Just think, when we were kids we looked forward to snow days with little or no regard to the effect on our school. Unfortunately as grown ups, it gets more complicated.
The Situation
Schools and AEAs across Iowa are struggling this year with the number of school days that have been canceled due to inclement weather and determining how to make them up. Many schools are exploring extended days and Saturday classes as solutions to prevent the school year from running deep into the summer, interfering with summer sessions, vacations, etc. These decisions are being made at the local district level; therefore, the impact on our staff members is complicated. Heartland staff members serving multiple districts may end up with one district adding days to the end of the year, one district extending days and one district implementing Saturday classes.
The Solution
This communication is intended to provide guidance in addressing Saturday School and extended day situations for both exempt staff (salaried) and non-exempt staff (those who complete time sheets).
Saturday School
Exempt staff (salaried)
A calendar exchange may be used to match the staff calendar to this plan. For exempt (salaried) staff, there are no time-and-a-half overtime implications.
Non-exempt staff (time sheets)
Non-exempt staff members working over 40 hours per week may have a time-and-a-half overtime implication. Supervisors will determine if the non-exempt staff member’s service is needed on Saturday and if the employee shall work.
Extended Day
Exempt staff (salaried)
Exempt staff members at Heartland are salaried. In general, salaried means accountability to the work for a position regardless of hours worked. Therefore, extension of the workday does not have additional pay, overtime or exchange day implications.
Non-exempt staff (time sheets)
When a district is using extended days to make up snow days, the staff member’s time sheets must reflect the actual time worked, which may have a time-and-a-half overtime implication. Not every situation will require that a non-exempt staff member stay to work for this extra time, and thus should be decided with the supervisor prior to following this schedule.
What about your unique situation?
Please work with your supervisor to determine the right solution for your unique circumstances. Your supervisor will work within the context of the inclement weather policy, this communication, your employment contract (if applicable) and the needs of the schools Heartland serves. Thank you for your patience and understanding as we work through this complicated matter. What’s next this year, dismissals for heat? Sounds good doesn’t it?
Monday, March 1, 2010
Staff Allocation and Assignments for the 2010-2011 School Year
For the past several months the Heartland District Services Council (DSC) has been considering how to carry out staff allocation and assignment decisions for the 2010-2011 school year. Beginning with recommendations made by the Staff Allocation Work Group in August 2009, the DSC examined several possible methods for calculating allocations using formulas with different variables. Assisted by Heartland assessment consultants, a number of trial calculations were done using data from the current year to assess the impact of each formula. The impact that each method for determining allocation would have on current services to Heartland school districts and Heartland staff who deliver those services was also considered.
Discussions about allocation occurred this fall and winter with a wide range of leadership groups within the Agency. Included in these conversations were the Superintendent’s Advisory Council, Staff Advisory Council, Partnership Directors Council and Operations Support Council. Reports on the status of decision making with regard to allocation were made to each group and input was requested.
For the groups listed below, the DSC has run the decision making process regarding refilling vacancies, and the decision was made that in these disciplines, all vacancies for 2010-2011 will be filled. Furthermore, for those groups, regional allocations for board-approved FTE will remain the same as the 2009-2010 school year. For all other workgroups, as vacancies occur, the decision making process will be run on a case-by-case basis.
• School Psychologists
• Special Education Consultants
• Early Childhood and School-Aged Social Workers
• Early Childhood and School-Aged Speech-Language Pathologists
• Occupational Therapists
• Physical Therapists
• Early Childhood Consultants
• Home Intervention Teachers
• Audiologists
• Audiometrists
• Teachers of the Hearing Impaired
A number of critical factors led to the final decision on allocation. They include the following:
• Although the need for more people to do our work is recognized, the current financial situation for the AEA makes increasing the number of staff impossible.
• Shrinking budgets and future revenues make it likely that reductions in FTE will be necessary for the 2011-2012 school year.
• Continuing work at Heartland to define staff roles, functions and standards of practice may impact allocations and assignments when completed.
• Given the current realities for both school districts and the AEA, holding steady on allocations is the best course of action.
