Process for Reporting Leave
In order to provide support to staff in the process for reporting leave due to illness or emergency and to ensure accurate and up-to-date leave records, the following procedures have been put in place.
• When a staff member cannot report for work due to illness or emergency, it is that person’s responsibility to inform (typically a phone call) their supervisor and designated “need to know person” (NTK) before 8:30 a.m.
• In most situations staff are expected to enter their own leave requests using the Leave Online system. In rare situations when circumstances prevent a staff member from entering a leave request using the online system, the support staff (NTK) will initiate the leave request on behalf of the employee. If a NTK initiates a leave request for a co-worker, the online system immediately generates a notification that is sent to the staff person via email.
• It is the staff member’s responsibility to complete the request using the Leave Online system upon his or her return to work and within four days following the end of the current pay period (typically the 15th and last day of each month).
• The staff member must also have a process in place to ensure anyone he or she is scheduled to meet with will be notified of this absence.
• All pre-planned leave requests continue to be the responsibility of the staff member to enter into the Leave Online system.
Process for Approving FMLA Leave
Eligibility and notification requirements for Family Medical Leave Act (FMLA) purposes are outlined in the Staff Handbook. In consideration of FMLA leave regulations that require strict adherence to the law, all FMLA leave approval is the responsibility of Human Resources (HR).
• Staff members will continue to follow the existing leave request process. Staff will use the Leave Online system to request planned leave requests related to FMLA. For illness or emergency leave related to FMLA, staff will use the process outlined above.
• When the employee completes the leave request and designates it as FMLA leave, it will go directly to HR for approval.
• Supervisors will receive an email notifying them when FMLA leave has been approved for a staff member.
• Any questions about FMLA leave should be directed to Kathy Martin, Benefits Specialist.
Monday, September 10, 2012
Required: Read 2012-13 Staff Handbook & Sign Read Receipt
This message was e-mailed to all staff on August 27. Below you will find the same message to serve as a reminder to complete this important request.
The Heartland Staff Handbook has been updated as of July 1, 2012 and is now available for all staff to read and become familiar with. All previous versions of the Staff Handbook should be discarded or archived. The handbook also contains a Health Insurance Portability and Accountability Act (HIPAA) Privacy Notice for staff 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 navigate through the chapters and headings. By clicking on an entry title, you'll be taken directly to that entry. You can also click on the 'triangles' 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.
For future reference, the Staff Handbook is located in the Intranet tab on the Employee Dashboard. Look under Human Resources and click on the 'Agency Information and Policies' link.
The Heartland Staff Handbook has been updated as of July 1, 2012 and is now available for all staff to read and become familiar with. All previous versions of the Staff Handbook should be discarded or archived. The handbook also contains a Health Insurance Portability and Accountability Act (HIPAA) Privacy Notice for staff 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 navigate through the chapters and headings. By clicking on an entry title, you'll be taken directly to that entry. You can also click on the 'triangles' 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.
For future reference, the Staff Handbook is located in the Intranet tab on the Employee Dashboard. Look under Human Resources and click on the 'Agency Information and Policies' link.
Next Step Challenge Starts Today!
Don’t forget that the Next Step Challenge starts today and runs through October 19. Record your steps each day or at the end of the week and help your team “step ahead!”
We have 60 Heartland teams competing in the Next Step Challenge, which includes 402 Heartland employees. With 60 teams there were some pretty creative team names, and we want to reward your creativity. The top five names have been selected and you can vote for your favorite here:
http://tinyurl.com/dxojvld
Vote before September 21 and the winning team will be rewarded! Don’t forget to put on your pedometer and get stepping!
We have 60 Heartland teams competing in the Next Step Challenge, which includes 402 Heartland employees. With 60 teams there were some pretty creative team names, and we want to reward your creativity. The top five names have been selected and you can vote for your favorite here:
http://tinyurl.com/dxojvld
Vote before September 21 and the winning team will be rewarded! Don’t forget to put on your pedometer and get stepping!
Be Mindful of Year When Entering Mileage Expense Claims
Please be careful for the next few weeks when choosing your Miles Type on your Online Expense Claims. For the current fiscal year (FY2013) that began July 1, 2012, the Miles Type should be ‘MILES13.’ For dates prior to July 1, 2012, please use Miles Type ‘MILES12.’ October 1, 2012 is the last day to submit mileage occurring prior to July 1, 2012. After October 1, ‘MILES12’ will not be available to use. If you still have mileage to submit for dates prior to July 1, please submit it as soon as possible. If you have any questions, contact Mary Heaberlin, Accounts Payable Specialist, at mheaberlin@aea11.k12.ia.us or ext. 14818.
Problems & Solutions for Electronic 4Box With DIBELS Next Data
We wanted to alert you to a potential problem as you get ready for your fall data days and offer three solutions.
