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Employee Data Systems

1. Absence Management

1.1. Employees/Teachers/Salaried Staff-User Guide

SIGNING IN

To log into Absence Management using your district credentials: 

1) Navigate to My Apps  https://myapps.plcschools.org/ 

2) Click the Absence Management tile

Your district login information will automatically log you into Absence Management from the My Apps page.

If you have any issues signing in, please contact the helpdesk at helpdesk@plcschools.org. 




CREATING AN ABSENCE
You can enter a new absence from your Absence Management home page under the Create Absence tab.
Enter the absence details including the date of the absence, the absence reason, notes to the administrator or substitute, etc. and attach any files, if needed. You can then click Create Absence.

MANAGING YOUR PIN AND PERSONAL INFORMATION
Using the “Account” option, you can manage your personal information, change your PIN number, upload
shared attachments (lesson plans, classroom rules, etc.), manage your preferred substitutes, and more.

ACCESSING ABSENCE MANAGEMENT ON THE PHONE
In addition to web-based, system accessibility, you can also create absences, manage personal
information, check absence reason balances, and more, all over the phone.
To call the Absence Management system, dial 1-800-942-3767. You’ll be prompted to enter your ID
number (followed by the # sign) and then your PIN number (followed by the # sign).
Over the phone you can:
• Create an absence (within the next 30 days) – Press 1
• Review upcoming absences – Press 3
• Review a specific absence – Press 4
• Review or change your personal information – Press 5


1.2. Administrators/Principals-Campus User Guide

LOGGING IN ON THE WEB
SIGNING IN

To log into Absence Management using your district credentials: 

1) Navigate to My Apps  https://myapps.plcschools.org/ 

2) Click the Absence Management tile

Your district login information will automatically log you into Absence Management from the My Apps page.

If you have any issues signing in, please contact the helpdesk at helpdesk@plcschools.org. 


ACCESSING THE DAILY REPORT
The Daily Report provides an overview of each day’s absences, substitutes, and more. Access or print the Daily Report by clickingthe Daily Report button on the home page.

CREATING AN ABSENCE
The system is designed to allow employees to enter their own absences, but as an admin, there may be times when you need to enter an absence on behalf of an employee.

To create an absence, click the Create Absence button on the Quick Actions panel. Alternatively, choose Absences > Create Absence from the side navigation bar.







1.3. Substitute-User Guide

SIGNING IN
Type aesoponline.com in your web browser’s address bar or go to app.frontlineeducation.com if you have a Frontline Account.
The Sign In page will appear. Enter your ID/username and PIN/password and click Sign In.

RECOVERING CREDENTIALS
If you cannot recall your credentials, use the recovery options or click the “Having trouble signing in?” link for more details.

SEARCHING FOR AVAILABLE JOBS
You can review available jobs directly on the homepage. These potential jobs appear in green on the calendar and in list form under the “Available Jobs” tab.
To accept a job, click the Accept button beside the absence (or click Reject to remove a job from the list).

GETTING HELP AND TRAINING
If you have questions, want to learn more about a certain feature, or want more information about a specific topic, click Help Resources and select Frontline Support.
This opens a knowledge base of help and training materials.

ACCESSING ABSENCE MANAGEMENT ON THE PHONE
In addition to web-based, system accessibility, you can also find and accept available jobs, manage personal information, change your PIN number, and more, all on the phone.

When You Call into Absence Management
To call, dial 1-800-942-3767. You’ll be prompted to enter your ID number (followed by the # sign), then your PIN number (followed by the # sign).

When calling the Absence Management system, you can:
• Find available jobs – Press 1
• Review or cancel upcoming jobs – Press 2
• Review or cancel a specific job – Press 3
• Review or change your personal information – Press 4

When the Absence Management System Calls You
If an available job has not been filled by another substitute two days before the absence is scheduled to start, the system will automatically begin to call substitutes and try to fill the job.
Keep in mind, when the system calls you, it will call about one job at a time, even if you’re eligible for other jobs. You can always call in (see “When You Call into Absence Management” section above) to hear a
list of all available jobs.

When you receive a call, you can:
• Listen to available jobs – Press 1
• Prevent Absence Management from calling again today – Press 2
• Prevent Absence Management from ever calling again – Press 9

If you are interested in the available job, Press 1. You will be asked to enter your PIN number (followed by the # sign).
The Absence Management system will list the job details, and you will have the opportunity to accept or reject the job.


1.4. Out of State Travel

Out of State Travel

 

1. Log into the For Staff Section of www.plcschools.org and navigate to the Common Forms page. Click the Out of State Travel Worksheet link.

2. The worksheet will open in an Excel document. Click “Enable Editing” in yellow at the top of the page. You will then be able to enter the requested information. Save the file to your desired location.



3. Log into Absence Management. Click Create Absence. Enter the applicable information.

4. Click Browse under File Attachments to locate and attach the Out of State Travel Worksheet you saved. Click the green Create Absence button to submit.