Partnership Directors, in consultation with discipline program assistants, are in the process of confirming assignments within each region, and addressing individual situations may indicate a need for change. Heartland staff members and school districts that would be impacted by any changes of assignment will be consulted as part of the assignment decision-making process. Results of assignment decision-making will be reported to all stakeholders.
Discussions about allocation occurred this fall and winter with a wide range of leadership groups within the Agency. Included in these conversations were the Superintendent’s Advisory Council, Staff Advisory Council, Partnership Directors Council and Operations Support Council. Reports on the status of decision making with regard to allocation were made to each group and input was requested.
For the groups listed below, the DSC has run the decision making process regarding refilling vacancies, and the decision was made that in these disciplines, all vacancies for 2010-2011 will be filled. Furthermore, for those groups, regional allocations for board-approved FTE will remain the same as the 2009-2010 school year. For all other workgroups, as vacancies occur, the decision making process will be run on a case-by-case basis.
• School Psychologists
• Special Education Consultants
• Early Childhood and School-Aged Social Workers
• Early Childhood and School-Aged Speech-Language Pathologists
• Occupational Therapists
• Physical Therapists
• Early Childhood Consultants
• Home Intervention Teachers
• Audiologists
• Audiometrists
• Teachers of the Hearing Impaired
A number of critical factors led to the final decision on allocation. They include the following:
• Although the need for more people to do our work is recognized, the current financial situation for the AEA makes increasing the number of staff impossible.
• Shrinking budgets and future revenues make it likely that reductions in FTE will be necessary for the 2011-2012 school year.
• Continuing work at Heartland to define staff roles, functions and standards of practice may impact allocations and assignments when completed.
• Given the current realities for both school districts and the AEA, holding steady on allocations is the best course of action.
Partnership Directors, in consultation with discipline program assistants, are in the process of confirming assignments within each region, and addressing individual situations may indicate a need for change. Heartland staff members and school districts that would be impacted by any changes of assignment will be consulted as part of the assignment decision-making process. Results of assignment decision-making will be reported to all stakeholders.
Facilities Update
Thanks to staff involvement in facility subcommittees in Newton, Knoxville and Johnston, implementation of the Regional Education Center (REC) model is progressing well. These subcommittees have focused on service delivery and have helped move Heartland closer to its goals of reducing the financial resources committed to facilities and reducing the overall square footage footprint of the Agency.
Knoxville
In Knoxville, the subcommittee reconfigured the office to accommodate shortcomings of the allocated space. Working with the Agency’s architect, the subcommittee resolved space allocation issues by simply removing a few walls and erecting another wall in a different location to make the facility more efficient and user-friendly. This minor renovation work is scheduled to begin during spring break (March 15) to reduce inconvenience on Heartland staff. This project is scheduled be to completed by the end of March.
Newton
In Newton, the subcommittee worked with the Agency’s architect to design an efficient REC layout. Lease negotiations are underway for space at the Iowa Telecom building in Newton, and we are optimistic that an agreement can be finalized for the April Board of Director’s meeting. Once an agreement is finalized, we will seek approval from the Department of Education and the Heartland Board of Directors. Our goal is to complete this project and “stand up” the new REC by July 1.
Johnston
The Johnston REC (6500) planning committee submitted its layout recommendation to the Executive Council in February. The general layout is very space efficient and increased the amount of space allocated for service delivery. Next steps are to “program” the space in order to provide more detail to the general layout and to work with the architect on plans and specifications for the project. In addition, a draft timeline for renovation has been developed and will be shared with staff by April.
This is a complex project because it involves construction work in an occupied building, so it’s important for everyone to know that flexibility will be the key to success. This stage of planning requires the development of milestones in the timeline that will minimize the impact of construction on our staff. Tentatively, the targeted construction dates are mid-September through mid-December. Once the plans and specifications for the project are completed, the milestones and timeline will firm up and a communication plan will be developed for coordination purposes. Once this planning phase is completed and communicated, the plans and specifications will be submitted to the Heartland Board of Directors and the Department of Education for review and approval. Once the plans and specifications are approved, the RFP process will be used to contract the project.
