Teacher Quick Reference Card
INTERNET BROWSER ACCESS INSTRUCTIONS
SIGN IN
Open your browser and access the SubCentral SmartFindExpress Sign In page.
Review the messages above the Sign In. Enter your Access ID and PIN. Review
additional announcements on your home page, if any.
TO CREATE AN ABSENCE
Choose the Create an Absence link
Important Note: Items in Bold are required to complete an Absence and receive
a Job Number.
Review your Location and Classification
Select the Reason for this absence from the drop-down menu
Select Start and End Dates for your absence
o Enter the dates with forward slashes (MM/DD/YYYY) or use the
calendar icon
Multiple Day (Recurring) Absence o Your default work schedule is shown. Remove the checkmark(s)
from the Weekly Schedule Days that do not apply to this absence
Select Start and End Times for your absence. Default times are listed
o To change defaults, enter time in HH:MM am or pm format o Ensure that the correct time is entered. If the times for the
substitute are different than the absence times, please enter the
adjusted times
Request a particular substitute
o Enter the substitute’s access ID number or use the Search feature to find the substitute by name
Indicate if the requested substitute has accepted this job o Yes = substitute is prearranged and will not be called and offered
the job
o No = call will be placed and the substitute will be offered the job
Enter substitute instructions o Type helpful instructions for the substitute pertaining to the
assignment (example: additional requirements, annex location, grade level, attached file, etc. )
Attach a file for the substitute o Select Browse to locate the file
o Locate the file and select Open
Select the Continue button
Select the Create Absence button to receive a Job Number. Please
record this Job Number
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TO REVIEW/ CANCEL ABSENCE OR MODIFY SPECIAL INSTRUCTIONS
Choose the Review Absences link to review past, present and future absences or to
cancel an absence.
Follow these steps
Select the format for absence display: List or Calendar view
Search for Jobs: Enter specific date range (MM/DD/YYYY) or Calendar
icon, or enter job number or leave blank to return all your absences
Select the Search Button
Select the Job Number link to view job details on future jobs
From the Job Details screen
Special instructions can be updated on future jobs. Modify the special instructions and select the Save button
To cancel your job, select the Cancel Job button
Select Return to List button to return to the job listing
SIGN OUT AND INTERNET BROWSER INFORMATION
At any time during the session, the Sign Out link can be selected to end the session
and disconnect from SubCentral SmartFindExpress. Selecting the browser's back
button or going to another site on the Internet does not disconnect the session from SubCentral SmartFindExpress.
To ensure security and privacy of information, use the Sign Out link to disconnect from SubCentral SmartFindExpress, and close the Internet browser when you finish
with your session.
Important Note: Do NOT use the browser's BACK button to navigate to screens.
Navigation buttons are on the bottom of SubCentral SmartFindExpress screens, such
as the Return to List and Continue buttons.
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NYC DOE SUBCENTRAL Teacher Quick Reference Card
SubCentral Dial-In Phone Number 7 1 8 – 9 3 5 – 6 7 4 0
SubCentral Help Desk Phone Number 7 1 8 – 9 3 5 – 4 4 0 1
Write your PIN number here _____________________
Internet Browser URL subcentral.eschoolsolutions.com
THE SYSTEM CALLS SUBSTITUTES DURING THESE TIMES
Today’s Jobs Future Jobs
Monday - Friday Starts at 5:30 am 5:00 pm – 10:30 pm
Saturday None None
Sunday None 5:00 pm – 10:30 pm
Holidays None 5:00 pm – 10:30 pm
REASONS FOR ABSENCE
1. Illness
2. Personal Day
3. Religious Observance
4. Jury Duty
5. Military
6. Bereavement/Funeral
7. Graduation
8. Court Subpoena
9. Official DOE Business
10. Line of Duty
11. Legislative Hearing
12. Convention/Conference/Meeting
13. Staff Development
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Teacher Quick Reference Card
TELEPHONE ACCESS INSTRUCTIONS
1. Enter your Access ID followed by the star (*) key
2. Enter your PIN followed by the star (*) key
(If you do not have a PIN, enter your Access ID again, when prompted for your PIN.
You will then be able to enter a new PIN to use.)
