Monday, December 6, 2010
November 2010 Staff Advisory Council Meeting Notes
Click here to download the notes from the November 2010 Staff Advisory Council meeting. The Council meets again on January 19 in Ames.
Reminder: Opportunities Coming for Communication About the Agency’s Future
On December 20, 21 and 22, Paula Vincent will hold meetings throughout the Agency to share information and respond to questions about setting the future direction of the Agency. These meetings are optional and staff members may attend at any location. The schedule for the meetings follows:
o Dec. 20: Guthrie Center Office, 11:30 a.m.-1:00 p.m.
o Dec. 21: Ames Office, 9:00-10:30 a.m.
o Dec. 21: Indianola Office, 12:30-2:00 p.m.
o Dec. 22: Zion Lutheran Church, Des Moines, 9:00-10:30 a.m.
o Dec. 22: Newton Office, 11:30 a.m.-1:00 p.m.
o Dec. 20: Guthrie Center Office, 11:30 a.m.-1:00 p.m.
o Dec. 21: Ames Office, 9:00-10:30 a.m.
o Dec. 21: Indianola Office, 12:30-2:00 p.m.
o Dec. 22: Zion Lutheran Church, Des Moines, 9:00-10:30 a.m.
o Dec. 22: Newton Office, 11:30 a.m.-1:00 p.m.
Reminder: Check the Construction Blog for Johnston REC Project Updates
Johnston REC remodeling project updates can be found at http://construction.aea11.k12.ia.us/.
Update on Collecting Telephone Numbers for Inclement Weather Communication
Anyone who hadn’t already updated his or her telephone information for the Agency to use for inclement weather communication should have received a reminder e-mail last week to do so. If you haven’t yet updated your information, please so as soon as possible. It’s December, so we’re entering prime time snow season!
And as a reminder, here are the helpful hints about calls from SchoolReach, the online system the Agency will use to make calls to staff about office closings.
SchoolReach
This is an online system that is able to send voice messages to staff when there is an office closure. When used, the service will call selected phone numbers in our employee contact list and will deliver a recorded message. The service will deliver the message to both live answer and answering machines. No answers (phones ringing over 40 seconds) and busies will be automatically retried twice in 15 minute intervals after the initial call.
We will contact only those staff members who are assigned to offices that close. For instance, if the Newton and Indianola offices are closed, we will make one call to the staff members assigned to both offices to let them know of the office closure. Staff in other offices won’t automatically receive a call. The calls that SchoolReach makes will be generated by the Agency’s Communication Department; they will not come directly from a person at SchoolReach.
PLEASE NOTE THE FOLLOWING ABOUT SCHOOLREACH:
When SchoolReach places a call, if your phone has caller ID, the ID will display the Agency’s main number (515) 270-9030. When you get a call from the system, there will be a short pause at the beginning of the message. This usually is only a few seconds pause. Answer your phone as you normally would with “hello” and hold for the message to begin. Multiple “hellos” will delay the message. Please inform all family members who may answer your phone of this process.
If you rely on your answering machine to screen calls, the system will detect that your machine has answered and will play the recorded message to your machine. The phone will ring for up to 40 seconds. Make sure that your machine answers after four rings or you may miss the message.
At the end of the message you will be prompted to “press any key” to hear the message again. This can be helpful if a child answers the phone and hands it to a parent, who can then have the message repeated in its entirety.
What can be done to avoid any problems in message delivery:
• Do not say “hello” more than once. If the system detected your answer incorrectly, all noise will reset the three-second counter.
• If, after you answer, the message does not immediately play, cover the mouthpiece of the phone to cutout all background noise. The message should begin after three seconds.
Please make every effort to provide Human Resources with current and accurate phone information any time there is a change to ensure that you do not miss important information. Your phone data will be used exclusively by Heartland to communicate important information to you; it won’t be accessible to anyone else.
And as a reminder, here are the helpful hints about calls from SchoolReach, the online system the Agency will use to make calls to staff about office closings.
SchoolReach
This is an online system that is able to send voice messages to staff when there is an office closure. When used, the service will call selected phone numbers in our employee contact list and will deliver a recorded message. The service will deliver the message to both live answer and answering machines. No answers (phones ringing over 40 seconds) and busies will be automatically retried twice in 15 minute intervals after the initial call.
