Substitute Handbook 2018-2019 - Department of Human Resources 501 7th St - Rockford, IL 61104 - Rockford Public Schools
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Substitute Handbook
2018-2019
Department of Human Resources
501 7th St. - Rockford, IL 61104
815-966-3145
This Handbook
Rockford Public Schools reserves the right and discretion to amend, delete, and deviate from the
policies and procedures at the sole discretion of the District. These changes will supersede any
handbook provisions and are effective as of the date of their occurrence.
This Handbook is not a contract of employment for the District’s employees. Unless otherwise
provided by law or under the terms of an applicable collective bargaining agreement, District
employees are “at will” employees of the Board of Education.
The purpose of this handbook is to provide information that will help with questions and pave the way
for a successful year. Not all district policies and procedures are included. Those that are, have
been summarized.
2
For more information please visit the RPS205 Website at www.rps205.com
3
To Rockford Public Schools Substitute Employees:
I am happy to welcome you as a Substitute Employee and thank you for choosing Rockford Public
Schools!
The purpose of this handbook is to provide you with a general explanation of the policies and
procedures governing Substitute Employees and provide links to important information. It does not
take precedence over the policies of the Rockford Board of Education nor does it supersede
individual building policy.
This handbook will assist you in fulfilling the numerous and varied responsibilities within our district.
Should you have questions regarding the information contained here, please direct your inquires to
Josefina Sanchez at 815-966-5369.
Your role impacts the overall effectiveness of the educational program in District 205. You are a vital
member of our team, responsible for enhancing our students’ educational and personal growth and
development.
On behalf of the Rockford Public School District and the Rockford Community, we thank you for your
dedication and commitment to excellence in the Rockford Public Schools.
We hope you experience a successful and productive school year!
Sincerely,
Josefina Sanchez
Human Resources Specialist
Human Resources Department
Rockford Public Schools
501 7th St.
Rockford, IL 61104
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IMPORTANT CONTACTS
Substitute Management System.………….800-942-3767
(Aesop)
Information Technology (TS Help Desk)……...815-966-3112
Human Resources Office...……….………..815-966-3145
Personnel Records Office..…….....………..815-489-7310
Nutrition Services Department…….……….815-966-3033
Payroll Office….……..…..…………...…......815-966-3077
Rockford Public Schools Operator…...…....815-966-3000
Web Connections
Aesop Substitute System
www.aesoponline.com
Rockford Public Schools - District website
www.rps205.com
For a complete directory of all Human Resource Department staff please visit
Human Resources Department Staff
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TABLE OF CONTENTS
AESOP SUBSTITUTE MANAGEMENT SYSTEM 7-8
GENERAL SUBSTITUTE EMPLOYEE REQUIREMENTS 9
GENERAL EXPECTATIONS OF SUBSTITUTE EMPLOYEES 9-13
GENERAL INFORMATION/PROCEDURES 13-15
DISTRICT POLICIES 15-16
PAYROLL POLICIES 16-17
PAYROLL PERIODS FOR THE 2018-2019 SCHOOL YEAR 18
APPENDIX A: SUBSTITUTE EMPLOYEE COMPENSATION STRUCTURE 19
APPENDIX B: LOCATIONS 20-21
APPENDIX C: SCHOOL START AND STOP TIMES 22
APPENDIX D: DISTRICT CALENDAR 23
APPENDIX E: HASKELL YEAR ROUND ACADEMY CALENDAR 24
APPENDIX F: SPECIAL EDUCATION CLASSIFICATIONS/ACRONYMS 25
SUBSTITUTE EMPLOYEE ACKNOWLEDGEMENT 26
6AESOP SUBSTITUTE MANAGEMENT SYSTEM
Aesop is a web based system used for absence reporting and Substitute Employee assignment
coverage. The system requires a touchtone telephone or a computer with internet capabilities
Logging in on the Web
To log into Aesop type www.aesoponline.com into your web browsers address
bar. Enter your ID number (10 digit phone number, no spaces or dashes) and
PIN (5 digit employee ID number) then, click Login.
Can’t remember your login info?
If you’re having trouble logging in, click the Login Problems
link next to the “Login” button for more information.
