Automated Dispatch Web (ADW)

Report
School District 63 (Saanich)
Automated Dispatch
System (ADW)
Logging an Absence
1. Logging in
From a School Site or Home Computer: Go to the
School District No. 63 Homepage – www.sd63.bc.ca
On the right side of top option bar click on: Employee Self-
Service (ESS)
Or go to http://ess.sd63.bc.ca
2. Enter user name & password
For example:
User Name: Same as when opening your computer
Password: Same as when opening your computer
3. Absence Entry
This is the first screen of the Absence entry process.
Details about dates and reasons for absence will be confirmed.
• Click on My Attendance Tab
• Select Absence Entry
4. Absence Reason
Use the mouse to click on the drop-down box displaying a list of absence reasons.
Choose the appropriate reason.
*Remember, not all of the absence reasons may appear in this window. Use scrollbar to move down
through the list.
Help Documents are
available with step-by-step
instructions how to log an
absence.
5. Length of Absence
Click on the appropriate “Type of Absence” circle button.
Single Day or Range of Days
6. Dates of Absence – Single Day
If absence will be a single day, click on the calendar icon which will cause a calendar
to display. Use the mouse to click on the date of absence.
Dates prior to “today” are not able to
be selected – the Calendar will show
slashes through all previous dates. If
the absence is in the future month,
click on the arrow at the top of the
calendar to move to the appropriate
month. Once the date is selected, the
calendar will disappear.
When satisfied with dates of Absence selection, click Next.
6. Dates of Absence – Range of Days
If absence will be a range of days, click on both the FROM and TO calendar icons.
Select the first & last dates of absence. *An opportunity to select the days of
absence, within this range, will be given in Step 8.
Dates prior to “today” are not able to
be selected – the Calendar will show
slashes through all previous dates. If
the absence is in the future month,
click on the arrow at the top of the
calendar to move to the appropriate
month. Once the date is selected, the
calendar will disappear.
When satisfied with dates of Absence selection, click Next.
7. Absence Schedule Details
This screen displays an individual employee’s regular schedule or it may display the
school’s daily schedule. If correct, click Next.
Remember that
all times must be
entered using the
24 hour clock.
If the schedule is different from the absence schedule, modifications can be made.
Click on the area requiring changes and modify as required.
• Changes can be made to Position, Location, Start & End Times.
For example: Employee’s who will only be absent for part of the day.
8. Absence Schedule Details
If a range of days has been selected, the dates will be displayed on this screen.
Select the working days by clicking the check mark off.
Click on the area requiring changes and modify as required. Changes can be made
to Position, Location, Start & End Times.
The checkmark will
disappear indicating
that you will NOT be
absent that day.
When satisfied with dates of Absence Schedule Details, click Next.
9. Absence Replacement Details
This screen allows for options to be given to the Automated Dispatch System (ADS). For
example, an employee might be absent the entire day but only need a replacement for the
afternoon. Use the mouse to click either the Yes or No circle buttons to respond to each
question.
When satisfied with Absence Replacement Details, click Next.
10. Absence Replacement Request
This screen will only be displayed if the option to request a replacement was selected.
Click on the binoculars icon (a pop-up window will appear)
Enter the last name of the substitute to be requested and click the Search button.
Once the substitute has been found, click on the name and the Accept button to return to
the previous screen.
If unsure how to spell
the replacement
employee’s name, enter
a portion of their last
name preceded by the
asterisks key.
When satisfied with dates of Absence Replacement Request, click Next.
11. Replacement Instructions
Teachers needing replacements
will need to tell ADS what Subjects
and Levels are required for
coverage. Click the drop-down
menu under both the Subject and
level columns to list the available
choices. *remember to use the
scroll bar to view all available
choices.
It is important to enter the
Subjects & Levels in priority
order, with the subject & level
being most important or
greatest FTE subject area.
Please leave a message on this screen. Any information that can be given to a
replacement is appreciated. Messages should be specific to your assignment, as the
requested substitute may not accept the job. Messages can be as simple as where to
park, specific needs of your students, lunch information, etc.
When satisfied with dates of Replacement Instructions, click Next.
12. Absence Entry Summary
The summary screen list all the choices that have been selected. If everything is
correct, click the Submit Absence Button. If changes are required, use the back
arrow to move back through the screens to the appropriate place where a change is
needed.
13. Absence Entry Confirmation
A confirmation number will be displayed. Record this number or choose the Print
Receipt button, as this number is needed to make inquiries or changes to logged
absences and also confirms a submitted absence.
14. Absence Entry Changes/Inquiries
•Click on My Attendance Tab
•Select View or Change
Contact/Assistance
ADS Help Desk: 250-652-xxxx (TBD)
HELP DESK HOURS: 6:30 to 14:30
Absences may be logged
24 hours a day, 7 days a week.

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