We will contact only those staff members who are assigned to offices that close. For instance, if the Newton and Indianola offices are closed, we will make one call to the staff members assigned to both offices to let them know of the office closure. Staff in other offices won’t automatically receive a call. The calls that SchoolReach makes will be generated by the Agency’s Communication Department; they will not come directly from a person at SchoolReach.
PLEASE NOTE THE FOLLOWING ABOUT SCHOOLREACH:
When SchoolReach places a call, if your phone has caller ID, the ID will display the Agency’s main number (515) 270-9030. When you get a call from the system, there will be a short pause at the beginning of the message. This usually is only a few seconds pause. Answer your phone as you normally would with “hello” and hold for the message to begin. Multiple “hellos” will delay the message. Please inform all family members who may answer your phone of this process.
If you rely on your answering machine to screen calls, the system will detect that your machine has answered and will play the recorded message to your machine. The phone will ring for up to 40 seconds. Make sure that your machine answers after four rings or you may miss the message.
At the end of the message you will be prompted to “press any key” to hear the message again. This can be helpful if a child answers the phone and hands it to a parent, who can then have the message repeated in its entirety.
What can be done to avoid any problems in message delivery:
• Do not say “hello” more than once. If the system detected your answer incorrectly, all noise will reset the three-second counter.
• If, after you answer, the message does not immediately play, cover the mouthpiece of the phone to cutout all background noise. The message should begin after three seconds.
Please make every effort to provide Human Resources with current and accurate phone information any time there is a change to ensure that you do not miss important information. Your phone data will be used exclusively by Heartland to communicate important information to you; it won’t be accessible to anyone else.
Use and Storage of Video/Audio/Photography of Eligible Students; Agency Media Consent Forms Consolidated
Some of our Special Education staff members are using Flip Video recorders for intervention work (e.g., video self-modeling) with students in special education. We wanted to inform you of the legal requirements for using and storing video/audio/photography with eligible students. We have summarized this information in a memo and flowchart as a support for both AEA and LEA special education staff. Click here to read this important memo.
If you have any questions about the contents of the memo or flowchart, please see your Discipline Program Assistant.
Also note that the video/audio/photo consent form under the Communications tab on the Intranet is now one single form. Prior to the revision of the Communications tab there were three forms for students, schools staff and Heartland staff. Those forms have been consolidated into one form to use, no matter the person you are seeking consent from.
If you have any questions about the contents of the memo or flowchart, please see your Discipline Program Assistant.
Also note that the video/audio/photo consent form under the Communications tab on the Intranet is now one single form. Prior to the revision of the Communications tab there were three forms for students, schools staff and Heartland staff. Those forms have been consolidated into one form to use, no matter the person you are seeking consent from.
Documenting Related Services on Page F of the IEP
Discipline Program Assistants and Special Education Program Assistants have been working on establishing a common practice for documenting related services on page F of the IEP. The guidance statements are as follows:
• If the student will be receiving services: Document in a “Support or Related Service” box using “Service with LRE Minutes” and the PT/OT/SS/VI/DI/AU code (assign minutes in the right hand column). This should be used when the direct service provider is listed as one of the positions responsible for a goal and/or responsible for maintaining assistive technology (indicated on goal page).
• If the teacher (or staff) will be receiving services on a regular basis (e.g. specific minutes assigned to the IEP or required check-ins stated): Document in a “Support for School Personnel” box using “Service without LRE minutes” with PT/OT/SS/VI/DI/AU code.
• If the teacher (or staff) will be receiving services on occasional basis (e.g. at teacher request or on a check in basis): Document in a “Support for School Personnel” box using “Activity/Support” with no PT/OT/SS/VI/DI/AU code.
We hope this guidance will clarify expectations and increase internal consistency regarding the expected documentation of related services for all staff. If you have questions or concerns, please contact your Discipline Program Assistant or Special Education Program Assistant for further guidance.