Along with the 6500 REC project, provisions are being made to accommodate the closing of the Woodside office and relocation of some staff to Johnston. To accommodate staff currently assigned to the Woodside office, a co-location opportunity at the Neveln Center in Ankeny is being explored. It is anticipated that details of the Ankeny co-location opportunity will be completed by the end of March.
Please stay tuned to The Connection for updates on these projects.
Knoxville
In Knoxville, the subcommittee reconfigured the office to accommodate shortcomings of the allocated space. Working with the Agency’s architect, the subcommittee resolved space allocation issues by simply removing a few walls and erecting another wall in a different location to make the facility more efficient and user-friendly. This minor renovation work is scheduled to begin during spring break (March 15) to reduce inconvenience on Heartland staff. This project is scheduled be to completed by the end of March.
Newton
In Newton, the subcommittee worked with the Agency’s architect to design an efficient REC layout. Lease negotiations are underway for space at the Iowa Telecom building in Newton, and we are optimistic that an agreement can be finalized for the April Board of Director’s meeting. Once an agreement is finalized, we will seek approval from the Department of Education and the Heartland Board of Directors. Our goal is to complete this project and “stand up” the new REC by July 1.
Johnston
The Johnston REC (6500) planning committee submitted its layout recommendation to the Executive Council in February. The general layout is very space efficient and increased the amount of space allocated for service delivery. Next steps are to “program” the space in order to provide more detail to the general layout and to work with the architect on plans and specifications for the project. In addition, a draft timeline for renovation has been developed and will be shared with staff by April.
This is a complex project because it involves construction work in an occupied building, so it’s important for everyone to know that flexibility will be the key to success. This stage of planning requires the development of milestones in the timeline that will minimize the impact of construction on our staff. Tentatively, the targeted construction dates are mid-September through mid-December. Once the plans and specifications for the project are completed, the milestones and timeline will firm up and a communication plan will be developed for coordination purposes. Once this planning phase is completed and communicated, the plans and specifications will be submitted to the Heartland Board of Directors and the Department of Education for review and approval. Once the plans and specifications are approved, the RFP process will be used to contract the project.
Along with the 6500 REC project, provisions are being made to accommodate the closing of the Woodside office and relocation of some staff to Johnston. To accommodate staff currently assigned to the Woodside office, a co-location opportunity at the Neveln Center in Ankeny is being explored. It is anticipated that details of the Ankeny co-location opportunity will be completed by the end of March.
Please stay tuned to The Connection for updates on these projects.
403(b) Presentations Now Available
The State of Iowa’s Retirement Investors’ Club (RIC) has made recordings available to help you learn more about what a 403(b) is, what things to look for in selecting a provider (investment company) and how to enroll in the RIC program.
Three web-based benefits presentations have been recorded and are available for viewing at any time. They cover 403(b) program basics, investment providers and enrollment. These recordings allow you to view the same visual aids used in the live presentation while you listen. You will hear the presenter’s explanations and answers to questions posed by the audience.
Heartland participates in the State of Iowa’s RIC 403(b) program and all agency employees are eligible to participate. The minimum contribution is $10 per pay period, and you may begin participation at any time. The Agency does not offer matching funds, but it is still very beneficial to start saving for your retirement.
Effective January 1, 2010, you have the option to select between five providers: VALIC (formerly AIG), The Hartford, ING, Security Benefit and TIAA-CREF.
If you would like to learn more about participating in a 403(b) plan and how to choose a provider, click on the link below to listen to a live presentation about 403(b) basics.
http://ric.iowa.gov/403b/education/index_presentations.html
Questions may be addressed to Kathy Martin, Benefits Specialist, at kmartin@aea11.k12.ia.us or ext. 14385 or Steve Jordan, Payroll Specialist, at sjordan@aea11.k12.ia.us or ext. 14908.
Three web-based benefits presentations have been recorded and are available for viewing at any time. They cover 403(b) program basics, investment providers and enrollment. These recordings allow you to view the same visual aids used in the live presentation while you listen. You will hear the presenter’s explanations and answers to questions posed by the audience.
