Substitute Calling System

Employee Instructions: Licensed and Classified

You can call SubFinder to review current assignments, review available jobs, cancel a job, and review personal information.

Remember that SubFinder only works from touch-tone telephones! After the system answers, type your ID number (your Social Security Number) on the telephone keypad. You will hear the Main Menu.

• When reporting an absence, always wait for the job number before disconnecting or the absence may not be recorded.
• Only pre-arrange an absence when an agreement has already been made with the substitute. The system DOES NOT call a pre-arranged substitute.

  Register in the System
  Main Menu
  Report an Absence
  Review an Absence
  Cancel an Absence
  Review Personal Information

To Register in the System (One Time Only Procedure)

1. Dial the System: (541) 687-3240
2. Enter ID #: Your Social Security Number
3. Record your name when instructed. Press the star key (*) when finished.

The narration will read the MAIN MENU.
Press 4 to review personal information. If information is incorrect, call the Substitute Office immediately.

Reasons for Absence

Main Menu Categories
Main Menu:
Press 1    Report an absence
Press 2    Review an absence
Press 3    Cancel an absence
Press 4    Review personal information
Press 9    Leave the SubFinder System

Report an Absence
When reporting an absence, SubFinder will require the following information:

• Date(s) and time(s) of the absence.
• Reason for the absence.
• Is a substitute required for the absence?
• Date(s) and time(s) substitute is required.
• Any special instructions for the substitute.

Press 1    From the Main Menu

SubFinder will play the Absence Menu:
Press 1    All day today
Press 2    All day the next work day
Press 3    Enter specific dates and times
Press 9    Return to the Main Menu

All Day Today or All Day the Next Work Day
From the Absence Menu
Press 1    All day today
Press 2    All day the next work day

SubFinder will play the absence date(s) and time(s).
Press 1    Correct
Press 2    Incorrect

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.
Press 1    Correct
Press 2    Incorrect

Is a Substitute Required for the Absence?
Press 1    Sub required entire absence
Press 2    Sub required part of absence
Press 3    Sub not required

Report Normally, Assign, or Request
Press 1    Let SubFinder select a substitute
Press 2    Assign a prearranged substitute
Press 3    Request a specific substitute
Press 9    Return to the Main Menu

Use Option 2 only if an agreement has already been made with the substitute. SubFinder will not call an assigned substitute.

If you are assigning or requesting a substitute, enter that substitute’s assigned ID number followed by the pound sign (#).

Record Special Instructions
Press 1    Record special instructions
Press 2    Otherwise

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

SubFinder will repeat the message:
Press 1    Correct
Press 2    Incorrect

Get the Job Number
Always wait for the JOB NUMBER before disconnecting or the absence may not be recorded.

Enter Specific Dates and Times
Press 3    From the Absence Menu

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

Enter the time the absence begins (HHMM) followed by the pound sign (#).
Press 1    AM
Press 2    PM

If the absence begins at the start of the work day, press star (*).

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

Enter the time the absence ends (HHMM) Followed by the pound sign (#).
Press 1    AM
Press 2    PM

If the absence ends at the end of the work day, press star (*).
SubFinder will repeat the date(s) and time(s) of the absence.
Press 1    Correct
Press 2    Incorrect

From this point forward, SubFinder will follow the same procedures used when reporting an absence for all day today or all day the next work day.

Review an Absence
Press 2    From the Main Menu

SubFinder will play all your scheduled absences, if any exist, beginning with the next scheduled and moving forward. After each absence you will be given some of the following options.
Press 2    Hear the absence again
Press 3    Hear the next absence
Press 4    Cancel an absence
Press 5    Change special instructions
Press 6    Record special instructions
Press 9    Return to the Main Menu

Option 4 will only be available if you are calling prior to the cancellation deadline established by your district. If you press 1, SubFinder will ask for confirmation.
Press 1    Confirm cancellation
Press 2    Otherwise

Option 5 will only be available if you originally recorded special instructions. If you press 5, record the new message after the tone. When you are finished, press the pound sign (#). SubFinder will repeat the message.
Press 1    Correct
Press 2    Incorrect

Option 6 will only be available if you did not originally record special instructions. If you press 6, record the message after the tone. When you are finished, press the pound sign (#). SubFinder will repeat the message.
Press 1    Correct
Press 2    Incorrect

Cancel an Absence
Press 3    From the Main Menu

Enter the job number followed by the pound sign (#).

SubFinder will play the absence.
Press 1    Cancel an absence
Press 9    Return to the Main Menu

If you press 1, SubFinder will ask for confirmation.
Press 1    Confirm cancellation
Press 2    Otherwise

Review Personal Information
Press 4    From the Main Menu

SubFinder will play the site where you work, your work times, your primary job position, and your name as recorded. To change your site, work times, or primary job position, contact your supervisor.
Press 1    Record your name
Press 2    Record your itinerant message
Press 9    Return to the Main Menu

If you press 1, wait for the tone and record your name. When you are finished, press the pound sign (#). SubFinder will repeat your name.
Press 1    Correct
Press 2    Incorrect

Option 2 will only be available if you are set up within SubFinder as an itinerant employee. If you press 2, wait for the tone and record your itinerant message - usually your schedule for the week. When you are finished, press the pound sign (#). SubFinder will repeat your schedule.
Press 1    Correct
Press 2    Incorrect