I’d like to wish each and every one of you my best wishes for a very joyful holiday season and a happy and healthy new year. Our agency knows how valuable its staff members are, and we want you to know how much we appreciate your hard work to help students, families and educators be successful.
I hope you enjoy receiving an e-card this year. This is the approach we are using with our external partners, too, to demonstrate our focus on containing costs, going “green” and providing important programs and services to our stakeholders. Please click here to view the card.
I hope you are able to enjoy some rest and relaxation, and I look forward to seeing you in the new year.
Happy Holidays!
Sheila King
Interim Chief Administrator
Monday, December 21, 2009
Creating a “Culture of Austerity”: Cost Saving Tips For Staff Members
The next installment of our cost savings feature focuses on reducing costs associated with graphic design and printing. Remember that these cost saving tips can make an impact, so please take them into consideration. You can make a difference!
*E-mail a pdf rather than hand out printed materials. Many flyers, invitations and brochures are designed by our graphic designers and then printed and distributed. Consider e-mailing those materials to participants instead of sending or giving them hard copies. You can still have an eye-catching, professional-looking piece, but will save on printing costs and waste from excess materials that never get used.
*If you need to print materials, be mindful of the size of the piece you want printed. If you print something smaller, you can perhaps fit more on a page, allowing printers to use less paper.
*E-mail a pdf rather than hand out printed materials. Many flyers, invitations and brochures are designed by our graphic designers and then printed and distributed. Consider e-mailing those materials to participants instead of sending or giving them hard copies. You can still have an eye-catching, professional-looking piece, but will save on printing costs and waste from excess materials that never get used.
*If you need to print materials, be mindful of the size of the piece you want printed. If you print something smaller, you can perhaps fit more on a page, allowing printers to use less paper.
Purchasing Guidelines for Remainder of 2009-2010 School Year
This communication is intended to update all staff on the status of purchasing for the remainder of the 2009-2010 school year.
In response to the State’s 10% across-the-board budget reduction for this year, the purchasing of materials and equipment at Heartland will be limited. Although there is not a freeze on the purchase of materials or equipment, there is an expectation that only essential materials and equipment will be purchased and all other purchases will be deferred. It is necessary for all directors, supervisors, budget managers and staff to work together to support limiting all non-personnel budgetary expenditures to allow as many resources as possible to be dedicated to personnel. We need to ensure that staff members have essential workable tools to do their jobs, so a thorough review of each material/equipment purchase is necessary to ensure it is focused on the Agency’s educational mission. Limiting purchases to essential needs fits into our “Culture of Austerity.”
Merriam-Webster defines austerity as 1: the quality or state of being austere, 2a: an austere act, manner or attitude, b: an ascetic practice, 3: enforced or extreme economy. Another definition of austere is “markedly simple or unadorned.” Wikipedia states, “In economics, austerity is when a national government reduces its spending in order to pay back creditors. Austerity is usually required when a government’s fiscal deficit spending is felt to be unsustainable.” For our purposes, we are trying to be as simple and practical as possible in our behaviors and purchases in order to lower our spending to help us get to a sustainable expenditure level.
Please keep these guidelines in mind when evaluating purchasing decisions:
• Can the material be borrowed instead of purchased? Are there others I can share it with if I do purchase?
• Has there been an investigation to determine if the materials or equipment exists elsewhere in the Agency and might not be in use?
• Can I do without an owned hard copy? Is it available as an electronic resource?
• What is the minimum quantity I require?
• Can I reuse or adapt other materials?
• Is this replacing a broken piece of equipment required to do my job?
• Can I function reasonably effectively without this equipment this year?
• Is this equipment critical to my ability to do my job?
• If this is just an upgrade, is the added benefit really worth the investment?
• Consider durability and repairability of products prior to purchase.
• Consider using approved re-manufactured products (e.g., toner cartridges, check with Tech staff).
If we all pitch in together, we can cumulatively have a significant impact. If each of our almost 700 employees saved just $100 in the next six months, that adds up to a savings of $70,000 or the cost of one staff position.
In response to the State’s 10% across-the-board budget reduction for this year, the purchasing of materials and equipment at Heartland will be limited. Although there is not a freeze on the purchase of materials or equipment, there is an expectation that only essential materials and equipment will be purchased and all other purchases will be deferred. It is necessary for all directors, supervisors, budget managers and staff to work together to support limiting all non-personnel budgetary expenditures to allow as many resources as possible to be dedicated to personnel. We need to ensure that staff members have essential workable tools to do their jobs, so a thorough review of each material/equipment purchase is necessary to ensure it is focused on the Agency’s educational mission. Limiting purchases to essential needs fits into our “Culture of Austerity.”
Merriam-Webster defines austerity as 1: the quality or state of being austere, 2a: an austere act, manner or attitude, b: an ascetic practice, 3: enforced or extreme economy. Another definition of austere is “markedly simple or unadorned.” Wikipedia states, “In economics, austerity is when a national government reduces its spending in order to pay back creditors. Austerity is usually required when a government’s fiscal deficit spending is felt to be unsustainable.” For our purposes, we are trying to be as simple and practical as possible in our behaviors and purchases in order to lower our spending to help us get to a sustainable expenditure level.
Please keep these guidelines in mind when evaluating purchasing decisions:
• Can the material be borrowed instead of purchased? Are there others I can share it with if I do purchase?
• Has there been an investigation to determine if the materials or equipment exists elsewhere in the Agency and might not be in use?
• Can I do without an owned hard copy? Is it available as an electronic resource?
• What is the minimum quantity I require?
• Can I reuse or adapt other materials?
• Is this replacing a broken piece of equipment required to do my job?
• Can I function reasonably effectively without this equipment this year?
• Is this equipment critical to my ability to do my job?
• If this is just an upgrade, is the added benefit really worth the investment?
• Consider durability and repairability of products prior to purchase.
• Consider using approved re-manufactured products (e.g., toner cartridges, check with Tech staff).
If we all pitch in together, we can cumulatively have a significant impact. If each of our almost 700 employees saved just $100 in the next six months, that adds up to a savings of $70,000 or the cost of one staff position.
Travel Guidelines for Remainder of 2009-2010 School Year
This communication is intended to update all staff on the status of out-of-area travel for the remainder of the 2009-2010 school year.
Earlier this year all individuals who applied to be considered for agency-directed travel to out-of-state conferences were notified that it was very unlikely there would be any additional travel approved for this year due to budget constraints and the recent 10% across-the-board cut. After consideration of a variety of non-personnel budget cuts, the Agency will significantly reduce out-of-state travel for the remainder of this year. This will also extend to attendance at in-state conferences (professional learning where a fee is required).
Attendance at conferences will be approved under the following conditions:
• An individual must attend professional learning or a conference at an out-of-state location on behalf of the Agency in order to maintain the ability for the Agency to provide an essential service. (For example, a certification is required to deliver a certain kind of professional development.)
• An individual’s attendance is determined to be essential to the Agency in order to provide required services.
• An individual is traveling to recruit staff members to the Agency. (The destination or conference must have a proven record of successful recruitment or must have significant potential as identified by Human Resources.)
• The conference or travel is funded by a grant or other funding stream that cannot be used to cover other agency expenses.
• The conference or travel is in-state and part of a Department of Education or statewide AEA initiative.
Supervisors should submit any requests for out-of-state travel to the appropriate council (District Services or Operations Support) for approval.
Attendance at state-level conferences may be approved by a supervisor if that supervisor has sufficient funds within a budget for which he/she is the budget manager. If not, it must be approved by the Director of Professional Learning and Leadership.
If an individual is willing to spend his/her professional development allotment to pay conference registration, supervisors have discretion to allow attendance without the individual using his/her professional leave allotment.
On December 10 and 11 a group of Heartland Education Association and agency staff participated in a Kaizen event to analyze the Agency’s professional leave and travel procedures. This group will address procedures for the future and will participate in a follow-up to this Kaizen event in January 2010.
Earlier this year all individuals who applied to be considered for agency-directed travel to out-of-state conferences were notified that it was very unlikely there would be any additional travel approved for this year due to budget constraints and the recent 10% across-the-board cut. After consideration of a variety of non-personnel budget cuts, the Agency will significantly reduce out-of-state travel for the remainder of this year. This will also extend to attendance at in-state conferences (professional learning where a fee is required).
Attendance at conferences will be approved under the following conditions:
• An individual must attend professional learning or a conference at an out-of-state location on behalf of the Agency in order to maintain the ability for the Agency to provide an essential service. (For example, a certification is required to deliver a certain kind of professional development.)
• An individual’s attendance is determined to be essential to the Agency in order to provide required services.
• An individual is traveling to recruit staff members to the Agency. (The destination or conference must have a proven record of successful recruitment or must have significant potential as identified by Human Resources.)
• The conference or travel is funded by a grant or other funding stream that cannot be used to cover other agency expenses.
• The conference or travel is in-state and part of a Department of Education or statewide AEA initiative.
Supervisors should submit any requests for out-of-state travel to the appropriate council (District Services or Operations Support) for approval.
Attendance at state-level conferences may be approved by a supervisor if that supervisor has sufficient funds within a budget for which he/she is the budget manager. If not, it must be approved by the Director of Professional Learning and Leadership.
If an individual is willing to spend his/her professional development allotment to pay conference registration, supervisors have discretion to allow attendance without the individual using his/her professional leave allotment.
On December 10 and 11 a group of Heartland Education Association and agency staff participated in a Kaizen event to analyze the Agency’s professional leave and travel procedures. This group will address procedures for the future and will participate in a follow-up to this Kaizen event in January 2010.
Agency to Sponsor One Retirement Reception for All Retirees
In light of the Agency’s need to reduce expenses, Executive Council has made the decision that the Agency will only provide monetary resources for one retirement reception. Previously, a small amount of money was provided to the regional offices to host receptions for retires who worked in those offices. If staff members now wish to have regional/office receptions for retirees, they may be held at the expense of the staff hosting the reception. The all-agency retirement reception is scheduled for May 21, 2010 from 2-4 p.m. at the Johnston Regional Education Center in Conference Rooms 3 & 4.
Multi-Cultural Resource Guide Available to Staff Members
A multi-cultural resource guide will be arriving or has already arrived at Heartland offices. The Agency’s Cultural Competence & Diversity Council has been able to partner with the Iowa Council of International Understanding to provide the Agency with a brochure that provides a listing of resources for many cultures and groups in the Central Iowa area. The brochure is intended to assist staff members in becoming familiar with multi-cultural resources in order to better serve students and families. One copy will be provided to each employee and more can be ordered through your office’s secretary. Please note that Central Office staff received their brochure at their office meeting on November 23.
Holiday Out-of-Office Voicemail/E-mail Messages
Please remember to change your voicemail greeting and set an out-of-office message in your e-mail if you are taking time off during the holidays so that callers and e-mailers will know when they can expect to hear from you. Remember that it is always good practice to change your voicemail and put up an out-of-office message if you are taking leave.
Voicemail Example:
“Hello, you have reached (your name), (title) at Heartland AEA. I will be out of the office beginning (date) and will return on (date). Heartland’s offices will also be closed Dec. 24-25 and Dec.31-Jan.1. Please leave your name, telephone number and a detailed message, and I will return your call as soon as I am back in the office. Thank you!”
E-mail Example:
“Thank you for your e-mail. I will be out of the office beginning (date) and will return on (date). Heartland’s offices will also be closed Dec. 24-25 and Dec.31-Jan.1. I will respond to your e-mail as soon as I am back in the office. Thank you!”
Voicemail Example:
“Hello, you have reached (your name), (title) at Heartland AEA. I will be out of the office beginning (date) and will return on (date). Heartland’s offices will also be closed Dec. 24-25 and Dec.31-Jan.1. Please leave your name, telephone number and a detailed message, and I will return your call as soon as I am back in the office. Thank you!”
E-mail Example:
“Thank you for your e-mail. I will be out of the office beginning (date) and will return on (date). Heartland’s offices will also be closed Dec. 24-25 and Dec.31-Jan.1. I will respond to your e-mail as soon as I am back in the office. Thank you!”
Supporting Youth with Family Members in the Military ICN Opportunities
The Iowa National Guard Youth and Teen Program has partnered with Iowa Public Television to present ICN sessions focusing on supporting youth and teens who have family members in the military. Due to the projected deployment tempo the Iowa National Guard could face in the next year, increased support for those in the military community has never been greater. Many families and communities throughout our state have been, or will be, directly impacted by the deployment of a service member. Those working in schools play a vital role in the success and resiliency of a child who has a loved one deployed.
Below is a listing of the ICN sessions. All sessions are scheduled to begin at 3:30 p.m. and not last more than an hour. These are great opportunities for those in the classroom to gain valuable information and resources for use in future planning. To register, or for a detailed description of each session, please click on the following links:
January 19, 2010 - Supporting Children in Military Families
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10234
January 26, 2010 - The Impact of Deployment on Youth and Teens
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10171
February 16, 2010 - Supporting Military Youth Through Literature
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10173
March 9, 2010 - Classroom Activities with a Military Connection
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10175
April 20, 2010 - Supporting Military Parents During Deployment
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10177
May 18, 2010 - The 7 Cs of Resiliency
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10179
If you have any questions, contact Jeremy Van Wyk, State Youth and Teen Coordinator for the Iowa National Guard, at (515) 252-4040 or jeremy.vanwyk@us.army.mil.
