22-23 DCSD Sub Employee Onboarding Training.pptx

DeKalb Schools New Hire Training

1. Division of Human Resources 1701 Mountain Industrial Blvd. Stone Mountain, GA 30083 www.dekalbschoolsga.org Welcome to 2022-2023 Virtual Substitute Onboarding! Inspire Achieve Excel

2. An Overview of the Substitute Staff Onboarding Process: 2 2 Division of Human Resources 1701 Mountain Industrial Blvd. Stone Mountain, GA 30083 www.dekalbschoolsga.org Welcome & Overview USCIS I-9 Form & Loyalty Oath Document Upload Payroll Code of Ethics Module / Sexual Harassment Personal Information Change Substitute Employee Orientation Absence Management Overview New Hire Check Info

3. About DeKalb County School District DeKalb County School District is Georgia’s third largest school system. Under the leadership of the Superintendent and the Board of Education, we prepare students for college and careers through a laser focus on rigorous, relevant classroom instruction related to each child’s needs. The District serves: 102,000 students 140 schools and centers 15,500 employees, including 6,600 teachers DCSD is a leader in STEM curriculum with 10 certified schools and programs in more than 90 schools.. Vision : To inspire our community of learners to achieve educational excellence. Mission : To ensure student success, leading to higher education, work, and lifelong learning. Motto : Inspire. Achieve. Excel.

4. USCIS Form I-9 Only complete this form at Public Safety: 5861 Memorial Drive. Stone Mountain, GA 30083 Acceptable Documents List

5. Only complete this form at Public Safety: 5861 Memorial Drive. Stone Mountain, GA 30083 State Security Questionnaire / Loyalty Oath

6. Submitting Documents for Upload To move forward in the hiring process, your documents will need to be notarized, signed, scanned and delivered to the Substitute Services Department via [email protected] If you have a Smart Phone device, you can do the following to scan your documents. Click the link for your respective format (iOS or Android): Download the Adobe Scan app for iOS or Android Detailed Adobe Scan instructions for iOS and Android Take a CLEAR picture of the document(s) This will digitize your document to be uploaded into your employee profile record and is critical to the hiring process.

7. Payroll (Direct Deposit and Rapid PayCard) Finance Division, Payroll Department: Main Line: [phone] Fax: [phone] [email protected]

8. Authorization Agreement for Direct Deposit Form Read this form in it’s entirety Complete the section that applies to you Check Direct Deposit or Rapid PayCard Provide all the required information and documents to accurately route your money DCSD pays on the 15 th and Last Day of the month DIRECT DEPOSIT IS MANDATORY FOR ALL DCSD EMPLOYEES. YOU MUST COMPLETE AND BRING THIS FORM TO PUBLIC SAFETY ALONG WITH A VOIDED CHECK

9. Rapid PayCard ALL New employees will receive a PayCard at their address on file. If you elect to use a commercial bank for your direct deposit, please do not discard the PayCard. PayCards are also used for pay adjustments. NOTE: Documents must be provided to the Payroll Office within 45 days of your New Hire Orientation Failure to do so will result in your funds going to the Rapid Pay Card System Bank Account splits can only be between Georgia United Credit Union and another Banking Institution

10. WebPay – Viewing your Pay Stub webpay.dekalb.k12.ga.us/index.aspx Welcome Please Login Username / Password Click “Submit” Direct Deposit Notification Click Prev Doc for prior pay stubs

11. WebPay – How to Login Go to webpay.dekalb.k12.ga.us/index.aspx The “Welcome, Please Login” screen will be displayed. In the “Username” field, type “e” and the 8 digit employee identification number. Example: e12345678. In the “Password” field, type “e” and the 8 digit employee identification number plus the last 4 digits of the employee identification number. Example: e123456785678. Click “Submit.” The “Update Required” screen will be displayed. The next step is to change your initial password and enter your email address. Enter a new password. Reenter the new password. Enter an email address. Reenter the email address. Click “Update.” The “Welcome” screen for DoceFill will be displayed for browsing your paycheck stubs. Click on “Direct Deposit Notification” to view paycheck stubs. If you need additional information click on “Prev Doc” twice. Full Instuctions Available here: https://webpay.dekalb.k12.ga.us/Documentation/WebPay%20Login%20Instructions.pdf\

12. DCSD New Substitute Employee Required Information Here you will: Review process for updating your personal information Watch Code of Ethics video from Georgia Professional Standards Commission Watch Policy video on Sexual Harassment in a Public School System Learn about receiving your Employee Identification (EID) Number, Microsoft Office 365 and securing your ID badge

13. Personal Information Change Debbie Brooks HR Payroll Secretary Office: [phone] [email protected] Please note: This form should be used by DCSD employees to update their name, phone number and/or address. You will also need to complete this form IF you have obtained a new phone number or address since creating your DeKalb Schools application. Download the form here AFTER you have completed orientation and your Employee ID # is activated via the link below: https://dcsd.sharepoint.com/hr/Documents/personal-information-change.pdf

14. Code of Ethics * Internet Access required to view video * Click the PLAY button/image above to watch the video YOU WILL BE REQUIRED TO SIGN A FORM CONFIRMING YOU HAVE WATCHED THIS VIDEO IN FULL WHEN YOU REPORT TO COMPLETE YOUR FINGERPRINTS. BE SURE TO WATCH THE CODE OF ETHICS AND SEXUAL HARASSMENT VIDEOS.

