Substitute Calling System

Site Administrator Instructions

You can call SubFinder to review, create, and cancel absences and jobs, and to modify preference lists.
Remember that SubFinder only works from touch-tone telephones!

• 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.

  Main Menu
  Review Today's Absences
  Review Future Absences
  Create an Absence
  Review or Cancel an Absence
  Create One or More Jobs
  Modifying Preference Lists

Reasons for Absence

Main Menu Categories
Main Menu:
Press 1    Review today’s absences
Press 2    Review future absences
Press 3    Create an absence
Press 4    Review or cancel an absence
Press 5    Create one or more jobs
Press 6    Modify preference lists
Press 9    Leave the SubFinder System

Review Today’s Absences
Press 1    From the Main Menu

Press 1    Unfilled absences
Press 2    Failed to fill absences
Press 3    Filled absences
Press 9    Return to the Main Menu

Details reported will include Job Number, Employee Name, Absence Reason, Date(s) and Times, and Substitute Name (if filled). Any absences for itinerant employees will be clearly designated as such.

Review Future Absences
Press 2    From the Main Menu

Enter the first date of the review (MMDD) followed by the pound sign (#). To begin with tomorrow’s date, press star (*).

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

From this point forward, SubFinder will offer the same options as listed above in Review Today’s Absences.

Create an Absence
Press 3    From the Main Menu

Enter the assigned ID number of the absent employee followed by the pound sign (#). SubFinder will play the selected employee’s name.
Press 1    Correct
Press 2    Incorrect

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 4    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 and times.
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 portion 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. The system does not call an assigned substitute.

If you are assigning or requesting a substitute, enter the substitute’s assigned ID number followed by the pound sign (#). SubFinder will play the substitute’s name.
Press 1    Correct
Press 2    Incorrect

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 replay 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 or Cancel an Absence
Press 4    From the Main Menu

Enter the Job Number followed by the pound sign (#). SubFinder will play the absence, followed by some of the following options.
Press 2    Hear the absence again
Press 4    Cancel the absence
Press 9    Return to the Main Menu

Option 4 will only be available prior to the start of the absence. If you press 4, SubFinder will ask for confirmation.
Press 1    Confirm cancellation
Press 2    Otherwise

Create One or More Jobs
Press 5    From the Main Menu

Enter the number of the job position followed by the pound sign (#). SubFinder will play the job position name.
Press 1    Correct
Press 2    Incorrect

SubFinder will play the Job Menu:
Press 1    All day today
Press 2    All day the next work day
Press 3    Enter specific dates and times
Press 4    Return to the Main Menu

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

SubFinder will play the job date and times.
Press 1    Correct
Press 2    Incorrect

Enter the Number of Jobs
Enter the number of jobs you wish to create followed by the pound sign (#). SubFinder will repeat the number of jobs.
Press 1    Correct
Press 2    Incorrect

If you press 1, SubFinder will create the requested jobs. You will given the option to hear the job number(s) for the newly created jobs.
Press 1    Hear job numbers
Press 1    Otherwise

After selecting either of the above options, SubFinder will provide the following choices.

To create another job, enter the position number and then Press #
Press #    Return to the Main Menu

Enter Specific Dates and Times
Press 3    From the Job Menu

From this point forward, SubFinder will follow the same procedures used when reporting an absence for specific dates and times. Please refer to those instructions listed earlier in this brochure.

Modifying Preference Lists
Press 6    From the Main Menu

Enter the number of the list you wish to modify followed by the pound sign (#).
Press 1    Add a substitute to list
Press 2    Remove a substitute from list
Press 9    Return to the Main Menu

If you press 1, enter the assigned ID number of the substitute. The system will play the substitute name that has been added to the list.

If you press 2, enter the assigned ID number of the substitute. The system will play the substitute name that has been removed from the list.