The Problem
The current version of the electronic 4-Box Filemaker Pro tool that you received as part of the IDM Winter or Spring Cohort Reunion no longer works. Because the UO DIBELS Data System has two sets of benchmark goals (i.e., the Recommended and the Former), the Data System no longer populates a necessary field in the data set that is downloaded from their system and imported into the Filemaker Pro tool.
Three Solutions:
1. We have updated the electronic 4-Box Filemaker Pro tool (version 2.1). That means you will be able to initially sort your students by need based on their DIBELS Next data. However, you will need to delete the old Filemaker Pro tool and install the new tool. Click here for directions on how to delete the old tool, install the new tool and download the correct data set from the UO DIBELS Data System. Version 2.1 of the Filemaker Pro tool uses the Former (i.e., the goals we used last year and recommended by the DIBELS Next authors) benchmark goals. Please note that this solution is only for schools that use Mac computers.
Heartland staff: If you currently have the Filemaker Pro tool installed on your computer, please replace it. If you do not, you may not need to install it unless your school asks you for assistance.
2. A second solution is the availability of a quadrant report in HEART. You will need to work with your Heartland assessment consultant for assistance with importing the DIBELS Next data set into HEART. For an overview of how the HEART quadrant report functions, please see http://tinyurl.com/8lhu8ne. The HEART quadrant report allows you to set your own cut scores, thus the DIBELS Next Former or Recommended benchmark goals can be used. This solution works for Macs and PCs.
3. Of course, various paper-pencil versions of the 4-Box are still available. If you or staff at your school are a DIBELS Mentor, the grouping worksheets are available on Dynamic Measurement Group's Mentor website: http://dibels.org/mentors.html. In addition, Becky Hinze, AEA reading consultant, has a version of the grouping worksheets posted on her wiki: http://beckyhinze.pbworks.com/w/page/53368611/DIBELS. For these worksheets, please note that there is a slight modification in the winter and spring of 1st grade grouping. Instead of using Nonsense Word Fluency - Whole Words Read (WWR) as the second sorting variable, Nonsense Word Fluency - Correct Letter Sounds (CLS) is used. The grouping worksheets cited above currently reference the Former Goals.
One Caution
As you download the data set from the UO DIBELS Data System for import into the Filemaker Pro tool or HEART, you’ll notice that the Data System reports that the data set (i.e., DIBELS Next and Math Data Export (Deprecated)) will no longer be available after December 1, 2012. Please know that we are exploring several possibilities and are confident we can develop a solution before your winter data day.
If you have any question about the Filemaker Pro tool, please contact Alecia Rahn-Blakeslee (arahn@aea11.k12.ia.us) or Berrett Rice (brice@aea11.k12.ia.us). If you have questions about the HEART quadrant report, please contact the assessment consultant for your region.
The Problem
The current version of the electronic 4-Box Filemaker Pro tool that you received as part of the IDM Winter or Spring Cohort Reunion no longer works. Because the UO DIBELS Data System has two sets of benchmark goals (i.e., the Recommended and the Former), the Data System no longer populates a necessary field in the data set that is downloaded from their system and imported into the Filemaker Pro tool.
Three Solutions:
1. We have updated the electronic 4-Box Filemaker Pro tool (version 2.1). That means you will be able to initially sort your students by need based on their DIBELS Next data. However, you will need to delete the old Filemaker Pro tool and install the new tool. Click here for directions on how to delete the old tool, install the new tool and download the correct data set from the UO DIBELS Data System. Version 2.1 of the Filemaker Pro tool uses the Former (i.e., the goals we used last year and recommended by the DIBELS Next authors) benchmark goals. Please note that this solution is only for schools that use Mac computers.
Heartland staff: If you currently have the Filemaker Pro tool installed on your computer, please replace it. If you do not, you may not need to install it unless your school asks you for assistance.
2. A second solution is the availability of a quadrant report in HEART. You will need to work with your Heartland assessment consultant for assistance with importing the DIBELS Next data set into HEART. For an overview of how the HEART quadrant report functions, please see http://tinyurl.com/8lhu8ne. The HEART quadrant report allows you to set your own cut scores, thus the DIBELS Next Former or Recommended benchmark goals can be used. This solution works for Macs and PCs.
3. Of course, various paper-pencil versions of the 4-Box are still available. If you or staff at your school are a DIBELS Mentor, the grouping worksheets are available on Dynamic Measurement Group's Mentor website: http://dibels.org/mentors.html. In addition, Becky Hinze, AEA reading consultant, has a version of the grouping worksheets posted on her wiki: http://beckyhinze.pbworks.com/w/page/53368611/DIBELS. For these worksheets, please note that there is a slight modification in the winter and spring of 1st grade grouping. Instead of using Nonsense Word Fluency - Whole Words Read (WWR) as the second sorting variable, Nonsense Word Fluency - Correct Letter Sounds (CLS) is used. The grouping worksheets cited above currently reference the Former Goals.
