BWDSB SmartFindExpress

Site Link:


Toll-free phone number:  1-844-251-6720

Once you have logged in, reference documents are available under the Help menu in the top right corner.

If you require assistance, please email through your O365 board email. 

Call Out Time

The evening callout period is from 4:30 p.m. to 9:30 p.m. 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

The morning callout 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. Try a search right to the end of June!

SFX Profile

If you need to update your SFX profile to add or remove schools please email through your O365 Board Outlook Account. You can list one or all schools, it is up to you (CA Clause 9.01.01).

If you completed an ABQ/AQ and would like to add new qualifications (called Classifications in SFX) to your profile, please email through your O365 Board Outlook 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   

Call Out Order

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 calling, you can opt out by sending an email to and asking to be excluded from the Board-wide last round of call outs. Note that removing yourself from the final, board-wide round of callout, 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.

Our Collective Agreement provides for Priority Lists, a shortlist of OTs that each school can create that will receive calls to that school first. There are strict limits on how many OTs can be on each school's Priority List. To get on one of these Priority Lists, approach a school's Admin, as they maintain the Lists.


Unavailable for Assignments

If you accept an LTO, take a Leave of Absence, or are unavailable for an extended period of time, you need to book yourself off 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. These are both found under the Schedule tab. 


Declining Assignments

 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 callout, 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. 


Accepting Assignments

You 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 in the settings from the dropdown menu up in the top right side of the page.

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 decline one as soon as possible to give it the maximum amount of time to find a new OT. 

Cancelling Assignments 

When you cancel an assignment, Admin is not notified. This means that if you need to cancel an assignment the morning of the assignment, call and/or email the Administrator and give a call and leave a message in the General Mailbox since they may not notice on their own, after having seen the assignment filled when they check in the morning. 


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


Collective Agreement Clauses Related to SmartFindExpress


14.04 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


22.01 Schools may have a priority list of occasional teachers of up to 55% of the FTE permanent staff in a school as of September 30th of each school year. Placement on the list will be at the discretion of the principal.


22.02 Principals may call to book occasional teachers under the following circumstances: a) Situations on the same day, 45 minutes prior to the commencement of school. b) Self-contained classes if required. c) instrumental Music classes if required.


22.03 Occasional teachers are to inform the automated call system of any unavailability time.

An occasional teacher who has been placed on a prearranged work assignment and who arrives for work without having received prior notice of cancellation at least two hours prior to work, shall be paid one half (1/2) a 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.


12.03.02 When inclement weather causes school closures or bus cancellations:

a) It is the school administrator’s responsibility to inform the automated call system of the cancellation of the assignment at least two hours prior to the work assignment.b) It is the Occasional Teacher’s responsibility to verify the work assignment through the automated call system or BEAM.

Bluewater Occasional Teachers' Local

Local President: Andrew Chittka


Call/Text: 1 (519) 377-8018

Get Social: #ETFO #BluewaterOT

ETFO Professional Relations Services

Toll Free: 1-888-838-3836


ETFO professional relations staff provide information, advice, support, and intervention for members who are experiencing professional difficulties covering a broad range of issues.

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