Below is a listing of the ICN sessions. All sessions are scheduled to begin at 3:30 p.m. and not last more than an hour. These are great opportunities for those in the classroom to gain valuable information and resources for use in future planning. To register, or for a detailed description of each session, please click on the following links:
January 19, 2010 - Supporting Children in Military Families
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10234
January 26, 2010 - The Impact of Deployment on Youth and Teens
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10171
February 16, 2010 - Supporting Military Youth Through Literature
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10173
March 9, 2010 - Classroom Activities with a Military Connection
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10175
April 20, 2010 - Supporting Military Parents During Deployment
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10177
May 18, 2010 - The 7 Cs of Resiliency
http://www.iptv.org/iowa_database/event-detail.cfm?ID=10179
If you have any questions, contact Jeremy Van Wyk, State Youth and Teen Coordinator for the Iowa National Guard, at (515) 252-4040 or jeremy.vanwyk@us.army.mil.
Payroll Dates & Information for 2010
Due Dates
Staff members frequently inquire when timesheets, addendum pay forms, direct deposit forms, income tax withholding forms and other changes need to be turned in to the Payroll Department in order to be processed for a particular pay date. To assist in your planning, below is a list of 2010 pay dates and corresponding due dates. Payroll needs to receive all information by the end of the day on the due date to ensure payments and/or changes are made on the corresponding pay date. Any information received in Payroll after the due date may be processed during the next payroll cycle.
For those staff members paid from a timesheet or addendum pay form, please keep in mind these items are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Any forms received after the due date may be processed on the next payroll.
Pay Dates & Due Dates for 2010
The first column lists pay dates and the second column lists due dates for timesheets and addendum forms.
01/15 01/07
01/29 01/21
02/15 02/04
02/26 02/19
03/15 03/04
03/31 03/19
04/15 04/06
04/30 04/21
05/14 05/06
05/31 05/20
06/15 06/04
06/30 06/21
07/15 07/07
07/30 07/21
08/13 08/05
08/31 08/19
09/15 09/07
09/30 09/21
10/15 10/06
10/29 10/21
11/15 11/04
11/30 11/19
12/15 12/06
12/30 12/21
Addendum & Overtime Forms
As noted above, these forms are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Once a supervisor has signed these forms, the supervisor will return the pink copy of the form to the employee for their records. For addendum forms, the white and yellow copies are both to be submitted to Payroll. For overtime forms, only the white copy is to be submitted to Payroll.
PDF/Faxed Timesheets
Questions have been raised about the use of PDF or faxed copies of timesheets. We recognize geographic location sometimes makes it difficult for employees and supervisors to consistently have timesheets to Payroll within four working days after the end of the pay period. Payroll will process pay from a PDF or faxed copy (a PDF copy is preferred) of the timesheet (must be signed by the employee and supervisor) so there is no delay in payment. However, the original copy of the timesheet must still be sent to Payroll for its permanent records.
Questions
Please contact Steve Jordan at ext. 14908.
Staff members frequently inquire when timesheets, addendum pay forms, direct deposit forms, income tax withholding forms and other changes need to be turned in to the Payroll Department in order to be processed for a particular pay date. To assist in your planning, below is a list of 2010 pay dates and corresponding due dates. Payroll needs to receive all information by the end of the day on the due date to ensure payments and/or changes are made on the corresponding pay date. Any information received in Payroll after the due date may be processed during the next payroll cycle.
For those staff members paid from a timesheet or addendum pay form, please keep in mind these items are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Any forms received after the due date may be processed on the next payroll.
Pay Dates & Due Dates for 2010
The first column lists pay dates and the second column lists due dates for timesheets and addendum forms.
01/15 01/07
01/29 01/21
02/15 02/04
02/26 02/19
03/15 03/04
03/31 03/19
04/15 04/06
04/30 04/21
05/14 05/06
05/31 05/20
06/15 06/04
06/30 06/21
07/15 07/07
07/30 07/21
08/13 08/05
08/31 08/19
09/15 09/07
09/30 09/21
10/15 10/06
10/29 10/21
11/15 11/04
11/30 11/19
12/15 12/06
12/30 12/21
Addendum & Overtime Forms
As noted above, these forms are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Once a supervisor has signed these forms, the supervisor will return the pink copy of the form to the employee for their records. For addendum forms, the white and yellow copies are both to be submitted to Payroll. For overtime forms, only the white copy is to be submitted to Payroll.
PDF/Faxed Timesheets
Questions have been raised about the use of PDF or faxed copies of timesheets. We recognize geographic location sometimes makes it difficult for employees and supervisors to consistently have timesheets to Payroll within four working days after the end of the pay period. Payroll will process pay from a PDF or faxed copy (a PDF copy is preferred) of the timesheet (must be signed by the employee and supervisor) so there is no delay in payment. However, the original copy of the timesheet must still be sent to Payroll for its permanent records.
Questions
Please contact Steve Jordan at ext. 14908.
Monday, December 14, 2009
Creating a “Culture of Austerity”: Cost Saving Tips For Staff Members
The next installment of our cost savings feature focuses on reducing costs associated with making phone calls and using cell cards. Remember that these cost saving tips can make an impact, so please take them into consideration. You can make a difference!
*Never use the Agency’s 800 numbers to call another branch office. Almost all staff members are assigned a 5-digit extension that can be dialed for free from any office, but we know that some staff members are still calling other offices using 800 numbers. Using an 800 number charges the Agency for a long distance phone call that is completely unneeded. All extension numbers can be found using PeopleBox or the directory.
*Share or turn in cell cards. Cell cards (which allow staff members to connect to the Internet in locations with poor connectivity) cost $45.01 per month per card or $540.12 per year. Returning low or no use cards and/or sharing cards among staff members can save the Agency money. Heartland’s annual cost for cell cards is nearly $80,000.
*Never use the Agency’s 800 numbers to call another branch office. Almost all staff members are assigned a 5-digit extension that can be dialed for free from any office, but we know that some staff members are still calling other offices using 800 numbers. Using an 800 number charges the Agency for a long distance phone call that is completely unneeded. All extension numbers can be found using PeopleBox or the directory.
*Share or turn in cell cards. Cell cards (which allow staff members to connect to the Internet in locations with poor connectivity) cost $45.01 per month per card or $540.12 per year. Returning low or no use cards and/or sharing cards among staff members can save the Agency money. Heartland’s annual cost for cell cards is nearly $80,000.
Regional Education Center & School Co-location Update
We last updated you on the status of the Regional Education Centers (RECs) in September, so we would like to provide you with an update of what is currently happening in relation to the RECs and co-location opportunities within our schools. The Agency is in the process of implementing an REC model to improve service delivery to our school districts and to utilize our financial resources more effectively. In addition, the Agency is exploring co-location opportunities within schools to increase efficiencies relating to staff service delivery.
Phase I
During the 2007-2008 school year, the Board of Directors approved the Agency’s plan for five RECs (Johnston, Adel, Newton, Ames and the West side of the Agency) with the goals of reducing financial resources committed to facilities and reducing the square footage footprint of the Agency.
On March 1, 2009, the REC Committee (RECC) provided its Phase I report with recommendations to the Executive Council. The report cited data sources, general recommendations, location-specific recommendations and proposed timelines. The Phase I Regional Education Center (REC) Planning Committee, which represented multiple stakeholders, developed a recommendation for the design and programming of all regional education centers. The work of the group considered current and future needs of the Agency, the impact of agency initiatives, feedback from district staff, the impact of technology, options for partnerships, flexible spaces and file storage. It was noted that all RECs should have professional development space, office space for staff, a sound booth, storage space and professional resources/materials. Executive Council approved the Phase I report, which serves as the source document for Phase II.
Phase II
From April 2009 to present, various REC committees/sub-committees and co-location sub-committees were formed to assess and analyze opportunities in Newton, Adel, Knoxville, Ankeny and Johnston. Based on feedback from these sub-committees, revision of the original Phase II REC commissioning document was necessary to provide further guidance, especially regarding co-location opportunities. Phase II (revised) encompasses FY 2009-2010 planning and implementation of REC and co-location opportunities.
Facility and capital projects at the AEAs have no funding stream. The Operations Support Council (OSC) and the District Services Council (DSC) worked very hard to prioritize agency projects in relation to allocation of ARRA funds. Both councils forwarded their analysis to Cabinet, and Cabinet agreed upon a recommendation to Executive Council to allocate a small portion of ARRA funds to facility-related projects to assist in the implementation of the REC model and better position the Agency for the future.
Currently, the status of REC-related activities and co-location is:
• Knoxville - Co-location opportunities within the region were explored, but were not suitable to meet agency and staff needs. The current Knoxville office will be reconfigured to incorporate more suitable square footage allocations for staff and teaming space at a very low cost.
• Newton REC - Initially, negotiations with DMACC to relocate the Newton office to the DMACC campus in Newton were entered into last spring. Unfortunately, the negotiations did not produce the desired outcome. A search for more suitable office space in the Newton community began and has resulted in current negotiations for space in the Iowa Telecom building. Initial negotiations indicate a cost savings over current expenditures, and the space meets REC requirements set by the Phase I REC committee.
• Johnston REC - The 6500 planning committee has been working hard to develop a layout that will improve service delivery and facility space efficiency. As of the last meeting on December 3, 2009, consensus on layout to include a sound booth, additional classroom space, improvements to restrooms, HVAC and carpet replacement was made. The committee continues discussion on staff space and library space allocation and expects to submit a recommendation soon.
Currently, the revised REC and co-location timeline is:
• Knoxville reconfiguration – No later than June 30, 2010
• Woodside lease termination – No later than June 30, 2010
• Newton REC – completion No later than July 31, 2010
• Johnston REC – completion No later than December 31, 2010
• Adel REC – prioritization moved to FY 2010-2011
Implementation of the REC model and co-location concept is a complex task because of systemic ramifications. Staff relocation and/or facility reconfiguration impact financial and human resources, service delivery and distribution systems. All committees are working towards effective sequencing of construction and staff relocation to minimize impact on service delivery.
If you have any questions or comments about these plans, please contact Steve Prall at ext. 14423 or at sprall@aea11.k12.ia.us.
Phase I
During the 2007-2008 school year, the Board of Directors approved the Agency’s plan for five RECs (Johnston, Adel, Newton, Ames and the West side of the Agency) with the goals of reducing financial resources committed to facilities and reducing the square footage footprint of the Agency.
On March 1, 2009, the REC Committee (RECC) provided its Phase I report with recommendations to the Executive Council. The report cited data sources, general recommendations, location-specific recommendations and proposed timelines. The Phase I Regional Education Center (REC) Planning Committee, which represented multiple stakeholders, developed a recommendation for the design and programming of all regional education centers. The work of the group considered current and future needs of the Agency, the impact of agency initiatives, feedback from district staff, the impact of technology, options for partnerships, flexible spaces and file storage. It was noted that all RECs should have professional development space, office space for staff, a sound booth, storage space and professional resources/materials. Executive Council approved the Phase I report, which serves as the source document for Phase II.
Phase II
From April 2009 to present, various REC committees/sub-committees and co-location sub-committees were formed to assess and analyze opportunities in Newton, Adel, Knoxville, Ankeny and Johnston. Based on feedback from these sub-committees, revision of the original Phase II REC commissioning document was necessary to provide further guidance, especially regarding co-location opportunities. Phase II (revised) encompasses FY 2009-2010 planning and implementation of REC and co-location opportunities.
Facility and capital projects at the AEAs have no funding stream. The Operations Support Council (OSC) and the District Services Council (DSC) worked very hard to prioritize agency projects in relation to allocation of ARRA funds. Both councils forwarded their analysis to Cabinet, and Cabinet agreed upon a recommendation to Executive Council to allocate a small portion of ARRA funds to facility-related projects to assist in the implementation of the REC model and better position the Agency for the future.
Currently, the status of REC-related activities and co-location is:
• Knoxville - Co-location opportunities within the region were explored, but were not suitable to meet agency and staff needs. The current Knoxville office will be reconfigured to incorporate more suitable square footage allocations for staff and teaming space at a very low cost.
• Newton REC - Initially, negotiations with DMACC to relocate the Newton office to the DMACC campus in Newton were entered into last spring. Unfortunately, the negotiations did not produce the desired outcome. A search for more suitable office space in the Newton community began and has resulted in current negotiations for space in the Iowa Telecom building. Initial negotiations indicate a cost savings over current expenditures, and the space meets REC requirements set by the Phase I REC committee.
• Johnston REC - The 6500 planning committee has been working hard to develop a layout that will improve service delivery and facility space efficiency. As of the last meeting on December 3, 2009, consensus on layout to include a sound booth, additional classroom space, improvements to restrooms, HVAC and carpet replacement was made. The committee continues discussion on staff space and library space allocation and expects to submit a recommendation soon.
Currently, the revised REC and co-location timeline is:
• Knoxville reconfiguration – No later than June 30, 2010
• Woodside lease termination – No later than June 30, 2010
• Newton REC – completion No later than July 31, 2010
• Johnston REC – completion No later than December 31, 2010
• Adel REC – prioritization moved to FY 2010-2011
Implementation of the REC model and co-location concept is a complex task because of systemic ramifications. Staff relocation and/or facility reconfiguration impact financial and human resources, service delivery and distribution systems. All committees are working towards effective sequencing of construction and staff relocation to minimize impact on service delivery.
