Thank you! Thank you! Thank you!
As this year comes to a close, I want to express my deep appreciation to each of you for all your accomplishments, hard work and dedication this year. When I was asked to serve the Agency as your interim chief administrator, I knew we had a big year ahead of us, and I am very proud of our collective results. Here are just a few successes that come to mind:
• You took on changes in Child Find and kept your focus on positive outcomes for children.
• You helped us create a “culture of austerity” in the Agency, helping us address a 10% across the board cut in state funds.
• You significantly improved our outcomes for Part C indicators, including timely assessment (45-day timeline), transition from Early ACCESS, Transition from Part C to Part B, Child Find identification rate and services in natural environments.
• You provided high quality professional development and supports to teachers and administrators.
• You improved our ability to use technology and support its use to improve teaching and learning.
• You supported the Agency’s accreditation site visit process.
• You made sure our children and youth, families and schools had instructional materials.
• You helped the Agency maintain and improve our facilities.
• You played a role in launching a redesigned agency website.
• You made sure our internal processes and procedures ran smoothly.
• You made the most of every opportunity you had in your individual role to support our mission, and the children and youth, families, schools and communities we serve are all better for it!
As you know, Dr. Paula Vincent, our new chief administrator, will be joining us on July 1, and I will return to my former role in the Agency. I look forward to working with Dr. Vincent and supporting her transition into the chief role. We have already had a few chances to talk and work together, and I know she will bring a lot to our agency and to our work. I also look forward to continuing my work with each of you, as well as working on behalf of those we all serve.
This is an amazing agency full of talented people, and it has been an honor to serve as your chief administrator this year. Your support of me and of our work means more than I can say. Thanks again, and enjoy some time to relax and recharge this summer!
Wednesday, June 2, 2010
Important Information About Leave Requests and Leave Balances
For All Staff
The cutoff date to enter leave requests for the 2009-2010 school year is July 2, 2010. Supervisors need to approve all 2009-10 leaves by July 8. This will allow us to calculate and display actual, rather than estimated, leave balances for 2010-2011 by the end of July.
Calendar exchange requests for 2009-2010 must be submitted and approved by June 30.
New staff members coming onboard in July will not see their leave balances displayed until July 15 while new staff members coming onboard in August will not see their leave balances until August 31.
For All Classified Union, Classified Non-Union and Certified Non-Union Staff
As you are aware, for the 2009-2010 school year the Agency moved from a standard of a 37.5-hour workweek (7.5 hour day) to a standard of a 40-hour workweek (8 hour day). This change affected the classified non-union, classified union and certified non-union staff but did not affect the certified union staff who remained on a 37.5-hour workweek. For the 2010-2011 school year, the Agency will return to a standard of a 37.5-hour workweek (7.5 hour day). The information in this article is to inform you of how leaves and leave balances will be handled in the transition.
Vacation, sick leave and OPL are accumulated on a basis of days not hours. Therefore, your remaining leave balances from 2009-2010 will be converted from hours to a basis of days (8.0-hour base) and then converted to hours on the basis of a 7.5-hour day. In other words, a day of leave in the old system will equal a day of leave in the new system. This “roll-back” of leave has already occurred and thus you see a projected leave balance displayed. The leave balances are audited at the end of the contract year, and the actual leave balance will be displayed by July 30.
If you had requested leave for after June 30, 2010, on the basis of an 8-hour day, you will notice that your leave has been rejected and you will need to resubmit the leave request(s) on the basis of a 7.5-hour day. We are sorry for the inconvenience, but an automated solution was not available to make an accurate conversion, as there are too many variables (such as time of leave).
A reminder as we return to the 37.5-hour workweek: hours worked from 37.5 to 40 are paid at a straight time rate and are not eligible for compensatory time. Hours worked beyond 40 hours in the week can either be paid at time and a half or are eligible for compensatory time, at the choice of the employee.
