Employee Online is where employees can manage their personal information such as home address, emergency contact information and payroll tax withholding and access past pay stubs. Another feature of Employee Online is “What If.” This feature allows you to display current paycheck data and input different data to see the “What If” effect on your paycheck.
For your emergency contact information, it is recommended that you identify a primary contact and an additional local contact in case your primary contact is unavailable. The Department of Homeland Security has requested that each employee list an out-of-town contact for use during a natural disaster or terrorist threat. In Employee Online, check the out-of-town contact box below the contact’s name to indicate to crisis responders that the contact should only be notified for this type of emergency.
You also have the ability to identify your primary care provider and, if necessary, other care providers for emergency care. On this record a text box is available to add any pertinent medical information along with your preferred hospital. If you list medications in the notes field, please indicate clearly whether these are medications you are currently taking or medications you are allergic to.
To access Employee Online, just login to your Employee Dashboard. Employee Online is one of the navigation tabs at the top of the page, just like the Intranet or Leave Online tabs. Employee Online is designed to provide an intuitive user experience, so there are no specific instructions for using it.
If you have any questions about your personal information, contact Carolyn Jones, Human Resources Assistant, at cjones@aea11.k12.ia.us or ext. 14614 and if you have questions about tax status and paycheck information, contact Payroll Specialists Steve Jordan at sjordan@aea11.k12.ia.us or ext. 14908 or Michelle Westcott at mwestcott@aea11.k12.ia.us or ext. 14422. If you have trouble accessing and navigating through Employee Online, contact Rod Howell, Data Systems Operations Manager, at rhowell@aea11.k12.ia.us or ext. 14599.
Monday, August 27, 2012
Human Resources and Business Office Resource Guides Updated on Intranet
The Human Resources and Business Office Resource Guides have been updated. These guides are provided as a reference tool to contact the correct person for your questions in Human Resources and the Business Office. Click here for the HR guide and here for the BO guide. They are archived on the Employee Dashboard > Intranet > Human Resources > Human Resources & Benefits Reference Guide. The Business Office guide is linked here as well.
Updated Communication Resources for 2012-13
Below are updated resources for the 2012-13 year. They have been updated on the Employee Dashboard > Intranet > Communications > Resources & Publications.
2012-13 Regional Map w/ Regional Directors
2012-13 Councils Org Chart (APC, LLPC, SSPC)
You’ll also find resources that have recently been in The Connection – regional director assignments, the school composite calendar and the van route list. The annual Superintendent Directory and Staff & Schools Directory are being revised and will be available in the near future.
Also new on the Resources & Publications page is a comic book-style PowerPoint presentation that informs viewers of the many resources available to educators in the classroom. Take a look and share it with anyone who you think would be interested. It is archived on the Employee Dashboard > Intranet > Communications > Resources & Publications.
2012-13 Regional Map w/ Regional Directors
2012-13 Councils Org Chart (APC, LLPC, SSPC)
You’ll also find resources that have recently been in The Connection – regional director assignments, the school composite calendar and the van route list. The annual Superintendent Directory and Staff & Schools Directory are being revised and will be available in the near future.
Also new on the Resources & Publications page is a comic book-style PowerPoint presentation that informs viewers of the many resources available to educators in the classroom. Take a look and share it with anyone who you think would be interested. It is archived on the Employee Dashboard > Intranet > Communications > Resources & Publications.
It’s Almost Time for HeartBeat!
It’s almost time to crank the HeartBeat newsletter back up for the 2012-13 school year. If you didn’t already know, the HeartBeat is the Agency’s “feel good” newsletter that contains good news stories about our services, a “Star Staff” section that recognizes great things our staff members are doing professionally, to support our schools or to support their co-workers and the “back page” consisting of staff status changes, birth notices, thank yous, kudos, for sale items and birthdays. HeartBeat is e-mailed to staff the first Friday of the month, September through June. Please send your submissions to the Communications Department at comms@aea11.k12.ia.us by the last Monday of the month.
Internal Capacity Building Sessions Coming in September
The kickoff for internal capacity building will be held at six regional sites in September. Staff members are encouraged to sign up for these sessions as soon as possible. The registration number for each session is listed below along with other logistics. The content of the September sessions will focus on technology, professional learning communities and coaching.
The dates for the internal capacity strands in mathematics, literacy, learning supports and support and related services are being finalized and will be available soon. Once these dates are finalized, the registration numbers will be available so participating agency staff can sign up once they have met with their regional directors to finalize their participation.
If you have any questions about internal capacity building, please contact Kevin Fangman, Director of District Services, at kfangman@aea11.k12.ia.us.