If you have any questions or comments about these plans, please contact Steve Prall at ext. 14423 or at sprall@aea11.k12.ia.us.
December 2009 Board of Directors Meeting Recap
The December 2009 Board of Directors meeting was held electronically due to inclement weather.
An amendment was made to the board agenda removing the public hearing due to inclement weather. The hearing will be rescheduled for later in December.
No one was present to speak at the public forum.
Discussion Items
Budget Landscape
Ms. Sheila King updated the Board on what the Agency has done since Governor Culver’s announcement of an across-the-board budget cut. All vacancies within the Agency are being reviewed and assessed as to whether they are critical. In addition, many positions that were going to be filled using ARRA funds have been suspended. Judy Jeffrey, Director of the Department of Education, met with superintendents last week and indicated that the economic situation continues to look poor. We anticipate that allowable growth will be adjusted lower than the two percent previously predicted. The Agency has adjusted processes for making travel and purchasing decisions and articles in The Connection are helping reinforce a “culture of austerity” for staff.
Board members, noting the percentage of the Agency’s budget dedicated to salaries, asked if it was known yet the number of positions that may need to be cut next year. Ms. King indicated that decision would depend on the number of retirements, attrition and the outcome of the 2010 legislative session.
Regional Education Centers
Mr. Steve Prall gave an update on the implementation of the Regional Education Centers (REC). In 2007-08 the Board of Directors approved the plan for five centers located in Adel, Ames, Johnston, Newton and the Westside of the Agency. Mr. Prall reviewed their current status.
Board members asked that the relocation of sound booths be done so as to not disrupt services and that their new locations be communicated to parents and districts in a timely manner. They also asked to be sent layout plans of the 6500 office and reminded everyone that the relocation of the Woodside office is not an indicator of a change in the regional system.
Action Items
Early Retirement Requests
Seven employees applied for early retirement under the Agency’s post-employment policy. This number is average compared to previous years. Additional staff may retire, however they will do so outside of the policy guidelines. This is the last year for the current plan, as a new policy is scheduled to go into effect July 1, 2010.
Board Comments
Mr. Turnquist asked for additional information on the technology bunker. The bunker is a proposed solution to address health and safety issues mandated by the Board. The current server room configuration is inadequate as it has an active water sprinkler system overheard and lacks sufficient cooling capacity for server hardware. The new bunker will be located in a separate building and is designed to protect the Agency’s server hardware, provide for disaster recovery and build capacity for technology-related services in the future.
Interim Chief Administrator Comments
Requests have come in from the Cedar Rapids Gazette, the Knoxville Journal Express and the Senate Democratic Caucus Staff about the salaries and contracts of the AEA chief administrators. The Chiefs had a conference call and confirmed that all requests are being honored. We want to continue being open when we receive requests for information.
The State Government Reorganization Committee has published its ideas for reorganizing state government. AEAs were asked for input during part of the process, but it appears they did not use any of the proposed ideas. While the document was comprehensive about the entire state system, there were two ideas proposed about the AEAs: 1) Move the AEA system under the governance of the Iowa Department of Education and 2) Remove AEA local Board of Directors from the Iowa Code. It is the mission of the Department of Education to implement federal and statewide policy and initiatives in an effective, efficient and consistent manner for all of Iowa’s children and schools. Brent Siegrist and Wayne Haddy will continue to research the source of the recommendations, but it appears there is little support for these recommendations for the AEAs. Ms. King will forward updated information to board members regarding this situation.
The Superintendents’ Advisory Council has interest in developing a list of legislative priorities at its January meeting. This will help members be better organized in their efforts and offer a more unified approach in contacting legislators.
Ms. King will send board members an update regarding the Agency’s four initiatives prior to the next board meeting. We will discuss our work in the January work session, as well as confirm the Board’s goals for 2009-10.
Dr. Rose and Ms. King spoke briefly about a recent Supreme Court ruling that resulted in tuition reimbursement for a child who never received special education services. The Court found that the district’s failure to provide an IEP violated IDEA and the “Child Find” requirement which requires identification, location and evaluation of all children with disabilities to ensure they receive needed special education services. This Court finding really reinforces Heartland’s obligation to support Child Find activities, as well as the potential harm that can come when children are not appropriately identified.
An amendment was made to the board agenda removing the public hearing due to inclement weather. The hearing will be rescheduled for later in December.
No one was present to speak at the public forum.
Discussion Items
Budget Landscape
Ms. Sheila King updated the Board on what the Agency has done since Governor Culver’s announcement of an across-the-board budget cut. All vacancies within the Agency are being reviewed and assessed as to whether they are critical. In addition, many positions that were going to be filled using ARRA funds have been suspended. Judy Jeffrey, Director of the Department of Education, met with superintendents last week and indicated that the economic situation continues to look poor. We anticipate that allowable growth will be adjusted lower than the two percent previously predicted. The Agency has adjusted processes for making travel and purchasing decisions and articles in The Connection are helping reinforce a “culture of austerity” for staff.
Board members, noting the percentage of the Agency’s budget dedicated to salaries, asked if it was known yet the number of positions that may need to be cut next year. Ms. King indicated that decision would depend on the number of retirements, attrition and the outcome of the 2010 legislative session.
Regional Education Centers
Mr. Steve Prall gave an update on the implementation of the Regional Education Centers (REC). In 2007-08 the Board of Directors approved the plan for five centers located in Adel, Ames, Johnston, Newton and the Westside of the Agency. Mr. Prall reviewed their current status.
Board members asked that the relocation of sound booths be done so as to not disrupt services and that their new locations be communicated to parents and districts in a timely manner. They also asked to be sent layout plans of the 6500 office and reminded everyone that the relocation of the Woodside office is not an indicator of a change in the regional system.
Action Items
Early Retirement Requests
Seven employees applied for early retirement under the Agency’s post-employment policy. This number is average compared to previous years. Additional staff may retire, however they will do so outside of the policy guidelines. This is the last year for the current plan, as a new policy is scheduled to go into effect July 1, 2010.
Board Comments
Mr. Turnquist asked for additional information on the technology bunker. The bunker is a proposed solution to address health and safety issues mandated by the Board. The current server room configuration is inadequate as it has an active water sprinkler system overheard and lacks sufficient cooling capacity for server hardware. The new bunker will be located in a separate building and is designed to protect the Agency’s server hardware, provide for disaster recovery and build capacity for technology-related services in the future.
Interim Chief Administrator Comments
Requests have come in from the Cedar Rapids Gazette, the Knoxville Journal Express and the Senate Democratic Caucus Staff about the salaries and contracts of the AEA chief administrators. The Chiefs had a conference call and confirmed that all requests are being honored. We want to continue being open when we receive requests for information.
The State Government Reorganization Committee has published its ideas for reorganizing state government. AEAs were asked for input during part of the process, but it appears they did not use any of the proposed ideas. While the document was comprehensive about the entire state system, there were two ideas proposed about the AEAs: 1) Move the AEA system under the governance of the Iowa Department of Education and 2) Remove AEA local Board of Directors from the Iowa Code. It is the mission of the Department of Education to implement federal and statewide policy and initiatives in an effective, efficient and consistent manner for all of Iowa’s children and schools. Brent Siegrist and Wayne Haddy will continue to research the source of the recommendations, but it appears there is little support for these recommendations for the AEAs. Ms. King will forward updated information to board members regarding this situation.
The Superintendents’ Advisory Council has interest in developing a list of legislative priorities at its January meeting. This will help members be better organized in their efforts and offer a more unified approach in contacting legislators.
Ms. King will send board members an update regarding the Agency’s four initiatives prior to the next board meeting. We will discuss our work in the January work session, as well as confirm the Board’s goals for 2009-10.
Dr. Rose and Ms. King spoke briefly about a recent Supreme Court ruling that resulted in tuition reimbursement for a child who never received special education services. The Court found that the district’s failure to provide an IEP violated IDEA and the “Child Find” requirement which requires identification, location and evaluation of all children with disabilities to ensure they receive needed special education services. This Court finding really reinforces Heartland’s obligation to support Child Find activities, as well as the potential harm that can come when children are not appropriately identified.
Holiday Office & Van Mail Schedule
Reminder: Please make note of when our offices will be closed and when van mail will not be delivered due to the holidays.
Offices Closed
December 24-25, 2009
December 31, 2009-January 1, 2010
Van Mail Schedule
Regular Van Delivery: December 21-22, 2009
No Van Delivery: December 23-31 2009 & January 1, 2010
Regular Van Delivery Resumes: January 4, 2010
Offices Closed
December 24-25, 2009
December 31, 2009-January 1, 2010
Van Mail Schedule
Regular Van Delivery: December 21-22, 2009
No Van Delivery: December 23-31 2009 & January 1, 2010
Regular Van Delivery Resumes: January 4, 2010
Expense Payment Processing During the Holidays
Please be aware that due to the holiday break, normal processing timelines for expense accounts may not be met the week of December 28. Expense checks will be run on Wednesday, December 23.
Need to Improve Your Professional Practice? How About an Online Course?!
Do you need an opportunity to improve your professional practice but are having difficulty finding the time to take a course? If so, one of Heartland’s online courses might be exactly what you need! We are offering several courses to help consultants improve their professional practice that are available for license renewal or graduate credit. Online courses are asynchronous, allowing for flexible pace and time, and since they are online, they can be completed easily at home.
Courses this winter/spring include:
• Technology for Online Instruction: Moodle & Adobe Connect Pro
January 11-February 14, 2 credits
https://prodev.aea11.k12.ia.us/4DCGI/TE083599991002INV*
• Presentation Zen: Improving Your Approach to Presentations
February 22-March 7, 1 credit
https://prodev.aea11.k12.ia.us/4DCGI/CS001499991002INV*
• Developing PLNs: Professional Learning Networks
March 29-April 11, 1 credit
This course looks at PLNs using social bookmarks, RSS, social networking and Twitter.
https://prodev.aea11.k12.ia.us/4DCGI/TE081799991003INV*
For other online offerings, just do a keyword search for “online” using Heartland’s Professional Development Catalog.
Courses this winter/spring include:
• Technology for Online Instruction: Moodle & Adobe Connect Pro
January 11-February 14, 2 credits
https://prodev.aea11.k12.ia.us/4DCGI/TE083599991002INV*
• Presentation Zen: Improving Your Approach to Presentations
February 22-March 7, 1 credit
https://prodev.aea11.k12.ia.us/4DCGI/CS001499991002INV*
• Developing PLNs: Professional Learning Networks
March 29-April 11, 1 credit
This course looks at PLNs using social bookmarks, RSS, social networking and Twitter.
https://prodev.aea11.k12.ia.us/4DCGI/TE081799991003INV*
For other online offerings, just do a keyword search for “online” using Heartland’s Professional Development Catalog.
Monday, December 7, 2009
Reminder About Inclement Weather
With all the forecasters calling for snow and high winds over the next few days, staff members are reminded that they should be familiar with the Agency's Inclement Weather policy. Click here to read the policy. Also remember that if any offices happen to close, the closings will be broadcast through the media, but the best source of closing information is our agency Web site.
Creating a “Culture of Austerity”: Cost Saving Tips For Staff Members
The next installment of our cost savings feature focuses on reducing costs associated with heating. We know the weather is getting a bit chillier, but we ask for your understanding as we implement the following measures.
* Discontinue the use of space heaters in your offices and cubicles. As the temperatures begin to fall, the use of personal electric space heaters rises. Space heaters are a very dangerous and expensive way to maintain comfort. The National Fire Protection Association found in a recent study that space heaters caused 32 percent of home heating fires in 2005 and 73 percent of deaths from such fires. In addition, these heaters are very expensive to operate. We ask that you please take home any space heater that you currently have in your workspace.
* Thermostats will be set at 70 degrees. We have made a number of improvements to our heating and cooling systems over the past few years, and some of this work should help alleviate the temperature fluctuations that we have had in our facilities in the past. We are turning the thermostats to 70 degrees in all our facilities. If your area cannot be kept at 70 degrees, please contact Dustin Gean and he will see what can be done to address this concern. We will monitor and maintain the 70 degree level and will rely on staff members to help us maintain this temperature level.
* Discontinue the use of space heaters in your offices and cubicles. As the temperatures begin to fall, the use of personal electric space heaters rises. Space heaters are a very dangerous and expensive way to maintain comfort. The National Fire Protection Association found in a recent study that space heaters caused 32 percent of home heating fires in 2005 and 73 percent of deaths from such fires. In addition, these heaters are very expensive to operate. We ask that you please take home any space heater that you currently have in your workspace.
* Thermostats will be set at 70 degrees. We have made a number of improvements to our heating and cooling systems over the past few years, and some of this work should help alleviate the temperature fluctuations that we have had in our facilities in the past. We are turning the thermostats to 70 degrees in all our facilities. If your area cannot be kept at 70 degrees, please contact Dustin Gean and he will see what can be done to address this concern. We will monitor and maintain the 70 degree level and will rely on staff members to help us maintain this temperature level.
December 2009 Board of Directors Meeting Agenda
Click here to download the agenda for the December 8, 2009 Board of Directors meeting.
Mini-Library for Smartphone or iTouch
A mobile interface to the EBSCO databases is now available. Enter this URL on your smartphone or iTouch and then bookmark it: http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=mobsmart. Research by the Pew Internet and American Life Project states that in regards to “robust” uses of mobile devices, “most of those hyperusers are young Latinos and blacks.” This indicates a possible shift in the digital divide regarding access to Internet-based information.