Heartland participates in the State of Iowa’s RIC 403(b) program and all agency employees are eligible to participate. The minimum contribution is $10 per pay period, and you may begin participation at any time. The Agency does not offer matching funds, but it is still very beneficial to start saving for your retirement.
Effective January 1, 2010, you have the option to select between five providers: VALIC (formerly AIG), The Hartford, ING, Security Benefit and TIAA-CREF.
If you would like to learn more about participating in a 403(b) plan and how to choose a provider, click on the link below to listen to a live presentation about 403(b) basics.
http://ric.iowa.gov/403b/education/index_presentations.html
Questions may be addressed to Kathy Martin, Benefits Specialist, at kmartin@aea11.k12.ia.us or ext. 14385 or Steve Jordan, Payroll Specialist, at sjordan@aea11.k12.ia.us or ext. 14908.
Updates Made to Resource Scheduler
Some changes are being made in the equipment categories used in the Agency’s Resource Scheduler program for equipment reservation and checkout. The changes are being made to provide more consistency and better grouping of similar items. The changes will be applied to all collections. For example, powered speakers will be classified under “Audio” and all types of projectors will be listed under “Projectors” but each type will have its own category.
The following groupings have been set up in the General collection:
• AUDIO - cassette recorder
• AUDIO conference phone - Polycom
• AUDIO - digital recorder
• AUDIO - Powered Speaker - with microphone
• AUDIO - Powered Speaker - multimedia, no mic
• AUDIO - Stereo CD/cassette tape/radio
• CAMERA - Document/Presentation
• CAMERA - Digital Still
• CAMERA - Digital Video
• CART
• EASEL
• EXTENSION CORD - Multi outlet 120VAC
• LAPTOP
• PROJECTOR - LCD/DLP
• PROJECTOR - Overhead (transparency)
• PROJECTOR STAND
• REMOTE CONTROL - PPT Presentations
• SCREEN - Portable
• TABLE DISPLAY - plastic tents
• TRIPOD - camera stabilization
• VIDEO - DVD player
• VIDEO - VCR
• VIDEO - TV/VCR Combo
• VIDEO CONFERENCE SYSTEM - Polycom
Categories and items will still have their descriptions so it should be easy to find what you need. If you have questions or need assistance with equipment in the checkout pool or conference rooms, please contact Aaron Cook, Video/Multimedia Technology Support Specialist, at acook@aea11.k12.ia.us or ext. 14438, Jane Quanbeck, Internal Technology Support, at jquanbeck@aea11.k12.ia.us or ext. 14409 or Thanh Le, Electronics Repair Technician, at tle@aea11.k12.ia.us or ext. 14329.
The following groupings have been set up in the General collection:
• AUDIO - cassette recorder
• AUDIO conference phone - Polycom
• AUDIO - digital recorder
• AUDIO - Powered Speaker - with microphone
• AUDIO - Powered Speaker - multimedia, no mic
• AUDIO - Stereo CD/cassette tape/radio
• CAMERA - Document/Presentation
• CAMERA - Digital Still
• CAMERA - Digital Video
• CART
• EASEL
• EXTENSION CORD - Multi outlet 120VAC
• LAPTOP
• PROJECTOR - LCD/DLP
• PROJECTOR - Overhead (transparency)
• PROJECTOR STAND
• REMOTE CONTROL - PPT Presentations
• SCREEN - Portable
• TABLE DISPLAY - plastic tents
• TRIPOD - camera stabilization
• VIDEO - DVD player
• VIDEO - VCR
• VIDEO - TV/VCR Combo
• VIDEO CONFERENCE SYSTEM - Polycom
Categories and items will still have their descriptions so it should be easy to find what you need. If you have questions or need assistance with equipment in the checkout pool or conference rooms, please contact Aaron Cook, Video/Multimedia Technology Support Specialist, at acook@aea11.k12.ia.us or ext. 14438, Jane Quanbeck, Internal Technology Support, at jquanbeck@aea11.k12.ia.us or ext. 14409 or Thanh Le, Electronics Repair Technician, at tle@aea11.k12.ia.us or ext. 14329.
