New Employee Orientation for Day-to-Day Substitute Employees

August 2011 (Rev. March 21 2012) 1

Sacramento City Unified School District Human Resource Services

Substitutes in Reserve . . . Greetings and Welcome to SCUSD

August 2011 2

• You have been selected to provide an important service to

the students of the Sacramento City Unified School District

as a member of the substitute work force. You will make a

significant contribution to the instructional program by

carrying out the work of a successful substitute.

• The job of a substitute is a challenging one. You will find the

members of our staff ready and willing to give you all the

cooperation and help they can. Please do not hesitate to ask

for assistance and offer any suggestions that you believe

may enable you to do an effective and satisfying job.

Substitutes in Reserve . . . Greetings and Welcome to SCUSD (continued)

August 2011 3

• This New Employee Orientation seminar is provided to

explain substitute procedures and to answer any of your

questions. Administrators, Principals, School Office

Managers, and School Plant Operations Managers of the

schools to which you are assigned will give you more

detailed information about your duties and the various

policies and procedures in their schools.

• The Administrator and Principals will also be asked to

evaluate your work. If you are applying for full-time jobs in

our district, this evaluation will be an important

consideration in your selection.

Substitutes in Reserve . . . Greetings and Welcome to SCUSD (continued)

August 2011 4

• The role of a substitute is a challenging one which brings

with it rewards and the opportunity to assist in the

development of SCUSD’s greatest asset—our students!

Welcome to the Sacramento City Unified School District!

Substitute Office Hours

August 2011 5

• To reach the Substitute Office, Bobbie Jo Argo, Personnel

Technician II, is available 6:30 a.m. to 3:00 p.m., by phone

(916) 643-9493, or email Bobbie-Jo-Argo@sac-

city.k12.ca.us. Do not call the office to ask for an

assignment.

• We make every effort to return phone calls and respond to

emails within a 24-hour turnaround.

• You may also contact Personnel Specialist, Confidential,

(916) 643-7492 or email joycec@sac-city.k12.ca.us.

Substitute Titles and Salary Rates

August 2011 6

Certificated Substitutes

Day-by-Day Substitute Teachers’

Salary Schedule:

(effective July 1, 2011):

1st Step: $98.31 per full day up

to and including the fifth day of

service.

2nd Step: $149.51 per full day of

service from the sixth day of

assignment.

Classified Substitutes

$11.19 Clerk I Hourly Rates

$12.08 Clerk II Based on

$13.45 Clerk III Hours

$13.76 Office Tech I Worked

$14.37 Office Tech II

$14.71 Office Tech III

$15.08 Office Tech IV (HS Only)

$13.45 Attendance Tech I

$14.37 Attendance Tech II

$15.34 Fiscal Tech I

$15.34 School Office Mgr I & II

Substitute Titles and Salary Rates (continued)

August 2011 7

Classified Substitutes

$15.68 School Office Mgr III

$13.45 Customer Svc Spec

$18.83 Registrar

$12.39 Custodian 1st Shift (ends

no later than 9:00 p.m.)

$13.01 Custodian 2nd Shift (begins

after 9:01 p.m.)

$10.91 Instructional Aide

$10.91 Children’s Center Aide

$11.19 Special Education Aide

$12.39 Campus Monitor

$16.84 Warehouse Worker

Partial Day Compensation Practices for Substitute Teachers

August 2011 8

K-12/Adult Education Subs • Any amount of time up to and including 3 hours = ½ day • More than 3 hours up to and including 4 hours = 2/3 day • More than 4 hours = 1 day Children’s Center Sites • Any amount of time up to and including 4 hours = ½ day • More than 4 hours up to an including 5 ½ hours = 2/3 day • More than 5/12 hours = 1 day

Monthly Payroll Period and Monthly Pay Date

August 2011 9

• Time is reported in the Automated SubFinder System from

the start of the 26th of the month and ending on the 25th

of the following month.

• Pay day is the 15th of each month. If pay day falls on a

different day, the Payroll Department will notify the

substitutes of any exceptions.

• All substitutes may access their substitute jobs on-line at

any time for review.

Monthly Payroll Period and Monthly Pay Date (continued)

August 2011 10

Example: Schools begins on September 6, 2011.

Substitute jobs are reported from September 6,

2011 through September 25, 2011.

