Lethbridge School District No. 51 Automated Dispatch Web (ADW) Viewing Earning Statements and T4s

Transcription

1 Lethbridge School District No. 51 Automated Dispatch Web (ADW) Viewing Earning Statements and T4s This document will show you how to view your Earning Statement through Automated Dispatch System (ADS) Web, which will show you each page and explain how to enter the required information. From a School Site: Click on the Absence Dispatch Web (ADW) Icon which is on every computer desktop in our District. From Your Home Computer: Using the internet type in the address line the address Enter your user name and your password (just as you would when using your computer at work (usually the first 6 letters of your last name and the first two letters of your first name total of 8 letters). Click on My Info Tab and select Payroll Statements. Select the type of statement you would like to view from the drop down menu, and the year, then click submit: Page 1 of 2 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ viewing earning statements.docx

2 The following screen appears if you choose Earnings Statements. Click on the Date to see your earning statement for that date. The following screen appears if you choose T4 Statements. Click on the Year to see your T4 for that year. Note: If you have worked as a substitute and as a contract employee in the same school year, you will have two (2) T4 slips. Please check in both places and print them off for your income tax return form. History of Earning Statements has been kept on-line since September You will be able to print from this screen. You will also be able to view and print your T4 statement at the end of January. A member of our Payroll department will a notification once T4s are available online for the previous year. No hard copy will be mailed to you unless you no longer have access to the computerized system, e.g. have moved or are no longer on our payroll. If this is the case you may phone payroll and request that a T4 be sent to you. If you require assistance please call Payroll Coordinator, Penny Rakai (Employees) (403) Or Payroll Clerk, Barbara Raiche (Substitutes) (403) Or Benefits Coordinator, Lana Johnson (Benefits) (403) Page 2 of 2 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ viewing earning statements.docx

3 Lethbridge School District No. 51 Automated Dispatch Web (ADW) Logging Unavailability, Viewing Dispatch This document will show you how to view your profile, retrieve a job number, cancel an assignment and/or make yourself unavailable. From a School Site: Click on the Absence Dispatch Web (ADW) Icon which is on every computer desktop in our District. From Your Home Computer: Using the internet type in the address line the address - Enter your user name and your password (just as you would when using your computer at work (usually the first 6 letters of your last name and the first two letters of your first name total of 8 letters). When you click on My Info, then Individual Info, your individual information will appear. If your address is incorrect click on Contact Us and a box will appear to Kay Allison in the HR Department. She will make the changes to the system and this information will be updated on your profile that is shared between Human Resources and Payroll. If you have held previous assignments these will be listed here. Page 1 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

4 To make yourself unavailable click on My Absences, then Unavailability. You may make yourself unavailable for any length of time. From this screen follow the step-bystep instructions. Choose a reason, from the drop down screen. Choose a date range. When you click on the date a calendar will appear. Click on the days that you will NOT be available to work. Click Next. Page 2 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

5 This gives you a summary of what you have chosen. You may go back in and modify this schedule as many times as you wish by following the instructions above. Page 3 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

6 You may print off a summary receipt of your Unavailability if you wish to do so. TO VIEW A DISPATCH: First Step: Click on My Absences (a drop-down will appear) Second Step: To view a job for which you are the confirmed replacement/substitute, click here. Page 4 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

7 This is where your dispatches are located. For more details on this job, click the ID Number Page 5 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

8 If you need directions to the job location, you may click here. There are maps available. If you need to cancel a job, click here. You cannot cancel a job if it is less than 90 minutes prior to the start time of the assignment. You may change the phone number that the system uses to contact you and/or put in an additional phone number. Please include the area code. Our system WILL NOT call long distance. Also, if there are two substitutes living in the same residence, each substitute will have to have their own phone number. Page 6 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

9 Once you have changed or added to your phone information, click on submit change. When using the web (ADW), your username and password will always remain the same. You will only use your LADS PIN number to access the telephone system. If you wish to change your PIN number, for security reasons, click on Change LADS PIN. If you choose to change your pin number to something that you may remember, this is where you will make that change. Notice it does not ask you for your previous one, just a new number. Click on Submit Change. Page 7 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

10 Log Out If you need assistance using either the telephone or web system, you may contact Kay Allison at , or Erica Laliberty at , during office hours. Page 8 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging unavailability.doc

