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HR

  • Interacting with Frontline via the Phone:
    Phone: 1-800-942-3767
    Your ID and PIN for the phone are as follows:
    ID Number   XXXXXXXXXX (your 10 digit phone number)
    PIN Number XXXX (your 4 digit pin)

    Interacting with Frontline via the Website:
    Access Absence Management 
    Username: Username (This is something that you will choose)
    Password: (this would be an eight digit password you created, if you have forgotten your password you can click “Forgot Password“)
    Email: (This is where they will send your password recovery information if you forget your password)

    Interacting with Frontline via the Website if you are a Multi-District Subs: Transitioning to the Insights Platform as a Multi-District Sub – Frontline Absence & Time

    Note: You are NOT required to create a Frontline Account for Phone access.  You automatically have Phone access.  However, to gain Web access you must create a Frontline Account via your personal invitation email.

  • A “shared attachment” will automatically be attached to all of your absences when you enter them.  You will not need to include notes or attachments each time as the document you select will automatically be attached for the time period you select.

    1. Log into Absence Management
    2. Click the “Account” tab at the top
    3. Click the “Shared Attachments” tab on the left.
    4. Click the “Choose File” button and select the file you would like uploaded to all of your absences automatically.
    5. Add a description to the file and select the date range you would like it to be used.
      1. Example: if you select 07/01/2017 to 06/30/2018 it will automatically be attached to all of your absences for the 2017/2018 school year.
    6. Click the “save changes” button
    7. Done

    Attaching some sort of helpful information sheet would be very beneficial to the substitute.  It is recommended that you include things like the bell schedule, a more detailed description of your class, a description/map of the classroom, ext.

  • Please visit http://www.4j.lane.edu/hr/substitute-sick-time regarding instruction to use your sick time.

  • If you are working in a job that will span more than one day and need to remove yourself from one individual day due to illness (or another approved reason) you can do so in AESOP within 24 hours of the start time of that days job.

    Removemyselffromonedayinmultipledayjob

  • If you are at multiple schools you will need to enter your absence to reflect each location.  This can be done in one absence.  Please see the walk through here.

  • Now that you have set up your paychecks to be directly deposited to your bank account you can view your pay stubs online.  The Finance department has a page with a lot of helpful information including the link to your pay stub.

    If you have any questions, please email mypaystub@4j.lane.edu for the quickest response.

  • Not all 4J positions will receive a District paid substitute.  Below is a list of positions that will receive a District paid substitute.  Only these positions will have an AESOP account.

    • All Licensed Positions
    • Elementary School Secretaries
    • Special Ed. Educational Assistants
    • Title 1 Educational Assistants
    • Bilingual Educational Assistants
    • Elementary Educational Assistants receive a District paid substitute on the 4th day of their absence and beyond when applicable

    Any school may have a classified substitute dispatched on the 1st day of absence or at any time when the school would not normally be eligible for a classified substitute if the school agrees to pay for the cost of the substitute.

  • If you have pre-arranged with someone to sub and they are unable to assign you in Absence Management there are four common reasons for this problem.

    1) You have entered a non-work day that conflicts with the time they are trying to assign you.  You can check your non-work days by clicking “non-work day” on your home page and you can delete a non-work day if it is no longer applicable.

    2) You have another job that conflicts with the time they are trying to assign you.  Example: If you are assigned to a job from 11:30 am-3:30 pm and then someone tries to assign you to a job from 8 am-Noon Absence Management will see there is a conflict as you are busy starting at 11:30 am.

    3) You have your school preferences set to block out jobs at that particular school.  Example: If you have selected to not accept jobs at Adams Elementary then no one at Adams can pre-assign you to a job.  You can change that setting by clicking “preferences” at the top of your Absence Management screen then clicking “schools” on the left.

    4) If you are a Guest Teacher and your license is going to expire soon you cannot be pre-assigned to a job after the expiration of your license.  Example: If my license was going to expire on 02/15/2015 someone would not be able to pre-assign me to a job on 03/20/2015.  When I renew my license, or if I am placed into a grace period, and the new expiration date is reflected on the TSPC website (http://www.tspc.oregon.gov/lookup_application/lookup_query.asp) then Absence Management can be updated and that person would then be able to pre-assign me to the 03/20/2015 job.

  • Our pay periods are the 16th through the 15th of the following month, with any hours worked during that time being paid the last business day of the month.  Once you have completed your time sheet it should be submitted to the Payroll department.  They need the original copy of your time sheet.

    Time sheets should be submitted to the Payroll department as soon after the 15th as possible.  They do not have to be received in Payroll exactly on the 16th but it is best if you can submit it as soon after the 15th as possible.

    Time cards received after Payroll has started to run will be paid the following month.

  • If you are unsure how to enter an absence into Absence Management please view the training videos located in the Learning Center by clicking the Help button at the top right of your Absence Management home page.  You can also view the quick-sheet here.

  • You are locked out from entering your absence into the Absence Management system 30 minutes before the start time.

    For example if you were going to be out from 8 am-4 pm you would be able to enter your absence into Absence Management up until 7:30 am that day.

    If you do not enter your absence in time you will need to contact your School Secretary for assistance.

  • The Family Member Medical Certification form only needs to be filled out when the Family Medical Leave option is chosen on Section B of the Leave of Absence Request form. Parental leaves do not require the completion of the Family Member Medical Certification form.

  • A parental leave can only begin after the birth of a child, an adoption, or placement of a foster child. In the case of pregnancy, if an employee needs to be out prior to the birth, the employee’s healthcare provider may place them on a pregnancy disability. This allows for a pregnancy disability leave (with documentation from healthcare provider) which will allow for time off in addition to the 12 weeks allowed for parental leave. All of these leaves are unpaid but do allow for use of some paid leave balances.

  • A leave of absence request is required for all leaves of more than five (5) days or a bereavement leave of any length.

  • If you would like to edit your school preferences (this is the list of schools you would like to sub at) first log into AESOP.  Click the “preferences” tab at the top of your home page then click the “schools” tab on the left.  You can then edit which schools in which you would like to sub.

    Please note the two radio buttons at the top of the screen.  Make sure you do not lock yourself out of all 4J schools by clicking the “I don’t want to see assignments at the schools selected below” and then having all schools checked.

    Please also note that the default setting is to make you available at all 4J schools.  If you wish to keep this setting you do not need to do anything.  This is the preferred setting.

  • The Teacher Standard and Practices Commission (TSPC) allows you to sub for a subject you are not endorsed for up to 19 consecutive days.  Of course do not accept a job you are not comfortable teaching.  We want the very best for our students.

    If an substitute job is longer than 19 consecutive contact days then you will need to be Highly Qualified (HQ) to teach that specific subject and at that specific grade level.  If this is the case please contact HR and we can help you determine if you are HQ for that subject and level.

  • The most common reason a computer won't allow you to view the Absence Management log in screen at http://www.frontlinek12.com/Products/Aesop.html is due to your browser.  First try using a different browser on your computer to see if that fixes the problem.  If so then the initial problem was your browser.

    If that does not help try logging in from another computer.  If you are able to get into the system then we know the problem lies within your computer itself.