Last Update: September 2024

SmartFind Express FAQs

SmartFind Express FAQs

When and how can I check for jobs?

The evening callout (or text!) time is from 4:30 p.m. to 9:30 p.m., Sunday to Thursday. You can, however, call into the system whenever you wish to hear of available jobs or search online. The call-in number is 1-844-251-6720 and the website is https://bluewater.eschoolsolutions.com You can also download the app - use code ZJJQ. 

The morning job offer period is from 6 a.m. until all jobs are filled. A job will remain in callout even if it has already started until the assignment is 20% over. If you are called for or log in to see, an assignment that has begun or that will begin before you can arrive, you are encouraged to accept the position then call and/or email the Administrator and call and leave a message in the General Mailbox to give them your estimated arrival time for the position. You will only be paid from the time of your arrival until the end of the assignment.

From midnight until 10:30 a.m., you will only see assignments for that day. These settings are also in effect on weekends. Once it is 10:30 a.m., you will be able to see assignments for future days.

What details are provided about assignments?

The board will endeavour to ensure the automated callout will include the names of the teacher(s) being replaced, the grade(s) to be taught, the assigned time including scheduled supervision, and any special information including communicable diseases as per Article 21.03 (Collective Agreement Clause 20.03). This will mostly be found in the "text instructions" in SFX. 

How do I update my SFX profile (Locations and Qualifications)?

You can list one or all schools, it is up to you (CA Clause 9.01.01) and can be changed on your own when logged into the system. If you completed an ABQ/AQ and would like to add new qualifications (called Classifications in Smartfind) to your profile, please email [email protected] through your Board Email along with a link to your OCT qualifications.

The following classifications are available to add to your profile:
• JK-Grade 8 (must be certified in Primary, Junior and Intermediate divisions)
• Primary
• Junior
• Intermediate
• French - Core
• French Immersion
• Music
• Special Education

How does call-out order work?

SFX calls out first by qualifications (called Classifications in SFX), meaning that if you get a call for a job for which you do not have the qualifications, any qualified teacher wanting to teach at that school has already declined the position or was booked unavailable and now the job is available to everyone else. This happens most often with French, as there simply are not enough French-qualified OTs in the Board. If you get a call for a French position, even immersion, the teacher will be much happier with an English OT in there than no OT at all, and the fact that you got the call means there are no French OTs available, so if you're at all willing to do it, go for it!

Getting calls from locations that are not on your profile? Once a job has been offered to everyone who has selected a given location, the position is put through a Board-wide "all call" in a last attempt to fill the position. If you wish to be excluded from this last round of calls, you can opt-out by sending an email to [email protected] and ask to be excluded from the Board-wide last round of call-outs. Note that removing yourself from the final, board-wide round of callouts, will also stop the system from calling you for jobs that are at schools on your SFX profile where the classifications (primary, junior, intermediate, French, Spec Ed) do not match your classifications.

Principals may book Occasional Teachers using alternate communication to the automated call system when jobs remain unfilled after 8:00 p.m. on the day prior OR where the job remains unfilled after a reasonable period of posting through the automated call system. Where confirmed with an Occasional Teacher the job can be assigned.

What should I do If I'm unavailable for assignments?

Occasional teachers are to inform the automated call system of any unavailability time (Collective Agreement Clause 21.03).

If you accept an LTO, take a Leave of Absence, or are unavailable for an extended period of time, you need to book yourself unavailable in SFX. Being in an LTO is not connected to SFX, and you will receive calls you cannot accept while in the position. This is another element of making SFX run efficiently by not calling people for a position that simply cannot possibly accept.

Adjusting your General Availability will prevent you from receiving calls for days when you are not available. You will however still see them online and need to be careful not to accept them by accident. Adjusting your Unavailability Dates will prevent you from receiving calls for days when you are not available to work, as well as prevent you from seeing them online. 

Can I decline assignment offers?

There are no limits on the number of assignments you are permitted to decline. If you do not want to accept a job for whatever reason, simply decline it. Exception: same-day job offers. During morning callouts, SFX will stop calling you after you have declined 2 assignments, hung up on 5 assignments, or missed 10 calls. SFX will resume calling that night for future assignments. There is no penalty for declining assignments.

What happens when I accept assignment offers?

You will get a job number. Write this down for your records. You will also receive an email when you accept an assignment, as well as when a previously accepted assignment is modified or cancelled. This can be a critical way to ensure you stay on top of your assignments. If you are not receiving these emails or wish to have them sent to a different email address, log into SFX and update your email address.

Be careful when accepting part-day assignments that you are able to arrive on time. SFX only pays attention to start and end times, not locations, so if you are working in Kincardine from 8:40-11:30, you will still receive a call to teach in Owen Sound from 11:45-3:10, even though it is physically impossible to complete both assignments. If you find you have accidentally accepted 2 positions and you cannot really work both, go back and cancel one as soon as possible to give it the maximum amount of time to find a new OT.

What should I do If I need to cancel an assignment?

When you cancel an assignment, Admin is not notified.

When an Occasional Teacher cancels the assignment after 4:00 p.m. on the day prior or thereafter, the Occasional Teacher shall give notice of cancellation of their assignment through the Automated Call System, and by Microsoft 365 email to the Administrator (Collective Agreement Clause 12.03.01)

An in-depth explanation of a reason is not needed, though in SFX you will have to pick something.

An OT cannot cancel an assignment in SFX in the 90 minutes before the assignment begins, as a feature parameter set in SFX. If you need to cancel an assignment within 90 minutes of the assignment starting, email the Administrator and give a call and leave a message in the General Mailbox and explain you were unable to cancel using SFX.

What happens if the principal cancels my assignment?

The Board shall give notice of cancellation or modification of any pre-arranged assignment by 8:00 p.m. of the previous day through the Automated Call System. Cancellation by administration made after this time will result in one half day’s pay. If alternate work to replace the original work assignment has been offered to the Occasional Teacher and the Occasional Teacher refuses to accept such alternate work, the Occasional Teacher forfeits the half (1/2) day’s pay mentioned above. If the Automated Call System offers the Occasional Teacher an alternate assignment for the cancelled day’s work that is within the parameters set forth by the Occasional Teacher as per Article 9.02, no payment is owing for the cancelled job. (Collective Agreement Clause 12.03.01)

It is understood that in the event of bus cancellations or school closure, cancellation can occur up to 7 a.m. in the automated call system, accompanied by direct communication via phone call, text message or email to the number listed in the automated call system. (Collective Agreement Clause 12.03.01)