Out of State Leave on a Weekend

1. Follow Steps 1 and 2 above. When you reach Step 3, you will need to enter the leave on behalf of the employee. Only Campus Users can create an absence on a weekend day.  Click Create Absence on your dashboard and find the employee. Choose Fill out Details.

2. Manually enter the days the leave will take place in the date boxes above the calendar. DO NOT enter the leave by clicking the dates on the calendar or the weekend date will not be recognized. Enter all applicable information and attach the Out of State Travel Worksheet at the bottom of the page. Click Review and Confirm.

3. Review the information entered and click the Create Absence and Assign Sub to attach a prearranged substitute. If no substitute has been prearranged, click the Create Absence Button to submit the leave.


1.5. Administrative Assistants-Entering & Managing FMLA Leave

Entering & Managing FMLA Leave


Important points to remember when entering FMLA leave:

A) Administrative assistant and custodian FMLA leave is tracked through TimeClock not Absence Management.

B) Employees do not have the ability to enter their own FMLA leave because requests for FMLA leave must first be approved through HR. Once the leave is approved, HR will send the administrative assistant an email with dates of the employee’s anticipated leave. The administrative assistant will enter the FMLA leave on behalf of the employee.  Until the email from HR is received, FMLA leave is not official – even if you knew of the employee’s intent to take leave before the meeting with HR took place. When you receive the confirmation email, if you have additional information to add or see corrections to be made, please let HR know.

To enter an FMLA leave:

1. Click Create Absence in the upper right corner of the Dashboard. Select the employee needing leave and then choose the Fill out Details button.

2. Enter ILLNESS>LEAVE FMLA as the Absence Reason. Enter the leave dates specified in the email from HR in the calendar on the left side of the screen. Click the Review and Confirm button.

3. Click the Create Absence & Assign Sub button. Click the green Assign button next to the substitute named in the email from HR.

C) FMLA leave must be entered as one continuous absence in order for substitutes to receive the correct long term pay rate. If a long term sub is absent during an FMLA leave, the absence must be “split” to enter the sub for the long term sub. Please contact Human Resources if you need assistance splitting an absence.

To split an absence:

1. Click the confirmation of the absence. This can be found on your Dashboard screen. Click the Split Absence Button in the upper left hand corner.

2. Choose the days you will need a sub for your long term sub by click the check box next to the date. Then choose the Create Split Absence button.

3. Click Remove Substitute from New Absence. Choose the corresponding reason for removing the long term substitute on those selected days. Click the Save Split Absence button.

4. An Absence Split Successful message will appear in the upper right corner of your screen. Click the hyperlinked confirmation number to open the new absence.


1.6. Administrative Assistants-Editing your preferred Sub List

1. Log into Absence Management and find the Preferred Substitutes list under the Settings menu on the left side of your homepage.

2. Click the Green Add Substitutes button to add a new substitute to your list. Select the substitute you want to add and then choose the Add to Preferred Substitutes button.

3. To remove a substitute from your preferred substitute list, click the Select box next to his or her name. A red Remove Selected Substitute(s) button will appear. Click this to delete the substitute from the preferred list.

4. Removing a substitute from your preferred substitute list will not prevent them from accepting future jobs at your building. If you would like to exclude a substitute teacher from your building, please contact Kati Settles in Human Resources by email with details of the reasons for exclusion. Human Resources can then exclude the substitute for you.

1.7. Administrative Assistants-Accessing the Substitute List

Administrative Assistants -Accessing the Substitute List in Absence Management — Campus User

1. Log in to Absence Management. Click arrow to open the Reports menu on the left side of your screen. Click the arrow to open the Substitutes sub menu. Choose the Substitute Availability report.


2. Select the date you will need a substitute by clicking the Calendar icon.

3. If you wish, you can search for a specific substitute’s availability by selecting their name from the Substitutes drop down box.

4) Substitute teachers and substitute paraprofessionals will appear on the same list unless you select group you’d like to search in. To do so, click the Show Skills box. Then choose the substitute list you’d like to search from the Skills drop down box.

5. Click the blue Search button. A list of available substitutes matching your search parameters and their phone numbers will appear.


1.8. Administrative Assistants-Filling Sub Para Jobs

Filling Sub Para Jobs in Absence Management


Step 1: Log into Absence Management online. Click the Create Vacancy button. Vacancies will be used instead of absences because paraprofessional employees will still track their leave through TimeClock Plus.

Step 2: Choose the appropriate Vacancy Profile. PARA-INTRA/SPED will be used for Special Education or Instructional (after 3 consecutive days of leave only) para absences. PARA-FOOD SRVC will be used for a Food Service para absence.


Step 3: Click the blue Fill out Details button in the bottom right corner of the screen.

Step 4: Choose the day(s) a sub will needed in the calendar section on the left side of your screen. Choose Para Sub from the Vacancy Reason drop down box. Choose Custom from the Time drop down box. Then enter the absent para’s hours.

Step 5: Enter the absent para’s name and position Notes to Administrator box.  Then the blue click Review and Confirm button.