The EBSCO mobile interface re-sizes the screen to give full access to features. * Resource library in the teachers (or students) pocket. * Full searching capability--search by date, document type, publication title and other limiters. * Full-text articles, documents and images are can be e-mailed or viewed. * PDFs (some of primary source documents) are available. * Image Collection (especially news and current events) is available.
Note: Javascript must be enabled on the Smartphone or iTouch. BlackBerry users can refer to this link for information on enabling Javascript: http://www.ehow.com/how_4965723_enable-javascript-blackberry.html For a list of the 24 EBSCO databases and/or an 8.5 x 11 poster, contact the professional library.
The EBSCO mobile interface re-sizes the screen to give full access to features. * Resource library in the teachers (or students) pocket. * Full searching capability--search by date, document type, publication title and other limiters. * Full-text articles, documents and images are can be e-mailed or viewed. * PDFs (some of primary source documents) are available. * Image Collection (especially news and current events) is available.
Note: Javascript must be enabled on the Smartphone or iTouch. BlackBerry users can refer to this link for information on enabling Javascript: http://www.ehow.com/how_4965723_enable-javascript-blackberry.html For a list of the 24 EBSCO databases and/or an 8.5 x 11 poster, contact the professional library.
Reminder: Poverty Expert Donna Beegle to Present January Workshop
Highly-experienced national public speaker, discussion leader, trainer and author, Donna M. Beegle, Ed.D., will present a poverty workshop in Altoona on January 20, 2010, for AEA and school personnel interested in learning more about understanding those who live in poverty. Click here for more information and to register.
December 2009 Department of Education School Leader Update
Click here to download the December 2009 School Leader Update from the Iowa Department of Education.
Van Meter Schools Change E-mail Addresses
The Van Meter School District has changed all of its staff e-mail addresses. The new addresses all end in @vmbulldogs.com—the previous addresses ended in @vanmeter.k12.ia.us. The changes have been made in the PeopleBox database, but if you have contacts in personal address books or distribution lists you should update them now. The old addresses will continue to work until January 1, 2010, but on that date they will be shut off.
Follow Iowa’s AEAs on Twitter
Iowa AEA Director of State Services Brent Siegrist has joined the ranks of those who “tweet” on Twitter and has begun to write about education and political issues. You can find and follow him at http://twitter.com/iowa_aea. Spread the word to others who use Twitter who may be interested.
Monday, November 30, 2009
Creating a “Culture of Austerity”: Cost Saving Tips For Staff Members
The next installment of our cost savings feature focuses on tips for make your meetings more affordable. Remember that these cost saving tips can make an impact, so please take them into consideration. You can make a difference!
*Share rides and/or use phone or Web-based conferencing when possible. This can save time and will cut down on mileage for those coming from out of town. If you aren’t comfortable with using iChat, Polycom, XMeeting, the ICN or Adobe Connect Pro for video conferencing, contact Tech Support for assistance.
*Save even more by using phone conferencing when video isn’t necessary. Audio conferencing uses less bandwidth than video conferencing. Bandwidth is expensive. Heartland’s cost for Internet and aggregation circuits for this year is $236,730. Contact your supervisor for the account code, PIN number and instructions for using ICN phone conferencing on demand.
*Go paperless at your meeting. Instead of printing the agenda and handouts for the meeting, post them on the Agency file server for participants to download prior to the meeting. If you’re having a small meeting and everyone has a laptop, ask participants to bring their computer to the meeting and pass around a flash drive so everyone can download the documents they need.
*Use a whiteboard or chalkboard instead of chart paper when possible, or use the Draw capabilities in Word and a projector. A box of 3M Post-It easel chart paper is $48 for 2 pads (30 sheets each) or $.80 per sheet. The lined Post-It chart paper is $55 for two pads or $.92 per sheet.
*Share rides and/or use phone or Web-based conferencing when possible. This can save time and will cut down on mileage for those coming from out of town. If you aren’t comfortable with using iChat, Polycom, XMeeting, the ICN or Adobe Connect Pro for video conferencing, contact Tech Support for assistance.
*Save even more by using phone conferencing when video isn’t necessary. Audio conferencing uses less bandwidth than video conferencing. Bandwidth is expensive. Heartland’s cost for Internet and aggregation circuits for this year is $236,730. Contact your supervisor for the account code, PIN number and instructions for using ICN phone conferencing on demand.
*Go paperless at your meeting. Instead of printing the agenda and handouts for the meeting, post them on the Agency file server for participants to download prior to the meeting. If you’re having a small meeting and everyone has a laptop, ask participants to bring their computer to the meeting and pass around a flash drive so everyone can download the documents they need.
*Use a whiteboard or chalkboard instead of chart paper when possible, or use the Draw capabilities in Word and a projector. A box of 3M Post-It easel chart paper is $48 for 2 pads (30 sheets each) or $.80 per sheet. The lined Post-It chart paper is $55 for two pads or $.92 per sheet.
403(b) Provider Changes for 2010
As a reminder, Heartland joined the State of Iowa’s 403(b) program effective January 1, 2009. By law, the 403(b) program, commonly known as the Retirement Investors’ Club (RIC), was required to go out for bids on investment providers for the plan year beginning January 2010. The competitive bid process was completed and the winning providers and the proposed investment options are summarized on the RIC 403(b) provider summary. The investment options listed are not available until January 2010. Click here for the provider summary.
If you currently invest with Hartford, ING, TIAA-CREF or VALIC (formerly AIG Retirement), you will receive information from your provider about your new investment options. If your current fund options will not be offered in 2010, your provider will invest your new contributions in similar funds as of January 2010. If you currently invest with Security Benefit, you may need to make a change. If you contribute to the NEA Valuebuilder mutual fund product, you will need to open a new account with Security Benefit. Your advisor will contact you to open the account. If you contribute to the SFR mutual fund, you will not need to make any changes.
If you currently invest with Horace Mann, you must select a new provider and submit a Salary Reduction Form to your employer by December 31, 2009. Please contact one of the providers on the provider summary to open a new account to receive contributions in January. You may leave your existing funds at Horace Mann if you wish.
Check the RIC website at http://ric.iowa.gov/403b/providers/index.html for a list of providers that can help you set up a 403(b). Click on Active Providers and check out each company’s website and list of advisors. Scroll down the page to check the provider’s financial rating. More product information will be added to the RIC website over the next few months. Please check the Program Updates webpage periodically to review the most recent addition/changes.
If you have questions about the RIC program, please call your financial advisor or call RIC at (866) 460-4692, option 1.
Questions for your employer may be directed to Steve Jordan, payroll specialist, at sjordan@aea11.k12.ia.us or ext. 14908 or Kathy Martin, benefits specialist at kmartin@aea11.k12.ia.us or ext 14385.
If you currently invest with Hartford, ING, TIAA-CREF or VALIC (formerly AIG Retirement), you will receive information from your provider about your new investment options. If your current fund options will not be offered in 2010, your provider will invest your new contributions in similar funds as of January 2010. If you currently invest with Security Benefit, you may need to make a change. If you contribute to the NEA Valuebuilder mutual fund product, you will need to open a new account with Security Benefit. Your advisor will contact you to open the account. If you contribute to the SFR mutual fund, you will not need to make any changes.
If you currently invest with Horace Mann, you must select a new provider and submit a Salary Reduction Form to your employer by December 31, 2009. Please contact one of the providers on the provider summary to open a new account to receive contributions in January. You may leave your existing funds at Horace Mann if you wish.
Check the RIC website at http://ric.iowa.gov/403b/providers/index.html for a list of providers that can help you set up a 403(b). Click on Active Providers and check out each company’s website and list of advisors. Scroll down the page to check the provider’s financial rating. More product information will be added to the RIC website over the next few months. Please check the Program Updates webpage periodically to review the most recent addition/changes.
If you have questions about the RIC program, please call your financial advisor or call RIC at (866) 460-4692, option 1.
Questions for your employer may be directed to Steve Jordan, payroll specialist, at sjordan@aea11.k12.ia.us or ext. 14908 or Kathy Martin, benefits specialist at kmartin@aea11.k12.ia.us or ext 14385.
Chief Administrator Search Update
The Agency has officially posted the chief administrator position through the Hazard, Young, Attea & Associates search firm and applicants are now encouraged to apply. A description of the position and a link to apply for it is posted on the front page of Heartland’s website and will remain there until the end of December.
Screening of applications will begin in late December and/or early January, with the Board of Directors interviewing those candidates deemed most qualified in late January. The candidate chosen will be encouraged to begin employment as soon as possible and no later than July 1, 2010.
The Board of Directors is seeking an educational leader to be the Agency’s next chief administrator who possesses these attributes and skills:
• Can articulate and rally support for the organization's mission, vision and values.
• Knows how to maintain positive relationships with the Board, staff and member districts.
• Can lead a large complex agency.
• Understands special education and the special needs of students.
• Understands the service role of intermediate agencies.
• Is an excellent communicator and an effective team leader.
• Is committed to high standards for leadership behavior, operations and student learning.
• Is open, honest, caring and collaborative.
Screening of applications will begin in late December and/or early January, with the Board of Directors interviewing those candidates deemed most qualified in late January. The candidate chosen will be encouraged to begin employment as soon as possible and no later than July 1, 2010.
The Board of Directors is seeking an educational leader to be the Agency’s next chief administrator who possesses these attributes and skills:
• Can articulate and rally support for the organization's mission, vision and values.
• Knows how to maintain positive relationships with the Board, staff and member districts.
• Can lead a large complex agency.
• Understands special education and the special needs of students.
• Understands the service role of intermediate agencies.
• Is an excellent communicator and an effective team leader.
• Is committed to high standards for leadership behavior, operations and student learning.
• Is open, honest, caring and collaborative.
Monday, November 23, 2009
Questions & Answers About Child Find Procedures
During last Friday's Webinar, a number of questions were submitted about the Child Find update. We appreciate the thoughtful questions and the obvious desire of Heartland staff to implement the new Child Find procedures effectively. Below are responses to those questions. There were several questions that will require more conversation at the statewide level before we are able to provide you with answers, so please stay tuned.
1. If the disability suspected is in the area of communication only, and the Full and Individual Evaluation consent is signed for communication only, does the EER reflect only the area of communication or should all areas be summarized on the EER to demonstrate that Full and Individual Eval was conducted?
The disability suspect meeting/process focuses only on the areas of concern. The DS form is not required to address all domains. The consent form does address all seven domains. We will review the examples and provide additional ones if they are needed.
3. What if parents report no concerns with hearing or vision but cannot produce test results/documentation/evidence indicating that the student passed?
If you suspect a disability (in any area) but don’t have current hearing or vision screening data, you need to indicate on the consent form that additional data is needed in the area of hearing or vision.
4. Disability Suspected Hearing Scenario 4
Would the left column be checked for hearing in addition to the right column on the consent form? Scenario 4 was: If there is not current hearing information (older than a year) but the student did not pass previous screenings and/or parent & teacher report current concerns with hearing, summarize this on the DSF, check hearing in the right-hand column on the Consent for Evaluation, and contact your audiologist.
If the data indicates sufficient enough concern that a disability is suspected, both the left and right column are checked. If disability is not suspected, you would check the right-hand column only, indicating a need for more hearing data.
5. If we have an initial evaluation, why does hearing/vision get checked on the RIGHT-hand column on consent?
It would be checked on the right-hand column if you don’t have current hearing information (within one year). You would check the left-hand column if disability is suspected in that domain.
6. Disability Suspected Form. Does this go in the cumulative folder or Special Education file?
If the student is entitled, it becomes part of the Special Education record. If not, it is part of the cumulative record.
7. Hearing: Past procedure was to accept a positive history of a past negative exam. Example: Student is an 8th grader and had a negative (no concerns or normal) screen in 6th grade. We would then only get an audiologist to screen if the school nurse has reason to suspect any change in history or new reason for concern. Has this policy we (audiologists and nurses) developed changed?
We are now required to have current information within one year.
8. Is a general education teacher no longer required at a DS meeting?
No, they are not required to attend, but there is one LEA representative required to be involved in the disability suspect process. Most likely that will be the general education teacher because they typically have the most information about the student.
9. In the information given earlier this year, I thought that parents were a required participant in a DSF meeting. Did this change?
Yes. We received the information from the state directors that they are not required to participate. It is still highly recommended and a good practice to include them.
10. The EER form "sample" that was given out at the last regional meeting had areas that were "assessed" but not found to be discrepant just under question B. Is this no longer adequate?
It is only adequate in certain situations. It is only adequate if those areas were not originally areas of suspected disability and the initial assessments indicated that a disability was not suspected. That said, for every Full and Individual Evaluation there must be at least one area where all three questions are addressed and the report is complete. This is not a change from what we intended to tell people in earlier meetings, but it wasn't explained well.
11. What if the design of the intervention takes longer than time limit will allow for entitlement decision? Then the decision cannot be made due to lack of data?
No, a decision must be made at the end of 60 days. If there is not evidence that the student is entitled, the decision must be that the student is not entitled. If the student is not entitled, you will still want to make recommendations as to the student's needs. If you have significant concerns about a student, contact your partnership director.
12. Do interventions need to be uploaded to associated files? Also, when kids aren't eligible, are the files that were uploaded archived or do they disappear?
