The Department of Education OLCS is used by schools to:
record all absences for school staff. The absence may or may not be pay affecting for the staff member. The absence will be categorised as either a substitutable or non-substitutable absence by the OLCS
input claims for the substitute employed
input claims for part-time hours for post-primary schools
An OLCS quick reference manual is available on the OLCS Landing Page under the “Help” option.
Timeline for processing of absences and substitution claims
Each payroll issue runs on a fortnightly schedule in arrears. All absences and substitution claims should be entered and approved by 5.30pm each Friday to ensure payment on the next pay issue. Arrangements around Christmas may differ slightly but these will be displayed under payroll information on the landing page of OLCS.
Absences and claims not input in a timely manner may affect payment as follows:
For the absent staff member:
there may be implications for payments made directly to the school staff member by the Department of Social Protection such as for Illness Benefit and Maternity Leave absences
delays can result in overpayments if the absence is pay affecting
pay affecting leaves will need to transfer to the department before a substitute claim can be input against it – with the exception of Mondays, this is an overnight process.
For the Substitute:
the claim for substitution cannot be input without the absence for the staff members being recorded
delays in payment to the substitute until the claim is input and approved.
OLCS User Roles
Each school should have adequate personnel with OLCS access to record and approve leave and claims. There are a number of different user roles within the OLCS. Schools may have more than one Data Entry and Data Approver personnel.
It is essential that the OLCS Section of the department is notified in writing immediately if any OLCS user leaves/retires from your school or no longer requires access to OLCS so that their account may be de-activated.
OLCS User accounts are assigned to an individual and not a school. Each user's account is for their sole use and should they transfer school, this account will move with them. Under no circumstances should log in information be shared.
To input details of absences of staff members and input claims for substitution and other details to the system.
To verify that the data input by the Data Entry person is correct and to approve as necessary. Requests for Data Approver set ups should be forwarded to the OLCS Section, Department of Education, Cornamaddy, Athlone, Co. Westmeath, N37 X659. The Approver Change Request form is available on OLCS Landing Page under “Download” documents.
To re-assign Data Entry roles within the school and to reset Data Entry passwords. (This role does not require an additional User ID and the role is assigned to the Data Approver role).
To approve the claims in respect of the Data Approver’s absences and can also approve data entered by the Data Entry person.
Each OLCS user will be assigned a specific User ID which should be retained carefully and not disclosed to anyone. You should not save your password/security details on your computer. The data entry person and data approver should be advised to keep their passwords and other information secure at all times and not to disclose them to other members of staff.
1. Login to Esinet and under Maintain My Details select Update Login Details and enter email address if not previously recorded or update the current e-mail address if required.
This email address will be used to send a change of password to, and therefore it is recommended that the e-mail address be one that only you have access to.
2. Click Save
Requesting a new Password
When a school user has made 3 or more incorrect attempts at login, their account is automatically locked and a new password must be created.
To reset your password, please carry out the following steps:
1. Complete the personal details screen.
2. Click Save to initiate the resetting of your account. Then click ok.
The Login Page will then display.
1. An email with a new password will issue to your registered email address. This could take a few minutes.
2. Retrieve your new password from your email account.
3. Return to the Esinet login page. Enter your User ID, the new password and the personal question.
4. Click on Login. The Change Password Screen is displayed.
5. Enter the automated password as your old password.
6. Create a new password (must consist of at leave 8 letters and 1 numeric) and confirm.
7. Click Change Password.
Where the personal details of the school user do not match those recorded at the time of self-registration, the user’s account is locked after 3 incorrect attempts and the Department must be contacted to reset their account.
Email to Approvers
When a data entry person’s email address or password has been changed a separate email will automatically generate to the approver stating “Your data entry email address/password has now changed on OLCS” .
The OLCS has the facility to generate a number of reports which are useful to both the OLCS User and the school staff member. Further info on these reports can be obtained from the OCLS Reference Manual on page 21 and 22.