Training Sessions
September 5
Adel Public Library
8:30 a.m.-3:45 p.m.
IN047899991301
September 12
DMACC Campus, Newton
8:30 a.m.-3:45 p.m.
IN047892111301
September 14
Zion Lutheran Church, Des Moines
8:30 a.m.-3:45 p.m.
IN047899991302
September 17
Johnston REC
8:30 a.m.-3:45 p.m.
IN047892111302
September 21
Ames Office
8:30 a.m.-3:45 p.m.
IN047892111303
September 24
Carrollton Inn, Carroll
8:30 a.m.-3:45 p.m.
IN047899991303
The dates for the internal capacity strands in mathematics, literacy, learning supports and support and related services are being finalized and will be available soon. Once these dates are finalized, the registration numbers will be available so participating agency staff can sign up once they have met with their regional directors to finalize their participation.
If you have any questions about internal capacity building, please contact Kevin Fangman, Director of District Services, at kfangman@aea11.k12.ia.us.
Training Sessions
September 5
Adel Public Library
8:30 a.m.-3:45 p.m.
IN047899991301
September 12
DMACC Campus, Newton
8:30 a.m.-3:45 p.m.
IN047892111301
September 14
Zion Lutheran Church, Des Moines
8:30 a.m.-3:45 p.m.
IN047899991302
September 17
Johnston REC
8:30 a.m.-3:45 p.m.
IN047892111302
September 21
Ames Office
8:30 a.m.-3:45 p.m.
IN047892111303
September 24
Carrollton Inn, Carroll
8:30 a.m.-3:45 p.m.
IN047899991303
FYI: ESL Advisory/Networking Meetings
Teachers, administrators, para-educators and counselors of ELLs are invited to attend the first ESL Advisory/Networking meeting of the 2012-13 school year designed to offer an opportunity to network with other educators across our AEA, as well as a chance to find out about the latest Title III offerings. We hope to grow our base and that districts will consider sending a representative to this important quarterly meeting.
At our first meeting on September 5, we will share information about two Title III mini-grants. Six Family Literacy/Parent Involvement mini-grants will be available for $3,500 each to the schools submitting the most comprehensive proposals. Any district can apply for a grant to meet specific local needs. Also, Title III mini-grants to Support ELLs in the Core will be awarded based on a district’s ELL enrollment and need for supplementary materials to support the Core content. Awards start at $1,000, and last year we awarded 10 of these grants.
A variety of excellent professional development opportunities for this fall have been planned. Come find out how districts can take advantage of these great activities. We welcome your ideas and input.
September 5, 2012
4:00-5:00 p.m.
Heartland AEA Johnston REC
Room 13
If you have any questions, contact ESL/Diversity Consultants Stephaney Jones-Vo at sjonesvo@aea11.k12.ia.us or Pat Latham at platham@aea11.k12.ia.us.
At our first meeting on September 5, we will share information about two Title III mini-grants. Six Family Literacy/Parent Involvement mini-grants will be available for $3,500 each to the schools submitting the most comprehensive proposals. Any district can apply for a grant to meet specific local needs. Also, Title III mini-grants to Support ELLs in the Core will be awarded based on a district’s ELL enrollment and need for supplementary materials to support the Core content. Awards start at $1,000, and last year we awarded 10 of these grants.
A variety of excellent professional development opportunities for this fall have been planned. Come find out how districts can take advantage of these great activities. We welcome your ideas and input.
September 5, 2012
4:00-5:00 p.m.
Heartland AEA Johnston REC
Room 13
If you have any questions, contact ESL/Diversity Consultants Stephaney Jones-Vo at sjonesvo@aea11.k12.ia.us or Pat Latham at platham@aea11.k12.ia.us.
Fall Online Course Offerings Available Through Drake University
Click here to find a flyer that promotes the three online courses developed by Drake University Extension Education (Anti-Bullying, Human Relations, and Teacher Leadership Strategies). All three are offered this fall and still have seats available. Teacher Leadership Strategies is the newest course and will be offered for the first time starting on October 15. All of these courses are offered for three hours of EDMA credit and are affordable ($550, not including the text). For more information about these and other online offerings, please visit Drake's online course web page at http://www.drake.edu/edex/distance/Online_Courses.php.
The dissemination of information from external organizations by Heartland AEA does not imply sponsorship or endorsement of the information. It is being passed on for its educational value.
Guidance on Updating FBA/BIP Forms
Indicate whether this is a new FBA/BIP, a revision of an existing FBA/BIP or a review of an existing FBA/BIP without any changes being made. A review without change indicates that the information contained in the FBA is accurate, sufficiently current and valid as a basis for planning and decision-making.