Finding Available Jobs
Aesop makes it easy to find available jobs right on the
homepage. Jobs available for you to accept show in green
on the calendar and in list form under the “Available Jobs”
tab.
To accept a job, simply click the Accept button next to the absence. If you do not want
to accept this job, click the Reject button, instead.
Confirmation Number: Each time a Substitute Employee accepts an assignment they will be issued a confirmation
number. We strongly encourage that you do not accept an assignment without a confirmation number and keep track of
all confirmation number as it is your legitimate proof that you have accepted and worked the job and will be paid for the
assignment. Remember . . .
7NO CONFIRMATION NUMBER = NO JOB = NO PAY!!!
Using Aesop on the Phone
Not only is Aesop available on the web, but you can also find and accept available jobs,
manage personal information, change your PIN number, and more, all over the phone.
When You Call Aesop
To call Aesop, dial 1-800-942-3767. You’ll be prompted to enter your ID number (followed
by the # sign), then your PIN number (followed by the # sign).
When calling Aesop, you can:
Find available jobs – Press 1
Review or cancel upcoming jobs – Press 2
Review or cancel a specific job – Press 3
Review or change your personal information – Press 4
When Aesop Calls You
If an available job has not been filled by another substitute two days before the absence
is scheduled to start, Aesop will automatically start calling substitutes, trying to fill the
job. Keep in mind, when Aesop calls you, it will be calling about one job at a time, even if
you’re eligible for other jobs. You can always call into Aesop (see “When You Call
Aesop” section above) to hear a list of all available jobs.
Note: When Aesop calls you, be sure to say a loud and clear “Hello” after answering the call.
that the system knows you picked up the call.
When you receive a call from Aesop, you can:
Listen to available jobs – Press 1
Prevent Aesop from calling again today – Press 2
Prevent Aesop from ever calling again – Press 9
If you are interested in the available job, Press 1. You will be asked to enter your PIN
number (followed by the # sign). At this point, Aesop will list the job details, and you will
have the opportunity to accept or reject the job.
Confirmation Number: Each time a Substitute Employee accepts an assignment they will be issued a confirmation
number. We strongly encourage that you do not accept an assignment without a confirmation number and keep track of
8all confirmation number as it is your legitimate proof that you have accepted and worked the job and will be paid for the
assignment. Remember . . .
NO CONFIRMATION NUMBER = NO JOB = NO PAY!!!
GENERAL SUBSTITUTE EMPLOYEE REQUIREMENTS:
Substitute Employee Requirements: The requirements for Substitute Employees are determined
by state law and local policy. RPS205 requires all Substitute Employee candidates to complete an
online application to be considered for employment. For more information and a detailed
requirements for all Substitute Employee positions, please contact the HR office.
Physical Exam/TB Test: All Substitute Employees of Rockford Public Schools MUST HAVE a
completed physical exam including TB test results submitted to the Human Resources Department 90
days prior to or 10 days after your start date. Failure to comply will result in de-activation of the
Substitute Employee’s profile in Aesop and possible termination.
In the event of a major medical/major illness, a doctor’s statement releasing the Substitute Employee
to resume regular work without restrictions is required prior to returning to work.
Photo ID Badge: ALL Substitute Employees are required to obtain a District photo ID badge which
must be worn at every location and visible at all times. Photo IDs are issued at the Human Resources
Department during regular business hours (8:00am-4:30pm M-F). Replacement ID Badges are a $5
charge.
PLEASE NOTE: All RPS District 205 properties given to employees for use during working hours remains the
property of Rockford Public Schools and must be returned upon separation of employment.
GENERAL EXPECTATIONS OF SUBSTITUTE EMPLOYEES
Substitute Employee Role: Substitute Employees are employed to replace regularly assigned
employees in the event of an absence. Substitute Employees may also be assigned to vacancies on
a temporary basis. Substitute Employees’ employment is part-time employment on an “as needed”
basis and not a permanent position. There are no guarantees of days or hours available for work and
assignments can be cancelled at any time. Substitute Employees shall not be entitled to accumulate
vacation time, sick leave or other benefits that are allowed permanent full time employees.