Substitute paid October 15, 2011 (for work per-

formed September 6 through September 25, 2011).

Example: Substitute jobs are reported from October 26, 2011

through November 25, 2011.

Substitute paid December 15, 2011 (for work

performed October 26 through November 25, 2011).

Letter Approving You to Begin to Substitute

August 2011 11

• Complete all pre-employ-

ment requirements and

clearances.

• Receive invitation via email

to be authorized to work as

a substitute.

• Log into Automated

SubFinder System.

• Voice yourself.

• Your I.D. number.

To Remain Active as a Substitute, You Must Accept Substitute Jobs

August 2011 12

• In order to remain active as a substitute in the Automated

SubFinder System, you must routinely accept substitute jobs

within each of your substitute titles. If you do not accept any

jobs within a six (6)-month period, you will be removed from

the SCUSD substitute database.

• If you have been removed and wish to be considered as a

substitute again, you must reapply for consideration.

Substitutes that consistently accept jobs will be given

priority preference. Substitute hiring is based on district

needs.

To Remain Active as a Substitute, You Must Accept Substitute Jobs (continued)

August 2011 13

Example: If you are a substitute for both Substitute

Custodian and Substitute Campus Monitor, then

you must accept substitute jobs for each

substitute classification within a six (6)-month

period to remain as an active substitute for each

separate substitute job title.

Automated Substitute Finder System (ASF) and Substitute Pay

August 2011 14

• Substitute Services, Human Resource Services, uses the

Automated Substitute Finder System and Substitute

Pay, which are today's most sophisticated PC and voice

technology resources to give employees and substitutes

automated access to a system that manages the entire

process.

• Substitutes can quickly accomplish routine tasks, such as

checking available jobs and reviewing current jobs.

SubFinder on-line is used to access SubFinder from your

home or any computer that has Internet access.

Process of Calling Substitutes

August 2011 15

• Teachers and classified staff can report absences to the

system seven (7) days a week, 24 hours a day. The system

automatically begins calling from a defined list of qualified

substitutes. Many times a Principal, Administrator, or Teacher

will want to request a certain substitute, and this is handled

through a defined priority list established by the school

through the Substitute Office.

• Teachers or Principals can leave recorded voice instructions

with each absence called into the system. Messages are

recorded and played back to the substitute in the Teacher's

own voice as the substitute reviews the offering.

Process of Calling Substitutes (continued)

August 2011 16

• The Automated Substitute Finder is set to call substitutes seven days a week (beginning 5:00 a.m. until 10:00 p.m.). It is set to call out in advance of the job. Substitutes may call in at any time to accept and/or review assignments.

Substitute Finder System Phone Number: 1-(877) 388-0913

______

(Phone number you will see on caller ID when SubFinder attempts to

call you is 1-570-651-XXXX.)

Job Number Is Required and Essential

August 2011 17

JOB NUMBER IS IMPORTANT!

• A Job Number is confirmation that you

have accepted the job.

• Make sure you identify the Job

Number each time you ACCEPT a job

from the Automated SubFinder

System.

• If you hang up or log out before

receiving a Job Number, then you have

not yet accepted the job, and it will be

sent out to others to accept.

Minimum Requirements for Substitute Teaching Consideration

August 2011 18

• On-line application for screening by Human Resource

Services, Personnel Specialist.

• Bachelor’s degree.

• Passage of CBEST.

• Valid 30-Day Substitute Permit or Valid California Teaching

Credential, as verified on CCTC web site: www.ctc.ca.gov.

• Letters of recommendation, dated and signed.

Credentials: Certificated (continued)

August 2011 19

To look up a teacher’s credential, certificate, and/or permit, go

to www.ctc.ca.gov.

Expired Credentials

• Your credential must be renewed before it expires. If you

have renewed your credential directly with the California

Commission for Teacher Credentialing, it is your

responsibility to provide verification to the Substitute Office.

The Human Resource Services Analyst will be able to assist

you with any credential problems.

Credentials: 30-Day Substitute Permit Holders

August 2011 20

• Question: How long are 30-day substitute permit holders

authorized to teach?

• Answer: No longer than 30 days in the same position; BUT

due to NCLB compliance requirements, the 30-day

authorization is limited to 20 authorized work days in the

same position. Therefore, do not work 30-day substitute

permit holders beyond the 20 workdays in the same

position, or there may be serious sanctions on the district

during an audit.