We are currently working with secretaries on this.
13. Can we use building intervention plans like their IDM plans or do we need to use the AEA intervention form?
Yes, you can use the building form if the intervention was conducted by the school. If you become involved and this intervention is missing some components, you do not need to start a new form, you may "tweak" or adjust it. If an AEA staff member is conducting or directing an intervention, one of the standard Heartland Intervention Plan forms should be used.
14. How do parents know to ask for a copy of the Suspected Disability form if they don't know it exists?
Although we are not required to provide the parent a copy of the Disability Suspect form, giving it to them is an allowable practice. You don't have to wait for the parent to ask.
15. A principal in one of my buildings told a counselor in another district building that "there is a new process this year, we don't do problem solving anymore." Where in the disability process discussions are you including the problem solving process?
The cycle of assessing needs, planning, implementing and evaluating is used continuously throughout the process. The new version of the "Working Together for Children" booklet would be a great resource to provide to this counselor. The problem solving process is explained, and it is clear how it is used within the process.
16. Is there an electronic graph that we could use with intervention plans that once completed could be uploaded to the Web IEP? Similar to the graphing tool you have access to when you have an IEP goal on the Web IEP.
Yes there is. (They are Excel templates so will not function exactly like the graph in the Web IEP.) Please contact your discipline Program Assistant.
17. Is there a way to "bank" information on the EER, especially in the "expected performance" area?
No. You will have to cut and paste from other documents.
18. For the group intervention plan--which form are you referencing? The DDL plan or the Group Intervention plan?
Either may be used. Some versions out there are missing a few components that you will need to add for now. There is a group working on making sure that all versions have all required components. Please stay tuned.
19. If we sign consent for evaluation, begin to gather assessment data and find no discrepancy and the student is making progress in general education (no intervention in place prior to signing for evaluation), what do we do about the intervention?
There still must be an intervention. Focus on the area of concern that the parent or teacher originally brought to the table. An intervention needs to be conducted, but it only needs to involve the resources needed to address student needs. So, your intervention might be documenting the instruction that is being provided and collecting progress monitoring data to indicate that sufficient progress is being made. Remember to match the rigor of the intervention to the problem, but bottom line is that there must be an intervention if consent is signed.
20. What is valid and reliable data? Please quantify. 7-12 data points are used to make a statistically valid instructional change? 3 data points for baseline?
Three data points for baseline is documented in the research and is consistently recommended by experts in the field. Reliability and validity depend upon the measurement tool you are using. The rigor again should be matched to the severity of your problem. Refer back to the slides from last year's Polishing Practice for more specific information about the data required to make an instructional change.
21. The PowerPoint noted that you may have an intervention in one area and not in another. How would you determine eligibility in additional areas without an intervention?
First remember that a student is eligible for special education services, not a particular content area. The data that you gathered in the primary area of concern is used to establish eligibility. The data you need in each of the other areas is needed to determine goals and instructional needs. You still need to address rate of progress, discrepancy and instructional needs. You will need to get your progress data from what is available from the general education classroom in areas where there was no intervention.
22. Is an intervention required in at least one area to determine eligibility?
Yes
23. What happens when the implementation data suggests that the intervention was not implemented with integrity? Do we still entitle the student? What if we have the eligibility meeting within 60 days, but the parent takes a week to decide if they want services?
In order to make an eligibility decision, progress data are needed with instruction matched to student need. If you know that instruction matched to student need was not implemented, you would have to determine that a student does not have a disability. However, it will be more important than ever to work with your partnership director, the teacher and other team members early in the evaluation process to ensure that you have the data necessary to determine entitlement. The 60-day timeline applies to an eligibility determination meeting. It does not apply to when the parent will sign consent for services.
24. If you decide not to entitle but ask for another 60 days to continue to collect data, do you have to do two EERs? How does that work? Why can't it be 60 school days? With weekends, holidays, school breaks. . . sometimes we only end up with only 20 days to assess/provide intervention!
Evaluations cannot be extended past 60 calendar days because IDEA '04 requires evaluations be completed within 60 CALENDAR days. We realize that 60 school days would provide a lot more time, but timely evaluations are a requirement of special education legislation. A decision is required to be made within 60 days. You cannot extend the evaluation for another 60 days.
25. When we are pressed for time, how do we choose between meeting IEP minutes and collecting progress data for eligibility decisions?
Hopefully your conversations regarding teaming and collaboration are helpful with this situation. Both of these activities are legally required activities. We are required to meet IEP minutes. Additionally, we are required to make eligibility decisions using (along with discrepancy and need) progress data. Therefore, both of those activities are required.
26. If I have a student that there wasn't any data to rule out motor functioning, but the OT/PT are able to determine that the concern is not validated, do I write this in the summary section or answer the three questions?
I assume the motor concerns were brought up at the time consent was signed, not when a disability was suspected. If motor was added at time of consent, then the team member who did that evaluation may write a short summary of the data on the EER. If motor concerns were brought up during the disability suspect process, then progress, discrepancy and need to be documented throughout the EER.
27. Terra had planned to include the audiologist on new 3-5 referrals when she sends them out. Is it acceptable for the audiologist to go out and screen hearing prior to the DS meeting?
Yes.
28. Most of the early childhood questions were related to assessing vision and health.
We recognize that we need to work with our LEA partners to develop a consistent procedure for ensuring that health and vision assessments can be completed for children in preschools. This will entail a process that begins with screening and included provisions for a thorough health assessment when needed. We anticipate that procedures will involve shared responsibility between LEAs and Heartland for completing this work.
In the meantime, we ask that you explore possibilities with your schools. We hope that in many cases, school nurses can assist with the vision and health assessment, especially for children who attend a district preschool program. Staff feedback has indicated that in some districts this is already happening. In addition, we believe that, in some cases, school nurses have been assisting with vision and health assessment for children in community-based programs within a district’s boundaries.
We realize that in some cases it will not be possible for the school nurse to assist with these assessment needs, and Heartland will have to make arrangements to have them completed by a qualified professional.
1. If the disability suspected is in the area of communication only, and the Full and Individual Evaluation consent is signed for communication only, does the EER reflect only the area of communication or should all areas be summarized on the EER to demonstrate that Full and Individual Eval was conducted?
If communication was the only area where disability was suspected and the only area indicated on the consent, the EER will only summarize communication. All three questions must be addressed.
2. Is it your understanding that all seven domains do NOT need to be addressed at the DSF meeting? If so, this is not very clear on the example document. Not all service providers are aware that you don't need to go to so much work at this stage in the process but you will gather this data for the FIE. So can we edit the example documents or share this information with service providers? The disability suspect meeting/process focuses only on the areas of concern. The DS form is not required to address all domains. The consent form does address all seven domains. We will review the examples and provide additional ones if they are needed.
3. What if parents report no concerns with hearing or vision but cannot produce test results/documentation/evidence indicating that the student passed?
If you suspect a disability (in any area) but don’t have current hearing or vision screening data, you need to indicate on the consent form that additional data is needed in the area of hearing or vision.
4. Disability Suspected Hearing Scenario 4
Would the left column be checked for hearing in addition to the right column on the consent form? Scenario 4 was: If there is not current hearing information (older than a year) but the student did not pass previous screenings and/or parent & teacher report current concerns with hearing, summarize this on the DSF, check hearing in the right-hand column on the Consent for Evaluation, and contact your audiologist.
If the data indicates sufficient enough concern that a disability is suspected, both the left and right column are checked. If disability is not suspected, you would check the right-hand column only, indicating a need for more hearing data.
5. If we have an initial evaluation, why does hearing/vision get checked on the RIGHT-hand column on consent?
It would be checked on the right-hand column if you don’t have current hearing information (within one year). You would check the left-hand column if disability is suspected in that domain.
6. Disability Suspected Form. Does this go in the cumulative folder or Special Education file?
If the student is entitled, it becomes part of the Special Education record. If not, it is part of the cumulative record.
7. Hearing: Past procedure was to accept a positive history of a past negative exam. Example: Student is an 8th grader and had a negative (no concerns or normal) screen in 6th grade. We would then only get an audiologist to screen if the school nurse has reason to suspect any change in history or new reason for concern. Has this policy we (audiologists and nurses) developed changed?
We are now required to have current information within one year.
8. Is a general education teacher no longer required at a DS meeting?
No, they are not required to attend, but there is one LEA representative required to be involved in the disability suspect process. Most likely that will be the general education teacher because they typically have the most information about the student.
9. In the information given earlier this year, I thought that parents were a required participant in a DSF meeting. Did this change?
Yes. We received the information from the state directors that they are not required to participate. It is still highly recommended and a good practice to include them.
10. The EER form "sample" that was given out at the last regional meeting had areas that were "assessed" but not found to be discrepant just under question B. Is this no longer adequate?
It is only adequate in certain situations. It is only adequate if those areas were not originally areas of suspected disability and the initial assessments indicated that a disability was not suspected. That said, for every Full and Individual Evaluation there must be at least one area where all three questions are addressed and the report is complete. This is not a change from what we intended to tell people in earlier meetings, but it wasn't explained well.
11. What if the design of the intervention takes longer than time limit will allow for entitlement decision? Then the decision cannot be made due to lack of data?
No, a decision must be made at the end of 60 days. If there is not evidence that the student is entitled, the decision must be that the student is not entitled. If the student is not entitled, you will still want to make recommendations as to the student's needs. If you have significant concerns about a student, contact your partnership director.
12. Do interventions need to be uploaded to associated files? Also, when kids aren't eligible, are the files that were uploaded archived or do they disappear?
We are currently working with secretaries on this.
13. Can we use building intervention plans like their IDM plans or do we need to use the AEA intervention form?
Yes, you can use the building form if the intervention was conducted by the school. If you become involved and this intervention is missing some components, you do not need to start a new form, you may "tweak" or adjust it. If an AEA staff member is conducting or directing an intervention, one of the standard Heartland Intervention Plan forms should be used.
14. How do parents know to ask for a copy of the Suspected Disability form if they don't know it exists?
Although we are not required to provide the parent a copy of the Disability Suspect form, giving it to them is an allowable practice. You don't have to wait for the parent to ask.
15. A principal in one of my buildings told a counselor in another district building that "there is a new process this year, we don't do problem solving anymore." Where in the disability process discussions are you including the problem solving process?
The cycle of assessing needs, planning, implementing and evaluating is used continuously throughout the process. The new version of the "Working Together for Children" booklet would be a great resource to provide to this counselor. The problem solving process is explained, and it is clear how it is used within the process.
16. Is there an electronic graph that we could use with intervention plans that once completed could be uploaded to the Web IEP? Similar to the graphing tool you have access to when you have an IEP goal on the Web IEP.
Yes there is. (They are Excel templates so will not function exactly like the graph in the Web IEP.) Please contact your discipline Program Assistant.
17. Is there a way to "bank" information on the EER, especially in the "expected performance" area?
No. You will have to cut and paste from other documents.
18. For the group intervention plan--which form are you referencing? The DDL plan or the Group Intervention plan?
Either may be used. Some versions out there are missing a few components that you will need to add for now. There is a group working on making sure that all versions have all required components. Please stay tuned.
19. If we sign consent for evaluation, begin to gather assessment data and find no discrepancy and the student is making progress in general education (no intervention in place prior to signing for evaluation), what do we do about the intervention?
There still must be an intervention. Focus on the area of concern that the parent or teacher originally brought to the table. An intervention needs to be conducted, but it only needs to involve the resources needed to address student needs. So, your intervention might be documenting the instruction that is being provided and collecting progress monitoring data to indicate that sufficient progress is being made. Remember to match the rigor of the intervention to the problem, but bottom line is that there must be an intervention if consent is signed.
20. What is valid and reliable data? Please quantify. 7-12 data points are used to make a statistically valid instructional change? 3 data points for baseline?
Three data points for baseline is documented in the research and is consistently recommended by experts in the field. Reliability and validity depend upon the measurement tool you are using. The rigor again should be matched to the severity of your problem. Refer back to the slides from last year's Polishing Practice for more specific information about the data required to make an instructional change.
21. The PowerPoint noted that you may have an intervention in one area and not in another. How would you determine eligibility in additional areas without an intervention?
First remember that a student is eligible for special education services, not a particular content area. The data that you gathered in the primary area of concern is used to establish eligibility. The data you need in each of the other areas is needed to determine goals and instructional needs. You still need to address rate of progress, discrepancy and instructional needs. You will need to get your progress data from what is available from the general education classroom in areas where there was no intervention.
22. Is an intervention required in at least one area to determine eligibility?
Yes
23. What happens when the implementation data suggests that the intervention was not implemented with integrity? Do we still entitle the student? What if we have the eligibility meeting within 60 days, but the parent takes a week to decide if they want services?
In order to make an eligibility decision, progress data are needed with instruction matched to student need. If you know that instruction matched to student need was not implemented, you would have to determine that a student does not have a disability. However, it will be more important than ever to work with your partnership director, the teacher and other team members early in the evaluation process to ensure that you have the data necessary to determine entitlement. The 60-day timeline applies to an eligibility determination meeting. It does not apply to when the parent will sign consent for services.
24. If you decide not to entitle but ask for another 60 days to continue to collect data, do you have to do two EERs? How does that work? Why can't it be 60 school days? With weekends, holidays, school breaks. . . sometimes we only end up with only 20 days to assess/provide intervention!