Criticism/Comparisons: Under no circumstances should a Substitute Employee offer criticism
about the absentee except to those in authority, and only, when the best interest of the students are
being considered. ANY comments comparing one school with another or comparing the students in
one neighborhood with those of another will not be tolerated. The Substitute Employee is
encouraged to speak honestly about their experiences in the District. However, when a Substitute
Employee engages in unconstructive conversation about their experiences, the mission of the District
and the goals of the school are thwarted.
We value your feedback and invite you to complete our Substitute Employee Experience Survey by
visiting Substitute Employee Assignment Experience Survey
Classroom Instruction: Substitute Teachers are responsible for instruction in classrooms and
required to use lesson plans when they are provided. Class time should be spent working with and for
the students. Maintaining order alone is not sufficient. Substitute Teachers are also required to
9remain on duty in classrooms when Student Teachers are responsible for instruction. It is further
expected that the Substitute Teacher will assist the Student Teacher. The Substitute Teacher is
expected to carry out the work of the regular teacher. No personal work of any kind should be done.
Refrain from using the computer unless specified to do so in the lesson plans.
Classroom Management Guidelines: Control of the classroom is of primary importance. The
suggestions that appear below can help you and your students have a pleasant and worthwhile
experience.
Before the class arrives, write your name on the board, review the day’s schedule and
become familiar with related activities.
Look for classroom management/discipline plans in the Substitute Teacher Folder.
Greet your students at the building entrance/classroom door. Standing by the door and
greeting students as they enter the room is often helpful. When the class has arrived,
introduce yourself and immediately start on the day’s schedule.
Get up and move around. Circulate! Movement throughout the classroom will assist you in
keeping students on task and helps to eliminate negative behavior.
The use of students’ names often prevents problems. If a seating chart
is available, use it!
Use progressive discipline techniques: maintain low voice, private
conference, ask the teacher next door for assistance, and accentuate
positive vs. negative behavior.
Keeping students engaged in learning is the most effective classroom management
technique.
Discipline: Remember that no disciplinary action can be taken that will jeopardize the health and/or
safety of students or that will be a personal liability to the substitute.
Do not administer corporal punishment.
Do not use negative language or gestures.
Do not strike students with open or closed hands, place your hands on, push, shake or do
anything that may be interpreted as physical assault.
Do not leave students unattended.
Do not cause students to miss lunch or the bus.
Do not threaten students, verbally, written or otherwise.
If disciplinary problems arise which you are unable to manage, contact an Administrator assigned to
discipline for immediate assistance. Never leave students unsupervised.
Equipment: Substitute Employees are legally responsible for students, equipment and materials
while working assignments. Permission should be obtained from the Administrator’s office before
computers, copiers or other equipment is used.
Supervision: It is NOT PERMISSIBLE for Substitute Employees to leave the classroom for any
reason while students are present or leave the building during planning or lunch periods. If an
emergency arises consult the Administrator.
Confidentiality – Substitute Employees have a critical responsibility to treat all matters pertaining to
students with the utmost confidentiality. Student behavior, performance, and achievement levels are
not subjects of general conversation and should not be discussed outside of the school setting. When
working with special needs students’ Substitute Employees must exercise an even greater degree of
10caution when discussing students assigned to them. No communication may be made with
parents without prior permission from the Administrator.
Arrival/Dismissal and Work Schedule:
Access the system and review your assignment for changes, cancellations and/or special
instructions. Please make sure you have the correct date, time and location prior to your
departure.
All Substitute Employees are required to arrive fifteen (15) minutes prior to the assignment
start time. The Substitute Employee can be considered late if they report after this time.
Park in designated areas for staff not in the visitor spaces. All district High Schools have a
TICKET/TOW POLICY. District issued PARKING PASS/PERMIT must be placed on the front
passenger side of your car’s dashboard when you arrive to any High School worksite.
If you accept an assignment after the start time, please call the school and inform them of your
arrival time. You have up to one (1) hour from the time you accept the assignment to report to
the building.
Report to the schools’ main office with your job number and District Photo ID. Check in on the
sign-in sheet provided and sign-out at the end of day on every assignment.
