Monday, August 23, 2010

Required: Reminder: Read New Staff Handbook Published 8/5/2010 & Sign Read Receipt

This message was e-mailed to all staff on August 12 and was included in last week’s Connection. Below you will find the same message to serve as a reminder to complete this important request.

The Heartland AEA Staff Handbook has been updated as of August 5, 2010 and is now available for all staff members to read and become familiar with. All previous versions of the Staff Handbook are obsolete and should be discarded or archived. The handbook also contains a Health Insurance Portability and Accountability Act (HIPAA) Privacy Notice for you to read.

After you read through the handbook and HIPAA notice, you are required to complete a web-based read receipt form that confirms you’ve read both of these documents. Do not print off a paper form and sign it—complete the web-based form. When you click on the link to the web form, you will need to enter the username and password that you use to login to the Employee Dashboard. You will then be prompted to complete the read receipt form. If you don’t fill out the form in a timely manner, you will receive a friendly e-mail reminder to do so.

Note that the handbook is in PDF form and contains bookmarks that allow you to click on the title of the entry you’d like to read. By clicking on an entry title, you'll be taken directly to that entry. You can also click on the triangle-shaped tabs next to the bookmarks to expand the view to include subtopics of that chapter. The PDF is indexed, which means that you will be able to quickly conduct keyword searches to find what you are looking for. The PDF can be viewed in Mac Preview or Adobe Reader. Adobe Reader will provide additional features such as the ability to highlight and keep comment notes in the document should you choose to save it locally to your computer.

Click here to download the staff handbook.
Click here for the read receipt form for the handbook and the HIPAA notice.

If you have any questions, please contact Carolyn Jones at cjones@aea11.k12.ia.us or Chris Pierson at cpierson@aea11.k12.ia.us.

Benefits Update: Early Reimbursement of Orthodontia Expenses

The Heartland Board of Directors approved a change to the Health Reimbursement Arrangement (HRA) that will be effective immediately. The change allows you to submit claims for pre-paid orthodontia services before the services are provided, but only to the extent that the payments have been made in advance of the orthodontia services in order to receive the services.

In some cases, orthodontists offer a discount if services are paid for in advance. You may now take advantage of these discounts by submitting proof of payment to Kabel Business Services, the company that administers the Agency’s HRA plan. Naturally, you may never receive reimbursement for claims over the amount you have available in your Health Reimbursement Arrangement.

Claims for pre-paid orthodontia services will not be honored under the Agency’s unreimbursed medical flexible spending account.


If you have questions about this change or any questions about HRA accounts, contact Kathy Martin, Benefits Specialist, at kmartin@aea11.k12.ia.us or ext. 14385 or Kabel Business Services at (515) 224-9400.

Coming Soon: Chief Administrator Vincent to Meet With Staff in Each Agency Office

Chief Administrator Paula Vincent will be visiting each of Heartland’s offices in the coming months to meet with staff members. These “meet and greet” sessions will be informal and are not mandatory to attend. The sessions will give her a chance to become familiar with each office, introduce herself, get to know staff members and allow staff members to ask any questions they may have. Below is the schedule for each of those visits. Feel free to visit the office nearest to you.

Please note that since all staff groups are scheduled to have one of these sessions with Dr. Vincent, the brown bag chat sessions that were previously scheduled to be held after each monthly Staff Advisory Council meeting will not be held.


August 31, 2010


Regions 5, 6 & 7 Staff

Ames Office, Conference Rooms A & B

8:00 – 9:00 a.m.


Region 1 Staff

Carroll Office, Collaboration Area

11:00 a.m. – 12:00 p.m.

Staff members are welcome to bring their lunch.


Region 2 Staff

Guthrie Center Office

2:00 – 3:00 p.m.


September 8, 2010


Region 14 Staff

Newton Office, Collaboration Area

8:30 – 9:30 a.m.


Region 12 Staff

Knoxville Office, Collaboration Area

11:30 – 12:30 p.m.

Staff members are welcome to bring their lunch.