For 2010-2011, the compensatory time accumulation maximum remains at 10 days, thus reduced from 80 hours to 75 hours. For staff members who have a current balance above 75 hours, they will be allowed to carry the hours until used. They will not be able to add to the compensatory time balance until the balance used is less than 75 hours.
The cutoff date to enter leave requests for the 2009-2010 school year is July 2, 2010. Supervisors need to approve all 2009-10 leaves by July 8. This will allow us to calculate and display actual, rather than estimated, leave balances for 2010-2011 by the end of July.
Calendar exchange requests for 2009-2010 must be submitted and approved by June 30.
New staff members coming onboard in July will not see their leave balances displayed until July 15 while new staff members coming onboard in August will not see their leave balances until August 31.
For All Classified Union, Classified Non-Union and Certified Non-Union Staff
As you are aware, for the 2009-2010 school year the Agency moved from a standard of a 37.5-hour workweek (7.5 hour day) to a standard of a 40-hour workweek (8 hour day). This change affected the classified non-union, classified union and certified non-union staff but did not affect the certified union staff who remained on a 37.5-hour workweek. For the 2010-2011 school year, the Agency will return to a standard of a 37.5-hour workweek (7.5 hour day). The information in this article is to inform you of how leaves and leave balances will be handled in the transition.
Vacation, sick leave and OPL are accumulated on a basis of days not hours. Therefore, your remaining leave balances from 2009-2010 will be converted from hours to a basis of days (8.0-hour base) and then converted to hours on the basis of a 7.5-hour day. In other words, a day of leave in the old system will equal a day of leave in the new system. This “roll-back” of leave has already occurred and thus you see a projected leave balance displayed. The leave balances are audited at the end of the contract year, and the actual leave balance will be displayed by July 30.
If you had requested leave for after June 30, 2010, on the basis of an 8-hour day, you will notice that your leave has been rejected and you will need to resubmit the leave request(s) on the basis of a 7.5-hour day. We are sorry for the inconvenience, but an automated solution was not available to make an accurate conversion, as there are too many variables (such as time of leave).
A reminder as we return to the 37.5-hour workweek: hours worked from 37.5 to 40 are paid at a straight time rate and are not eligible for compensatory time. Hours worked beyond 40 hours in the week can either be paid at time and a half or are eligible for compensatory time, at the choice of the employee.
For 2010-2011, the compensatory time accumulation maximum remains at 10 days, thus reduced from 80 hours to 75 hours. For staff members who have a current balance above 75 hours, they will be allowed to carry the hours until used. They will not be able to add to the compensatory time balance until the balance used is less than 75 hours.
Summer Hours for Regional Offices
Click here for this summer’s hours for each of the Agency’s regional offices.
Update on 2009-2010 Cabinet Field Visits
A process for Cabinet members to schedule visits with agency staff members was initiated during the 2007-08 school year. The purpose of these “field visits” was to learn more about what agency staff members do, what is working well and what we need to pay attention to. During the 2008-09 school year, staff field visits continued and some Cabinet members also visited agency partners such as district technology coordinators. This year, field visits occurred with Staff Advisory Council (SAC) members to provide learning opportunities for leaders as well as the opportunity to help shape the process for the future. This year’s approach was simple and conversational: 1) What’s working? 2) What’s not? and 3) What do we need to pay attention to?
During the field visits, SAC members expressed to Cabinet members a positive outlook for our agency and gratitude for the opportunity to work with dedicated and talented colleagues. Concerns included workload capacity, prioritization of our work, the budget and supervision of workgroups.
At the May 19 SAC meeting, members offered the following suggestions for 2010-11 field visits:
• Ask staff to volunteer
• Communicate the defined purpose of the visits
• Keep visits conversational
• Provide follow-up; close the loop on identified issues
• Attend discipline/workgroup meetings
• Provide opportunities for representatives of disciplines/workgroups to present to Cabinet and the Board of Directors using the format of “A day in the life of a _______.”