Day-to-Day Sub Teacher on Long-Term Extended Assignment (PSL-F239)

August 2011 21

• Eligibility: Fully credentialed day-to-day substitute teachers

that substitute 30 consecutive calendars days in the same

classroom, same site, same position, with no break in

service, and who are responsible for lesson planning and all

other teacher duties, will be eligible to be paid on the regular

teachers’ salary schedule at their daily rate retroactive to the

first day of the long-term substitute assignment (PSL-F239).

Day-to-Day Sub Teacher on Long-Term Extended Assignment (PSL-F239) (continued)

August 2011 22

• The fully credentialed day-to-day substitute will be

eligible for one day of “sick leave” for each 20 days

worked. The “sick leave” will be paid at the daily rate, less

Step 1, of the regular substitute’s pay. The “sick leave”

must be earned before it can be used, and unused sick

leave cannot be carried beyond each assignment per

fiscal school year. It cannot be used for any substitute

teaching assignment except for the same position which

qualifies for the long-term daily rate. If a day is missed for

any reason in this assignment other than illness, it is

considered a “break in service.” The pay rate will revert

back to the second step of the substitute pay schedule.

Substitute Assignment Changes and Minimum, Partial Day Pay

August 2011 23

Certificated Substitutes

• If you go to a site and they

don’t need you anymore or

the job was placed in error,

you may be entitled to a

½ day of pay.* However, the

site can use you in any

capacity for up to a ½ day.

You are not entitled to a full

day’s pay, and the site has

the right to use you for that

½ day.

• The site may call the Substitute

Office to verify if there is

another alternative available

substitute job. If work is

unavailable and you refuse the

initial assignment*, you forfeit

the ½ day that you originally

were entitled. If you refuse the

job(s) offered by the Substitute

Office, you forfeit the ½ day

you originally were entitled.

Substitute Assignment Changes and Minimum, Partial Day Pay

August 2011 24

Classified Substitutes

• If you go to a site and they

don’t need you anymore or

the job was placed in error,

you may be entitled to two

hours of pay.* However, the

site can use you in any

capacity for up to two hours.

You are not entitled to a full

day’s pay, and the site has

the right to use you for those

two hours.

• The site may call the Substitute

Office to verify if there is

another alternative available

substitute job. If work is

unvailable and you refuse the

initial assignment*, you forfeit

the two hours that you originally

were entitled. If you refuse the

job(s) offered by the Substitute

Office, you forfeit the two hours

you originally were entitled.

Never . . .

August 2011 25

• Never walk out on a job if you are having problems.

• Contact the Substitute Office immediately. Phone: (916) 643-9493

• A walk out can cost you a negative eval-uation and impact your employment status as a substitute.

• Communication is crucial and expected.

Thank you.

Canceling a Substitute Job Under Extenuating Circumstances Only

August 2011 26

• To cancel a job you have accepted on SubFinder System,

you must call 12 hours before the job begins. If it is less

than 12 hours, you must contact the Substitute Office

directly at (916) 643-9493 AND notify the school or

department.

• Human Resource Services monitors substitutes that

frequently cancel accepted substitute jobs as cancellations

have a negative impact on the needs of our schools and

departments. If you accept a substitute job, you must be

committed to working.

Substitute Evaluation Process

August 2011 27

• Refer to the White Resource Guide.

• Principals will evaluate your service and forward their reports

to Human Resource Services where evaluations are placed in

your personnel file.

• To review your personnel file, you may submit a Request for

Employee Records (PSL-F085) to Human Resource Services,

Attention: Customer Service Specialist, in person, via fax

(916 643-9454), or via inter-district mail (Box 770). The

Customer Service Specialist will contact you when your file is

available for review.

• PSL-F101 Classified Substitute Evaluation.

• PSL-F100 Substitute Teacher Evaluation Notice

Substitute Evaluation Process (continued)

August 2011 28

• If you have served in one school for several

days, you may request that the principal submit

an evaluation to Human Resource Services.

• All evaluations are treated as confidential

information.

• Should a substitute be found to be unsatisfactory, he/she

will be so informed by the Human Resource Services

Director/Personnel Specialist and terminated.