REGISTRATION
1. Record your name followed by the star (*) key
PRESS 1 to Accept
PRESS 2 to Re-enter PRESS 9 to Exit and hang-up
2. Hear your work locations and job descriptions. If they are not accurate, contact the help desk at 718-935-4401
3. If your PIN is the same as your Access ID, enter a new PIN Enter a PIN at least six (6) digits in length followed by the star (*) key
PRESS 1 if Correct
PRESS 8 to Re-enter PRESS 9 to Exit and hang-up
MENU OPTIONS
1 – Create an Absence
2 – Review, Cancel Absence or Modify Special Instructions
3 – Review Work Locations and Job Descriptions
4 – Change PIN/Re-record Name
9 – Exit and hang-up
WORK AT MULTIPLE LOCATIONS?
If you pressed 1 to Create an absence
1. Enter the location code followed by the star (*) key or wait to hear a list of
locations
2. PRESS 1 to Accept location choice
PRESS 2 to Re-enter
PRESS 9 to Exit to menu options
1- TO CREATE AN ABSENCE
1. Enter dates for the absence
PRESS 1 if the Absence is only for today PRESS 2 if the Absence is only for tomorrow
PRESS 3 to Enter the dates and times for the absence
PRESS 9 to Exit to menu options
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2. If you pressed 3 to Enter Dates and time
Enter Start Date
PRESS 1 to Accept the date offered PRESS 2 to Enter start date
Enter two digits for the month and two digits for the day (MMDD)
PRESS 9 to Exit to menu options
For all options
Enter Start Time PRESS 1 to Accept offered time
PRESS 2 to Enter time
Enter two digits for the hour and two digits for the minutes in HH:MM format. Enter 1 for am or 2 for pm
PRESS 9 to Exit to menu options
Repeat procedure for end date and time
3. Enter the reason from page 1 followed by the star (*) key or wait for a list of
reasons PRESS 1 if Correct
PRESS 2 to Re-enter
PRESS 9 to Exit to menu options
4. Record Special Instructions PRESS 1 to Record special instructions. Press the star (*) key when done
PRESS 2 to Bypass this step
5. Request a Substitute
PRESS 1 to Request a particular substitute
Enter the substitute access ID, followed by the star (*) key
PRESS 1 to Accept requested substitute
PRESS 1 if the Substitute should be called
PRESS 2 if the Substitute has already agreed to work and does not need to be called
PRESS 9 to Exit to menu options
PRESS 2 to Re-enter PRESS 2 to Bypass requesting a substitute
6. Complete Absence PRESS 1 to Receive the job number
Record the Job Number. The Job Number is your confirmation.
PRESS 1 to Hear the job number again
PRESS 9 to Exit to menu options
PRESS 2 to Review absence information
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2 - TO REVIEW/CANCEL ABSENCE OR MODIFY SPECIAL
INSTRUCTIONS
1. Hear the job information PRESS 1 to Hear absence information again
PRESS 2 to Modify special instructions
PRESS 3 to Cancel the absence
PRESS 8 to Hear the next absence
PRESS 9 to Exit to menu options
2. If you pressed 2 to Modify special instructions
PRESS 1 to Delete
PRESS 2 to Re-enter
Record instructions. Press the star (*) key when done
Hear the new instructions
PRESS 1 if Correct PRESS 2 to Re-enter
PRESS 9 to Exit
PRESS 9 to Exit and hear next absence
3. If you pressed 3 to Cancel the job
PRESS 1 to Confirm the cancellation request If a substitute is assigned to the absence
PRESS 1 for the System to call the assigned substitute
PRESS 2 to Not have the system call the substitute PRESS 9 to Exit and hear next absence
PRESS 9 to Exit and hear next absence (without canceling)
Once you confirm a request to cancel the job, you MUST wait for the system to say "Job Number has been cancelled."
3 - TO REVIEW WORK LOCATIONS AND JOB DESCRIPTIONS
1. Hear a list of your work locations and job descriptions
4 - TO CHANGE PIN OR RE-RECORD NAME
1. PRESS 1 to Change your PIN
PRESS 2 to Change the recording of your name
PRESS 9 to Exit to menu options
2. If you pressed 1 to Change your PIN
Enter a new PIN at least six (6) digits in length, followed by the star (*) key
PRESS 1 if Correct
PRESS 8 to Re-enter
PRESS 9 to Exit to menu options
3. If you pressed 2 to Change the recording of your name Record your name. Press the star key (*) when done
PRESS 1 to Accept
PRESS 2 to Re-record name PRESS 9 to Exit to menu options
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