EMPLOYEE’S QUICK REFERENCE
System Phone Number            245-0781
Help Desk Phone Number        522-2225
   
 

HOW TO REGISTER AS A NEW USER AND RECEIVE YOUR
PERSONAL IDENTIFICATION NUMBER (PIN)

  1. With a pencil ready and your Social Security Number (SSN) in mind, dial the System Phone Number (408-245-0781.)  When the System asks for your Personal Identification Number (PIN), press the star key on the telephone keypad.
  2. When the System says, “If you are calling as a Substitute press 1, otherwise press 3”, press 3.
  3. When the System asks for your Social Security Number, enter your SSN by pressing the telephone keys.
  4. The System asks you to record your name.  Immediately after the tone, say your name clearly.  You have only a few seconds, so avoid pauses or long titles.  Wait for the System to play back your recorded name.
  5. If you like the recording, press 1.
    If you want to re-record your name, press 9.
  6. The System reads your WORK LOCATION and then your JOB DESCRIPTION.  After hearing this information:
  7. Press 1 if the information is CORRECT, OR
    Press 3 if the information is NOT CORRECT, OR
    Press 5 to hear the information again
  8. NOTE:  The System will NOT allow you to correct your location or job description during registration.  You may only indicate that the System’s records are incorrect.  If the System has incorrect information for you, call the Help Desk (408-522-2225 1) AS SOON AS YOU FINISH REGISTERING, and have them correct the information!
  9. The system tells you your PIN.  Write your PIN in the space provided on page 1
    Press 9 to review your PIN.  When you are sure that your PIN is written correctly, press 1
  10. Your registration is complete.  You may use your PIN immediately.
 
 

AFTER REGISTERING, YOU MAY REVIEW YOUR PIN OR CHANGE THE RECORDING OF YOUR NAME

  1. Follow steps 1 through 3 in the previous instructions as if you were registering as a new user.
  2. Press 1 to hear your pin, or
    Press 3 to change the recording of your name.
  3. If you select Hear Your Pin, the system tells you your pin.  Write your pin in the space provided on page 1.
  4. If you select Change The Recording Of Your Name, the System asks you to record your name.  Immediately after the tone, say your name clearly.  You have only a few seconds, so avoid pauses or long titles.  Wait for the System to play back your recorded name.
  5. If you like the recording, press 1, and the new recording will be made available for immediate use, OR if you want to re-record your name, press 9
 
 

ENTER A CURRENT OR NEXT-DAY ABSENCE

  1. Call THE System Phone Number, enter your PIN when prompted, and press 1 to ENTER  
          AN ABSENCE.
  2. Press 1 for a ONE-DAY absence for the CURRENT day, OR Press 5 for a ONE-DAY absence for the NEXT workday.
  3. The System says your normal START and END times.
  4. Press 1 if the absence starts and ends at those times, then SKIP TO STEP 4, OR
    Press 5 to manually enter the START and END times
    If you manually enter the times, listen as the System reads your regular START time.
    If the absence starts at the time offered, press the star key
     OR
    If the absence starts at another time, enter 2 digits for hour and 2 digits for minute (EXAMPLE:  Enter 8:05 as 0805).  If prompted after entering the four-digit time, press 3 if the time is AM, or 7 if PM.
    Repeat this procedure to enter the END time.
  5. Enter the number corresponding to the REASON FOR ABSENCE (see page 4), and then press the star key.  Note:  To hear a list of absence reasons, press the star key by itself when asked for the REASON FOR ABSENCE.
  6. Press 1 to RECORD SPECIAL INSTRUCTIONS that will be read when offering the Job to Substitutes, OR Press 5 to BYPASS THIS STEP
  7. Press 1 if a SUBSTITUTE IS REQUIRED for this absence, OR Press 3 if NO SUBSTITUTE IS REQUIRED, then SKIP TO STEP 8.
  8. Press 1 to REQUEST A PARTICULAR SUBSTITUTE, OR Press 3 to BYPASS THIS STEP.
  9. If you choose to REQUEST A PARTICULAR SUBSTITUTE, enter the Substitute’s SPECIAL ID (not their PIN), then press the star key.  The System confirms the Substitute’s name.  Press 1 if NO PRIOR ARRANGEMENT HAS BEEN MADE WITH THE SUBSTITUTE, but you want the System to offer this assignment to the selected Substitute before offering it to others, OR
    Press 3 to AUTOMATICALLY ASSIGN THE SUBSTITUTE then press 1 to CONFIRM that the Substitute has ALREADY AGREED to cover this particular absence.  The System will not contact this, or any other Substitute!
  10.    Press 1 to RECEIVE THE JOB NUMBER.
  11. IMPORTANT – wait for the System to give you’re the Job number, which completes the Absence entry process!
 