15. Sexual Harassment in a Public School System * Internet Access required to view video * Click the PLAY button/image above to watch the video YOU WILL BE REQUIRED TO SIGN A FORM CONFIRMING YOU HAVE WATCHED THIS VIDEO IN FULL WHEN YOU REPORT TO COMPLETE YOUR FINGERPRINTS. BE SURE TO WATCH THE CODE OF ETHICS AND SEXUAL HARASSMENT VIDEOS .

16. Securing your Employee ID Number A Representative from Substitute Services will provide you with your Employee ID (EID) Please contact Substitute Services AFTER 3 business days of your Criminal Background Check with Public Safety to receive your EID via [email protected]

17. Microsoft Office 365 Instructions In a web browser, go to https://login.microsoftonline.com/

18. Microsoft Office 365 Instructions Now that you have activated your login credentials, be sure to visit the district employee portal via portal.dekalbschoolsga.org and our dedicated Substitute Sharepoint page via https://dcsd.sharepoint.com/sites/DCSD-SubHelp

19. Microsoft Outlook Instructions A wealth of resources are at your fingertips as a DCSD staff member! First & foremost, be sure to download Microsoft Outlook for iOS / Android on your device so you receive all district communication! For additional assistance accessing your Office 365 contact the districts I.T. helpdesk at 678-676-1188 or review the Self-Help Portal

20. Employee Security ID Badge This form will be emailed to you once you have completed the entire virtual onboarding process. You will need to PRINT this form to retrieve your ID badge from the Office of Public Safety. You will be unable to retrieve your ID badge until your EID is generated or reactivated. Please note that it will take at least 3 business days for your EID # to be created. If you are a returning employee, your original EID # will be reactivated.

21. AESOP/Frontline/Absence Management Credentials You will receive an email at your district email address containing your AESOP Login ID and PIN AESOP : Can also be accessed via Phone [phone] Login ID = Phone Number PIN = 5 randomly generated numbers https://www.aesoponline.com

22. Things to Know about Reporting to Jobs for AESOP/Absence Management/Frontline Sign in at with the main office/front desk. Be sure to have your AESOP job Confirmation # on hand All personal electronic devices should be stored away. You MUST have your ID each day. There is a $5 Replacement ID Badge charge Assignments not listed in AESOP will result in a delay in payment. Please ensure you are only accepting assignments through AESOP

23. Getting Started with AESOP/Absence Management

24. UI: Frontline Account Invite To activate your NEW Frontline account, you will need to follow two easy steps : 1. Open the email invite from Frontline. a. All invite emails will be sent to your DCSD email address for brand new accounts as well as Password Resets. b. Remember, for password resets, be sure to enter your email address in the EID format. Ex: [email protected] 2. Once you have opened the email, select the Create New Account option and you will navigate to the Frontline website

25. UI: Frontline Account Creation When creating your account, ensure the following: Create a username that is 6 to 8 characters with a mix of numbers and letters ( it is STRONGLY suggested that you use your employee ID number as your username ) Create a password that is at least 8 characters with a mix of numbers and letters Include your email address (this will be the email used whenever you request a Password Reset

26. Getting Started with AESOP/Absence Management (cont’d): Spend some quality time with the User Interface (UI) . 4 key components of the interface are as follows: Notifications ribbon Available Jobs tab Preferences tab Help tab

27. Getting Started with AESOP/Absence Management (cont’d): The Available Jobs Tab is a dashboard that allows you to review, accept, & reject available jobs.

28. Getting Started with AESOP/Absence Management (cont’d): The Preferences Tab allows you to perform any of the following: Review personal information Change your PIN Specify what schools you serve Specify your telephone communication options Includes the option to turn off ALL automated calls to your telephone completely .

29. Getting Started with AESOP/Absence Management (cont’d): The Help Tab directs you to the Frontline Education Learning Center. The Learning Center is the official location for all training material regarding the Absence Management solution.

30. Strategies for Classroom Management Review the assigned seating chart and take roll. 1. Call the students by name. 2. Sometimes you may not be able to locate a seating chart, you can quickly make a seating chart by using small sticky notes. Manage the classroom by walking around. 1. This is the best method for keeping students on task. 2. Please wear comfortable clothing and monitor their progress. 3. Provide positive reinforcement. Refocus the class by Whispering. 1. When the entire class is noisy and off task, first thing you think of may be to raise your voice. Move to the front of the room and begin giving instructions very quietly. 2. Refocus, Write and Erase strategy: To get the students attention and to give further instructions, begin by writing it on the board one word at a time then erase it. Students soon become involved in trying to figure out what you are writing and realize that they are missing the instructions. Always stay positive. Provide positive feedback.

31. Removal from one or more schools Administrators have the right to exclude any substitute teacher or classified substitute from their campus for any reason. If this happens, the Substitute Office will normally notify the substitute of the exclusion by mail. In some cases, the Substitute Office may notify the substitute by telephone. Substitutes may provide a written response to an exclusion. However, the Substitute Office cannot overturn an exclusion. Three exclusions will lead to automatic removal from the District substitute roster and should be considered a termination of employment. In addition, DCSD reserves the right to remove any substitute from the District substitute roster, at any time and for any reason, without prior notification.

32. Want to know how to get certified? www.gapsc.com

33. The Substitute Resource Portal https://linktr.ee/DCSDSubstituteServices Everything you need in one location!

34. Contact your Coordinators: [email protected] Mrs. Brandi Lee: [email protected] Mr. Bashiru Kamara: [email protected] We are excited to work with you & we welcome you to the DCSD Family!