• If the student will be receiving services: Document in a “Support or Related Service” box using “Service with LRE Minutes” and the PT/OT/SS/VI/DI/AU code (assign minutes in the right hand column). This should be used when the direct service provider is listed as one of the positions responsible for a goal and/or responsible for maintaining assistive technology (indicated on goal page).
• If the teacher (or staff) will be receiving services on a regular basis (e.g. specific minutes assigned to the IEP or required check-ins stated): Document in a “Support for School Personnel” box using “Service without LRE minutes” with PT/OT/SS/VI/DI/AU code.
• If the teacher (or staff) will be receiving services on occasional basis (e.g. at teacher request or on a check in basis): Document in a “Support for School Personnel” box using “Activity/Support” with no PT/OT/SS/VI/DI/AU code.
We hope this guidance will clarify expectations and increase internal consistency regarding the expected documentation of related services for all staff. If you have questions or concerns, please contact your Discipline Program Assistant or Special Education Program Assistant for further guidance.
Teacher Quality Update
Just a final reminder that staff members need to be registered for participating in a Teacher Quality activity by December 7, 2010. Those of you who have signed up for a study group will receive an e-mail about scheduling the times and locations for your group to meet after everyone has had an opportunity to register.
If you have additional questions, please contact Rob Brookhart, Professional Learning & Leadership Consultant, at rbrookhart@aea11.k12.ia.us or ext. 14633 or Sharon Kurns, Director of Professional Learning & Leadership, at skurns@aea11.k12.ia.us or ext. 14362.
If you have additional questions, please contact Rob Brookhart, Professional Learning & Leadership Consultant, at rbrookhart@aea11.k12.ia.us or ext. 14633 or Sharon Kurns, Director of Professional Learning & Leadership, at skurns@aea11.k12.ia.us or ext. 14362.
December 2010 Iowa Dept. of Education School Leader Update
Click here to download the December 2010 issue of the School Leader Update.
25th Annual Martin Luther King Day of Service on January 17
The Iowa Commission on Volunteer Service (ICVS), Corporation for National and Community Service (CNCS) and the Governor’s Office are encouraging agencies and nonprofits to celebrate the 25th Annual Martin Luther King Jr. Day holiday (MLK Day) by participating in a Day of Service on January 17, 2011. The MLK Day of Service helps create a greater impact within Iowa’s communities by increasing the number of service projects and expanding community engagement to all ages.
Some examples of service projects include collection drives for winter coats, food or blankets; shoveling sidewalks of disabled or elderly citizens; mentoring, painting, reorganizing or cleaning a shelter; or helping children with homework after school. Additional project ideas and resources can be found at www.mlkday.gov.
If you or an organization you are part of is interested in planning a day of service but are not sure where to start, a downloadable tool kit is available at www.mlkday.gov or you can contact the CNCS Iowa Office at 515-284-4817 or e-mail jafollette@cns.gov. Projects that need the assistance of community volunteers need to be registered by January 3, 2011. You can post your project(s) on www.volunteeriowa.org or through your local volunteer center’s volunteer posting system. For more detailed instructions, contact daysofservice@iowa.gov to request access to a recorded webinar with step-by-step instructions on how to post your project online.
If you have a project that is scheduled but you are not seeking the assistance of community volunteers, we still would like to know about it! You can send those projects details to daysofservice@iowa.gov.
Some examples of service projects include collection drives for winter coats, food or blankets; shoveling sidewalks of disabled or elderly citizens; mentoring, painting, reorganizing or cleaning a shelter; or helping children with homework after school. Additional project ideas and resources can be found at www.mlkday.gov.
If you or an organization you are part of is interested in planning a day of service but are not sure where to start, a downloadable tool kit is available at www.mlkday.gov or you can contact the CNCS Iowa Office at 515-284-4817 or e-mail jafollette@cns.gov. Projects that need the assistance of community volunteers need to be registered by January 3, 2011. You can post your project(s) on www.volunteeriowa.org or through your local volunteer center’s volunteer posting system. For more detailed instructions, contact daysofservice@iowa.gov to request access to a recorded webinar with step-by-step instructions on how to post your project online.
If you have a project that is scheduled but you are not seeking the assistance of community volunteers, we still would like to know about it! You can send those projects details to daysofservice@iowa.gov.
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