Step 6: Click the green Create Vacancy button to post the job to Absence Management. The system will begin calling from the list of available jobs just as it does for substitute teachers. Jobs will also be posted on Absence Management online and on the Jobulator app.

Reminders

  • Substitute paras will still need to fill out timesheets and return them to payroll
  • Instructional paras will only get a sub after three or more consecutive days of absence
  • Special education, instructional and food service paraprofessionals will continue to track their time and leave in Time Clock Plus
  • You must include the name of the person you need a sub for in the Notes to Administrator box of each vacancy



1.9. Entering Leave - Hourly User Guide

2. TalentEd

2.1. Logging in to TalentEd

Logging in to TalentEd
Go to: http://www.plcschools.org
  • Click on Staff Sign In link (If prompted to sign in, the log in is the same as email and computer log in)
  • Go to the link For Staff
  • Click on Common Links
  • Click on TalentEd
  • You can log in to Records, Preform or Recruit & Hire on this screen.
  • For Records click on the arrow in the red area
    • User Name will be your District Email Address
    • The Password will be current password you have set up with Talent Ed. If you do not know your password, please go to page 2 for instructions
    • Select Sign In
    • Once you are log in to TalentEd you have the option to move in between the applications.
       At the top Right Corner of your page you will see colored lines
       Click on the colored lines
       You can click on the GO Button for the application that you would like to view


Reset Password for TalentEd
How do I reset my password?
Please use the “Forgot your password?” link on the TalentEd login page. Once you input your email address that is linked to your TalentEd account, you will receive an email that will allow you to reset your password.
How do I set my password if I have never logged in before?
Please go to the TalentEd page and click the “Forgot your password?” link. You will then input your district email address, and you will then receive an email that will allow you to reset your password.

After successfully resetting or setting your password for the first time, you will be able to use your assigned username and new password to log in on the TalentEd page.




2.2. Task Completion in Records

Logging in to TalentEd
Go to: http://www.plcschools.org
  • Click on Staff Sign In link (If prompted to sign in, the log in is the same as email and computer log in)
  • Go to the link For Staff
  • Click on Common Links
  • Click on TalentEd
  • Click on the red triangle for Records
    • Enter User Name
    • Enter Password
    • Click on Sign In
  • Click on the Calendar next to the date and select the date
  • Type in your Position
  • Click on Save Final
  • The page will refresh
  • Once the page refreshes, type in your name for the electronic signature line
  • Click on the Box next to “I have read and accept the Electronic Signature Statement”
  • Click on Submit
  • The Evaluation Cycle Form will be cleared from your Needs Attention Tasks
  • You can view the form on the Completed tasks tab







2.3. TalentEd Records vs Perform

Logging in to TalentEd

Go to: http://www.plcschools.org

  • Click on Staff Sign In link (If prompted to sign in, the log in is the same as email and computer log in)
  • Go to the link For Staff
  • Click on Common Links
  • Click on TalentEd
Records—will be for Human Resource items sent to you for completion to include Intent to Returns, Salary Letters and any personnel/payroll forms. You are also able to view historical forms to include new hire forms, Transcripts, Teaching Certificate and payroll forms.

Perform—will be forms sent to you from you Administrators to include observations and evaluations.

Click on the triangle for the Application you need.
  • Enter User Name
  • Enter Password
  • Click on Sign In
For the Records Application
 If you have a task to complete you will be able to view the task on your My Tasks page
 Refer to the Needs Attention tab
 Tasks that require attention will be listed
 Click on the grey button on the right hand side and proceed with completing the form.

To review files we have in your file click on the Files button located on the top right corner.
You can to view documents within the files. Click on the file you would like to view.
Click on the View and Sign button and proceed with reviewing and completing the form.

To switch applications to Preform
 Click on the multi colored button, located on the top right.
 A pop up box will open. You can click on the GO button next to the Application you want to open. If the GO button is not shown, click on Account Settings, located on the bottom left.

To review historical observations, evaluations and any document within Perform you will click on the History Button and then select the year.


2.4. Starting a process in Perform - Supervisors

  • Sign in to Perform
    • Click on My Staff

    • Click on the All Staff tab
    • Click on Start A Process for the Staff Member you are assigning a process to
    • Using the drop down arrows select the Process Type, Process Name, Job Type and the Due Date

    • A Due Date must be entered. It is not optional.
    • Click on Assign Process
    • Once you have assigned the process, the page will refresh back to your All Staff tab
    • Click on the Folder button for the staff member that was assigned a process
    • Select View next to the process you would like to begin
    • Once you have completed your form and are ready for your staff member to review and sign click on Save & Submit
    • If you need to save and return to the form at a later time click on Save Progress





3. Time & Attendance

3.1. Clocking In/Out

Please select the instruction guide link below for detailed instructions on clocking in and out using the 3 methods available to staff.

3.2. Submitting time for approval

3.3. Administrators/Principals/Administrative Assistants - Campus User Guide