AESOP
For Principals and Secretaries
Automated Substitute
Placement and Employee
Absence Management System
OBJECTIVES:



Review of AESOP
Reports
Tools to train employees
Review of AESOP
Log on to AESOP
Creating an employee absence
Creating an employee absence:
Enter start date
Enter end date
Choose absence reason
(various sick leave options or To Be
Determined)
Choose full day or half day
Click NEXT

Mary Teacher

Sick Leavepersonal illness

Sick Leave-family
illness

Sick LeaveDeath immed.
Family

Sick Leavedeath, not
immediate family

To Be
Determined
Creating an employee absence cont…
Verify all information!
Enter notes for substitute (optional)
You may also attach lesson plan files
Enter notes for administrator (optional)
Administrator can add private notes (optional)
To Be Determined
This is the third field time this year she has
requested absence to chaperone.
Creating an employee absence
cont…
Finalize absence - 2 options:
1. Click SAVE - AESOP finds a substitute
2.Click SAVE AND ASSIGN – AESOP does NOT
find a sub; you must have pre-arranged coverage
with a substitute for that absence
Choose the sub you want and click
Assign
Mary Teacher
ABC
VERY IMPORTANT:
IF YOU CLICK SAVE AND ASSIGN,
AESOP ASSUMES THAT YOU HAVE
NOTFIED AND SECURED A
SUBSTITUTE FOR THE ABSENCE
AND WILL NOT POST IT TO THE
WEB OR CALL FOR A SUBSTITUTE
ALSO VERY IMPORTANT:
When manually making calls along with
Aesop, be sure you immediately note
it online that you filled it or two
subs may well show up! One with a
confirmation number from Aesop and
one who spoke with an employee.
The school will have to pay the
extra sub if it was the school’s
mistake.
Modify an absence
Modify an absence
You can assign a substitute, delete the absence
partially or completely, or change any absence
information, even 30 days after the absence.
Mary Teacher
ABC
Preferred Substitutes
Preferred substitute list:
Preferred substitute list
Reports
Daily Report
Daily Absence Report: Recommend printing this
report daily and have the substitutes initial next
to their name to verify their attendance.
Report shows teacher leave type and:

Unfilled absences - substitute was not assigned
yet

Filled absences – substitute has been assigned

Substitute not needed

(You could use the Substitute Sign-in Report,
but it will not show any unfilled absences at
the time you printed it.)
Day of Week
Absence Analysis
Day of week absence analysis: Breaks absences down
by days, absence reason and employee. Maximum date
range 365 days
Absence Summary
Absence Summary Report: A monthly calendar
that includes daily totals and a monthly re-cap
summary at the bottom
Absentee Report
Absentee Report:



Same information as the Daily Report, however, a
date range must be specified
Maximum date range for the school report is 92 days
(recommend to print this report every payroll cycle)
Maximum range for an individual employee is 365 days
(recommend to print this report for employee
evaluations)
Substitute Availability Report
To review the availability of all substitutes for a
specific date (may use as directory for manually
calling instructional assistant subs)
Employee Register
Voice Recording
Instructions
Voice recording for employees:
• You have the OPTION to voice
record your employees name and
title for them (Ex. Mary Teacher, Grade
or Mary Teacher, Special Education Math)
5
• Click on Voice Recording Instructions
and AESOP will prompt you for the
Recording ID
Training Tools for your Employees
Welcome letter
 Phone System Instructions Brochure
 Powerpoint for employees who require a
substitute
 Powerpoint for employees who do not
require a substitute
 Basic / Advanced Training Video

Quick Start User
Guides
AESOP Tutorials accessible on your
homepage (Click on Quick Start User Guides)
Questions?