All Substitute Employees are to remain on-site for the full scheduled time unless released by
the Administrator. Do not leave the building without prior approval.
If you cannot commit to the entire schedule of an assignment DO NOT ACCEPT THE JOB.
Substitute teachers are expected to work as needed during the scheduled absentee’s planning
period(s). Each building administrator or clerical will reassign substitute teachers during
scheduled planning periods elsewhere in the building for optimal coverage. Exclusion: If a
Substitute teacher is covering a long term assignment they are entitled to the scheduled
absentee’s planning periods.
Completing the Assignment: When you complete an assignment, be certain that all
material/equipment are returned to their original location and the classroom is left in good order. Use
the last five minutes of the day (or class period) to collect materials and organize them for the next
day. Ask students help pick up litter from the floor. Leave the teacher’s desk in good order.
Remain in the classroom until all students have been dismissed. On occasion, other duties will need
to be completed. Do not leave the building before the scheduled closing time for your assignment. An
Administrator has the right to expect both regular and Substitute Teachers to be on duty.
Written work assigned by the Substitute Employee should be corrected and left for the regular
employee. Return supplies, equipment and other items that have been borrowed to their proper
places.
Complete the Substitute Employee Report form and leave a copy, along with keys in the main office.
Cancelling Assignments: If you become unable to work an assignment that you have already
accepted you are required to withdrawal yourself from the assignment in Aesop. If you need to cancel
on the day of the assignment, you must call the Human Resources department (Josefina Sanchez
815-966-5369) as you do not have the ability to remove yourself from a job in Aesop the day of the
assignment. You must also call the location that you were scheduled to work and notify them that you
are unable to work. Waiting until 7:30 a.m. or later to cancel any job on the day of an assignment is
11NOT ACCEPTABLE without a valid reason. Once you have cancelled
yourself from a job you will not be able to accept an alternative job on
that same day.
Failure to report to an assignment without cancelling the job from Aesop and notifying
HR and the school will result in de-activation and may result in a three (3) day suspension up to termination.
You must contact the Substitute Specialist immediately to explain why this occurred and discipline action will
be determined.
Attire: Substitute Employees must dress appropriately for all assignments. Presenting oneself
professionally in the school setting is very important. You can receive an unsatisfactory appraisal and
be blocked from a school due to inappropriate dress. Below are examples of what you should and
should not wear.
Acceptable Unacceptable
Business Casual Footwear Blue Jeans
Tennis shoes for Gym Assignments Low cut necklines
Business Casual Dress Tank tops, Tube Tops, Muscle Shirts
Jogging Suits (exception: gym assignments) Midriff Tops
Athletic Wear (exception: gym assignments) Short shorts, short skirts
Sheer Clothing
Large, dangling, excessive jewelry
Strong perfume/colognes
Headgear (hats, visors, caps etc.)
Flip-flops
Sunglasses
Jogging Suits/Athletic Wear
Paraphernalia/Logo T-Shirts
Personal Business: Eating, reading the newspaper/magazine, taking care of personal
business, talking/texting on personal cell or classroom phone, and grooming during
your assignment is NOT ACCEPTABLE and must be done outside of the
building/classroom or during your scheduled lunch break period.
Remember:
Be positive and respectful to staff and students.
There is no guarantee of a secure location to store personal items. It is strongly suggested you
bring only necessary items.
Do not touch/disturb personal items (unless specifically instructed to do so) and do not allow
students to touch/disturb any personal items as well.
12 Refrain from discussing any/all controversial topics (drugs, sex, politics, religion, weight, etc.).
Open dialogue regarding these topics sets the stage for a misunderstanding.
Students should never be left unattended.
Do not strike students with an open or closed hand, place your hands on, push, shake or do
anything that may be interpreted as physical assault.
Negative remarks, comments and profanity are NEVER ACCEPTABLE, verbal or written.
Use other staff members as a resource and don’t hesitate to ask for assistance. Always remember
to “work as a team” in difficult situations.
Unauthorized printed material/videos must be pre-approved by building Administrator prior to
classroom use.
Arrive 15 to 30 minutes prior to school start time. This will allow you the opportunity to go over
all instructions left by the classroom teacher or to prepare for a vacant position.
