casual relief system user guide

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Catholic Education Office CRS User Guide Version 2.0

Archdiocese of Canberra and Goulburn

Catholic Education Office

Empower-HR

Casual Relief System (CRS)

User Guide

Author: HR

Release: 2.0

Date: November 2012


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Table of Contents

INTRODUCTION TO THE CASUAL RELIEF SYSTEM

Access to CRS ....................................................................................................................... 3

Software needed to access CRS............................................................................................. 3

Getting Help .......................................................................................................................... 3

GENERAL INFORMATION

Protect your Security .............................................................................................................. 4

Guidelines for using CRS ....................................................................................................... 4

ACCESSING CRS

Logging in............................................................................................................................... 5

Logging off ............................................................................................................................. 6

Home ...................................................................................................................................... 6

CRS FUNCTIONALITY

Personal details - viewing and updating your details ............................................................. 7

How to set the Message Me function ................................................................................... 7

Setting your availability........................................................................................................ 10

How to set your general availability pattern ........................................................................ 11

How to set your availability for the next 13 weeks .............................................................. 11

How to select your preferred schools ................................................................................... 13

Your preferred subjects/grades ............................................................................................. 14

Your resume ......................................................................................................................... 15

Your assignments view and accept vacancies you have been offered .............................. 16

CLAIMING PAYMENT FOR CASUAL WORK

How to claim for payment .................................................................................................... 18

What to do if the claim detail on your page is NOT correct ................................................ 18

What to do if the claim detail on your page IS correct ......................................................... 19

You cannot claim on the Monday and Tuesday of Pay Week .............................................. 21

FORGOTTEN PASSWORD FUNCTION

How to set the Forgotten Password function ....................................................................... 22


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Introduction

The Casual Relief System (CRS) has been designed to provide a quick and easymethod of communication between Schools and Casual Staff when Casual Staff are

required.

When Schools need Casual Staff they can create a vacancy and automaticallycontact all Casuals who are available and have the skills and qualificationsnecessary.

The system is Internet based and provides fast access to details held within the CEOs

Human Resources Management Information System (HRMIS), Empower-HR.

Using an Internet browser, Casuals can maintain the following information:

Personal detailsPreferred message method (SMS/email/other)Availability/UnavailabilityPreferred schoolsPreferred subjects/gradesResume (text)

Casual Staff can also view details of vacancies offered to them and respond

accordingly.

This document outlines the features of CRS and their use.

Access to CRS

CRS can be accessed from the CEO Website http://www.ceocg.catholic.edu.au:

hover your mouse over the STAFFtag and you will find CASUAL RELIEF SYSTEMin

the Drop Down menu. This page also has helpful news and information for casuals.

You can also access CRS directly via https://ess.cg.catholic.edu.au/

Software needed to access CRS

As the application is web-based, Internet Explorer version 5 or above is required.

Getting Help

Please contact the CEO Payroll Section if you have any questions regarding CRSfunctions or the ICT Services Helpdesk if you are experiencing technical difficulties.

CEO Payroll [email protected] Services Helpdesk 6234 5488


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Logging Off

Click on the Sign Off link on the top right corner to end your CRS Session.

Home

Return to the home page of CRS at any time by hovering your mouse over the

dropdown menu and selecting Home. Use this option to cancel any actions you

have commenced but wish to cease.

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CRS Functionality

Personal Details viewing and updating your details

Click on the Personal Detailsicon on the home page of

the CRS profile, to view and change your personal

information. The personal details page is in a tabulated

format to separate the details into groups.

Click on the Updatebutton to save any changes to the personal information.

Any data updated is immediately saved to the Catholic Education Office database

Empower-HR.

Message Me(see next screenshot)

Under the Message Metab, you can use this screen to choose how you prefer to benotified of a casual vacancy (by SMS and/or email). In order for this to occur youmust complete your details in the Mobile Businesstab and the Email Business

Tab. The Business Email and the Business Mobile will then appear in the underMessage Metab. You then select by ticking the Business Emailand/or BusinessMobilebox.

To check that messaging is set up correctly, click the Check Messagebutton. A testmessage will be sent to the selected mobile(s)/email address (es).

The Check Messagebutton can be clicked once, and this will then be disabled forthe rest of the Session.


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When the Register my Mobilebutton is clicked, a bookmark for the Casual Relief

System Log In page will be sent to your mobile phone, where it can be saved for later

use.


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When the Alternate Registrationbutton is clicked, the URL for the Casual Relief

System Log In page will be sent to the mobile phone.

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Setting your availability

Click on Casual Reliefin the Applicationsmenu to bring up the drop down menu,

Click on Availabilityand the screen below will appear.


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How to set your General Availability Pattern

Use the General Availability Patternscreen to describe your usual availability for

casual work.

A tick indicates that you are generally available for work on that day of theweek/shift. An empty box indicates that you are NOT available.