11 Lethbridge School District No. 51 Automated Dispatch Web (ADW) Logging an Absence This document will show you how to enter an absence through Automated Dispatch System (ADS) Web, which will show you each page and explain how to enter the required information. From a School Site: Click on the Absence Dispatch Web (ADW) Icon which is on every computer desktop in our District. From Your Home Computer: Using the internet type in the address line the address - Enter your user name and your password, just as you would when using your computer at work (usually the first 6 letters of your last name and the first two letters of your first name total of 8 letters). Click on My Absences Tab. Click on Absence Entry to view Absence Entry: Absence Information This is the first screen of the Absence Entry process. Here you will select why you will be away and for what dates. A HELP document is available with step-by-step instructions how to log an absence. Click on? If your absence will occur in a future month, click on the arrow at the top of the calendar to move to the next month. Once you click on a date the calendar will disappear. Step 1: Pick the reason for your absence. Use your mouse to click on the drop-down box displaying a list of absence reasons. Click on the appropriate one. Remember, not all of the absence reasons may appear in this window so use your scrollbar to move down through the list. Page 1 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

12 Certain absence codes will generate a leave form eliminating the need for a paper copy. If you choose an absence code eg. Bereavement/Funeral, co-curricular, personal leave (with or without pay), emergency, banked time, vacation, medical/dental, the system will still record your absence and let you book a substitute but it will also bring up a leave form for you to fill in. Once the leave form is filled in, the form goes to your supervisor to be approved and then to Human Resources. Once it has been approved you will be notified. If you do not have time in your storage bank to use one of the codes, the system will not let you proceed with the absence entry and you will have to contact Kay Allison in Human Resources ( ). Please note screens will vary depending on Absence Code entered. Step 2: Identify the length of your absence by clicking on the appropriate Type of Absence circle button. Step 3: Choose the dates of your absence. If you will be absent for a single day, click the single day circle button. You will then click on the calendar icon and choose which day you are requesting off. Once you have chosen a day the calendar will close automatically and if you click on the calendar to choose another day it will use that day. You can t have more than one day selected. If your absence is for several days, you will need to click on Range of days circle button. You will then choose the start date on one calendar and the end date on the other calendar. Step 4: Click the Next button to move to the next screen. Page 2 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

13 Absence Entry: Absence Schedule Details On this page you will indicate what your schedule will be during your absence. ADS requires your position, location, and hours for each day of your absence. Your regular schedule will normally be displayed so if the details are correct, click the Next button to move to the next screen. If not, click on the date and you can change the location and schedule. You can enter additional schedule information by clicking on the Add Schedule link. You might use this if you need to specify a second work location or if you are working in multiple positions on the same day. If you are away for a range of days, these dates will be displayed on this page. Pick the days you will be working by clicking on the box under the Include column. The little checkmark will disappear indicating that you will NOT be absent that day. Click the Next button to move to the next page. Page 3 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

14 Absence Entry: Replacement Detail This page gives you the option to tell ADS if you need a replacement and if so, what hours your replacement will be working. For example, you may be absent for the full day but only require a replacement for the afternoon. You will see a series of questions listed on this page. Use your mouse to click either the Yes or No circle buttons and respond to each question. Click the Next Button to move to the next page. Employee Search If you selected the option requesting a substitute to replace you, you will now be on this page. Use your mouse to click on the binoculars icon. A pop-up window will appear. Enter the last name of the substitute you are requesting (or just the first 3 letters of the last name should bring the person requested up), and click the Search button. Next, click on the drop-down box to see the matching list of substitutes. Each substitute s category and status is listed beside their name to help find the person you are searching for. Once you have found the substitute, click on their name and click on the Accept button to return to the previous screen. If you are not sure how to spell the replacement employee's name, enter a portion of their last name followed by the asterisk key. Page 4 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

15 Pre-booking a Substitute: If you have arranged and confirmed with your substitute that they will work for you, then enter YES here. If you would like to request a particular substitute but have not confirmed with that sub, you would say no but click on to request a sub and search for the substitute. The system will try and call that particular substitute first. If after a time period that sub could not be reached the system will go onto another substitute. This does delay the system in finding that particular person though so if it is a day that you know will be particularly busy it is a better idea to let the system find a replacement for you. Absence Entry - Replacement Schedule If you selected the option to enter a different replacement schedule, you will now be on this page. You will click on the Date Link to make adjustments to the replacement schedule details. If you do not need a replacement employee for some of your absence dates, you may select those days by clicking on the box under the Include column. The little checkmark will disappear indicating that the replacement employee will NOT be dispatched for those dates. Page 5 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