If you arrive after school begins, immediately give the students a brief assignment. This will allow
you time to review lesson plans and/or substitute folder.
Inquire about building procedures, discipline policy (who/when/how to call for assistance) and any
special activities planned for the day.
Ask to “check-out” a room key. If you are not issued a temporary room key, ask how lockdown
procedures are to be handled.
Be clear about attendance procedures and classroom admission/dismissal duties for that site.
Follow lesson plans in full. Deviation from prepared plans is not advisable. Before you leave you
must complete the Assignment Evaluation form and please note any adjustments.
Unless the teacher has given instructions to use classroom computers, they are to remain off.
Avoid giving punishment to the entire class, as well as, any type of rewards without specific
instructions from the classroom teacher. There may be allergies/specific behavior programs in
place.
Make sure all material/equipment is returned to original location and the room is left in good
condition.
GENERAL INFORMATION/PROCEDURES
Performance Evaluations: To ensure satisfactory job performance, evaluations may be completed
and submitted by any location at anytime. Satisfactory performance on the evaluations generally
assures continued placement on the Substitute Employee roster. Outstanding performance may
result in the Substitute Employee being placed on a school’s “priority” list. Unsatisfactory evaluations
may result in administrative action ranging from a phone call to discuss the evaluation, to dismissal of
the Substitute Employee. Substitute Employees consistently performing below acceptable standards
will be purged from the substitute roster and notified in writing. Performance evaluations may be
reviewed when considering qualified candidates for long term or permanent employment
opportunities.
13For evaluation documents please visit, Evaluation Documents
Personnel File: Personnel files are the property of Rockford Public Schools. Access to information
contained therein is restricted and confidential, except as may be required by State and Federal Law.
Authorized representatives of the District and the employee are allowed to review the file. Access
may be granted to others in accordance with the Freedom of Information Act provisions. An employee
must place a request in writing to allow a designee to review the personnel file, indication of review
will be documented. There must be reasonable advance notice in order to review materials in a file.
There is a nominal fee charged to make copies and the cost is at the employee’s expense.
No file or documentation contained therein may be removed from the Human Resources Department.
Personal Information Changes: It is the Substitute Employee’s responsibility to notify Human
Resources of any changes in their employee information. It is essential that information such as
address, telephone number and name change be reported as soon as possible. Any changes are
made through the district’s self-service system, Employee Online.
To make these changes please visit www.rps205.com – click on “Staff” – then click on “Employee
Online” You will log in using your employee identification number. Your password is defaulted to your
social security number. You will be prompted to change your password upon initial login.
Reassignment: The Building Administrator has the right to re-assign a Substitute Employee when
deemed necessary. If the Substitute Employee refuses to be reassigned they forfeit compensation for
that day.
Assignments/Family Members: Assignments to classrooms where family members are in attendance
should be avoided. Family members are defined as biological, adopted, or foster child, step-child,
legal ward, or child to whom the employee is “in loco parentis”.
Medication/s - Teachers and other non-administrative employees (including Substitute Employees),
except qualified School Nurses, shall not be required to administer medication to students. If a
student requires medical attention, notify the office and allow office personnel to administer
medication. Parent(s)/guardian(s) may authorize their child to self-administer a medication according
to the District’s procedures for student self-administration of medication. Nothing in this policy shall
prohibit any school employee from providing emergency assistance to students, including
administering medication.
LEGAL REF: 105 ILCS 5/10-20.14b and 5/10-22.21b. Adopted: 10/28/1997 – 12/12/1996
Ill & Injured Students: Students that appear to be ill should be sent to the office immediately,
accompanied by a Paraprofessional Employee or another student if necessary. Students that have
been absent with a contagious disease are not to be readmitted to a classroom without permission
from the Administrator’s Office. Accidents that involve any students under your supervision must be
reported to the Administrator immediately.
Student Excused Absences: Students are not excused to leave school under any circumstances
without prior approval from the Administrator’s office. Students who wish to be excused should be
sent to the office to obtain permission. Be certain to check with the office if the student does not
return to the classroom to ensure the proper procedure is not violated.