Remember to click on the Updatebutton to save your changes.

You will only be notified of vacancies that fall when you are available.

How to set your availability for the next 13 weeks (see next screenshot)

The Availability screen presents your availability over the next thirteen weeks, takinginto account a variety of factors:

Any casual assignments already booked YourGeneral availability patternPublic HolidaysLeaveLearning and Development

Time elapsed since last worked

Mark the boxes with a cross to indicate that you do not wish to be advised of any

vacancies on that day (NOT available for casual work).

For example, in the following screenshot Sophie has accepted a four week casualassignment with another company, so she makes herself unavailable during that time(ie she crosses out those days and clicks the Updatebutton). Please note that Sophieis also unavailable on Wednesdays.You can also use this screen to advise that you ARE available for casual work,

despite the data collected by the system.


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How to select your Preferred Schools

Use Preferred Sectionsto indicate where you are prepared to work.

Schools are presented in a tree. Click on a heading to

expand the tree, revealing the schools in that group.Click again to collapse the tree.

Tick the box beside the school/s where you prefer to work.Cross the box beside the school/s where you do not wish to work. Your name willnow not appear on their casual list.

Remember to click on the Updatebutton to save your changes.

Do not leave the boxes empty. An empty box indicates a school where you would

consider working occasionally. However, the school will need to scroll throughhundreds of names to find yours.


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Your Preferred Subjects/Grades

Using Preferred Competencies, you can indicate which teaching areas, skills

and competencies you are willing to perform.

A tick indicates a subject that you prefer to teach.

A cross indicates that you do not wish to be considered for work which involves

this teaching area/skill/competency.

Teaching areas are presented in a tree. Click on a heading to expand the tree,

revealing the teaching areas in that group. Click again to collapse the tree.

Adding Competencies

If you have updated your qualifications, there is an application form on the Casual

Relief System page on the Catholic Education Office website for you to complete and

send to the Catholic Education Office:

http://www.ceocg.catholic.edu.au/staff/Pages/CasualReliefSystem.aspx


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Your Resume

Use Resume to enter some information from your Resume, or to enter a link to a

home page.

Principals will be able to see this information when they are looking for suitable

available casual staff.

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Your Assignments view and accept vacancies you have beenoffered

You can find out more about the vacancies you have been offered using theAssignmentspage in CRS.

Status indicates whether the vacancy has already been filled or is still vacant.

Clickto view details in a separate window.

The screen offers three functions:

Accept Job Click Accept Jobor contact the school directly.

Decline Job Click Decline Jobif you do NOT want the job.

Unavailable Then Click Unavailable thenif you are NOT available for anyOTHER vacancies at that time.


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Use the Timetabletab to view details of the times the vacancy is for.

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Claim for Payment

How to claim

When you accept a vacancy, a Claim for Casual Relief Workwill be generated on

your behalf for the work day(s). The Actions to Domenu on the right hand side of

the screen will alert you that you need to submit a claim.

Click on the blue text under Actions to do to see a list of the claims waiting for

you to submit.

Click on the Edit button to the right of each entry to see the details of each claim.

What to do if the claim detail on your page is NOT correctIf the claim detail is notcorrect, contact the school where you worked.

You need to know who at the School places the claim for payment on your page.

Contact this person if any of the details on your claim are incorrect.

Do not submit any claims if they are incorrect or your pay will not be correct.


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What to do if the claim detail on your page IS correct (see next twoscreenshots)

1. If the claim detail is correct, click on the Acceptbutton to accept it (firstscreenshot)

2. You will now be asked to select the name of the Principal, or their delegate,

of the school you worked at (second screenshot).

If you are unsure which name to select, please contact the school to find this out.

DO NOT select any name. You need to select the right name; otherwise your

payment will not be processed at the school where you worked.

If you do make a mistake and select an incorrect name please contact the school

where you worked and tell them who you selected. They can then make the

necessary changes for payment to occur.


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Choose the correct name from the list and click Send Toto submit your claim for

payment.

You have now completed the claim process.

Perform the same steps for other payment claims you wish to lodge.

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You cannot claim on the Monday and Tuesday of pay processing

week

Please note that you should process your claim request as soon as you have

worked so that the school can forward it to the Pay Office for processing.

On the Monday and Tuesday of pay processing week the Casual Relief

System is offline. You cannot process your claims and you will see the

following screen.

The Casual relief System goes back online once the pays have been finalised -

normally the Wednesday of pay week.

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Forgotten password

Set up this function as soon as you have access to your page.The function operates from the email address you have placed in the Business

Email tab on your Contactpage in ESS.

If you forget your Password, click on the Forgot Passwordlink, on the bottom left

hand side of your login screen.

You will be asked to confirm your identity and a new system generated Password

will be sent to your selected Business emailaddress.

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