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.
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