These suggestions will be shared with Cabinet as part of planning for 2010-11 field visits.
During the field visits, SAC members expressed to Cabinet members a positive outlook for our agency and gratitude for the opportunity to work with dedicated and talented colleagues. Concerns included workload capacity, prioritization of our work, the budget and supervision of workgroups.
At the May 19 SAC meeting, members offered the following suggestions for 2010-11 field visits:
• Ask staff to volunteer
• Communicate the defined purpose of the visits
• Keep visits conversational
• Provide follow-up; close the loop on identified issues
• Attend discipline/workgroup meetings
• Provide opportunities for representatives of disciplines/workgroups to present to Cabinet and the Board of Directors using the format of “A day in the life of a _______.”
These suggestions will be shared with Cabinet as part of planning for 2010-11 field visits.
Guidance from the Dept. of Education on Providing Special Education Services in Difficult Budgetary Times
Click here for a document from the Department of Education that briefly outlines items to keep in mind when providing special education services during difficult economic times. It is also posted on the Department’s special education web page under the “State Guidance” tab.
Enhancing Collaboration, Enriching Student Outcomes Course to Be Offered
This course is designed for general and special education teachers who currently, or plan to, engage in collaboration. The focus of the course will include the continuum of service delivery options for meeting student needs, refining the planning process to ensure effective service delivery, matching appropriate service delivery methods to student needs, the consultative process, academic engagement, effective differentiated instruction, planning and scheduling. This course is designed for teacher teams and will include opportunities for teaming. Administrator attendance is welcome, as administrative support helps to facilitate successful collaboration. Teams are expected to bring curricular materials to plan a lesson or unit, based on the instructional needs of their learners. If participants have access to current district/student data (ITBS/ITEDs, IEP goal data, classroom data), they are asked to bring those materials as well. Feel free to contact Cheryl Risen at ext. 14587 with any questions.
Dates/Time: June 21 and 23 from 8:00 a.m. – 4:30 p.m.
Location: Stoney Creek Inn in Johnston, John Deere Room
Activity Number: DL004199991101
Registration deadline is June 7.
Dates/Time: June 21 and 23 from 8:00 a.m. – 4:30 p.m.
Location: Stoney Creek Inn in Johnston, John Deere Room
Activity Number: DL004199991101
Registration deadline is June 7.
Johnston REC Parking Lot News
Storm Sewer Repairs to Soon Be Made
Last week it was discovered that the concrete above the storm sewer in the Johnston Regional Education Center parking lot is sinking. We have put up barricades around this area of the parking lot to prevent further damage to the area. Because the storm sewer falls under the city of Johnston’s jurisdiction, we are working with the City to repair the area around the sewer. At this point we do not know when the City will be able to repair the parking lot, but city officials have told us we are on their priority list. Once the repairs begin, some parking spaces will be unavailable for a period of time. We don’t know yet how long the repairs will take, but we will let staff members know when they are slated to begin. We apologize for the inconvenience and would appreciate your patience while we work to make these necessary repairs.
Parking Lot Expansion Currently Not Feasible
Last fall and winter, the 6500 Planning Committee solicited feedback from staff members about improvements that could be made to the Johnston Regional Education Center. As a result, staff members provided feedback to expand the building’s parking lot to accommodate higher demand as a result of increased professional development offerings. We want staff members to know that your recommendations for expanded parking spaces were heard and research was done about the possibility of a parking lot expansion.
In order for an addition to be added to the parking lot, the City of Johnston Planning and Zoning Commission would require the Agency to bring the parking lot up to current storm drainage code. In order do this, Heartland would have to install an underground drainage tank and an improved drainage system which, unfortunately, exceeds the budget capacity for this phase of improvements to the facility. However, two sections of broken concrete in the parking lot will be repaired to improve parking lot safety. As an alternative, please remember that there are extra parking spaces available at the 6445 Administration Center and that street parking is available along Corporate Drive.