16 This screen will appear after you click on the Date link. Once you hit Accept Schedule you will be taken back to the previous screen. Click the Next Button to move to the next page. Absence Entry Dispatch Details If you are a teacher and you need a replacement, you will need to tell ADS what Subjects and Levels you require for coverage. Use your mouse to click the drop-down menu under both the Subject and Level columns to list the available choices. Not all of the subjects may appear in this window so use your scrollbar to move down through the list. It is very important that you enter the Subjects and Levels in your priority order, with the first Subject and Level being your most important or greatest FTE subject area. Page 6 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

17 If you are a Support Staff employee, you will not see the Subjects and Levels section of this page. You are able to enter instructions that will be shared with your replacement employee. During the Dispatching process ADS will translate this text message into speech and play it for the replacement employee. It is important that you use proper spelling and grammar in your message so that it can be clearly spoken. Please leave a message: Any information you can give the substitute that you would appreciate knowing if you were new to a school and situation, will be appreciated. Your message should be specific to your assignment, as your requested substitute may not accept the job. Your message may be as simple as where to park, specific needs of your student(s), lunch info, supervision or something about the school such as being a peanut free environment etc. A contact phone number may be important as well. Click the Next Button to move to the next page. Absence Entry - Summary Page You are now at the end of the Absence Entry process. At the top of the page you will see the comment You are not yet finished. Confirm that these absence details are correct and then click the Submit Absence button at the top or bottom of this page. The choices you have made will be listed on this page. If everything is correct click the Submit Absence button, either at the top or bottom of the page.. If you wish to make changes, click the Previous link to move back through your pages. You can also click the Restart link to return to the first page of Absence Entry and begin the process again. Remember that the Restart option erases all of your choices made previously. If you need to cancel this absence for some reason, click on My Absences/Time Entry/View or Change option on your scroll bar, click on the job ID number and at the bottom of that screen will be a cancel button to click on. A word of caution: When you cancel a job the system will automatically call the substitute to cancel them. If you are cancelling the job, only due to the absence code changing, do not use this venue. Instead talk to your office secretary or Kay Allison (kay.allison@lethsd.ab.ca) and she will change the code for you. This way you will avoid any mix-ups and no-shows on the substitute s part. Page 7 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

18 Absence Entry - Confirmation screen Congratulations! You have successfully submitted your absence to ADS. You will see a Job ID number displayed at the top of this page. You will need this number to make inquiries or changes to your absence through the View / Change option. Once your absence has been dispatched you can inquire about your replacement by going into View / Change. Click on the Job ID number. If a replacement has been found, the name of your replacement will appear. Record this number or print this page as this is the number that confirms you have submitted your absence. Page 8 of 8 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ logging an absence.docx

19 Lethbridge School District No. 51 Automated Dispatch Web (ADW) Job Shopping Instructions This document will show you how to look for and apply for current job postings, using the Automated Dispatch System (ADS) Web. These instructions will show you each page and explain how to enter the required information. From a School Site: in our District. Click on the Absence Dispatch Web (ADW) Icon which is on every computer desktop From Your Home Computer: Using the internet type in the address line the address - Enter your user name and your password (just as you would when using your computer at work (usually the first 6 letters of your last name and the first two letters of your first name total of 8 letters). How to Enter the Job Postings Menu: Click on Job Postings (one of the top menu choices) Next select Support Staff Postings or Teacher Postings. The support online application form will appear. The Online Application: Take your time and be as accurate and detailed as possible so that you will have the best possible chance to obtain positions for which you apply. Attach any documents, such as resume, cover letter, references or certificates, you would like. Note that any documents that you attach will apply to all positions for which you apply. Principals will view and print this application form and may or may not request to see your personnel file. Principals will be creating their shortlist based on the information you provide in your online application. Please note you will only need to do this one time if you save, however you may go in and edit it at any time, always remembering to save any changes Page 1 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

