Eugene School District 4J

We highly recommend going through the guided, online training for employees that Frontline provides. It will walk you through creating absences, setting up your preferred substitute list (if applicable), and some advanced tools that let you get the most out of your experience. 

If you’d rather skip the guided training, you can check out the employee quick start guide (PDF).

If you’re a visual learner, you can watch the basic training video. This video covers logging in, creating a basic absence, changing your PIN and other personal information, and where to find the help page. If you opt for video training, we highly recommend the advanced training video as well. This covers creating advanced/complicated absences, assigning substitutes and files (such as lesson plans) to your absences, checking your absence reason balances, etc. 

Not all 4J positions will receive a District paid substitute.  Below is a list of positions that will receive a District paid substitute.  

• 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.

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.

We highly recommend going through the guided, online training for substitutes that Frontline provides. It will walk you through finding and accepting jobs, setting your non-work days, selecting preferred schools, setting when you can be called for available jobs, and some advanced tools that let you get the most out of your experience. 

If you’d rather skip the guided training, you can check out the substitute quick start guide (PDF).

If you’re a visual learner, you can watch the basic training video. This video covers logging in, finding available jobs, changing your PIN and other personal information, and where to find the help page. If you opt for video training, we highly recommend the advanced training video as well. This covers viewing your scheduled jobs, setting your availability, and setting your preferred schools. 

Frontline has a phone system setup that will call you when a job you’re matched has been open for a specific amount of time. If you’re nervous for that first call, here’s a video on what to expect. 

1. Login to Frontline
2. Click the “Past Jobs” tab on your home screen. This shows all jobs you have worked in the last 30 days. 
3. Verify the number of hours you worked in the last pay period. Remember, our pay periods are the 16^th through the 15^th of the following month. 
4. Login to Employee Online
5. Click “My Pay Stubs” from the left-hand navigational panel.
6. Choose the pay date that you’re verifying. This will download your pay stub.
7. Verify the “Hours” column on your pay stub. This should match the number you counted in Frontline. 

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 a 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.

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 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 09/01/2024 someone would not be able to pre-assign me to a job on 10/15/2024.  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 then Absence Management can be updated and that person would then be able to pre-assign me to the 03/20/2015 job.

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. If you know you’re going to be out more than 24 hours in advance, please contact the School Secretary.

1. Login to Frontline and choose “Scheduled Jobs” on your home page.
2. Click “See Details” on your multi-day job.
3. Click “Cancel Job” on the specific day you need to remove yourself from. 
4. Note: you will only see the “Cancel Job” button 24 hours before that job starts. 

If you will be out sick and want to use earned sick time, you should remove yourself from that position/day with reason “Sick”.  You can remove yourself from one day in a multi-day assignment if needed. This will allow the system to find a replacement for you as well as document that you were sick.

After you have removed yourself, fill out this Google form to Request to Use Accrued Sick Leave. The reason must be a qualifying reason under ORS 653.616.

You can, at any time, check your paid sick time balances on the bottom of your pay stub. To view an electronic pay stub, go to your Employee Online account.

If you would like more information regarding sick time, you can view board policy GCBDD/GDBDD here. 

Other Key Information Regarding Substitutes use of Sick Time

• Must have earned sick time available to use
• Guest Teachers use 4 or 8 hour increments
• Classified subs use 15 minute increments
• Sick time may be used only for a period for which the employee is already scheduled for work. Employees may not accept assignments for a day the employee anticipates needing to take sick time.
• If the need to use sick time is foreseeable then they must give at least a 10 day notice and already have an assignment.
• If the need to use sick time is unforeseeable then they must give notice as soon as practicable and no later than 7 calendar days after.

We highly recommend going through the guided, online training for campus users that Frontline provides. It will walk you through viewing your employees, approving/modifying/reconciling their absences, creating absences for an employee, viewing substitute availability, and some advanced tools that let you get the most out of your experience. 

If you’d rather skip the guided training, you can check out the campus user quick start guide (PDF).

Frontline has compiled the most popular questions that get asked during an onboarding process. You can view their list here. 

In addition, 4J has a few basic guides: 

General

• How to verify my school’s default start and end times
• How to find all absences related to a specific reason
• How to run the “all purpose report” to view absences and vacancies.

Employees

• How to view employee default start and end times
• How to View all Absences Entered into Absence Management for a Specific Person

Substitutes

• Instructions for Building Administrators Regarding Excluding Substitutes
• I am having problems assigning a specific sub to an absence.
• How to run a report for Licensed Guest Teachers with a specific endorsement.
• How to run a report for active substitutes.
• How to run a report for active nutrition service substitutes.
• How to run a report for a specific sub work history in my building/department.
• How to confirm a lunch break is included for classified substitutes.

If you still have an unanswered question, please contact the Sub Desk.

The most common reason a computer wont allow you to view the Absence Management login screen is because of your browser. Frontline’s preferred browser is Google Chrome. Try logging in from Chrome first. If that doesn’t work, try clearning Chrome’s cache and cookies. 

If you are still unable to view the login page, try logging in with a different computer or your phone. 

If you have followed our best practice, your ID will match your 4J email address. If you have forgotten your user ID or your password, use the “Forgot Password” option on Frontline’s login page. 

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.

Phone: 1-800-942-3767
Your ID and PIN for the phone are as follows:
ID Number: your 10 digit phone number, e.g. 5417907689
PIN Number: your selected 4 digit number, e.g. 2024