Evaluations cannot be extended past 60 calendar days because IDEA '04 requires evaluations be completed within 60 CALENDAR days. We realize that 60 school days would provide a lot more time, but timely evaluations are a requirement of special education legislation. A decision is required to be made within 60 days. You cannot extend the evaluation for another 60 days.
25. When we are pressed for time, how do we choose between meeting IEP minutes and collecting progress data for eligibility decisions?
Hopefully your conversations regarding teaming and collaboration are helpful with this situation. Both of these activities are legally required activities. We are required to meet IEP minutes. Additionally, we are required to make eligibility decisions using (along with discrepancy and need) progress data. Therefore, both of those activities are required.
26. If I have a student that there wasn't any data to rule out motor functioning, but the OT/PT are able to determine that the concern is not validated, do I write this in the summary section or answer the three questions?
I assume the motor concerns were brought up at the time consent was signed, not when a disability was suspected. If motor was added at time of consent, then the team member who did that evaluation may write a short summary of the data on the EER. If motor concerns were brought up during the disability suspect process, then progress, discrepancy and need to be documented throughout the EER.
27. Terra had planned to include the audiologist on new 3-5 referrals when she sends them out. Is it acceptable for the audiologist to go out and screen hearing prior to the DS meeting?
Yes.
28. Most of the early childhood questions were related to assessing vision and health.
We recognize that we need to work with our LEA partners to develop a consistent procedure for ensuring that health and vision assessments can be completed for children in preschools. This will entail a process that begins with screening and included provisions for a thorough health assessment when needed. We anticipate that procedures will involve shared responsibility between LEAs and Heartland for completing this work.
In the meantime, we ask that you explore possibilities with your schools. We hope that in many cases, school nurses can assist with the vision and health assessment, especially for children who attend a district preschool program. Staff feedback has indicated that in some districts this is already happening. In addition, we believe that, in some cases, school nurses have been assisting with vision and health assessment for children in community-based programs within a district’s boundaries.
We realize that in some cases it will not be possible for the school nurse to assist with these assessment needs, and Heartland will have to make arrangements to have them completed by a qualified professional.
Creating a “Culture of Austerity”: Cost Saving Tips For Staff Members
Last week we began a feature in which we gave staff members tips that can be incorporated into everyone’s daily work that will help the Agency reduce expenses. These cost saving tips can make an impact, so please take them into consideration. Remember that you can make a difference! This week we will focus on energy savings. The Agency’s electric bill for fiscal year 2008 was $107,022.56 and for fiscal year 2009 was $97,660.90, so energy consumption is trending in the right direction. Let’s see if we can continue the trend this year!
*Turn off the lights! Such a simple solution, but one people take for granted every day. Shut the lights off if you leave a room or leave your desk for a meeting or lunch. Shut the lights off in conference rooms that aren’t being used, in restrooms that don’t see much traffic and in co-workers’ offices if they are gone for extended periods of time. Don’t assume that someone else will flick the switch—do it yourself!
*Shut down your computer at the end of day. Instead of just logging out of the system, make sure to completely shut your computer off. Unplugging it would be helpful as well. If it is plugged in to a power strip, just turn off the strip.
*Unplug items like label makers and battery chargers when not in use. These devices are using energy even when not in use.
*Turn LCD projectors off when not in use. They use a lot of electricity, and it’s also important to save the life of the projection lamp, as a new lamp costs close to $300.
So do a quick scan of your office—where can you and your co-workers see that energy is being wasted?
*Turn off the lights! Such a simple solution, but one people take for granted every day. Shut the lights off if you leave a room or leave your desk for a meeting or lunch. Shut the lights off in conference rooms that aren’t being used, in restrooms that don’t see much traffic and in co-workers’ offices if they are gone for extended periods of time. Don’t assume that someone else will flick the switch—do it yourself!
*Shut down your computer at the end of day. Instead of just logging out of the system, make sure to completely shut your computer off. Unplugging it would be helpful as well. If it is plugged in to a power strip, just turn off the strip.
*Unplug items like label makers and battery chargers when not in use. These devices are using energy even when not in use.
*Turn LCD projectors off when not in use. They use a lot of electricity, and it’s also important to save the life of the projection lamp, as a new lamp costs close to $300.
So do a quick scan of your office—where can you and your co-workers see that energy is being wasted?
Agency to Implement New Casual Day Policy
As outlined in the Staff Handbook, Heartland AEA employees are expected to dress and conduct themselves in a professional manner appropriate to their employment environment and job duties.
We have received a consistent request and message from employees regarding the option for them to wear jeans on Fridays as well as a message of trusting staff to make decisions on how they dress. In view of this feedback, agency leadership considered the effect of the needs of our partners, those we serve and supporting a staff culture consistent with our agency mission and values. After consideration, effective November 25, 2009, we will modify the dress code policy to include casual dress days. The expanded policy is outlined below. We want to thank staff for their open communication and valuable contribution to the Agency and to those we serve.
Casual Days
Effective: November 25, 2009
Casual dress is an option for staff members on the last working day of the week. Casual dress may include wearing jeans.
For the purposes of celebrations, staff rewards and for cleaning/moving days, the Agency may announce additional casual dress days. The Communications Department will announce when other casual days may be in effect agency-wide. Partnership directors and other supervisors may announce such days by region. In addition, staff may participate in any district-declared casual days so long as they are of special occasion and are not part of a daily relaxed dress code in a given district.
When participating in casual dress days, staff members are expected to wear clothes and shoes that are in good repair, clean and are appropriate for wearing to work. Clothes should be appropriately modest for a work setting. Messages on clothing may not be profane, obscene, vulgar, have sexual overtones or promote alcohol, tobacco or drugs. Tattoos of the same must be covered.
When such casual days are scheduled or announced agency-wide, regionally or in a specific district, staff members should avoid dressing casual in situations such as:
• When staff are presenting to a group of professionals or group of parents.
• When staff will be visiting in districts that have a dress code in place. We honor the dress code of our partners.
• When in important meetings in which professional dress is appropriate, such as hosting visiting teachers from out of state, legislative visitors, etc.
If you have any questions about this new policy, contact Nola Bond at nbond@aea11.k12.ia.us or ext. 14318 or Chris Pierson at cpierson@aea11.k12.ia.us or ext. 14400.
We have received a consistent request and message from employees regarding the option for them to wear jeans on Fridays as well as a message of trusting staff to make decisions on how they dress. In view of this feedback, agency leadership considered the effect of the needs of our partners, those we serve and supporting a staff culture consistent with our agency mission and values. After consideration, effective November 25, 2009, we will modify the dress code policy to include casual dress days. The expanded policy is outlined below. We want to thank staff for their open communication and valuable contribution to the Agency and to those we serve.
Casual Days
Effective: November 25, 2009
Casual dress is an option for staff members on the last working day of the week. Casual dress may include wearing jeans.
For the purposes of celebrations, staff rewards and for cleaning/moving days, the Agency may announce additional casual dress days. The Communications Department will announce when other casual days may be in effect agency-wide. Partnership directors and other supervisors may announce such days by region. In addition, staff may participate in any district-declared casual days so long as they are of special occasion and are not part of a daily relaxed dress code in a given district.
When participating in casual dress days, staff members are expected to wear clothes and shoes that are in good repair, clean and are appropriate for wearing to work. Clothes should be appropriately modest for a work setting. Messages on clothing may not be profane, obscene, vulgar, have sexual overtones or promote alcohol, tobacco or drugs. Tattoos of the same must be covered.
When such casual days are scheduled or announced agency-wide, regionally or in a specific district, staff members should avoid dressing casual in situations such as:
• When staff are presenting to a group of professionals or group of parents.
• When staff will be visiting in districts that have a dress code in place. We honor the dress code of our partners.
• When in important meetings in which professional dress is appropriate, such as hosting visiting teachers from out of state, legislative visitors, etc.
If you have any questions about this new policy, contact Nola Bond at nbond@aea11.k12.ia.us or ext. 14318 or Chris Pierson at cpierson@aea11.k12.ia.us or ext. 14400.
Reminder: Staff Advisory Councils are Available to Serve You
As a reminder to all agency staff, Heartland has two advisory councils for staff members – the Staff Advisory Council and Support Staff Advisory Council. Please remember that you may submit your celebrations, good news, issues or any questions you may have on any agency topic to any one of the staff members listed below. Advisory councils meet monthly and staff input and feedback is a standing agenda item at every meeting.
All agendas and minutes are posted each month and are accessible to all staff on the Agency’s file server. To access the server, click on “Go” at the menu on the top of your computer screen, scroll down and click on “Connect to Server,” choose: afp://aeaserver.aea11.k12.ia.us/, click “Connect” and then log-in using your server password. Choose the “Work Groups” server. Meeting documents can be located by clicking on the “Meeting Notes” folder and scrolling down to locate the desired meeting folders.
Staff Advisory Council Members 2009-10
Support Staff Advisory Council Members 2009-10
All agendas and minutes are posted each month and are accessible to all staff on the Agency’s file server. To access the server, click on “Go” at the menu on the top of your computer screen, scroll down and click on “Connect to Server,” choose: afp://aeaserver.aea11.k12.ia.us/, click “Connect” and then log-in using your server password. Choose the “Work Groups” server. Meeting documents can be located by clicking on the “Meeting Notes” folder and scrolling down to locate the desired meeting folders.
Staff Advisory Council Members 2009-10
- Wendy Acri, Challenging Behavior & Autism Consultant, Ames
- Kathy Allison, Program Assistant, Special Education, Indianola
- Mary Boshart, School Psychologist, Woodside
- Colleen Chalfant, Regional Secretary, Guthrie Center
- Judy Cleveland, Technology Specialist, Johnston
- Karen Cox, Special Education/Transition Consultant, Guthrie Center
- Sheila Fay, Professional Learning & Leadership Consultant, Knoxville
- Candice Gravett, Early Childhood Special Education Consultant, Woodside
- Julie Hukee, Curriculum Consultant, Mathematics/Program Assistant, Curriculum & Instruction, Johnston
- Tammy Hulsing, Assistive Technology Specialist/Speech-Language Pathologist, Carroll
- Lisa Jacobson, Physical Therapist, Johnston
- JoAnn Klocke, Partnership Director, Carroll
- Pat Latham, ESL/Diversity Consultant, Johnston
- Lynn McCartney, Program Assistant, Instructional Technology, Johnston
- Judy Monk, Shelter Care Teacher, SCYFS – Indianola
- Jessica Pottebaum, Occupational Therapist, Newton
- Alicia Rahn-Blakeslee, Program Assistant, Innovation, Johnston
- Kathy Randel, Secretary, Johnston
- Jude Richardson, Shelter Care Consultant, Woodside
- Kristy Sadler-Tiedt, School Social Worker, Indianola
- Sue Schirmer, Professional Learning and Leadership Consultant, Johnston
- Veretta Schuyler, Special Education Clerk, Woodside
- Rita Simpson, Library Clerk, Johnston
- Dennis Smith, Retired Speech-Language Pathologist, buckhorn49@yahoo.com
- Sue Smith, School Social Worker, Ames
- Valerie Steinbach, Parent Coordinator, Newton
- Beth Sunds, Audiologist, Adel
- Dirk Swanson, Physical Therapist, Adel
- Phil Swift, Speech-Language Pathologist, Woodside
- Michael White, Special Education/Transition Consultant, Newton
- Sheila King, Interim Chief Administrator, Co-Chair, Johnston
- Laura Gillon, Chief of Staff, Co-Chair, Johnston
- Steve Prall, Chief of Operations, Ad Hoc member, Johnston
- Terri Barnes, Executive Assistant, Secretary, Johnston
Support Staff Advisory Council Members 2009-10
- Kim Anderson, Special Education Clerk, Knoxville
- Annis Austin-Woods, Special Education Clerk, Johnston
- Angela Bosworth, Regional Secretary, Adel
- Terra Brewer, Secretary, Johnston
- Janet Brown, Secretary, Johnston
- Shelley Christensen, Secretary, Johnston
- Sue Dunsmoor, Special Education Data Specialist, Adel
- Mary Keul, Secretary, Woodside
- Marla Roush, Regional Secretary, Indianola
- Jenny Ugolini, Board Secretary/Executive Assistant, Johnston
- Sharon Kurns, Director of Professional Learning & Leadership, Advisor, Johnston
Iowa Core Curriculum Update
Registration information for January/February and April Iowa Core Curriculum Leadership Training, Year Two, is available on the Heartland Iowa Core Curriculum Web page at http://www.aea11.k12.ia.us/ICC. Registration is a must to ensure sufficient space and materials will be available.
Questions and Answers
(Responses from the Heartland Iowa Core Curriculum Team)
1. Implementation plan—How far out should districts project? 1 year? Multiple years?
Every outcome, for every content area at each grade span, needs to be addressed in the implementation plan by the legislative deadlines. Districts/schools need to establish the timeline for implementing all the actions of their plans and that timeline will vary from one year to several years in the future, based on district/school priorities and needs.
2. How is the implementation plan going to affect teaching and learning?
It is the actions a district/school outlines in its implementation plan that will address the expectations of all six outcomes. If districts/schools develop an implementation plan based on the results of their self-studies, their work is likely to be connected to classroom practices through outcomes 4 and 6 in particular. These actions will impact teaching and learning.