When to Choose New, Review Without Change or Revision:
• Select “New” when you are completing an FBA/BIP for the first time or if the behaviors of concern have changed significantly. Note: A downside to creating multiple FBA or BIP records, rather than revising the original, would be that all copies of both forms will be archived each time a new archive is created.
• Select “Review without change” when the team reviews the document and does not make changes.
• Select “Revision” when making any changes to the document.
When Completing a Review Without Change:
Leave the assessment date at the top unchanged. This will reflect when the assessment information was collected. Also, leave the names of the people involved in creating the document the same.
Next, add your name (the reviewer) to the list of individuals completing the document. Identify your name as the reviewer and add a date.
Example: Jane Smith, School Psych, reviewed 5/23/12 (because these fields only allow for a specific number of characters, abbreviations or multiple text boxes may need to be used.)
When Completing a Revision:
Change the assessment date at the top to reflect new information has been collected.
Next, add your name to the list of individuals completing the document. Remove any previous names listed that are not currently involved in revising the document. Remove information that no longer applies throughout the document.
Once an FBA or BIP is ‘Finalized,’ it can be revised at any time by checking the ‘Revision’ box. This opens the document up for editing. It does not change the state of ‘Finalized,’ as that is a one-time process.
IMPORTANT: Will I lose previous versions if I chose Revision?
The ‘history’ for both forms is kept in the archives ONLY WHEN the second behavior box on page B “Yes, behavior is a concern and will be addressed in the attached Functional Behavioral Assessment and Behavior Intervention Plan” is checked. Every time an IEP is archived, the current state of the FBA and BIP are included. Therefore when completing an amendment IEP to revise the FBA or BIP, the ‘history’ for each form would be archived as long as the second behavior box is checked. Additionally, if a revision occurs outside of an IEP review or amendment (ex.: only revising FBA/BIP forms without an amendment) or if a revision occurs and the second box on page B is not checked, the version will not be archived.
When Discontinuing a BIP:
If the team has determined there is no longer a need for a formal BIP, the team will select the appropriate box on page B of the IEP either indicating “Yes,” behavior is a concern and will be addressed in this IEP or “No,” behavior is not a concern. This will then also be reflected in the PWN indicating there is no longer a need for a BIP and the current BIP (date) will no longer be included as part of the current IEP.
When to Choose New, Review Without Change or Revision:
• Select “New” when you are completing an FBA/BIP for the first time or if the behaviors of concern have changed significantly. Note: A downside to creating multiple FBA or BIP records, rather than revising the original, would be that all copies of both forms will be archived each time a new archive is created.
• Select “Review without change” when the team reviews the document and does not make changes.
• Select “Revision” when making any changes to the document.
When Completing a Review Without Change:
Leave the assessment date at the top unchanged. This will reflect when the assessment information was collected. Also, leave the names of the people involved in creating the document the same.
Next, add your name (the reviewer) to the list of individuals completing the document. Identify your name as the reviewer and add a date.
Example: Jane Smith, School Psych, reviewed 5/23/12 (because these fields only allow for a specific number of characters, abbreviations or multiple text boxes may need to be used.)
When Completing a Revision:
Change the assessment date at the top to reflect new information has been collected.
Next, add your name to the list of individuals completing the document. Remove any previous names listed that are not currently involved in revising the document. Remove information that no longer applies throughout the document.
Once an FBA or BIP is ‘Finalized,’ it can be revised at any time by checking the ‘Revision’ box. This opens the document up for editing. It does not change the state of ‘Finalized,’ as that is a one-time process.
IMPORTANT: Will I lose previous versions if I chose Revision?
The ‘history’ for both forms is kept in the archives ONLY WHEN the second behavior box on page B “Yes, behavior is a concern and will be addressed in the attached Functional Behavioral Assessment and Behavior Intervention Plan” is checked. Every time an IEP is archived, the current state of the FBA and BIP are included. Therefore when completing an amendment IEP to revise the FBA or BIP, the ‘history’ for each form would be archived as long as the second behavior box is checked. Additionally, if a revision occurs outside of an IEP review or amendment (ex.: only revising FBA/BIP forms without an amendment) or if a revision occurs and the second box on page B is not checked, the version will not be archived.
When Discontinuing a BIP:
If the team has determined there is no longer a need for a formal BIP, the team will select the appropriate box on page B of the IEP either indicating “Yes,” behavior is a concern and will be addressed in this IEP or “No,” behavior is not a concern. This will then also be reflected in the PWN indicating there is no longer a need for a BIP and the current BIP (date) will no longer be included as part of the current IEP.