 

REGULAR ABSENCE ENTERY METHOD:
Specify All Dates and Times

  1. Call the System Phone Number, enter your PIN when prompted, and then press 1 to ENTER AN ABSENCE.
  2. Press 7 to ENTER THE DATE AND TIMES OF THE ABSENCE.

    a.  Enter the DATE THE ABSENCE STARTS.
    Press the star key to accept the date offered, OR Enter 2 digits for the month and 2 digits for the date (EXAMPLE:  Enter March 4th as 0304).
    b.  Enter the TIME THE ABSENCE STARTS. Press the star key to accept the time offered, ORenter 2 digits for the hour and 2 digits for the minute (EXAMPLE:  Enter 8:05 as 0805).  If prompted after entering the four digit time, press 3 if the time is AM, or 7 if PM.
    c.  Enter the DATE THE ABSENCE ENDS.  Press the star key to accept the date offered, OR Enter 2 digits for the month and 2 digits for the date.
    d.  Enter the TIME THE ABSENCE ENDS.  Press the star key to accept the time offered,
    OR Enter 2 digits for the hour and 2 digits for the minute.
  3. Enter the number corresponding to the REASON FOR ABSENCE (see page 3), then
    Press the star key.  Note:  To hear a list of absence reasons, press the star key by itself when asked for the REASON FOR ABSENCE.
  4.  Press 1 to RECORD SPECIAL INSTRUCTIONS that will be read when offering the 
         Job toSubstitutes, OR Press 5 to BYPASS THIS STEP.
  5.  Press 1 if a SUBSTITUTE IS REQUIRED for this absence, OR Press 3 if  
         NO SUBSTITUTE IS REQUIRED, then SKIP TO STEP 8.
  6.  Press 1 to REQUEST A PARTICULAR SUBSTITUTE, ORPress 3 to BYPASS THIS  
    STEP.
  7. If you choose to REQUEST A PARTICULAR SUBSTITUTE, enter the Substitute’s SPECIALID (not their PIN), then press the star key.  The System confirms the Substitute’s name.  Press 1 if NO PRIOR ARRANGEMENT HAS BEEN MADE WITH THE SUBSTITUTE, but you wantthe System to offer this assignment to the selected Substitute before offering it to others,
    OR
    Press 3 to AUTOMATICALLY ASSIGN THE SUBSTITUTE then press 1 toCONFIRM that the Substitute has ALREADY AGREED to cover this particular absence.  The System will not contact this, or any other Substitute!
  8. Press 1 to RECEIVE THE JOB NUMBER.
  9. IMPORTANT – Wait for the System to give you the Job number, which completes the Absence entry process!
 
 

REVIEW OR CANCEL AN ABSENCE

  1. Call the System Phone Number, enter your PIN when prompted, and then press 5 to REVIEW OR CANCEL AN ABSENCE.
  1. Listen to the absence information the System plays. 

    Press 1 to HEAR THE INFORMATION AGAIN, OR
    Press 3 to HEAR ANOTHER ABSENCE, OR
    Press 5 to CANCEL THE ABSENCE the System just played.

If you select CANCEL THE ABSENCE, you must press 1 to CONFIRM THE CANCELLATION REQUEST and wait for the System to say “Job number XXXXXX has been cancelled.”  If you do not WAIT TO HEAR the System say this, you have no assurance the Absence has been cancelled, and a Substitute may report for this Job.

You must cancel your absence by 4p.m. the day before the job begins to allow the Help Desk adequate time to contact the Substitute.  THE SYSTEM DOES NOT contact Substitutes to inform them that an Absence has been cancelled.

  
 

The System calls Substitutes during these times:

                              Today’s Jobs                Future Jobs

Weekdays         5:30 am – 12:00 pm       4:00 – 9:30 pm
Saturday           None                             None
Sunday             None                             6:00 – 9:30 pm
Holidays            None                             6:00 – 9:30 pm

  
 

Absence Reasons

1. SICK LEAVE
2. PERSONAL NECESSITY – CATEGORY 1
3. PERSONAL NECESSITY – CATEGORY 2
4. PERSONAL NECESSITY – CATEGORY 3
5. BEREAVEMENT – 3 DAYS
6. BEREAVEMENT – 5 DAYS
7. JURY DUTY
8. RELEASE – SCHOOL AUTHORIZED
9. RELEASE – DISTRICT AUTHORIZED