The feedback received from staff is appreciated, and the parking lot will be a priority during the next phase of the Johnston REC improvements, which we hope to address in the next few years depending upon the economic outlook and state budget.
Last week it was discovered that the concrete above the storm sewer in the Johnston Regional Education Center parking lot is sinking. We have put up barricades around this area of the parking lot to prevent further damage to the area. Because the storm sewer falls under the city of Johnston’s jurisdiction, we are working with the City to repair the area around the sewer. At this point we do not know when the City will be able to repair the parking lot, but city officials have told us we are on their priority list. Once the repairs begin, some parking spaces will be unavailable for a period of time. We don’t know yet how long the repairs will take, but we will let staff members know when they are slated to begin. We apologize for the inconvenience and would appreciate your patience while we work to make these necessary repairs.
Parking Lot Expansion Currently Not Feasible
Last fall and winter, the 6500 Planning Committee solicited feedback from staff members about improvements that could be made to the Johnston Regional Education Center. As a result, staff members provided feedback to expand the building’s parking lot to accommodate higher demand as a result of increased professional development offerings. We want staff members to know that your recommendations for expanded parking spaces were heard and research was done about the possibility of a parking lot expansion.
In order for an addition to be added to the parking lot, the City of Johnston Planning and Zoning Commission would require the Agency to bring the parking lot up to current storm drainage code. In order do this, Heartland would have to install an underground drainage tank and an improved drainage system which, unfortunately, exceeds the budget capacity for this phase of improvements to the facility. However, two sections of broken concrete in the parking lot will be repaired to improve parking lot safety. As an alternative, please remember that there are extra parking spaces available at the 6445 Administration Center and that street parking is available along Corporate Drive.
The feedback received from staff is appreciated, and the parking lot will be a priority during the next phase of the Johnston REC improvements, which we hope to address in the next few years depending upon the economic outlook and state budget.
Administrator Connection Going on Summer Break
The last Administrator Connection will be sent to school leaders on June 4. If important messages need to be sent to school leaders over the summer, they can be sent via e-mail through the Communications Department. Contact comms@aea11.k12.ia.us if you have any questions.
Project SEMI in the Running for Pepsi Refresh Grant
During the past year, Project SEMI has operated in a different way than in prior years. Interested teachers could check out equipment/materials from Heartland, but the actual SEMI trailer did not visit schools because of budget issues. During the past year, the Iowa Biotechnology Association and others formed a 501(c)3 organization, the Inspire 21 Foundation, that could assume future day-to-day operations of the SEMI and plan/engage in fundraising. One of the projects that was undertaken was the writing and submission of a $250,000 grant application to the Pepsi Refresh Project. On the second try, Project SEMI made the cut! If the grant (voting) is successful, the unds would help to update the SEMI’s equipment and materials, provide a teacher/facilitator to travel with the SEMI and get it back on the road helping students learn about science.
Voting will occur during the month of June at http://www.refresheverything.com/inspirationstation.
TO VOTE: You need to create an account to vote and can cast up to 10 votes daily during June (only 1 vote/project). You cannot create multiple accounts to vote—this can cause the elimination of the application. Please consider voting for this worthwhile project and pass the word on to anyone who would be interested in this project!
Voting will occur during the month of June at http://www.refresheverything.com/inspirationstation.
TO VOTE: You need to create an account to vote and can cast up to 10 votes daily during June (only 1 vote/project). You cannot create multiple accounts to vote—this can cause the elimination of the application. Please consider voting for this worthwhile project and pass the word on to anyone who would be interested in this project!
Earlham Schools’ E-mail Addresses Changing
You may have noticed e-mails coming from the Earlham Schools are coming from a different address. Teachers and staff members are now using Google Apps for email. Please begin using their new e-mail format of firstinitiallastname@ecsdcards.com (example: John Doe = jdoe@ecsdcards.com).
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