Substitute Calling System

SITE ADMINISTRATOR INSTRUCTIONS

You can call SubFinder to review, create and cancel absences and jobs, and to modify preference lists.

Remember, SubFinder only works from touch-tone telephones!

WHEN REPORTING AN ABSENCE, ALWAYS WAIT FOR THE JOB NUMBER BEFORE DISCONNECTING OR THE ABSENCE MAY NOT BE RECORDED.

SITE ADMINISTRATOR CODE LIST

YOUR MAIN MENU

To Review Today's Absences Press 1
To Review Future Absences Press 2
To Create an Absence Press 3
To Review or Cancel an Absence Press 4
To Create One or More Jobs Press 5
To Modify Preference Lists Press 6
To Report an Absence for a Substitute Press 8
To Leave the SubFinder System Press 9

MAIN MENU OPTION #1
TO REVIEW TODAY'S ABSENCES

From Main Menu Press 1

For UNFILLED absences Press 1
For FAILED TO FILL absences Press 2
For FILLED absences Press 3
To return to the Main Menu Press 9

If you press 1, 2, or 3, SubFinder will describe any absences/jobs that fall into the selected category. Details reported will include job number, employee name, absence reason, date(s) and times, and substitute name (if filled). Jobs will be read one at a time, based on the start time. Any absences for itinerant employees will be clearly designated as such.
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MAIN MENU OPTION #2
TO REVIEW FUTURE ABSENCES

From the Main Menu Press 2

Step 1: Enter the first date of the review (MMDD) followed by the pound sign (#). To begin with tomorrow’s date, press star (*).

Step 2: Enter the last date of the review (MMDD) followed by the pound sign (#). For a single day review, press star (*).

FROM THIS POINT FORWARD SUBFINDER WILL OFFER THE SAME OPTIONS AS LISTED IN THE SECTION TITLED ‘ TO REVIEW TODAY’S ABSENCES.’
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MAIN MENU OPTION #3
TO CREATE AN ABSENCE

From the Main Menu Press 3

Enter the SubFinder-assigned ID # of the absent employee followed by the pound sign (#). SubFinder will play the selected employee’s name.

If correct Press 1
If incorrect Press 2

SubFinder will play the ABSENCE MENU:

For all day today Press 1
For all day the next workday Press 2
To enter specific dates and times Press 3
To return to the Main Menu Press 9

(1) FOR ALL DAY TODAY or
(2) FOR ALL DAY THE NEXT WORKDAY

From the Absence Menu

For all day today Press 1
For all day the next workday Press 2

SubFinder will play the absence date and times.

If correct Press 1
If incorrect Press 2

ENTER THE ABSENCE REASON

SubFinder will play a list of absence reasons. Press the number of the appropriate reason followed by the pound sign (#). SubFinder will repeat the reason.

If correct Press 1
If incorrect Press 2

IS A SUBSTITUTE REQUIRED FOR THE ABSENCE?

If a sub is required for the entire absence Press 1
If a sub is required for only a portion of the absence Press 2
If a sub is not required Press 3

REPORT NORMALLY, ASSIGN, or REQUEST

To let SubFinder select a substitute Press 1
To assign a prearranged substitute Press 2
To request a specific substitute Press 3
To return to the Main Menu Press 9

USE OPTION #2 ONLY IF AN AGREEMENT HAS ALREADY BEEN MADE WITH THE SUBSTITUTE. THE SYSTEM DOES NOT CALL AN ASSIGNED SUBSTITUTE.

If you are assigning or requesting a substitute, enter the substitute's SubFinder-assigned ID # followed by the pound sign (#). SubFinder will play the substitute’s name.

If correct Press 1
If incorrect Press 2

RECORD SPECIAL INSTRUCTIONS

If you would like to record special instructions Press 1
Otherwise Press 2

If you press 1, record a short message after the tone. When you are finished, press the pound sign (#). SubFinder will replay the message.

If correct Press 1
If incorrect Press 2

GET THE JOB NUMBER

ALWAYS WAIT FOR THE JOB NUMBER BEFORE DISCONNECTING OR THE ABSENCE MAY NOT BE RECORDED.

(3) TO ENTER SPECIFIC DATES AND TIMES

From the Absence Menu Press 3

Step 1: Enter the first date of the absence (MMDD) followed by the pound sign (#). To begin the absence today, press star (*).

Step 2: Enter the time the absence begins (HHMM) followed by the pound sign (#). If the absence begins at the start of the workday, press star (*). If you enter a specific time:

For A.M. Press 1
For P.M. Press 2

Step 3: Enter the last date of the absence (MMDD) followed by the pound sign (#). For a single day absence, press star (*).

Step 4: Enter the time the absence ends (HHMM) followed by the pound sign (#). If the absence ends at the end of the workday, press star (*). If you enter a specific time:

For A.M. Press 1
For P.M. Press 2

PLEASE NOTE: When reporting a multiple-day absence, you will be asked if to use the Employee’s Schedule (the absence will follow the employee’s standard work times) or the Same Times Every Day (the absence will be reported for the same times each day of the absence).

SubFinder will repeat the date(s) and time(s) of the absence.