Let’s Keep Our Conference Rooms Clean
We all want to keep our offices looking clean and presentable, right? In order to do this, our conference rooms need to be kept clean and presentable as well. After you hold a meeting in an agency conference room, please remember this checklist:
• Are the tables clear of handouts, cups, cans, wrappers, etc.?
• Are the tables clean? Have I wiped them off if someone had sticky food or drink on them?
• Are coffee pots taken off warmers and washed? Are the warmers turned off?
• Are chairs pushed back next to the table(s)?
• Have I returned any equipment that I checked out? If the room has a built-in projector, have I turned it off and rolled up any screens?
• Have I gotten extra garbage bags if I had a lot of garbage?
• Have I cleaned the whiteboard so it is ready for the next group to use?
• Have I left the room looking as good or better than I found it?
Let’s all pitch in to keep our rooms in great shape!
• Are the tables clear of handouts, cups, cans, wrappers, etc.?
• Are the tables clean? Have I wiped them off if someone had sticky food or drink on them?
• Are coffee pots taken off warmers and washed? Are the warmers turned off?
• Are chairs pushed back next to the table(s)?
• Have I returned any equipment that I checked out? If the room has a built-in projector, have I turned it off and rolled up any screens?
• Have I gotten extra garbage bags if I had a lot of garbage?
• Have I cleaned the whiteboard so it is ready for the next group to use?
• Have I left the room looking as good or better than I found it?
Let’s all pitch in to keep our rooms in great shape!
2010 Diversity Day Celebrations Coming Soon
Adel Office
May 21, 11:30 a.m. to 1:00 p.m.
Theme/Activities: “World Day for Cultural Diversity.” There will be a potluck, door prizes, sharing of recipes and displays of photos of people from different parts of the country and the world.
Ames Office
Was February 26
Theme/Activities: Lunch & Learn featuring a panel of Iowa State University students who joined staff members for a discussion about ways in which Heartland staff can provide support to students from different cultures.
Carroll Office
March 19, 11:00 a.m. to 1:00 p.m.
Theme/Activities: Staff members will have an office potluck and participate in a shortened version of the poverty simulation called “Cinderella Minus the Prince.”
Guthrie Center Office
March 12, 11:00 a.m. to 1:00 p.m.
Theme/Activities: Staff members will have an office potluck and participate in a shortened version of the poverty simulation called “Cinderella Minus the Prince.”
Indianola Office
March 9, 11:30 a.m. to 1:00 p.m.
Theme/Activities: Activities related to poverty. Staff members will gather at 4:30 p.m. for a staff social outing at LaCasa Restaurant. Staff members will also volunteer at the Indianola Food Pantry and support South Central Youth and Family Services at a date to be determined.
Johnston Office
March 10, 5:00-7:00 p.m.
Theme/Activities: Staff members will have an opportunity to package meals to send to Haiti at a “Meals from the Heartland” event, to be held at John Deere, 825 SW Irvinedale Drive in Ankeny. Participants will volunteer and then have dinner as a group (optional). Please register for this event through the Universal Registration system using the Activity Number IN0093-9211-1040. Register by March 5.
Knoxville Office
Was the week of February 8 Theme/Activities: Staff members attended the Hanna Jubran sculpture exhibit “Moment in Nature Discovery and Intuition” at Central College.
Newton Office
April 16, 8:30 to 9:30 a.m.
Theme/Activities: Staff members will participate in a “We Are All Alike....We Are All Different” Diversity Day breakfast potluck in the office conference room. Bring your favorite family breakfast dish, guess “who’s who” from baby photos, post on a map where you’re from and share an achievement/adversity you’ve overcome.
Woodside Office
April 2, 11:30 a.m. to 1:00 p.m.
Theme/Activities: “Making a Difference: Caring from the Heart.” Staff members will highlight charities that are local and important to them. Staff members will share their experiences at a “bring your own lunch” event with desserts provided.
May 21, 11:30 a.m. to 1:00 p.m.
Theme/Activities: “World Day for Cultural Diversity.” There will be a potluck, door prizes, sharing of recipes and displays of photos of people from different parts of the country and the world.
Ames Office
Was February 26
Theme/Activities: Lunch & Learn featuring a panel of Iowa State University students who joined staff members for a discussion about ways in which Heartland staff can provide support to students from different cultures.
