Polk County Public Schools
School Administrator Training
1
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@kellyservices.com
kellyservices.us/keslakeland
2
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
3
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.
4
KES Comprehensive Program
5
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
6
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)
(800) 942-3767 available 24 hrs/day, outbound and inbound calls
KES Service Center hours are 5:30 a.m. to 7 p.m. Monday – Friday ET
(voicemail is available after hours)
863.614.1448 (options 1 and 2)
KESSCHEDULE2@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.com
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Logging In
You will continue
to use your
current login IDs
and PINs
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Customized Home Page
Message Box
Questions
Interactive
Calendar
Absence Management
Functions & Reporting
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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
employee’s last
name (or the first
few letters) in the
space provided,
and click Go.
Step 3: Select an
employee by
clicking the
employee’s
name.
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Creating an Absence (cont.)
Step 4: Enter details about the absence:
AAAAAAAAAAAAAAA
AAAAAAAAAAAAAA
Start/end date
AAAAAAAAAAAAAA
Absence reason A
Substitute requiredAAAAAAAAAAAAAA
AAAAAAAAAAAAAA
Full/half day
Start time/end timeA(if different from what is listed)
Step 5: Click “Next”
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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 6:30 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 11:59 P.M. (An alternate approver can be assigned
in the primary timekeeper’s 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 12:01 AM. The email
address that the message is sent from is:
KellyTimesheetApproval@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 Substitute’s 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 teacher’s 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:
(863) 614.1694 or
(863) 614-1448, 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 student’s 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
33
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@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@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
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