20 Click on the SAVE button at the bottom of the screen every 15 minutes to avoid any loss of data. Your application will be saved online as long as we use this system. You may update your online application any time you wish, especially when you complete a course or something has changed. If you fail to save you will have to re-enter all the information when you apply the next time. Attachments Click on the paperclip to attach documents such as your resume, cover letter, certificates or letters of reference. Don t forget to save your application information every minutes. Part A: Personal Information This should display for you and should show your working history with Lethbridge School district No. 51 which comes from your personnel history. If the information shown here is incorrect, please contact Human Resources to have it modified. Part B: Post Secondary Education and Equivalent Training. You will enter anything applicable in this section. Relevant In-service might be for example: CPI Training, First Aid, Behaviour Management Workshop, Sign Language Page 2 of 10 Certificates Section This will automatically populate from any certificates you have provided to Human Resources department. s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

21 Part C: Relevant Experience, Qualifications and Skills In this section you could highlight past experience that is relevant. Eg., experience working with; difficult behaviours, cerebral palsy, autism, speech/language, tube feeding, etc. Part D: External References In this section you would put any external references you have. IMPORTANT: After clicking on SAVE, please wait for the application form to re-display your changes. Double check to make sure your changes have been saved properly BEFORE clicking on Current Postings Now that your on-line application form is up to date, click on the Current Postings link at the top right of the window to browse for open jobs. The Search for Postings screen will appear. Page 3 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

22 From the drop down menus select the desired year Posting round. Choose a summarizing format from the radio buttons: Location, Position, or No Summary. In this example we have clicked on the position button so it will sort the open jobs by position. Click on the start search button. The posting search results screen (location option) appears. In this example, position summarized results are displayed. Select a position to view the opportunities available. Page 4 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

23 The Apply for Postings screen appears. Click on the Posting Number to view the details on a job posting. The Posting detail pop-up window appears (as shown in the next screen) with more details on the position. More details for the position. Once you have read the description for the posting you may click on the CLOSE button to return to the Job Posting: Apply for Postings. Page 5 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

24 From this Apply for Postings screen click the checkbox for any positions you want to apply for and click on the Add To Shopping Cart button. The Application Review screen appears. The Job Posting: Application Review Screen At this point you can review the postings you have applied for today plus previous applications you have made. When you click on proceed to checkout, the next screen appears and allows you to rank your choices. Page 6 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

25 If you are applying for only one posting you will rank it as number one. If you have several choices, choose the posting for which you want the most. This ranking system is only for Human Resource purposes and will not appear to the principal. You must rank your application choices from 1 to the last job you have applied for (eg. If you have applied for 5 jobs, rank your first choice as 1 and so on to 5). Page 7 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

26 Reminder: Confirm that this information is correct and then click on the Submit Button. Do not use the Back and Forward keys to navigate site prior to submitting application. This is an opportunity to make a final review of your choices. If you are satisfied with your choices, click on the Submit Application button at the bottom. The Application Receipt screen appears with your application data. Please click on the Print button to produce a printed copy. This is your application receipt with a confirmation number. Notice at the top left of the screen, you can return to a previous screen by clicking on a link, however, doing so does not undo the application submit operation you may have performed. Congratulations! You have successfully applied for a posting! Page 8 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

27 To Withdraw from a Posting: After the fact, you may withdraw from an application by returning to the main menu, clicking on job postings, current postings, search for postings. Click on the location you wish to withdraw from and then to the Job Posting: Application Review Screen. You may then un-check the box apply beside the position you wish to withdraw from and proceed to the checkout as before. Your name will be withdrawn from that particular posting. If you have withdrawn your name from a posting you will have to re-rank the remaining applications in the order of preference. To View The Jobs That You have Applied For: Click on Job Postings, then click on Support Application Confirmation The next screen you will view is as follows: Click on Submit Page 9 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

28 This will show you all of the jobs you have applied for. To view the job application that you submitted, click on the confirmation number. Page 10 of 10 s:\personnel\forms & templates\new employee-new substitute hire forms\ \ job shopping.docx

29 Your employee Dashboard. When logged into ADW; employees have access to helpful information. A Dashboard has been designed for each employee group; Teacher, Support and CUPE 290. Log into ADW and click Dashboard You will see two Tabs. The tabs are labeled according to employee group; Teacher, Support Staff and CUPE 290. Click the tab and your Dashboard opens up. The common tab is Job Postings. This dashboard will provide an overview of open and closed postings. What will you see on your Dashboard?? Live views, lists, links, forms, calendar(s), EFAP, WCB, non-work related injury/illness and more to come.