See more questions and answers at http://www.aea11.k12.ia.us/ICC. Questions may be addressed to Linda Biermann Hoobin, Teaching and Learning Consultant for the Iowa Core Curriculum, at lhoobin@aea11.k12.ia.us.
Questions and Answers
(Responses from the Heartland Iowa Core Curriculum Team)
1. Implementation plan—How far out should districts project? 1 year? Multiple years?
Every outcome, for every content area at each grade span, needs to be addressed in the implementation plan by the legislative deadlines. Districts/schools need to establish the timeline for implementing all the actions of their plans and that timeline will vary from one year to several years in the future, based on district/school priorities and needs.
2. How is the implementation plan going to affect teaching and learning?
It is the actions a district/school outlines in its implementation plan that will address the expectations of all six outcomes. If districts/schools develop an implementation plan based on the results of their self-studies, their work is likely to be connected to classroom practices through outcomes 4 and 6 in particular. These actions will impact teaching and learning.
See more questions and answers at http://www.aea11.k12.ia.us/ICC. Questions may be addressed to Linda Biermann Hoobin, Teaching and Learning Consultant for the Iowa Core Curriculum, at lhoobin@aea11.k12.ia.us.
Literacy, Language & Communication for Children with Significant Disabilities Project Opportunity
Professional Development and Research sponsored by the Iowa Department of Education in collaboration with the University of Northern Iowa
Through intensive professional development and on-going support, this project promotes the comprehensive literacy learning of Iowa students with significant developmental disabilities. Each year, teams of educators from around the state are selected to participate. UNI faculty with expertise in reading, writing and communication for students with disabilities will facilitate workshops and provide regular in-class support.
Teams:
Teams are composed of 4-5 educational professionals who work together to support a child or children with significant developmental disabilities. At least one of the children should participate in the Iowa Alternate Assessment. For younger children (K-2), children should demonstrate the characteristics of students who participate in the Iowa Alternate Assessment.
Teams must include a special education and regular education teacher. Other team members may include: SLP; OT; consultant/specialist; administrator; associates or other members as appropriate.
Commitments:
1. Entire team attends week-long summer Literacy Course (August 9-13, 2010) in Cedar Falls, IA and two Saturday sessions during the 2010-2011 school year.
2. All participants meet in monthly ICN discussions.
3. Team members assist in collecting artifacts and data to document literacy outcomes of children.
Benefits:
Participants will receive state of the art literacy information and resources, on-going support, materials, travel, lodging, stipends and continuing education or graduate credit.
To Apply:
Select a team and fill out the application (must include administrator signature). Submit a letter of intent describing your interest in the project, team and students. Applications due by December 16, 2009. Participants will be notified by March 26, 2010.
Click here for more information.
Click here to download the application form.
Through intensive professional development and on-going support, this project promotes the comprehensive literacy learning of Iowa students with significant developmental disabilities. Each year, teams of educators from around the state are selected to participate. UNI faculty with expertise in reading, writing and communication for students with disabilities will facilitate workshops and provide regular in-class support.
Teams:
Teams are composed of 4-5 educational professionals who work together to support a child or children with significant developmental disabilities. At least one of the children should participate in the Iowa Alternate Assessment. For younger children (K-2), children should demonstrate the characteristics of students who participate in the Iowa Alternate Assessment.
Teams must include a special education and regular education teacher. Other team members may include: SLP; OT; consultant/specialist; administrator; associates or other members as appropriate.
Commitments:
1. Entire team attends week-long summer Literacy Course (August 9-13, 2010) in Cedar Falls, IA and two Saturday sessions during the 2010-2011 school year.
2. All participants meet in monthly ICN discussions.
3. Team members assist in collecting artifacts and data to document literacy outcomes of children.
Benefits:
Participants will receive state of the art literacy information and resources, on-going support, materials, travel, lodging, stipends and continuing education or graduate credit.
To Apply:
Select a team and fill out the application (must include administrator signature). Submit a letter of intent describing your interest in the project, team and students. Applications due by December 16, 2009. Participants will be notified by March 26, 2010.
Click here for more information.
Click here to download the application form.
Tuesday, November 17, 2009
Message from the Interim Chief Administrator
Agency Budget Update
The Agency’s leadership teams, and specifically leaders from Cabinet, District Services Council (DSC) and Operations Support Council (OSC), have been meeting to continue the process of determining how the Agency will trim its budget in the wake of the state’s 10% budget cut. The discussions focus on how to reduce the Agency’s budget, keeping these guidelines in mind:
• Maintain mandated services
• Minimize impact on clients
• Adhere to accreditation standards for service, agency initiatives and core services
• Minimize impact on all staff
• Seek and pursue new resources
• Reduce discretionary expenditure areas where possible
• Reduce number of staff through attrition where possible
• Maintain minimum 5% unreserved/undesignated fund balance targets
Current Decisions
We have made an initial plan for addressing the 10% cut, which is roughly $2.9 million for the Agency. As the details of these cuts are further defined, there will be additional communication to staff. Here’s the rough outline of where funds will be cut to date:
• $300,000 from categorical funds (professional development, Teacher Quality Compensation, Phase II and Iowa Core Curriculum) Note: Any changes in TQ and Phase II paycheck payments would occur after January 2010. For further details about TQ, see additional information below.
• $700,000 reduction in the Des Moines Public Schools’ contract
• $1.1M from ARRA Part B funds
• $600,000 from OSC and DSC budgets
• $100,000-150,000 from travel, purchases and other non-personnel cuts and creating a “culture of austerity”
• $150,000 excess resources from previous year’s budget
Dave King has offered the idea of creating a “culture of austerity” in our agency, and as part of achieving the target of $100,000–150,000 in savings from non-personnel cuts, we have made some other decisions and plans to help conserve our agency’s resources without significantly impacting our work. With everyone’s help, we know we can make a significant impact on our budget. We are looking for ways to measure our progress, and if you have ideas about that, please let me know. We want to be able to see and celebrate our successes!
• Coffee & Food at Internal Meetings: The Agency will no longer provide or reimburse for food or coffee for Heartland employees at any agency meeting, including regional office meetings and discipline/workgroup meetings. This is something we have enjoyed, but this is the type of discretionary spending the Agency needs to limit when funds are tight. The practice of signing up for treats is one approach groups are encouraged to consider if there is a desire to continue having food at meetings.
• Cost Saving Tips for Staff in The Connection: We have heard from several staff members who have ideas that could have an impact on our budget. Staff Advisory Council suggested we begin a routine communication in The Connection to share those tips with staff. Many cost saving ideas have been generated, including turning off lights, printing to copy machines, using an audio or video iChat to have a meeting and finding ways to reduce mileage. This week, we’ll give you some tips on how you can save on printing.
Next Steps
While some progress has been made, our leaders have several things left to address for this year, as well as for our future. We are focusing on further defining the reductions for the current year before we move on to 2010-2011 budget, beginning with the following:
• Hiring: Nola Bond, Director of Human Resources, is working with members of Cabinet to develop a process for addressing short- and long-term vacancies. In the absence of a formal process, leaders are asked to work closely with their supervisors when vacancies occur. Laura Gillon, Chief of Staff, and Steve Prall, Chief of Operations, will work with Cabinet members and Human Resources to make decisions.
• Agency Travel: Sharon Kurns, Director of Professional Learning and Leadership, is working with members of Cabinet to identify our decision-making guidelines for agency travel for the remainder of the 2009-10 year. As you know, most travel has been frozen. If you have questions about travel, please bring those to your supervisor.
• Purchasing: Dave King, Director of Finance and Business Services is working with members of Cabinet to define guidelines for making purchases. While we want to maintain our ability to provide staff with the tools they need to do their work, we expect leaders will be working with staff to carefully evaluate all equipment and material purchase requests.
• 2009-10 Budget Amendments and 2010-11 Budget Development: Business Office staff will be working with each of the Agency’s budget managers to amend the current year budget and work with them on forming next year’s budget. This process will begin in December.
I appreciate the time and effort everyone is making to protect our agency’s resources. We will continue to provide regular progress updates, and as always, your ideas and input are welcome.
New Feature to Support Creating a Culture of Austerity at Heartland: Cost Saving Tips For Staff Members
We are starting a new feature in The Connection to give staff some specific tools for helping reduce our expenses. Please keep these cost saving ideas in mind as you go about your daily work. These tips have the power to make an impact now, so please consider incorporating them into your workday. You can make a difference! Our focus this week is on printing.
Printing Tips
*Should you print in color or black and white and where should you print? It costs more to print in color than black and white, and it costs more to print black and white on a color printer than on a copier or a black and white printer. You should always print to the most appropriate device. A document in color may look better, but ask yourself if you really need it. To help with your decision-making, keep in mind that maintaining a Xerox 6360 color printer can cost $1,578.50 for a set of toner cartridges, a fuser, transfer roller and an imaging unit. The estimated per copy cost of printing to a color printer is $.10 to $.20 per copy, depending on coverage. That same color copy printed in our Heartland Print Center is currently being billed at $.02 per copy and will provide much better quality.
*Print documents two-sided to save paper. If your print driver for your copier has not been set up for two-sided printing, you can contact Tech Support for assistance in getting this option installed. You can find instructions for using this option on the server in Workgroups>Technology_Services>Software_Resources>Ricoh XXXX Copier Duplexing.pdf. Most of our printers cannot duplex, so printing to your office copier will be more cost effective. Better yet, don’t print so much—e-mail, Web pages, agendas, minutes, etc. can be accessed on your computer.
*Scan documents to PDF and e-mail them instead of copying them. Documents in electronic form may not need to be printed at all. Most agency copiers are able to scan documents into PDFs. If you need assistance, contact a support staff member in your office.
*Change the margins on your documents to save paper. This will increase the amount of space available for your documents to print on. The margins in Word are automatically set at 1” but setting them to .75” will save paper and still leave you with space on the side of your documents. To change the margins in a Word document using a Mac: After you open up Microsoft Word, go to the FORMAT drop down menu, then choose DOCUMENT. Once on DOCU¬MENT, click on MARGINS, and you’ll be able to change the settings for your margins. Check out the September HeartBeat for a great article that shows how much paper can be saved when margins are decreased.
Phase II and Teacher Quality Updates
There are additional updates for staff related to the funding from Phase II and Teacher Quality. The Agency receives categorical funding in these areas, and there is language in the HEA contract to guide how these funds are distributed to staff.
• TQ Professional Development: For this year, the amount of Teacher Quality funds for staff will be $460 for a 15-hour activity. The amount is lower this year because of higher participation in the activities coupled with the recent across the board budget cuts. If you have any questions, please contact Sharon Kurns at ext. 14362 or skurns@aea11.k12.ia.us.
• Phase II and TQ Compensation: Per our negotiated agreement, articles 18 H. and I, payment to staff in these areas is contingent upon receipt of Phase II and/or TQ compensation monies from the state. The state issued an across the board funding cut which includes reducing these funding sources, so we will be reducing payments to reflect this beginning sometime after January 1, 2010. We are waiting until then to make reductions for two reasons:
1. Last year the legislature backfilled these funds, which is why last year’s payments were not reduced.
2. Because there are so many different local contract provisions or lack thereof, SAI, IASB and ISEA agreed to address the legal issue in question via a declaratory order to clarify the matter and prevent hundreds of school districts from undertaking the same debate with their respective teachers’ unions. With this process, legal questions are provided to the Iowa Department of Education or an Iowa district court judge. The opposing parties are able to present their arguments for why those legal questions should be answered in a certain way. If you have any questions, please contact Dave King at ext. 14315 or dking@aea11.ki2.ia.us.
The Agency’s leadership teams, and specifically leaders from Cabinet, District Services Council (DSC) and Operations Support Council (OSC), have been meeting to continue the process of determining how the Agency will trim its budget in the wake of the state’s 10% budget cut. The discussions focus on how to reduce the Agency’s budget, keeping these guidelines in mind:
• Maintain mandated services
• Minimize impact on clients
• Adhere to accreditation standards for service, agency initiatives and core services
• Minimize impact on all staff
• Seek and pursue new resources
• Reduce discretionary expenditure areas where possible
• Reduce number of staff through attrition where possible
• Maintain minimum 5% unreserved/undesignated fund balance targets
Current Decisions
We have made an initial plan for addressing the 10% cut, which is roughly $2.9 million for the Agency. As the details of these cuts are further defined, there will be additional communication to staff. Here’s the rough outline of where funds will be cut to date:
• $300,000 from categorical funds (professional development, Teacher Quality Compensation, Phase II and Iowa Core Curriculum) Note: Any changes in TQ and Phase II paycheck payments would occur after January 2010. For further details about TQ, see additional information below.
• $700,000 reduction in the Des Moines Public Schools’ contract
• $1.1M from ARRA Part B funds
• $600,000 from OSC and DSC budgets
• $100,000-150,000 from travel, purchases and other non-personnel cuts and creating a “culture of austerity”
• $150,000 excess resources from previous year’s budget
Dave King has offered the idea of creating a “culture of austerity” in our agency, and as part of achieving the target of $100,000–150,000 in savings from non-personnel cuts, we have made some other decisions and plans to help conserve our agency’s resources without significantly impacting our work. With everyone’s help, we know we can make a significant impact on our budget. We are looking for ways to measure our progress, and if you have ideas about that, please let me know. We want to be able to see and celebrate our successes!