September 15, 2010


Region 11 Staff

Indianola Office, Conference Room
12:00 – 1:00 p.m.

Staff members are welcome to bring their lunch.

This will replace the Indianola brown bag lunch previously scheduled.


September 30, 2010


Region 13 Staff

Clay Elementary School, Altoona, Room D-124

8:30 – 9:30 a.m.


Region 8 Staff

Neveln Community Resource Center, Ankeny

11:00 a.m. – 12:00 p.m.

Staff members are welcome to bring their lunch.


October 6, 2010


Regions 3 & 4 Staff

Adel Public Library

8:00 – 9:00 a.m.


October 13, 2010


Johnston Regional Education Center Teaching & Learning & Administration Center Staff

Johnston REC, Conference Rooms 3 & 4

12:00 – 1:00 p.m.

Staff members are welcome to bring their lunch.


Regions 9 & 10 Staff
Johnston REC, Conference Rooms 3 & 4

3:00 – 4:00 p.m.

October 15, 2010


Shelter Care Staff

Johnston REC, Learning Center

11:00 a.m. – 12:00 p.m.

Staff members are welcome to bring their lunch.

August 2010 Board of Directors Meeting Recap

The Heartland AEA Board of Directors meeting was held on August 10, 2010.

Public Forum

No one was present to speak at the public forum.


Discussion Items

IASB Legislative Priorities
The Board of Directors discussed and finalized its legislative priorities for 2011. These will be submitted to the Iowa Association of School Boards to help charter advocacy efforts for improving education for Iowa students.
1. Sustain funding for school improvement including curriculum development, student assessment, analysis in-service training, professional development and technology assistance.

2. Set an allowable growth rate that encourages continuous school improvement and reflects actual cost increases experienced by school districts and AEAs.

3. Create policy and a separate funding mechanism for the operation and maintenance of AEA facilities.

4. Increase funding for accredited early childhood programs, particularly four-year-old preschool and wrap-around programs. Include four-year-olds in public school enrollment counts using a discrete weighted formula reflecting full-time or part-time participation.

5. Establish special education funding that accurately reflects costs.

6. Allow AEAs greater budget flexibility across division lines (Special Education, Media and Educational Services) to better reflect the demand for AEA services.


Board Government Advisory Council

Dr. Paula Vincent reviewed new legislation that was passed during the 2010 legislative session calling for the AEAs to develop a Board Government Advisory Council. The council will be made up of 14 constituents, with a minimum of three parents. Board members discussed options on how to invite individuals to serve on the council and decided to seek input from internal and external groups and committees. The council is required to meet twice a year with the first meeting tentatively scheduled for December or January.


Board Policy 419 Disclosure of Wrongful Conduct

Board members reviewed the second reading of draft Board Policy 419 Disclosure of Wrongful Conduct. Mr. Cal Halliburton asked if the policy had been in place years ago would it have benefited staff. It was agreed that it would have created safe opportunities for employees that didn’t exist before.


Regional Education Center Remodeling Project Plans and Specifications

Mr. Steve Prall shared that the plans and specifications for the Regional Education Center remodeling project in Johnston were updated based on decisions made during last month’s board meeting. The plans now incorporate the mechanical changes that were approved at the July meeting.

Newton Lease Agreement

Mr. Steve Prall informed board members that the Newton Community School District approved the lease agreement at its July 26 school board meeting. A copy of the agreement was available for review. Mr. Prall highlighted a few of the terms and conditions and expressed his gratitude for the assistance he received from Newton schools Superintendent Steve McDermott in finalizing the details.

Action Items

Board Policy 419 Disclosure of Wrongful Conduct
The Board voted unanimously to approve Board Policy 419 Disclosure of Wrongful Conduct.

Regional Education Center Remodeling Plans and Specifications
The Board voted unanimously to approve the Regional Education Center Remodeling plans and specifications as presented.


Board Resolution 3-2010 - Sets the date and time of the public bid opening for the Regional Education Center remodeling project

The Board voted unanimously to approve Board Resolution 3-2010 that sets the date and time of the public bid opening for the Regional Education Center remodeling project.


