SubFinder Internet User's Guide

Using SubFinder on the Internet, employees can easily report absences and review schedules. Licensed Teachers, Administrators and ProTech employees have easy-to-use, secure Web browser access to all of the same features available from SubFinder via the telephone, plus additional optimized features for the Web. SubFinder Internet works in conjunction with the SubFinder system and is accessible from your home or office computer or any computer as long as there is access to the Internet.

Registering in SubFinder

Before accessing SubFinder through the phone or Internet, you must register your name in the System. To record your name you will need to call the SubFinder phone number, 303-387-0272. When asked, enter your employee number as your Pin, followed by the “#” key. An automated voice will state this is the first time you have called into SubFinder and you will be asked to record (referred to as “voice”) your name. When prompted, state your name, followed by the “#” key. To review your recording, call into SubFinder again and review your personal information. Follow the prompts to re-record your name if needed. It is very important to press the “#” key when finished with your recording or SubFinder will not recognize you have completed the recording. If this happens, just call the SubFinder phone number again and enter your employee number as your Pin, followed by the “#” key. Wait for the long busy signal to end and when prompted, press 4 to review your personal information and re-record your name. Don’t forget to press the “#” key after your recording.

All employee site locations and positions are “built” into SubFinder by the substitute office and cannot be altered by the employee. To provide a substitute (if required for the absence) reviewing your job request with the most accurate information regarding your teaching position, several suggestions follow when recording your name.

If you are a foreign language teacher, state the foreign language(s) taught after your name before pressing the “#” key to end the recording.
If you are an itinerant teacher, state briefly your itinerary after your name before pressing the “#” key to end the recording.
If you are a teacher teaching multiple subjects, state all subjects taught after your name before pressing the “#” key to end the recording.

System Access

After “voicing” your name on SubFinder via the phone, you are now able to access SubFinder through the Internet. Simply enter the District’s Web address for SubFinder in your Internet Browser address line. The link can be found on the DCSD Home Page under Staff Links. Click on Staff Central and then on the link SubFinder Internet User’s Guide. At the end of the Guide, click on the words log in here for the SubFinder log in screen. It is suggested you save this link to your “Favorites” for easy log in access for the future.

From the Log In screen, enter your last name in the Last Name field and your employee number in the Password field. Click the Submit button. The spelling of your last name as it appears on your Social Security card will be used. SubFinder will let you try to log in three times before you receive a message to contact your administrator. Contact your substitute specialist for the spelling of your last name and your employee number as it has been entered in SubFinder. The System will automatically “lock” you out after three tries. Close out of SubFinder and try logging in again.

Once logged in, a welcome window will appear. Any welcome messages and/or important information from your site administrator will be displayed, if applied. On the left side of the screen are five access buttons to various options. These include Report Absence, Review Absence, Personal Information, Tutorial and Log Out.

Reporting an Absence

Details below are required for entering absences.

The start and end date of your absence. To enter your absence in SubFinder, it must be at least two hours prior to the pre-set start time of your site location in SubFinder. Enter the start time and the end time of the absence. If the times differ from your normal work times (i.e., a half-day absence) enter the specific times. Please enter the correct AM or PM in the times (i.e., 12:15 PM.) Next, enter the start and end times for the job in the box located to the right of the absence start and end times. If the job start and end times will differ from the absence start and end times, enter the appropriate information. After entering the required absence/job information, you must then specify whether the times will follow your normal employee schedule (i.e., 6:45 AM - 2:32 PM) or the same times daily (i.e., multiple half days.) “(A)” specifies follows your normal employee schedule and “(S)” specifies same times daily. Click “Continue”.
An Absence Reason from the drop down menu. Your selections are limited to Bereavement, Employee Illness/Doctor’s Appt., Family Member Illness/Doctor’s Appt., Personal Business, Jury Duty and Military Leave. Click “Continue”. Reasons not appearing in the drop down menu must be entered by your site administrator or the sub office.
A Job Type from the drop down menu. Your options are Substitute Required, Requested Substitute or No Sub Required. Prearranged substitutes must be entered by the site administrator or the sub office. If you are requesting a substitute, you will be able to locate the substitute by either their Substitute ID or last name by selecting the appropriate radio button. Click “Continue”.
Confirm all of the information you have entered is correct, then click “Confirm Add Job”. If the information is not correct, you will have to cancel the entry and begin again. You are not able to use the “Back” button on your Web Browser. Once you have confirmed the job/absence, you will get a message in green located at the top of your screen that your job/absence has been successfully added and assigned a job number. If this message is not displayed with a job number assigned, your job was not successfully recorded. Always write the job number down for future reference.
After your job has been successfully entered, you have the option to include Special Instructions or not. To leave Special Instructions, click the “Yes” button and type your message in the text box. Review your Special Instructions and then click “Save Job Message”. Click “Exit”. If you do not need to include Special Instructions, click the “No” button.

Absence Review

To review your absences, click the Review Absence button on the left side of the Welcome screen. You may review your absences by Substitute, Date or Date Range, Type or Status (i.e., filled, unfilled, failed to fill, canceled, etc. by pulling down the selections in the drop down menu.) Make the appropriate selections and click “Run Request”. If you do not wish to filter the information, leave the boxes unchecked and you will be shown all recorded absences for the current school year.

If you need to cancel an absence/job, click the “Cancel” button which is displayed next to each future absence. A screen appears to verify you are requesting to cancel the absence, click “OK”. If you are not cancelling the absence, click, “Cancel”. Absences cannot be canceled if less than 24 hours before the start time of the job/absence.

Personal Information: To view your personal Information, click the “Personal Info” button on the Welcome screen. The sub office reports your job title, work site and work times in SubFinder. You are not able to access this information for editing. If this information is not correct, contact your site administrator or substitute specialist. The Address, Certification and Leave Control tabs are not being utilized at this time.

Tutorial: Please take a few moments to review the tutorial provided by SubFinder. You can view it by clicking the “Tutorial” button on the Welcome screen. This will guide you step by step to entering and reviewing absences/jobs.

Log Out: When you are ready to leave SubFinder, click the “Log Out” button on the Welcome screen.

You are now ready to access SubFinder. Log in here and save this link to your Favorites (https://subfinder.dcsdk12.org/login/login.asp).