Carroll Office
March 19, 11:00 a.m. to 1:00 p.m.
Theme/Activities: Staff members will have an office potluck and participate in a shortened version of the poverty simulation called “Cinderella Minus the Prince.”
Guthrie Center Office
March 12, 11:00 a.m. to 1:00 p.m.
Theme/Activities: Staff members will have an office potluck and participate in a shortened version of the poverty simulation called “Cinderella Minus the Prince.”
Indianola Office
March 9, 11:30 a.m. to 1:00 p.m.
Theme/Activities: Activities related to poverty. Staff members will gather at 4:30 p.m. for a staff social outing at LaCasa Restaurant. Staff members will also volunteer at the Indianola Food Pantry and support South Central Youth and Family Services at a date to be determined.
Johnston Office
March 10, 5:00-7:00 p.m.
Theme/Activities: Staff members will have an opportunity to package meals to send to Haiti at a “Meals from the Heartland” event, to be held at John Deere, 825 SW Irvinedale Drive in Ankeny. Participants will volunteer and then have dinner as a group (optional). Please register for this event through the Universal Registration system using the Activity Number IN0093-9211-1040. Register by March 5.
Knoxville Office
Was the week of February 8 Theme/Activities: Staff members attended the Hanna Jubran sculpture exhibit “Moment in Nature Discovery and Intuition” at Central College.
Newton Office
April 16, 8:30 to 9:30 a.m.
Theme/Activities: Staff members will participate in a “We Are All Alike....We Are All Different” Diversity Day breakfast potluck in the office conference room. Bring your favorite family breakfast dish, guess “who’s who” from baby photos, post on a map where you’re from and share an achievement/adversity you’ve overcome.
Woodside Office
April 2, 11:30 a.m. to 1:00 p.m.
Theme/Activities: “Making a Difference: Caring from the Heart.” Staff members will highlight charities that are local and important to them. Staff members will share their experiences at a “bring your own lunch” event with desserts provided.
Supporting Children of the Guard & Reserves Institute Offered in April
The Iowa National Guard Services Branch, in partnership with the Military Child Education Coalition, is pleased to announce registration for the Supporting Children of the Guard and Reserves Institutes on April 28-29, 2010, is now open. This two-day training is for educators, counselors, administrators and those working with (or soon to be working with) military youth and teens. Attendees will receive valuable information on strategies for working with military youth and teens, as well as resources available to support these individuals during all stages of the deployment cycle. The resources provided to attendees are quite extensive...a great way to build a professional reference library on supporting those in the military community.
The training and resources are available at no cost to the attendee; however, transportation and lodging expenses will be the responsibility of the attendee(s). Further, one graduate credit is available for this training (at the expense of the attendee) through Texas A&M, with CEUs also available.
Click here for the registration form. Please note registration is limited, so please sign-up as soon as possible to be guaranteed a slot. If there are specific questions, please do not hesitate to contact Jeremy Van Wyk, State Youth and Teen Coordinator for the Iowa National Guard, at (515) 252-4040 or by e-mail at jeremy.vanwyk@us.army.mil. You may also register online by clicking the following link: http://www.militarychild.org/education/guard-and-reserve-institutes/. The training will take place at Camp Dodge in Johnston.
The training and resources are available at no cost to the attendee; however, transportation and lodging expenses will be the responsibility of the attendee(s). Further, one graduate credit is available for this training (at the expense of the attendee) through Texas A&M, with CEUs also available.
Click here for the registration form. Please note registration is limited, so please sign-up as soon as possible to be guaranteed a slot. If there are specific questions, please do not hesitate to contact Jeremy Van Wyk, State Youth and Teen Coordinator for the Iowa National Guard, at (515) 252-4040 or by e-mail at jeremy.vanwyk@us.army.mil. You may also register online by clicking the following link: http://www.militarychild.org/education/guard-and-reserve-institutes/. The training will take place at Camp Dodge in Johnston.
AEA Legislative Report
Click here to download the weekly legislative report from AEA Government Relations Specialist Wayne Haddy.
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