Refinance efforts save $1.7 million
Choir director receives KCTS Apple Award
Oak Harbor School District 350 S. Oak Harbor St., Oak Harbor WA 98277 360.279.5000 fax 360.279.5070 Dr. Rick Schulte, Superintendent

This is for all employees
whether you need a sub or not

www.substituteonline.com

Sub Online is a digital means to record your absences from work, whether it be sick leave, personal leave, vacation, or other.

This is for all employees, classified and certificated. It is not just for those who need subs.

Just click on the link and fill out the form.

Logon Page:

  • Enter your User Name (last name)
  • Enter your Password (Ask District Office)
  • Choose Your District from the pick list.
  • Click on Logon
Please call the System Operator at (360) 279-5019 for absences submitted after 6:00 a.m. the day of your illness.


Instructions for

C E R T I F I C A T E D

New Absence

  1. Check to see if your Personal Info is correct:
    - your name
    - your subject/job
    - your site
    - Optional: Select View Request/Rej Subs at the bottom of the Personal Info screen to request spe¬cific substitute(s) (see detailed information regarding this feature).
  2. Enter New Absence If you are absent one day, all day due to illness and the date on the Edit Bar is correct, you may press the SUBMIT ABSENCE button. If the first date of the absence or the absence reason is not cor¬rect, make the changes. Select Start Date: Start Today?, Tomorrow?, Other? . If Other? , enter day of absence (MM/DD/YYYY) . Click the down arrow to change the Shift (All, AM, PM) select the Reason for your absence.
  3. Click on the blue Add Day(s) button at the bottom of the screen for each additional day of your absence.
  4. Add comments or a lesson plan for the substitute. Click on the Comments/Lesson Plan button at the bottom of the screen. Copy and paste your lesson plan from your word processing application, or type your comments. Click on Save Lesson Plan and Assign to Current Absence. You may provide separate lesson plans for each day. The substitute receives a message when they accept the job if you leave a lesson plan for them.
  5. When everything is correct, click on:
  6. Confirm the absence information; click OK.
  7. Verify your absence information by clicking on Review/Cancel.
  8. Enter New Absence
    (NO SUBSTITUTE REQUIRED)
    Select No on the right side of the screen and enter the start and end time for your absence if less than a full day. Do not include your lunch time.


Instructions for

S U P P O R T

New Absence

  1. Check to see if your Personal Info is correct:
    - your name
    - your subject/job
    - your site
    - Optional: Select View Request/Rej Subs at the bottom of the Personal Info screen to request spe¬cific substitute(s) (see detailed information regarding this feature).
  2. Enter New Absence If you are absent one day, all day due to illness and the date on the Edit Bar is correct, you may press the SUBMIT ABSENCE button.

    If the first date of the absence or the absence reason is not cor¬rect, make the changes. Select Start Date: Start Today?, Tomorrow?, Other? . If Other? , enter day of absence (MM/DD/YYYY) . Click on the down arrow to change the Shift (All, AM, PM) and click on the CLOCK to enter the start/end times for the substi-tute's report hours, plus your TOTAL leave time for this absence (EVEN IF YOUR LENGTH OF ABSENCE IS THE SAME AS THE START/END TIMES FOR THE SUBSTITUTE).
  3. Select the Reason for your absence.
  4. Click on the blue Add Day(s) button at the bottom of the screen for each additional day of your absence.
  5. Add comments or a lesson plan for the substitute. Click on the Com-ments/Lesson Plan button at the bottom of the screen. Copy and paste your schedule from your word processing appli-cation or type your comments. Click on Save Lesson Plan and Assign to Current Absence. You may provide separate lesson plans for each day. The substitute receives a message when they accept the job if you leave a lesson plan for them.
  6. When everything is correct, click on:
  7. Confirm the absence information; click OK.
  8. Verify your absence information by clicking on Review/Cancel.
  9. Enter New Absence (NO SUBSTITUTE REQUIRED)
    Select No on the right side of the screen and enter the start and end time for your ab-sence if less than a full day. Do not include your lunch time.


Personal Information


The Personal Information screen allows you to review your Subject/Job information and your work site for accuracy. If the information is not correct, change your job description and/or select the correct work site. Support staff times are varied so your start/end times need to be entered in the Subject/Job section. You may also enter your phone and email address for substitutes to contact you and check

Display to Subs? to show your phone number and e-mail address. Uncheck if you do not wish to be contacted by the substitute. Be sure to click on UPDATE PERSONAL INFO after making any changes.

When you click SUBMIT ABSENCE, your absence will be submitted to all district substitutes to view. If, however, you would like to request specific substitutes, you would need to add them to your request list. Initially, only the requested substitutes will receive notification (via email, if available) of your absence and the first requested substitute to accept the job will be your substitute. If you select a substitute's name from your request list, this is considered a prearranged assignment and you must call and speak with that substitute. Other-wise, the substitute will not be aware that you selected their name and they will not know to report for your assignment. (Phone numbers of substitutes can be viewed in the View Req/Rej Subs section at the bottom of the Personal Info screen.

Substitutes that you checked in the Rej column will not receive notification of your absences.

REQUESTED SUBSTITUTE OPTION: If no one on your Req/Prearranged Sub List accepts your assignment, Substitute Online will automatically release your request to all substitutes after 48 hours or up to 6:00 p.m. the night before your absence, whichever comes first..

Requested/Rejected Substitutes:
To choose Requested or Rejected substitutes, click the View Req/Rej Subs button at the bottom left of the Personal Info screen. Choose from the alpha list or ALL for a list of substitute names. At the right is a scroll bar for moving down the list. You may request substitutes (ücheck box to left of name) or reject substitutes (ücheck box to right of name). Your requested substitute(s) will have the job held for them 48 hours or until 6:00 p.m. the evening before your absence (whichever comes first). If the requested substitute(s) does not log in and accept your job, the job is released to all other district substi¬tutes.

When all information is correct:
  • Click on UPDATE PERSONAL INFO. You will receive confirmation of change.
  • Click OK Review/Cancel
    Review/Cancel screen gives you a history of each day you have been absent during the school year. You can also view who is substituting for you, the confirmation number and check the detail box to see the date and reason for your absence or you can add comments and/or a lesson plan for the substitute.

    If a substitute has not yet accepted your assignment, Sub Pending will show in substitute name field

    Absence Summary (bottom right side of screen): View/Print absence history for the current year.

    Cancel: Any time before a substitute accepts your assignment; you may cancel the assignment or in¬dividual days of a multi-day assignment by checking the Cancel box. Click on Submit Cancellation. If an absence has been assigned to a substitute, however, (see Substitute Name field), only the System Operator or Site Administrator may cancel the ab-sence. Please contact the Substitute Office at 279-5029 to cancel a substitute if a substitute has been assigned to your job.

    Substitute Office Contact Information:
    (360) 279-5019 - Shauna Gumbel, System Operator
    5:30am- 2:00pm
    (Leave your name, phone number and a brief message)

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