One Caution
As you download the data set from the UO DIBELS Data System for import into the Filemaker Pro tool or HEART, you’ll notice that the Data System reports that the data set (i.e., DIBELS Next and Math Data Export (Deprecated)) will no longer be available after December 1, 2012. Please know that we are exploring several possibilities and are confident we can develop a solution before your winter data day.
If you have any question about the Filemaker Pro tool, please contact Alecia Rahn-Blakeslee (arahn@aea11.k12.ia.us) or Berrett Rice (brice@aea11.k12.ia.us). If you have questions about the HEART quadrant report, please contact the assessment consultant for your region.
Professional Learning Update
Last week the Professional Learning Committee (representing certified staff) met for the first time this year. We are excited about another year of quality opportunities through Job-Alike Groups, Teacher Quality and other individual learning opportunities.
The group discussed options and recommendations from the Agency Planning Council about how to simplify our process for individuals who have specific requests to attend professional learning outside of Heartland. Job-Alike Groups will be identifying which conferences or opportunities they will be sending members to within the next month. All conferences will be fully funded. Plans will be due by October 12. All requests to attend conferences or learning opportunities will go through your supervisor.
Process Steps:
If you want to attend a conference or learning opportunity that is not part of your Job-Alike Group’s plan:
• The request should be made through your supervisor.
• A PD Request/Out of Area Travel form will need to be completed and submitted to your supervisor.
• You will need to request professional leave through the Leave Online system.
• This request should be made before you make any payment for registration fees, etc.
• If the request is approved, you will receive the approved form back from your supervisor.
• You will then resubmit it with receipts after the event. (The PD Request/Out of Area Travel form has a nice list in the upper right hand side to remind you of these steps. This form is available on the Intranet > Business Office.)
If you are selected to attend a conference or learning activity that is part of your Job-Alike Group’s plan:
• A PD Request/Out of Area Travel form is completed and submitted to your supervisor. Please make sure your supervisor knows that this is part of your Job-Alike Group’s plan.
• You will need to request professional leave through the Leave Online system.
• This request should be made before you make any payment for registration fees etc.
• If the request is approved you will receive the approved form back from your supervisor.
• You will then resubmit it with receipts after the event. (The PD Request/Out of Area Travel form has a nice list in the upper right hand side to remind you of these steps. This form is available on the Intranet > Business Office.)
If a conference or opportunity you are interested in comes up before October 12, please contact your Job-Alike Group’s facilitator to see if the lead group anticipates it being part of the Job-Alike Group’s plan.
The group discussed options and recommendations from the Agency Planning Council about how to simplify our process for individuals who have specific requests to attend professional learning outside of Heartland. Job-Alike Groups will be identifying which conferences or opportunities they will be sending members to within the next month. All conferences will be fully funded. Plans will be due by October 12. All requests to attend conferences or learning opportunities will go through your supervisor.
Process Steps:
If you want to attend a conference or learning opportunity that is not part of your Job-Alike Group’s plan:
• The request should be made through your supervisor.
• A PD Request/Out of Area Travel form will need to be completed and submitted to your supervisor.
• You will need to request professional leave through the Leave Online system.
• This request should be made before you make any payment for registration fees, etc.
• If the request is approved, you will receive the approved form back from your supervisor.
• You will then resubmit it with receipts after the event. (The PD Request/Out of Area Travel form has a nice list in the upper right hand side to remind you of these steps. This form is available on the Intranet > Business Office.)
If you are selected to attend a conference or learning activity that is part of your Job-Alike Group’s plan:
• A PD Request/Out of Area Travel form is completed and submitted to your supervisor. Please make sure your supervisor knows that this is part of your Job-Alike Group’s plan.
• You will need to request professional leave through the Leave Online system.
• This request should be made before you make any payment for registration fees etc.
• If the request is approved you will receive the approved form back from your supervisor.
• You will then resubmit it with receipts after the event. (The PD Request/Out of Area Travel form has a nice list in the upper right hand side to remind you of these steps. This form is available on the Intranet > Business Office.)
If a conference or opportunity you are interested in comes up before October 12, please contact your Job-Alike Group’s facilitator to see if the lead group anticipates it being part of the Job-Alike Group’s plan.
Internal Capacity Building Session Added in October
Another introductory session for internal capacity building has been added on October 19 at the Church of Christ, 1112 East Iowa Ave. in Indianola. The session will begin at 8:30 a.m. and conclude at 3:30 p.m. The course registration number is IN047899991304.
If you signed up for a September session and plan to attend the session in Indianola, please call the Professional Development Department at ext. 14701 to cancel your registration for the September session.