• Coffee & Food at Internal Meetings: The Agency will no longer provide or reimburse for food or coffee for Heartland employees at any agency meeting, including regional office meetings and discipline/workgroup meetings. This is something we have enjoyed, but this is the type of discretionary spending the Agency needs to limit when funds are tight. The practice of signing up for treats is one approach groups are encouraged to consider if there is a desire to continue having food at meetings.
• Cost Saving Tips for Staff in The Connection: We have heard from several staff members who have ideas that could have an impact on our budget. Staff Advisory Council suggested we begin a routine communication in The Connection to share those tips with staff. Many cost saving ideas have been generated, including turning off lights, printing to copy machines, using an audio or video iChat to have a meeting and finding ways to reduce mileage. This week, we’ll give you some tips on how you can save on printing.
Next Steps
While some progress has been made, our leaders have several things left to address for this year, as well as for our future. We are focusing on further defining the reductions for the current year before we move on to 2010-2011 budget, beginning with the following:
• Hiring: Nola Bond, Director of Human Resources, is working with members of Cabinet to develop a process for addressing short- and long-term vacancies. In the absence of a formal process, leaders are asked to work closely with their supervisors when vacancies occur. Laura Gillon, Chief of Staff, and Steve Prall, Chief of Operations, will work with Cabinet members and Human Resources to make decisions.
• Agency Travel: Sharon Kurns, Director of Professional Learning and Leadership, is working with members of Cabinet to identify our decision-making guidelines for agency travel for the remainder of the 2009-10 year. As you know, most travel has been frozen. If you have questions about travel, please bring those to your supervisor.
• Purchasing: Dave King, Director of Finance and Business Services is working with members of Cabinet to define guidelines for making purchases. While we want to maintain our ability to provide staff with the tools they need to do their work, we expect leaders will be working with staff to carefully evaluate all equipment and material purchase requests.
• 2009-10 Budget Amendments and 2010-11 Budget Development: Business Office staff will be working with each of the Agency’s budget managers to amend the current year budget and work with them on forming next year’s budget. This process will begin in December.
I appreciate the time and effort everyone is making to protect our agency’s resources. We will continue to provide regular progress updates, and as always, your ideas and input are welcome.
New Feature to Support Creating a Culture of Austerity at Heartland: Cost Saving Tips For Staff Members
We are starting a new feature in The Connection to give staff some specific tools for helping reduce our expenses. Please keep these cost saving ideas in mind as you go about your daily work. These tips have the power to make an impact now, so please consider incorporating them into your workday. You can make a difference! Our focus this week is on printing.
Printing Tips
*Should you print in color or black and white and where should you print? It costs more to print in color than black and white, and it costs more to print black and white on a color printer than on a copier or a black and white printer. You should always print to the most appropriate device. A document in color may look better, but ask yourself if you really need it. To help with your decision-making, keep in mind that maintaining a Xerox 6360 color printer can cost $1,578.50 for a set of toner cartridges, a fuser, transfer roller and an imaging unit. The estimated per copy cost of printing to a color printer is $.10 to $.20 per copy, depending on coverage. That same color copy printed in our Heartland Print Center is currently being billed at $.02 per copy and will provide much better quality.
*Print documents two-sided to save paper. If your print driver for your copier has not been set up for two-sided printing, you can contact Tech Support for assistance in getting this option installed. You can find instructions for using this option on the server in Workgroups>Technology_Services>Software_Resources>Ricoh XXXX Copier Duplexing.pdf. Most of our printers cannot duplex, so printing to your office copier will be more cost effective. Better yet, don’t print so much—e-mail, Web pages, agendas, minutes, etc. can be accessed on your computer.
*Scan documents to PDF and e-mail them instead of copying them. Documents in electronic form may not need to be printed at all. Most agency copiers are able to scan documents into PDFs. If you need assistance, contact a support staff member in your office.
*Change the margins on your documents to save paper. This will increase the amount of space available for your documents to print on. The margins in Word are automatically set at 1” but setting them to .75” will save paper and still leave you with space on the side of your documents. To change the margins in a Word document using a Mac: After you open up Microsoft Word, go to the FORMAT drop down menu, then choose DOCUMENT. Once on DOCU¬MENT, click on MARGINS, and you’ll be able to change the settings for your margins. Check out the September HeartBeat for a great article that shows how much paper can be saved when margins are decreased.
Phase II and Teacher Quality Updates
There are additional updates for staff related to the funding from Phase II and Teacher Quality. The Agency receives categorical funding in these areas, and there is language in the HEA contract to guide how these funds are distributed to staff.
• TQ Professional Development: For this year, the amount of Teacher Quality funds for staff will be $460 for a 15-hour activity. The amount is lower this year because of higher participation in the activities coupled with the recent across the board budget cuts. If you have any questions, please contact Sharon Kurns at ext. 14362 or skurns@aea11.k12.ia.us.
• Phase II and TQ Compensation: Per our negotiated agreement, articles 18 H. and I, payment to staff in these areas is contingent upon receipt of Phase II and/or TQ compensation monies from the state. The state issued an across the board funding cut which includes reducing these funding sources, so we will be reducing payments to reflect this beginning sometime after January 1, 2010. We are waiting until then to make reductions for two reasons:
1. Last year the legislature backfilled these funds, which is why last year’s payments were not reduced.
2. Because there are so many different local contract provisions or lack thereof, SAI, IASB and ISEA agreed to address the legal issue in question via a declaratory order to clarify the matter and prevent hundreds of school districts from undertaking the same debate with their respective teachers’ unions. With this process, legal questions are provided to the Iowa Department of Education or an Iowa district court judge. The opposing parties are able to present their arguments for why those legal questions should be answered in a certain way. If you have any questions, please contact Dave King at ext. 14315 or dking@aea11.ki2.ia.us.
Monday, November 16, 2009
Important Messages About November Office Meetings
November 20 Regional Office Staff Meetings
In order to save costs on printing, we will be asking staff members to download several documents onto your computers prior to the office meetings on November 20. The documents will be available for download after noon on November 18 from a new tab on the Intranet called Professional Development Resources. The documents will be under a link called November Office Meeting Child Find Update. Also, please note that all meetings on November 20 start at 8:00 a.m. The morning session will be a Child Find update and office meeting, and the afternoon is free for learning teams to meet in whatever location they choose. (Remember to wear your team shirt if you have one.)
November 23 Central Staff Meeting
The meeting on November 23 is for staff members assigned to the central office from the areas of Professional Learning & Leadership, Special Education and Innovation & Accountability. (Operations staff members are not meeting in November.) We would like support staff to join us for the first part of the November 23 meeting, which will start at 8:30 a.m. Learning teams will meet in the afternoon in whatever location they choose.
In order to save costs on printing, we will be asking staff members to download several documents onto your computers prior to the office meetings on November 20. The documents will be available for download after noon on November 18 from a new tab on the Intranet called Professional Development Resources. The documents will be under a link called November Office Meeting Child Find Update. Also, please note that all meetings on November 20 start at 8:00 a.m. The morning session will be a Child Find update and office meeting, and the afternoon is free for learning teams to meet in whatever location they choose. (Remember to wear your team shirt if you have one.)
November 23 Central Staff Meeting
The meeting on November 23 is for staff members assigned to the central office from the areas of Professional Learning & Leadership, Special Education and Innovation & Accountability. (Operations staff members are not meeting in November.) We would like support staff to join us for the first part of the November 23 meeting, which will start at 8:30 a.m. Learning teams will meet in the afternoon in whatever location they choose.
November 2009 Board of Directors Meeting Recap
The Heartland AEA Board of Directors met for its regular board meeting on November 10.
Board Recognition
The meeting began with board recognition, during which time the Board formally recognized and thanked David King, Director of Finance and Business Services; Rebecca McCreary, Business Manager; Diane Schnelker, Assessment Consultant; Jennifer Swanson, Assessment Consultant; David Tilly, Director of Innovation and Accountability; and Kristi Upah, Assistant Director of Innovation and Accountability for their collaboration and support of staff and districts during the American Recovery and Reinvestment Act (ARRA) application and reporting process. ARRA reporting was a huge accountability issue for the Agency, and districts relied heavily on Heartland staff to assist them with reporting requirements and deadlines. These employees pulled together last-minute training sessions and provided outstanding 1:1 support. This type of collaboration is a hallmark of Heartland and many districts sent personal notes of thanks. Board president Ann Wilson thanked staff members for the hard work they have done and continue to do in support of the Agency and districts.
The Board then entered into closed session at 5:50 p.m. and returned to public session at 6:48 p.m. followed by another closed session from 6:49 p.m. to 7:36 p.m.
Discussion Items
When the Board continued with its public session, members had their second reading of Board Policy 511 – Internet Acceptable Use and Safety. Board members commented on how well the policy was outlined and went on to unanimously approve the policy.
Sheila King updated the Board on progress made with the Agency’s budget. Cabinet members and members of the Operations Support Council (OSC) and District Services Council (DSC) have been meeting regularly to discuss Governor Culver’s recent 10 percent budget cut and its impact on the budget. Both councils have been using the Agency’s vision, mission and core values as touchstones to stay focused on what really matters as they make decisions.
The Councils met on November 9 to identify $1 million worth of cuts from the American Recovery and Reinvestment Act (ARRA) funds. They were successful and still able to maintain core services and staffing. Within the next week, additional meetings will be held to determine a clear approach on future travel, hiring and purchasing. More attention will be paid to these and other non-personnel areas as the Agency looks to conserve its resources.
David King then updated the Board on 1:1 meetings that will be held in December with every budget manager. The focus of these conversations will be on building their 2010-11 budgets. He then led the Board through a rough outline of the 10 percent cut, roughly $2.9 million for the Agency.
• $300,000 from categorical funds (professional development, Teacher Quality and Iowa Core Curriculum)
• $700,000 from Des Moines Public Schools
• $1.1M from ARRA funds
• $600,000 from OSC and DSC budgets
• $100,000-150,000 from travel, purchases and other non-personnel cuts
• $150,000 excess resources from previous year’s budget
Comments
Hazard and Young has officially started the search and recruitment process for the new Chief Administrator. An ad for the position is being run in Education Week and additional ads are being posted this week. Screening will begin mid-December.
The IKM and Manning school districts are moving forward with their merger plans. IKM is part of AEA 13 and Manning is part of Heartland. The chief administrators from both AEAs have agreed to use the same counsel, Jim Hanks, for efficiency and cost effectiveness. The petition to merge may be filed this month, and if so, a joint board meeting will be held in January. The Board will be kept apprised of the timeline.
Board Recognition
The meeting began with board recognition, during which time the Board formally recognized and thanked David King, Director of Finance and Business Services; Rebecca McCreary, Business Manager; Diane Schnelker, Assessment Consultant; Jennifer Swanson, Assessment Consultant; David Tilly, Director of Innovation and Accountability; and Kristi Upah, Assistant Director of Innovation and Accountability for their collaboration and support of staff and districts during the American Recovery and Reinvestment Act (ARRA) application and reporting process. ARRA reporting was a huge accountability issue for the Agency, and districts relied heavily on Heartland staff to assist them with reporting requirements and deadlines. These employees pulled together last-minute training sessions and provided outstanding 1:1 support. This type of collaboration is a hallmark of Heartland and many districts sent personal notes of thanks. Board president Ann Wilson thanked staff members for the hard work they have done and continue to do in support of the Agency and districts.
The Board then entered into closed session at 5:50 p.m. and returned to public session at 6:48 p.m. followed by another closed session from 6:49 p.m. to 7:36 p.m.
Discussion Items
When the Board continued with its public session, members had their second reading of Board Policy 511 – Internet Acceptable Use and Safety. Board members commented on how well the policy was outlined and went on to unanimously approve the policy.
Sheila King updated the Board on progress made with the Agency’s budget. Cabinet members and members of the Operations Support Council (OSC) and District Services Council (DSC) have been meeting regularly to discuss Governor Culver’s recent 10 percent budget cut and its impact on the budget. Both councils have been using the Agency’s vision, mission and core values as touchstones to stay focused on what really matters as they make decisions.
The Councils met on November 9 to identify $1 million worth of cuts from the American Recovery and Reinvestment Act (ARRA) funds. They were successful and still able to maintain core services and staffing. Within the next week, additional meetings will be held to determine a clear approach on future travel, hiring and purchasing. More attention will be paid to these and other non-personnel areas as the Agency looks to conserve its resources.
David King then updated the Board on 1:1 meetings that will be held in December with every budget manager. The focus of these conversations will be on building their 2010-11 budgets. He then led the Board through a rough outline of the 10 percent cut, roughly $2.9 million for the Agency.
• $300,000 from categorical funds (professional development, Teacher Quality and Iowa Core Curriculum)
• $700,000 from Des Moines Public Schools
• $1.1M from ARRA funds
• $600,000 from OSC and DSC budgets
• $100,000-150,000 from travel, purchases and other non-personnel cuts
• $150,000 excess resources from previous year’s budget
Comments
Hazard and Young has officially started the search and recruitment process for the new Chief Administrator. An ad for the position is being run in Education Week and additional ads are being posted this week. Screening will begin mid-December.
The IKM and Manning school districts are moving forward with their merger plans. IKM is part of AEA 13 and Manning is part of Heartland. The chief administrators from both AEAs have agreed to use the same counsel, Jim Hanks, for efficiency and cost effectiveness. The petition to merge may be filed this month, and if so, a joint board meeting will be held in January. The Board will be kept apprised of the timeline.
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