FAQ for AESOP and Absences
When should an absence be recorded?
An absence should be entered as soon as the employee is aware of the need to be out. This will ensure that AESOP has time to work to secure a sub in a timely manner.
What if I forgot my PIN number for AESOP?
There is a button when you are attempting to sign in. Click on it and you will get an email, or contact the secretary in charge of absences and they can help you obtain it.
How late in the day can an absence be entered?
A teacher can enter an absence in the AESOP system up until 7:45 a.m. for an unforeseen absence that occurred early in the morning. If it is after that time, the secretary will need to enter the absence for them.
Can I assign a sub for my absence?
No. Employees cannot assign their own sub. AESOP is setup to call subs or have them pick up the job on the internet. To give a better chance of the teacher getting the sub that they want, they should make sure that they have designated subs as their favorites on their AESOP profile.
What if I enter an absence into the AESOP system and then don’t need to be off?
If it is before the day of the absence, the employee should go in and delete the absence. The AESOP system will then notify the sub that they aren’t needed. If it is the day of the absence, the employee should notify the secretary to have the absence deleted.
How does my favorite five get notified in advance of a job before it goes out to the campus list?
Your favorite five will receive an email (not a phone call unless its during calling hours) about a job before it goes on the web or before the system starts calling during the designated calling hours. The reason they do not receive a phone call is that the likelihood is great that they will be substituting in a classroom. We prefer that our subs not take phone calls during the day while teaching – even to take a sub job.
If I get sick and need to take the next day off, will my favorite five be notified before it goes out?
No, if an absence is put in only a day in advance, the system puts it on the web right away. If it’s not picked up on the web, the system will start calling during the designated calling hours.
It’s important to me that my favorite substitute fills a particular absence. How can I make this happen if it’s the day before and my substitute is working that day?
Let your substitute know when you will be putting the absence in the system. Your substitute is welcome to use the computer lab on any campus to pick up a job. If you can’t coordinate it during the day, you may want to consider putting in the job after school when it’s convenient for both you and your favorite substitute. Keep in mind that your substitute may already be working the next day and the most important thing is for our students to have a qualified substitute.
Also, subs are not able to see absences that are put in more than 120 days in advance. So absences that are put out for the spring semester now will not be available for the sub to pick up until the absence day gets closer.
Which leave days can I use for personal business absences?
You can only use state personal days for absences for personal business. Please make sure that you are saving some of these days, if you have some upcoming personal business. Also, keep in mind that District policy states you may not be out more than 5 personal business days per school year.
Which days can I use for medical related absences?
You can use local no charge (if you were here before 9/1/11), local charge, state personal or state sick days (if you have been in education prior to 1995) for medical related absences for you or you immediate family members. If the absence is for a family member, please indicate the family relationship in the “Notes to Administrator” section of the absence. Please keep in mind that state personal days are the only days you can use for personal business absences, and you may need to save some of those for future use.
Who are immediate family members?
The District recognizes the following family members as immediate family:Spouse, children, parents, grandparents, siblings, grandchildren, in-laws (parents, siblings, and grandparents). Aunts, uncles, cousins and nieces and nephews are NOT considered immediate family members.
How do I know how many days I have?
Current leave balances are populated in the AESOP system or can be found on your pay check stub.
What is the difference in a local no charge day and a local charge day?
Local no charge days were given before 9/1/11. (If employees had some left at that time, they rolled over for future use.) Both types of leave can only be used for medical related absences for you and your immediate family members. Local no charge days are free to use and local charge days charge professional employees $60 per day and paraprofessional employees $30 per day.
Can I take my leave days with me when I leave Midway?
Local no charge and local charge days do not go with you when you leave. The balance of your state personal days and state sick days are recorded on your service record and will go with you to be given to you if you go to another Texas school district.
Who has state sick days?
Only employees that have been employed in education prior to 1995 may have accumulated state sick days. After 1995 the state started giving all of their days as state personal days. State sick days work like local days and can only be used for medical related absences for you and your immediate family members.
Which days roll over from year to year?
The balance of all leave categories roll over from year to year. Local no charge and local charge days cap at 20 days. There is no cap for state days.
Which days does Midway pay you for when you leave?
If you retire from Midway, you are paid for the balance in your local no charge bank. The current rate is $65 per day.
Unlike some other districts, Midway allows the employee to decide how to use their days, as every employee’s personal situation is different. In making the decision on what day to use, keep in mind that state personal days are the only days you can use for personal business absences, so you may need to save some of those for future absences. Also, keep in mind that you are responsible for the days that you chose. Once days are posted, we cannot go back and change them.
What happens when I run out of days?
If you are out of days, you will be charged your daily rate of pay for the absence. The amount of your daily rate of pay is based on your annual salary, so it varies from employee to employee. Additionally, if you take a personal business day and do not have any available state personal days, you will be charged your daily rate of pay for the absence, even if you have not taken your allowed 5 personal business days for that school year.
What leave do we have available for funerals?
Midway does not provide any specific bereavement leave. You must use your available leave days when you need to be off to attend a funeral. If the funeral is for an immediate family member, it is treated the same as a medical related absence, and you can use any state or local leave category. (Please indicate the family relationship in the “Notes to Administrator” section of the absence.) If it is not an immediate family member, it is considered a personal business absence and should be entered as such on the absence.
Which absences require prior approval?
Absences for personal business, school business, and non duty days require prior approval of the principal/supervisor. When an absence for these reasons is entered, an email is sent to the supervisor indicating the need for approval. If a personal business day is denied, and the employee chooses to be gone anyway, the employee will be charged their daily rate of pay (even if they have not reached their limit of 5 personal business days for the school year.)
How do I specify school business?
When you enter the absence, choose School Business from the drop-down menu and enter the type of school business (name of the workshop, etc) in the “Notes to Administrator” section of the absence.
How do I enter an absence where I am using comp time?
Enter it like a school business absence and indicate “using comp time” in the “Notes to Administrator” section of the absence.
How do I make a change to the type of leave that I entered?If it is prior to the absence, you can go in and edit the type of leave that you took. If it is after the absence, but within the same month, contact the secretary to make the change. If it is for a prior month’s absence, it cannot be changed. Once an absence has been posted, we cannot go back and change it, so please make sure you enter the absence the way you want it to be.