Student Detainment: Students may not be kept after school without the permission of the
Administrator. Parents must be informed and must approve such action before it is taken. No student
14who rides the bus is to be detained.
Outside Agencies: No outside agency or person is to question or interview a student
except in the presence of the School Administrator. It is the duty of all Employee personnel (including
Substitute Employees) to see that this right of the student is not violated.
Work Accidents: Your safety is our top priority! If you are involved in an accident while you are
working the direct supervisor/building administrator should be notified as soon as possible. Many
times the accident is initially reported to the school nurse or office professional. Ensure that proper
medical attention is received immediately. The employee, direct supervisor, and physician/nurse must
complete the Employee Accident Report form. The completed form should be faxed to the Human
Resource Department at 815-972-3487.
For more information regarding accidents at work and to access the Employee Accident Report form
please visit Workers Compensation
OSHA Regulations: Per the Occupational Safety and Health Administration, Rockford Public
Schools Health Services Department is responsible for completing Blood Borne Pathogen training for
all new District 205 employees. It is mandatory that all new employees attend. You may contact the
Health Services Department at 815-966-3166 if you have any questions.
DISTRICT POLICIES
The Rockford Public School District employees and students are expected to follow a strict set of
established governing policies; including but not limited to:
Affirmative Action/Equal Employment Policy,
Americans with Disabilities Act,
Sexual Harassment policy-General Personnel,
Sexual Harassment Policy – Students
Electronic Networks/Technology Policy (AUP)
Please review these and all other District Policies at District Policies
DCFS Mandated Reporter Status: Employees of Rockford Public Schools are mandated reporters
under the Illinois Department of Children & Family Services Abused and Neglected Child Reporting
Act [325 ILCS 5/4]. Employees (including substitutes) are required to report or cause a report to be
made to the DCFS child abuse hotline; number 1-800-25A-BUSE (the Hotline operates 24 hours/day,
7 days/week, 365 days/year) whenever reasonable cause to believe that a child known to employee
in their Employee or official capacity may be abused or neglected. An employee’s failure to report
suspected child abuse or neglect may be found guilty of a Class A misdemeanor.
Drug and Alcohol-Free Workplace: All Rockford Board of Education properties are required by the
Drug-Free Workplace Act of 1988 (Public Law 100-690), (adopted by the Rockford Board of
Education on April 10, 1989) to be free of drugs. The unlawful manufacture, distribution, dispensing,
possession or use of illicit drugs and alcohol, on Board property or as part of any of its activities is
prohibited. This includes any school building or any school premises; any school-owned vehicle used
to transport students to and from school or school activities; off school property during any school-
15sponsored or school-approved activity, event or function, such as a fieldtrip or athletic event where
students are under the jurisdiction of the school district.
As a condition of employment, each employee shall notify his/her supervisor of any arrest, charge or
conviction of a misdemeanor or felony. If you are convicted of a criminal drug statute for a violation
occurring on Board property, you must notify the Human Resources Department in writing, no later
than five (5) calendar days after such conviction. Violation of this policy can lead to immediate
discipline up to and including termination and referral for prosecution in accordance with Board of
Education regulations and procedures.
Smoking/Tobacco Products: In order to protect students, staff, visitors, and guests of the schools
from an environment that may be harmful to them, the Rockford Board of Education prohibits smoking
on all school property and in all school buildings.
For the purpose of this policy “smoking” will mean all uses of tobacco (including all “smokeless” and
chewing tobacco products), cigars, cigarettes, and pipes.
Weapons on School Property: Rockford Public Schools prohibits ANY INDIVIDUAL to possess or
carry, whether openly or concealed; any weapon/s in any public school building, bus, campus,
grounds, etc. Such violation is a felony. A violation of this policy will result in immediate discharge
PAYROLL POLICIES
Pay Period: Guest Employees are paid bi-weekly. Your payroll check will be mailed to the home
address on file. Pay periods end every other Wednesday with all District 205 staff paid the following
Friday. The school office professional verifies your time which is then sent to payroll. Questions on
your hours or pay should be directed to the office professional first, then to Payroll at 815-966-3077.
