Active Substitutes

These resources are for our current substitutes. If you have a suggestion for more helpful content, please email joy.card@hcbe.net.

For potential substitutes, please refer to the substitute applicant page for information regarding the application process and our requirements for substitute teachers.

 

Getting Started

You have attended our orientation session, and completed the training. Now what?

Check your email for two imperative notifications:

  1. The main "welcome" email from Joy Card, providing your employee ID number, pay rate, and other pertinent information.
  2. An email directly from Frontline/Absence Management, containing a link to create your username and password for access to the system.
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New Substitutes - Take a tour of the dashboard and job listings page

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Substitute Online Systems

Click here to log into your personal Absence Management account. If you are experiencing difficulties with login procedures, please try the password reset/forgot password option within Frontline. For persistent issues, you can email joy.card@hcbe.net.

Please ensure that your contact information is current within the Absence Management system. For any changes, notify Joy Card.

 

NOTE: ESS login credentials are different from your Absence Management sign in!

 

Access your paystubs, tax withholding and W2 information through Employee Self Service.
Substitutes will follow the 2nd set of instructions ("For all part-time/rated employees") on the initial login screen.
If you need documents prior to October, 2016, visit eforms.

Please note that after your first time logging in, you will be prompted to reset your password. Please document your new password for future reference. If your ESS login information needs to be reset, please contact the HR department at (478) 988-6138 or (478) 988-6244 for assistance.

To update personal information, such as your address and telephone number, sign on to ESS. However, this will NOT update your contact information for Absence Management, so you should follow the instructions for that system.

Be sure to add your emergency contact information to ESS as soon as possible.

FOR NEW SUBSTITUTES: The ESS account does not “populate” until you actually receive a paycheck. That system is directly tied to our payroll system, so until your first paycheck is generated, your ESS account essentially does not exist. 


FAQ's

The pay rate is based upon your educational or certification level and will not change, regardless of the role in which you are subbing.
Due to the ACA, substitutes are limited to 17 days per calendar month (or 128 hours). The Absence Management system has a maximum setting that will not allow substitutes to schedule themselves over the calendar max limit.

First, refer to the Payroll Schedule (found in the Related Documents box on the right side of this page) to ensure that the days in question are to be paid in the current paycheck. For example, most of the days worked in September will not be paid until the Oct 31 paycheck.

However, if you notice an error in your assignments, please contact the school for clarification. If they cannot help in a timely manner, contact Joy Card in HR for assistance.

Substitutes are paid for 7.5 hours per day, however they are physically present for 8 hours. There should be a 30-minute break sometime during the workday (usually lunch).
We understand that events may arise that will cause the need for cancellation. First and foremost, please notify the school immediately when you need to cancel a job. You should also remove yourself from the assignment through the Absence Management system, so that the job will be open for other substitutes. Unfortunately, the cancel option is NOT available on the Frontline mobile app. However, you can log into the system through a web browser, and cancel it that way. If you have any issues with the cancellation of an assignment, please let the school know, and the office staff can also remove you from the job.

You can either:
1. Come by HR anytime between 8-4:15 and ask for a replacement. The cost is $5 (cash only); but there is no cost if you turn in your old badge (in the case of a broken or faded badge).

2. Ask the front office at the school for a Badge Replacement form. They can send the completed form, along with $5 (or the damaged badge) to Melissa Shipp in HR. You should include a note to Melissa with instructions for the school location to which you want your badge sent.

(Option #2 can take 1-2 weeks.)