed the absence will be approved in Aesop by HR. • At the conclusion of the jury duty service, the jury duty payment should be sent to HR endorsed by the teacher. This will ensure the teacher is paid their regular rate for their absence. If the payment is not surrendered to the district, the teacher will be docked for the day.

12. Absence approval Which absences need approval • Building PD – approved by building administrator, requires an account code • District PD – approved by the professional learning and leadership office, requires an account code • Field Trip – approved by building administrator • Interview Committee – approved by building administrator