Absence Reporting and Substitute Request Procedures/AESOP

  • The West Chester Area School District schedules substitute coverage for teaching staff and building level support staff through the AESOP attendance system from Insight. The AESOP system is an automated process for all staff absences whether substitute coverage is required or not.  Absences requiring pre-approval are approved through the AESOP system.

    AESOP Login - If you do not have your login and password, please notify Amelia Pumala at 484-266-1012 or apumala@wcasd.net

    What you need to do:

    1.  Reporting an Absence

     

    ******Please click here to review absence reporting and sub procedures for the 2020-2021 school year******

     

    TEACHING STAFF:  Please report all absences through the AESOP system for all teacher calendar days you will be absent. This includes any in-service days throughout the year. For any absences that require pre-approval, you should submit this request through the AESOP system and utilize the “notes” section with any specifics for the approver. You should allow as much lead time as possible to have the absence move through the approval process.

    • For any teachers whose position does not require a substitute when absent, you should review your profile on AESOP to insure that it reflects that no substitute will be sought for your position.

    ALL OTHER STAFF: Please report all absences through the AESOP system. For any absences that require pre-approval, submit the request through the AESOP system and utilize the “notes” section with any specifics for the approver. You should allow as much lead time as possible to have the absence move through the approval process 

    2. Reporting an Absence Not Needing Pre-Approval

    TEACHING STAFF:  SICK DAY, FAMILY SICK DAY and PERSONAL EMERGENCY DAY do not require pre-approval. You should use one of three codes as appropriate if absence will occur within 48 hours of being submitted for approval. Please note that your supervisor may ask you to provide documentation with regard to on any of these days

    ALL OTHER STAFF: SICK DAY and PERSONAL EMERGENCY DAY do not require pre-approval. You should use one of two codes as appropriate if absence will occur within 48 hours of being submitted for approval. Please note that your supervisor may ask you to provide documentation with regard to on any of these days.

    3. Attendance Recording

    TEACHING STAFF:  There will no longer be the need to submit “Certificate of Absences” for our teaching staff to our payroll department. Instead, absences for our teaching staff will uploaded on a bi-weekly basis from the AESOP system directly into our Finance Plus Attendance System

    ALL OTHER STAFF: Absences should be recorded through the AESOP, Timeforce system and the Finance Plus Attendance System accordingly.

    If you have any questions regarding the Insight AESOP Attendance System or the pre-approval process, Amelia Pumala apumala@wcasd.net at 484-266-1012 is a great resource.