Substitute Evaluation Process and Warning Letter Notification

August 2011 29

• Substitutes may be dismissed at any time at the discretion

of the Board of Education pursuant to Education Code

Section 44953.

• Substitutes in the Sacramento City Unified School District

work on an on-call, as needed basis, and there are no

guarantees or rights to permanent, regular employment

within the district.

• Negative evaluations, as well as “no shows” or

“cancellations” to substitute assignments which you have

accepted, can ultimately affect your employment status with

the district.

Classified Substitute Job Performance

August 2011 30

Expectations of a Substitute Classified: Refer to Resource

Guide.

• Arrive to work on time/Do not arrive late to work.

• Report to work/Do not “no show” to work or cancel a job

unnecessarily.

• Be sure to communicate with supervisor at site/Do not

leave your site administrator, School Office Manager, and

School Plant Operations Manager (SPOM) out of the loop.

Classified Substitute Job Performance (continued)

August 2011 31

• Examples for Substitute Custodians: Do not leave rooms

unlocked. Do not leave lights left on. Do not leave early

without notifying supervisor or SPOM. Do complete

assigned work. Do not wear inappropriate attire. Do not

leave windows left open. Set alarms. Do not use cell phone

during work hours. Follow instructions. Return keys.

Substitute Teacher Job Performance

August 2011 32

Expectations of a Substitute Teacher: Refer to Red Resource Guide.

Important

review

throughout

school year is

necessary by

substitute

teachers.

PSL-F101 Classified Substitute Evaluation

August 2011 33

PSL-F100 Substitute Teacher Evaluation Notice, Form, and Cover Sheet

August 2011 34

Purpose of the Resource Guide for Substitutes

August 2011 35

• Retain for reference throughout the school year.

• Provides substitutes with information needed in order to

provide continuity to the instructional program when regular

employees are absent.

• All substitutes are required to read and review this helpful

Resource Guide.

• Provides many resources to being a successful substitute in

SCUSD and maintaining a safe and supportive educational

environment.

Purpose of the Resource Guide for Substitutes (continued)

August 2011 36

Highlights

• FAQ’s with audience question and answer participation.

• Classroom Management and Organization for teachers.

• Automated SubFinder Substitute instructions.

• School locations and directions.

• Professional Library.

Questions or Comments

• Contact the Substitute Office, Bobbie Jo Argo, Personnel

Technician II, Email: Bobbie-Jo-Argo@sac-city.k12.ca.us,

Phone: (916) 643-9493.

Keep Your Employment Information Current at All Times

August 2011 37

• PSL-F027 Change of Address and/or Phone Number

• Email Addresses

• PSL-F086 Profile Sheet (availability and restrictions).

In order to receive important updates, mailings, and resource

information from Human Resource Services, you are

responsible for maintaining and updating valid information in

the Automated SubFinder System.

Thank You.

Applying for Posted Vacancies and Contin-ually Updating Your On-Line Application

August 2011 38

Join us at www.scusd.edu for SCUSD updates.

• Click on Employment and follow the links to update your on-

line application.

• If you forget your User Name and Password, contact the

Customer Service Specialist at (916) 643-7455/7456 to

have your original password reset to “update” your on-line

application.

• Access and review position descriptions for minimum

screening requirements (i.e., credential for certificated;

skills/software testing for classified).

Applying for Posted Vacancies and Contin-ually Updating Your On-Line Application (continued)

August 2011 39

• Apply for posted vacancies for which you are qualified.

• Continually update your on-line application with references, education, experience, credentials, address, phone numbers, and email addresses.

__________ Joyce Compton, Personnel Specialist, Human Resource Services Joyce Howe, Classification/Compensation Specialist, Human Resource Services

Automated SubFinder Tutorial for Substi-tutes (10 Minutes) (Optional at NEO)

August 2011 40

• Let’s log in for an Introductory preview with Bobbie Jo Argo,

Personnel Technician II, Substitute Office.

• Thank you for your participation today. Congratulations on

becoming a substitute with the Sacramento City Unified

School District.

Questions and Training Evaluation Survey

August 2011 41

• Are there any remaining questions before we adjourn?

• Please complete and leave your Training Evaluation Survey. Your

comments and suggestions are helpful in providing any further

support that may be desired in the future.

Teacher Substitutes/Classified Substitutes

Helpful

Accolades

Necessary

Know how

Yielding

Outstanding

Understanding