Reminder: Staff Training for New Medicaid Billing System
This information was sent in an email to staff last week. The information below is for staff who provide Medicaid billable services.
On October 1, 2012, Heartland AEA will start using the new T-TRAK system for all Medicaid billing. T-TRAK is Timberline Billing Service’s new electronic claims software. It allows clients the option of using T-TRAK to keep electronic health records. Timberline Billing Service has prepared a T-TRAK webinar training geared exclusively to our AEA staff. If you are an AEA staff member who provides Medicaid billable services, we strongly encourage you to take advantage of the T-TRAK webinars to learn about the new electronic health records system. The webinar has a wealth of information and is very easy to access. Click on the URL link listed with each class to register for the session that works best for you.
August 28
9:00–10:00 a.m.
https://www2.gotomeeting.com/register/825228962
August 28
2:00–3:00 p.m.
https://www2.gotomeeting.com/register/827863346
August 29
9:00–10:00 a.m.
https://www2.gotomeeting.com/register/385577578
August 29
1:00–2:00 p.m.
https://www2.gotomeeting.com/register/359250506
We realize this is very short notice. If you are unable to attend one of the above sessions, please send an email to Sara Mercer. Additional trainings may be scheduled if there is a large need. If you have any questions about the training, please contact Sara Mercer at smercer@aea11.k12.ia.us.
On October 1, 2012, Heartland AEA will start using the new T-TRAK system for all Medicaid billing. T-TRAK is Timberline Billing Service’s new electronic claims software. It allows clients the option of using T-TRAK to keep electronic health records. Timberline Billing Service has prepared a T-TRAK webinar training geared exclusively to our AEA staff. If you are an AEA staff member who provides Medicaid billable services, we strongly encourage you to take advantage of the T-TRAK webinars to learn about the new electronic health records system. The webinar has a wealth of information and is very easy to access. Click on the URL link listed with each class to register for the session that works best for you.
August 28
9:00–10:00 a.m.
https://www2.gotomeeting.com/register/825228962
August 28
2:00–3:00 p.m.
https://www2.gotomeeting.com/register/827863346
August 29
9:00–10:00 a.m.
https://www2.gotomeeting.com/register/385577578
August 29
1:00–2:00 p.m.
https://www2.gotomeeting.com/register/359250506
We realize this is very short notice. If you are unable to attend one of the above sessions, please send an email to Sara Mercer. Additional trainings may be scheduled if there is a large need. If you have any questions about the training, please contact Sara Mercer at smercer@aea11.k12.ia.us.
Reminder: Complete Special Education Update Through Moodle
The “Special Education Update” Moodle course contains new updates and useful examples to help us work efficiently and effectively. If you work in special education, you are required to complete this training. Please do so by September 1. Please follow these steps for access to this online opportunity:
Go to http://moodle.aea11.k12.ia.us/course/view.php?id=882 or
Go to http://moodle.aea11.k12.ia.us/
- Scroll down and click on Internal Heartland PD
- On the left side, scroll down and click Special Education Updates – Fall 2012
Thank you for completing this important training.
Go to http://moodle.aea11.k12.ia.us/course/view.php?id=882 or
Go to http://moodle.aea11.k12.ia.us/
- Scroll down and click on Internal Heartland PD
- On the left side, scroll down and click Special Education Updates – Fall 2012
Thank you for completing this important training.
August 2012 Board of Directors Meeting Recap
The regular meeting of the Heartland Board of Directors was held August 14, 2012.
Public Forum and Correspondence
No one from the public was present to address the Board.
Discussion Items
Board Committee Reports and Activities
Board Policy Task Force – The task force is still working on the 400 policy series.
Board Advisory Council – The council met at the end of July. It was a small group but there was a robust conversation as they discussed the article High Reliability Organizations in Education by McREL.
Superintendents’ Advisory Council – The advisory council will begin meeting in September. They will meet quarterly and hold regional visits in between months.
IEC and IAEP – Mr. David King, chief financial officer, updated board members on the insurance coverage for both organizations. Both are now fully covered by insurance policies.
District Media Data
Ms. Susan Schrader, director of resources and library services, gave a brief presentation on the types of media resources available to students and how often they are accessed. The Agency offers a variety of online media resources for children ages pre-kindergarten through high school. The Agency’s library also offers instructional materials that teachers can access. Ms. Schrader is working with curriculum directors and technology consultants to help spread the word on the types of resources that are available through the AEAs.
2011-12 Evaluations and Intensive Assistance Plans
Ms. Laura Gillon, director of human resources, gave board members an update on completed employee evaluations for 2011-12. There were 250 evaluations due in 2011-12 and as of June 30, 2012, 236 were completed. Ms. Ugolini will send board members a copy of the Agency’s intensive assistant plan. Currently, there are only three employees on assistance plans.
