Esinet - Online Claims System (OLCS) by Irish School Secretary

irishschoolsecretary — 2024-09-18 17:51:09 UTC

OLCS is where all leave for teachers, SNA’s and school secretaries is recorded. This is also where substitute staff's details are submitted, so that they receive payment for their work.

School Secretaries are the data inputter on OLCS.

It is also beneficial to have a second data inputter in case the you are ever ill or on leave.

There should also be two data approvers. A data approver cannot approve their own leave which is why two are needed. This, is usually the principal and the deputy principal/AP1.

irishschoolsecretary — 2024-09-18 17:58:13 UTC

Staff who are on contract for the school year will be added to OLCS by the department of education. This includes teachers (both permanent and fixed term), special need assistants and school secretaries.

After interviews, the principal will submit a Primary Teacher Appointment Form to DE and they will upload the staff members details to OLCS. These are your ‘core staff’ for the school year.

Any staff who substitute during the year need to be added to your ‘substitute list’ on OLCS. If they are a new member of staff to DE you will need to add their details, including bank details, to the OLCS system for approval. If they have already been added by another school then you will just need their PPS number to add them to your school’s substitute list.

New DE Substitute Staff Member

irishschoolsecretary — 2024-09-18 18:01:57 UTC

If someone has never subbed for the DE before then you will need to set them up on OLCS.

On the left hand side of the page select ‘add casual/non casual’ under the ‘staff’ section
Input the required details
On the last web page you will be asked to send to the approver. Once the information is approved the details will be sent to DE and added to the system.
If they are a teacher or SNA, ask them to complete PRD-10 Form and they must send it to the address shown
The system uploads overnight. Once the substitutes details are on the system you will need to re-enter OLCS and on the left hand side, under the staff heading, select ‘search’
Enter the substitutes PPS number. Their details will appear and you can select them and add them to your substitute list. This will only need to be done once.

Existing DE Substitute Staff Member

irishschoolsecretary — 2024-09-18 18:04:02 UTC

Log in to OLCS and on the left hand side, under the staff heading, select ‘search’
Enter the substitutes PPS number. Their details will appear and you can select them and add them to your substitute list. This will only need to be done once.

irishschoolsecretary — 2024-09-18 18:06:38 UTC

Usually the principal will be in charge of leave and for substitutes in the school, but as a school grows this may be delegated to the deputy principal or an AP position.

They will keep a record of leave and substitutes and you should receive this weekly for inputting into the OLCS system.

DE have a fortnightly deadline. The deadline will be 5pm on a Friday, for any leave in the previous two weeks that needs inputting. Substitutes will get paid in the payroll two weeks after this deadline so it is important that submissions are made on time.

Inputting leave for staff members

irishschoolsecretary — 2024-09-18 18:07:10 UTC

Any leave taken by a staff member must be recorded on OLCS, including sick leave, family leave, personal leave etc.
Certain leave will require certificates/proof/forms - these must be kept on file in case of an audit. The OLCS will notify you if these documents are required when you input the leave
The Principal is in charge of collecting and approving leave and related documents but you may be asked to file and record it
Certified Leave needs a doctors note. OLCS will ask you to add details for the medical cert onto the system and will give you a recorded number. This number must be kept on the cert records. If your school uses Aladdin, you can add the document to the staff members account and label it with the OLCS recorded number.
For Family Leave involving a child, you will need a copy of the birth certificate and input the details on OLCS