Direct Deposit: All employees are encouraged to utilize direct deposit. Your pay is directly deposited
into your banking institution. Employees will receive a statement of wages on their scheduled payday.
Direct deposit enrollment/change forms are available online and in the Payroll Department.
Completed forms must be filed with Payroll. A pre-note is sent to check for valid numbers. Assuming
all is correct the direct deposit will take effect on the next pay date.
Federal and State Laws: Federal and State laws require that the District make certain deductions
from every employee’s compensation. These include applicable Federal Income Tax, State Income
Tax, Social Security, and Medicare taxes on each employee’s earnings up to a specified limit. The
District must also deduct the employee’s share of retirement contributions according to their current
working agreement. Note employee’s earnings subject to TRS are not subject to social security.
W-4 Forms:
All employees must complete a W-4 form filed in the Payroll department. This form
indicates how many allowances an employee is claiming and the employee’s marital
status for Federal income tax reporting purposes.
An employee may change either the tax status or the number of dependents at any time
during the year by completing a new W-4 form. If any of the following occur, an employee
may wish to complete a new W-4; marriage, death of family member, or birth of a child.
Changes will be processed as soon as possible.
16 If an employee has a name change, a new Social Security card must be obtained from the
Social Security office showing the new name. In order to change the employee’s name,
the employee must then complete a new W-4 form and attach a copy of the new Social
Security card.
Pre-Tax Deduction: The following deductions are considered pre-tax for Federal income tax
purposes: Medical Insurance, Dental Insurance, Flexible Spending Medical and Dependent Care
Accounts, State Teachers’ Retirement System, and Illinois Municipal Retirement System. The above
deductions are subtracted from the gross wages to arrive at the adjusted taxable wages. This is also
reflected on the W-2 at the end of the year. If you have any questions concerning your deductions or
how they were calculated, please contact the Payroll Department.
Teachers’ Retirement System (TRS) Contribution: As required by state statute, Substitute
Teachers are covered under the Illinois Teachers’ Retirement System (TRS). As such, employee
contribution rates are set by TRS. The current contribution rate (as of July 1, 1998) is 9.4% of pay,
which is paid by the Rockford Board of Education.
Your earnings are treated as creditable earnings by TRS for determination of any available pension
benefits. However, if you are engaged in substitute teaching for a limited time period, and you do not
expect to pursue a teaching career, you may wish to apply for a refund of the TRS contributions made
on your behalf. TRS requires that you apply four months after the last day of teaching, following your
official resignation.
New rules on post-retirement employment; Tier I - Members First Employed Prior to January 1, 2011 -
As of July 1, 2011, retired members may be employed in another position covered by TRS and retain
their benefits, but their service is limited to 102 days or 600 hours per year, as of July 1, 2018.
Members can be employed in a position covered by a pension system that has reciprocal rights with
TRS, but the annual length of employment allowed may be capped by that pension system.
Tier II - Members First Employed After January 1, 2011
The law suspends a Tier II member’s retirement benefits if the member accepts full-time
employment in a position covered by another pension system that has reciprocal rights with TRS.
Please contact TRS for specific information at (800) 877-7896.
Illinois Municipal Retirement Fund (IMRF): It is imperative that Substitute Employees contact IMRF
directly, in addition to your employer, regarding return-to-work rules. Please call an IMRF Member
Services Representative at 1-800-ASK-IMRF (1-800-275-4673) before you return to work. Many
factors are involved in whether your pension will be affected upon your return to work.
Time Reporting
Accurately recording time worked is the responsibility of every employee. Federal and
State laws require the District to keep an accurate record of time worked in order to
calculate employee pay and benefits.
Time worked is all the time actually spent on the job performing assigned duties.
Employees should accurately record the time they begin and end their work day, including
the beginning and ending time of each job performed.
Tampering, altering, or falsifying time records or recordings may result in disciplinary
action up to and including termination.
Show-Up Compensation: Show-Up pay is issued when a Substitute Employee reports to an
assignment as directed with a valid confirmation number and the building does not require the
17Substitute Employee’s services. To receive show-up pay the Substitute Employee must contact
Aesop (online or by phone) to verify and/or accept any open positions in the district that may exist. If
the Substitute Employee declines any open/unfilled positions for the day, show-up pay will be
forfeited. If there are no open/available assignments, show-up pay will be awarded.