Budget Update for FY2011-12
The Agency is in the latter stages of closing the books for FY2011-12. It appears special education will run a deficit of $2.8 million, which will be offset by surpluses in media and education services. It’s predicted that this will reduce the unassigned balance from 11% to 9%.
Action Items
Resolution for GovDeals, Inc.
A MOTION was made by Mr. Halliburton and seconded by Dr. Bridgewater to approve the resolution authorizing Heartland AEA to enter into agreement with GovDeals, Inc. to allow online sales of surplus property. Motion passed.
Appointment of IEC and IAEP Board and Committee Members
A MOTION was made by Ms. Wilson and seconded by Mr. Turnquist to appoint Dr. Bridgewater to the IEC and IAEP Board of Directors for the 2012-13 school year, to appoint Dr. Vincent to the IEC Management Committee and IAEP Executive Committee for the 2012-13 school year and to appoint Mr. King to the IEC Operations Committee and IAEP Oversight Committee for the 2012-13 school year. A roll call vote was taken. 8 ayes and 1 absent. Motion passed.
Board Member Comments
• Board members discussed future work session ideas: disproportionately and how the AEAs differentiate services, an update on the issues the AEA chief administrators are working on, feedback from the Susan Leddick contract and an update on district service plans.
Public Forum and Correspondence
No one from the public was present to address the Board.
Discussion Items
Board Committee Reports and Activities
Board Policy Task Force – The task force is still working on the 400 policy series.
Board Advisory Council – The council met at the end of July. It was a small group but there was a robust conversation as they discussed the article High Reliability Organizations in Education by McREL.
Superintendents’ Advisory Council – The advisory council will begin meeting in September. They will meet quarterly and hold regional visits in between months.
IEC and IAEP – Mr. David King, chief financial officer, updated board members on the insurance coverage for both organizations. Both are now fully covered by insurance policies.
District Media Data
Ms. Susan Schrader, director of resources and library services, gave a brief presentation on the types of media resources available to students and how often they are accessed. The Agency offers a variety of online media resources for children ages pre-kindergarten through high school. The Agency’s library also offers instructional materials that teachers can access. Ms. Schrader is working with curriculum directors and technology consultants to help spread the word on the types of resources that are available through the AEAs.
2011-12 Evaluations and Intensive Assistance Plans
Ms. Laura Gillon, director of human resources, gave board members an update on completed employee evaluations for 2011-12. There were 250 evaluations due in 2011-12 and as of June 30, 2012, 236 were completed. Ms. Ugolini will send board members a copy of the Agency’s intensive assistant plan. Currently, there are only three employees on assistance plans.
Budget Update for FY2011-12
The Agency is in the latter stages of closing the books for FY2011-12. It appears special education will run a deficit of $2.8 million, which will be offset by surpluses in media and education services. It’s predicted that this will reduce the unassigned balance from 11% to 9%.
Action Items
Resolution for GovDeals, Inc.
A MOTION was made by Mr. Halliburton and seconded by Dr. Bridgewater to approve the resolution authorizing Heartland AEA to enter into agreement with GovDeals, Inc. to allow online sales of surplus property. Motion passed.
Appointment of IEC and IAEP Board and Committee Members
A MOTION was made by Ms. Wilson and seconded by Mr. Turnquist to appoint Dr. Bridgewater to the IEC and IAEP Board of Directors for the 2012-13 school year, to appoint Dr. Vincent to the IEC Management Committee and IAEP Executive Committee for the 2012-13 school year and to appoint Mr. King to the IEC Operations Committee and IAEP Oversight Committee for the 2012-13 school year. A roll call vote was taken. 8 ayes and 1 absent. Motion passed.
Board Member Comments
• Board members discussed future work session ideas: disproportionately and how the AEAs differentiate services, an update on the issues the AEA chief administrators are working on, feedback from the Susan Leddick contract and an update on district service plans.
Region 1 & 8 RPC Meeting Changes; Agency Calendar Attached
A few changes in the RPC meetings for Region 1 & 8.
• Region 1: meetings are now from 10:00 a.m.-1:00 p.m. and are at the Guthrie Center Library
• Region 8:
• Region 1: meetings are now from 10:00 a.m.-1:00 p.m. and are at the Guthrie Center Library
• Region 8:
- September 6 meeting is now September 10
- October 9 meeting is now October 8
- January 8 meeting is now January 7
- April 9 meeting is now April 8
- Reference the updated calendar for meeting locations
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