Board Resolution 4-2010 - Sets the date and time of the public hearing for the Regional Education Center remodeling project

The Board voted unanimously to approve Board Resolution 4-2010 that sets the date and time of the public hearing for the Regional Education Center remodeling project.


Board Resolution 5-2010 - Sets the date and time of the pubic hearing on a proposed Lease Agreement not to exceed $1,500,000 to finance the Regional Education Center remodeling project

The Board voted unanimously to approve Board Resolution 5-2010 that sets the date and time of the public hearing on the proposed Lease Agreement not to exceed $1,500,000 to finance the Regional Education Center remodeling project.


Board Resolution 6-2010 - Amends the agreement of the Agency’s health reimbursement plan

The Board voted unanimously to approve the amendment to the Agency’s health reimbursement plan.


Newton Lease Agreement
The Board voted unanimously to approve the Newton Lease Agreement as submitted.


Designation of American Recovery and Reinvestment Act (ARRA) Funds
The Board voted unanimously to approve the designation of funds for ARRA projects and initiatives to be completed during the 2010-11 fiscal year.

Chief Administrator Comments
• Numerous agency staff were able to attend the School Administrators of Iowa conference last week. The conference had a strong emphasis on today’s learners and technology.

• Additional federal legislation will be sending more funds back to schools. Iowa Senator Tom Harkin was persistent in getting support for this funding.

• Dr. Vincent noted the incredible amount of work that staff did to prepare for the new school year. She attended the new staff orientation and found it to be one of the most informal and relaxed orientations she has attended. Staff contributed a lot to making new employees feel at home and getting necessary and critical information to them. Staff has also been reviewing data to see the current state of the Agency and have been working with parents. Hats off to the staff who represent our agency.

Q & A From August 12th & 13th Regional Meeting Webinars

A number of questions were submitted during the August 12th & 13th webinars. Click here for the questions and answers related to professional learning updates, procedural updates, partnership principles and disability suspect. The questions related to the FIE checklist & implementation guide, along with updated versions of those documents, will be in next week’s Connection.

We appreciate your participation in the webinars and find it very helpful when you submit questions and feedback. It gives us a chance to clarify issues that may not have been presented clearly or included in the session, as well as to improve the effectiveness of the webinar.

Agency-wide Definition of Professional Learning

The definition for professional learning was not included in the article that followed up our regional and central office meetings last week. Read below for the definition, which will also be put on the Intranet under the links for materials for the August 2010 meetings.

Heartland AEA Definition of Professional Learning
Agency Professional Learning Committee
August 2010

Heartland Area Education Agency 11 is committed to being a learning organization. Investing in employees’ professional learning is vital to providing staff the ability to learn and grow. This enables us to provide exemplary services to our clients. Heartland empowers staff to be accountable for their own learning needs. To improve the Agency’s overall effectiveness as well as help individuals achieve continued high performance, the professional learning plan at Heartland Area Education Agency:
• Focuses on outcomes, standards, and ultimately student achievement,
• Aligns to agency goals and objectives,

• Is grounded in research and best practices,

• Is job embedded with opportunities for process, practice and application,

• Fosters collaboration and learning with and through colleagues,

• Focuses on providing individuals with learning matched to their unique needs and

• Is experienced through a variety of formats, such as courses, workshops, reading, projects, feedback, assignments or jobs and utilizing cutting-edge technology.

The committee decided that common language about professional learning was important for our agency. The Agency Professional Learning Committee based its definition of professional learning on the definition developed by the National Staff Development Council. The NSDC definition was altered because it describes professional development in schools, and our agency needs a broader definition to address the learning needs of all employees.

If you have any feedback about this definition, please contact Sharon Kurns at skurns@aea11.k12.ia.us, and she will share it with the committee.