18PAYROLL PERIODS FOR THE 2018-2019 SCHOOL YEAR
19Appendix A: GUEST EMPLOYEE COMPENSATION STURCTURE
20Appendix B: Locations
2122
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Appendix C: School Start and Stop Times
24Appendix D: DISTRICT CALENDAR
25APPENDIX F: SPECIAL EDUCATION CLASSIFICATIONS/ACRONYMS
Teacher/Paraprofessional Guest Employees –
When searching for available jobs via the web or telephone, please be aware of the following:
AU = Autism
EC SPED = Early Childhood Special Education
HI = Hearing Impaired
INSTRUCTIONAL = self-contained; will precede English, Math, etc. on middle/high school
Special Education classifications. Please note: “Grade 6” job classification will display 1 job
classification but includes 2 or more: English, Language Arts, Social Science, General
Science, General Math or Resource
LD/ED = Learning/Emotionally Disabled
LI AU = Low Incidence Autistic
LI/ID = Low Incidence/Intellectual Disability
MI/SP = Mentally Impaired/Severe and Profound
ADAPTIVE/PE = Special Education PE
SVS OCCUP = Service Occupation assignments are Special Vocational Education classes
held at various community sites
TM TCH RES = Team Teacher Resources/Special Education Resource Teacher
VI = Visually Impaired
INSTRUCTIONAL PARA = Classroom Para
LI/MI TUIT PARA = Low Incidence/Mentally Impaired Tuition (1:1) Self-contained classroom
SPED BLDG PARA = Special Education Building Para May have multiple students throughout
the building/Fill the requirements of Individual Assistance on students’ IEPs.
ADDITIONAL JOB CLASSIFICATIONS/ACRONYMS:
Home and Hospital = Homebound or Rosecrance
DETENTION = Juvenile Detention Center School Program Teacher
CRISIS PREVEN INTERV/ PROG CURR INST = Page Park Classroom Teacher
B/L, BL = Bilingual classroom*
ESL = English as a Second Language classroom*
*Please note: You do not have to be bilingual to accept these assignment
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SUBSTITUTE EMPLOYEE ACKNOWLEDGEMENT
As a Substitute Employee I understand that substitute employment is on an “as needed basis”
and not a permanent position. There are no guarantees of days/hours and assignments
can/will be cancelled at any time. I further acknowledge that I have been directed to, reviewed
and will abide by the standards, policies, and procedures defined/referenced in the following
document:
Substitute Employee Handbook
I understand the information in this handbook is subject to change. I understand that changes
in district policies may supersede, modify, or eliminate the information summarized in this
handbook. As the district provides updated policy information, I accept responsibility for
reading and abiding by the changes.
I understand that no modifications to contractual relationships or alterations of at-will
relationships are intended by this handbook.
I understand that I have an obligation to inform my supervisor or department head of any
changes in personal information, such as phone number, address, etc. I also accept
responsibility for contacting my supervisor or Department of Human Resources if I have
questions or concerns or need further explanation.
I MUST have a confirmation number before starting an assignment; working without a
confirmation number will be considered volunteer work and I will not be compensated.
My User ID/PIN (and telephone number) will be placed in the Aesop substitute system and will
be accessible to all administrators/staff.
I am required to:
Submit a completed physical form with TB test results, and (if applicable) an official
certified teaching/substitute teaching certificate within ten (10) days of employment.
Register/activate profile via telephone within five (5) days of board approval/orientation.
And, as a Substitute Teacher and Substitute Paraprofessional; work a minimum of two
(2) days per semester to remain on active status. All other Substitute positions work a
minimum of (2) days.
I further acknowledge that I will comply with the above listed requirements in a timely
manner, that failure to do so will result in suspension from the substitute roster and
forfeiture of any/all future scheduled assignments.
Please sign below to acknowledge understanding of the terms listed on this page.
Substitute Employee Printed name_______________________________________________
Substitute Employee Signature__________________________________________________
Date: ___________________________
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