The dates and times for the behavior, literacy, math and support and related services strands have been finalized. Information for these strands, along with registration numbers for each session, is being posted on a Google site. This information will be e-mailed out to certified staff and PECs on, September 12. Once staff have confirmed their strand with regional directors, they can sign up for the strand dates and times they want to attend.
If you have any questions about internal capacity building, please contact Kevin Fangman, Director of District Services, at kfangman@aea11.k12.ia.us.
If you signed up for a September session and plan to attend the session in Indianola, please call the Professional Development Department at ext. 14701 to cancel your registration for the September session.
The dates and times for the behavior, literacy, math and support and related services strands have been finalized. Information for these strands, along with registration numbers for each session, is being posted on a Google site. This information will be e-mailed out to certified staff and PECs on, September 12. Once staff have confirmed their strand with regional directors, they can sign up for the strand dates and times they want to attend.
If you have any questions about internal capacity building, please contact Kevin Fangman, Director of District Services, at kfangman@aea11.k12.ia.us.
Additional Sessions Being Held for iPad Training
Two additional training sessions will be held for staff members who are receiving Heartland-issued iPads as a part of their positions. If you have any questions, contact Lynn McCartney, Instructional Technology Consultant, at lmccartney@aea11.k12.ia.us or ext. 14677 or Julie Sypersma, Professional Learning & Leadership Technology Support, at jsypersma@aea11.k12.ia.us or ext. 14676.
September 18
8:30 a.m.-12:30 p.m.
Johnston REC, Room 17
Activity # IN047592111317
September 19
8:30 a.m.-12:30 p.m.
Johnston REC, Room 13A
Activity # IN047592111318
September 18
8:30 a.m.-12:30 p.m.
Johnston REC, Room 17
Activity # IN047592111317
September 19
8:30 a.m.-12:30 p.m.
Johnston REC, Room 13A
Activity # IN047592111318
September 2012 Board of Directors Meeting Agenda
Click here to download the agenda for the September 11 Heartland Board of Directors meeting.
United Way Update: We’re Still Going Strong!
Our United Way campaign began with a huge boom! We’ve received almost double the amount of pledge cards we did last year. WOW! Thank you for your support!
If you would still like to complete a pledge card, you may do so through September 28 (the last day of our campaign). Send completed forms to Claire Sowder, Communications Specialist, in the Johnston Administration Center.
If for any reason you do not wish to donate to United Way, the Community Health Charities of Iowa and Iowa Shares are two other charity organizations in which you can donate. We are unable to do payroll deductions for these organizations at this time. If you choose to donate to these organizations, you can contact the agencies at the following:
Community Health Charities of Iowa: (877) 517-6266
Iowa Shares: (319) 338-1446
Regional Events
Some regional offices have already held their regional events, many of which were centered around last Saturday’s game. For those who have already participated, thanks for your generosity, and we hope you enjoyed your regional events.
Online Auction
Our Online Auction will kick off the last week of September (September 24-28). However, to have an online auction, we first need items to bid on! We’ve heard many fantastic ideas, now we need you to share them with us. Send a digital photo and short description of your item to the Communications Department at comms@aea11.k12.ia.us by September 21. We ask that you keep items until the close of the auction
Please remember that your participation in the Agency’s United Way events is voluntary.
If you would still like to complete a pledge card, you may do so through September 28 (the last day of our campaign). Send completed forms to Claire Sowder, Communications Specialist, in the Johnston Administration Center.
If for any reason you do not wish to donate to United Way, the Community Health Charities of Iowa and Iowa Shares are two other charity organizations in which you can donate. We are unable to do payroll deductions for these organizations at this time. If you choose to donate to these organizations, you can contact the agencies at the following:
Community Health Charities of Iowa: (877) 517-6266
Iowa Shares: (319) 338-1446
Regional Events
Some regional offices have already held their regional events, many of which were centered around last Saturday’s game. For those who have already participated, thanks for your generosity, and we hope you enjoyed your regional events.
Online Auction
Our Online Auction will kick off the last week of September (September 24-28). However, to have an online auction, we first need items to bid on! We’ve heard many fantastic ideas, now we need you to share them with us. Send a digital photo and short description of your item to the Communications Department at comms@aea11.k12.ia.us by September 21. We ask that you keep items until the close of the auction
Please remember that your participation in the Agency’s United Way events is voluntary.
Coon Rapids-Bayard E-Mail Address Change
Coon Rapids-Bayard Schools has changed its e-mail addresses, and the district’s former addresses no longer work. All e-mail addresses now end with @crbcrusaders.org instead of @coon-rapids.k12.ia.us. Please make any needed changes to your contacts and distribution lists.
Subscribe to:
Posts (Atom)