Feedback Sought About Full and Individual Evaluation (FIE) Checklist

Below is the link for feedback about the FIE checklist. As you use the checklist this fall, please take a moment to provide us with any ideas you have regarding improvements.

https://docs.google.com/document/edit?id=1kWsNuMUtrf5sxH_L9Qq0HFx3_n_lu5_T41p8kNOi6KY&hl=en&authkey=CLve5_II

DIBELS Next Training to Be Available in DVD Form

Based upon the number of requests made to have the DIBELS Next training available offline, DVDs of the training video have been burned and are being sent to each office. You may borrow the video if you would like to have access to the training offline, but please be cognizant of the amount of time you keep it as others may want to borrow it as well.

DIBELS Next training must be completed prior to administering any DIBELS Next measures.

Clarification on Relocation of Former Woodside & Newton Office Staff

Please note that the Agency’s Woodside Office closed effective July 1, 2010. All former Woodside staff members have been assigned to the Johnston Office, although some of those staff members are working from home and some are working from co-location sites at Clay Elementary in Altoona and the Neveln Center in Ankeny. Former Woodside staff members still have the same phone extensions as they did at the Woodside Office so please use those extension numbers when trying to reach them by phone. Please use the Johnston Office fax number to send any faxes. Send any van mail for these staff members to the Johnston Office, Route #0 as well.

The Newton Office relocated to Emerson Hough Elementary School the first week of August. All Newton staff members also still have the same phone extensions as they previously did and the main office phone number and fax number are the same. Continue to label any van mail for Newton staff members with the Newton Office, Route #8.09.

Administrator Connection Begins for 2010-11 School Year

The Agency’s Administrator Connection began publishing for the 2010-11 school year two weeks ago. This newsletter is in a blog format just like the staff Connection, is published every Friday from mid-August to mid-June and informs our school administrators of news and information important to them. It is the primary communications tool the Agency uses to communicate directly with school administrators. Send any information you’d like to communicate to school administrators to Claire Spellman, Communications Administrative Assistant, at cspellman@aea11.k12.ia.us.

Reminder: Cultural Competence Community Involvement Opportunities Fast Approaching

Two weeks ago we told you about three opportunities staff members could participate in to increase their cultural competence and community involvement. Please consider participating in at least one of these opportunities to learning more about others, yourself and the community!

Meals From the Heartland
(This event is after work hours therefore supervisor’s approval is not needed)

Since 2008, a group of Heartland employees has volunteered at the Meals from the Heartland event to prepare packaged meals to send to developing countries. This year a Heartland group will volunteer from 4:30-6:30 p.m. on Friday, September 3. Interested people can register for the event through the Universal Registration system using Activity Number IN0093-9999-1101. The event will be held at Hy-Vee Hall in downtown Des Moines. If you are unable to participate with the Agency’s team on September 3, please feel free to check the Meals from the Heartland website for other options. Registrations for the Agency’s team will close on August 27, 2010. For more information about Meals from the Heartland go to http://www.mealsfromtheheartland.org.


Race Exhibit at the Science Center of Iowa
(Supervisor’s approval needed)

This exhibit explores the issue of race and racism in the United States. The thought-provoking exhibit addresses these highly personal topics from three different perspectives: science, history, and everyday. For more information about the exhibit visit http://www.sciowa.org/aspx/Explore/ExperiencingSCI/TravelingExhibits.aspx. Interested Heartland staff members are encouraged to form a small group and attend the exhibit. The Agency will allow two hours for staff to attend this event. Tickets cost $8.00 (please mention that we pay group rate) and each person will be responsible for purchasing his/her own ticket. This traveling exhibit will be at the Science Center until September 6, 2010.


Immigration Forum
(Supervisor’s approval needed)

Heartland AEA is proud to sponsor, in collaboration with Des Moines Area Community College, an Immigration Forum that will help participants understand the educational challenges and rewards facing immigrants, refugees and educators around the state of Iowa. The forum will be held on October 5, 2010, from 2:45-5:15 p.m. at the DMACC Urban Campus, in Building 1, and will be a part of the celebration commemorating the Urban Campus’s 30th anniversary. The forum will include a keynote speaker and a panel of experts who will share facts about immigration and implications for Iowa educators. The forum facilitator will be Rekha Basu, columnist at the Des Moines Register. Admission is free.