If correct Press 1
If incorrect Press 2

FROM THIS POINT FORWARD SUBFINDER WILL FOLLOW THE SAME PROCEDURE USED WHEN REPORTING AN ABSENCE FOR ALL DAY TODAY OR ALL DAY THE NEXT WORKDAY.
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MAIN MENU OPTION #4
TO REVIEW OR CANCEL AN ABSENCE

From the Main Menu Press 4

Enter the JOB NUMBER, followed by the pound sign (#). SubFinder will play the absence, followed by one or more of the following options.

To hear the special instructions Press 1
To change special instructions Press 2
To record special instructions Press 3
To hear the absence again Press 4
To cancel the absence Press 5
To return to the Main Menu Press 9

Options #1 and #2 will only be available if special instructions have already been recorded for the absence. If you press 2, SubFinder will allow you to re-record the special instructions.

Option #3 will only be available if there are no special instructions recorded.

Option #5 will only be available prior to the start of the absence. If you press 5, SubFinder will ask for confirmation.

To confirm the cancel Press 1 Otherwise Press 2
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MAIN MENU OPTION #5
TO CREATE ONE OR MORE JOBS

From the Main Menu Press 5

Enter the JOB POSITION NUMBER, followed by the pound sign (#). SubFinder will play the job position name.

If correct Press 1
If incorrect Press 2

SubFinder will play the JOB MENU:

For all day today Press 1
For all day the next workday Press 2
To enter specific dates and times Press 3
To return to the Main Menu Press 9

(1) FOR ALL DAY TODAY or
(2) FOR ALL DAY THE NEXT WORK DAY

From the Job Menu

For all day today Press 1
For all day the next workday Press 2

SubFinder will play the job date and times.

If correct Press 1
If incorrect Press 2

ENTER THE ABSENCE REASON

SubFinder will play a list of absence reasons. Press the number of the appropriate reason followed by the pound sign (#). SubFinder will repeat the reason.

If correct Press 1
If incorrect Press 2

REPORT NORMALLY, ASSIGN, or REQUEST

To let SubFinder select a substitute Press 1
To assign a prearranged substitute Press 2
To request a specific substitute Press 3
To return to the Main Menu Press 9

USE OPTION #2 ONLY IF AN AGREEMENT HAS ALREADY BEEN MADE WITH THE SUBSTITUTE. THE SYSTEM DOES NOT CALL AN ASSIGNED SUBSTITUTE.

If you are assigning or requesting a substitute, enter the substitute's SubFinder-assigned ID # followed by the pound sign (#). SubFinder will play the substitute’s name.

If correct Press 1
If incorrect Press 2

RECORD SPECIAL INSTRUCTIONS

To record special instructions Press 1
Otherwise Press 2

If you press 1, record a short message after the tone. When you are finished, press the pound sign (#). SubFinder will replay the message.

If correct Press 1
If incorrect Press 2

GET THE JOB NUMBER

ALWAYS WAIT FOR THE JOB NUMBER BEFORE DISCONNECTING OR THE JOB MAY NOT BE RECORDED.

After giving you the job number, SubFinder will provide the following choices.

To create another job, enter the
position number and then… Press #
To return to the Main Menu Press #

(3) TO ENTER SPECIFIC DATES AND TIMES

From the Job Menu Press 3

Step 1: Enter the first date of the job (MMDD) followed by the pound sign (#). To begin the job today, press star (*).

Step 2: Enter the time the job begins (HHMM) followed by the pound sign (#). If the job begins at the start of the workday, press star (*). If you enter a specific time:

For A.M. Press 1
For P.M. Press 2

Step 3: Enter the last date of the job (MMDD) followed by the pound sign (#). For a single day job, press star (*).

Step 4: Enter the time the job ends (HHMM) followed by the pound sign (#). If the job ends at the end of the workday, press star (*). If you enter a specific time:

For A.M. Press 1
For P.M. Press 2

FROM THIS POINT FORWARD SUBFINDER WILL FOLLOW THE SAME PROCEDURE USED WHEN REPORTING A JOB FOR ALL DAY TODAY OR ALL DAY THE NEXT WORKDAY.
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MAIN MENU OPTION #6
MODIFYING PREFERENCE LISTS

From the Main Menu Press 6

Enter the number of the list you wish to modify followed by the pound sign (#).

To ADD a substitute to the list Press 1
To REMOVE a substitute from the list Press 2
To return to the Main Menu Press 9

If you press 1, enter the assigned ID # of the substitute. The system will play the name of the substitute that has been added to the list. (The substitute will be added to the bottom of the selected preference list.)

If you press 2, enter the assigned ID # of the substitute. The system will play the name of the substitute that has been removed from the list.
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MAIN MENU OPTION #8
TO REPORT AN ABSENCE FOR A SUBSTITUTE

From the Main Menu Press 8

Enter the JOB NUMBER followed by the pound sign (#). SubFinder will play the job information.

Step 1: Enter the first date of the absence (MMDD) followed by the pound sign (#). To begin the absence today, press star (*).

Step 2: Enter the time the absence begins (HHMM) followed by the pound sign (#). If the absence begins at the start of the work day, press star (*). If you enter a specific time:

For A.M. Press 1
For P.M. Press 2
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