Monday, June 5, 2017

Our Mission
To improve the learning outcomes and well-being of all children and youth by providing services and leadership in partnership with families, schools and communities.

Our Goals
• Increase learning growth for students
• Decrease the gap in achievement
• Increase annual graduation rates
• Increase gateways to post-secondary success 


Be Curious, Learn and Take Action...and A Fond Farewell to Heartland AEA

Books and reading have been a part of my life for as long as I can remember. As a child, one of my favorite summer activities included the weekly trip to town and the opportunity to spend a few hours in the library. My sisters and I especially loved the reading challenges from whatever summer reading program was in place. 

Access to books has certainly changed over time, but most libraries still promote summer reading as noted by this banner on the Johnston Public Library website: “Build a Better World Summer Reading Program…to encourage kids of all ages to read and keep their brain active throughout the summer.” I hope your summer plans include time for reading! As I write my final note for you, our Heartland AEA staff, I’d like to share a few of my favorite “book-related” quotes and reflections with you.

Of all the things we can apply to our work from sayings about books, perhaps the one quote that I value the most is, “don’t judge a book by its cover.” Easy to say and harder to practice, this quote holds many essential ideas about work in a service organization. Whether applied to the individuals with whom we work or systems that we are trying to support, it has been helpful to me to consciously enter new situations with curiosity. A simple strategy taught to me by a valued mentor that helps develop the skill of curiosity rather than judgment is to ask questions rather than make statements. It has been my experience that more diverse thoughts are expressed and a whole new world of information and ideas emerge when you lead with inquiry. Questions also lead to a deeper understanding of situations over time that first impressions may have missed. In other words, take time to see beyond the surface and explore. You likely will be amazed.

Another wonderful quote that applies to service agency work comes from none other than Dr. Seuss. “The more that you read, the more things you will know. The more that you learn, the more places you’ll go.” As we all strive to do our best work and contribute to “building a better world,” there is no substitute for honing our own skills. I have much appreciated the talented work force at Heartland AEA and the culture of continuous learning. Our agency provides a wealth of resources we can tap into to continue our own learning. Whether you take advantage of a professional learning class, small group discussion, online learning module or other professional resource, I encourage you to deepen your skills this summer. Reading is a wonderful mechanism for new learning and catalyst for creative thought.

My final saying comes from the book The Essential Gandhi“Be the change you wish to see in the world.” How many times do we catch ourselves complaining about a circumstance we would like to change? There are always situations over which we have little or no influence, which can be frustrating; however, we do control whether we choose to focus on the frustration or choose to identify what action we might take. I’m guilty of grumping about the potholes on the road near my home, which hasn’t made one bit of difference in the quality of the roadway. A more productive step would be to write or call a member of the city council. Most of our work has far more significance than filling in a few potholes. The potential difference that can be made everyday by simply taking the action that we can is boundless.

I’m guessing you have book-related quotes of your own that have meaning for you. The three quotes above have been helpful to me in my work, and I summarize them here as my wish for you in the days and weeks ahead…be curious, learn and take action to build the world you want to live in. In doing so, Heartland AEA will continue to be the caring, collaborative and proactive organization that I have experienced. Thank you for all you have helped me learn and experience during the past seven years; it has been my privilege to work with you.


Paula 

Condon Will Be Agency’s New Director of Professional Learning

Martha Condon, current regional director in Region 3, has been named the Agency's Director of Professional Learning. This new position will coordinate development of a comprehensive, multi-year agency learning plan, provide leadership for groups that support professional learning, provide support for mentoring and induction for staff members and support the redesign of staff evaluation for classified and certified staff.

Martha's varied experiences and skill set will help our agency align its professional learning opportunities for staff. She has been a Heartland AEA staff member since 2004 and has held positions as a professional learning and leadership consultant, a school psychologist and a regional director. She will begin her new duties on July 1. 

Human Resources posted a Region 3 regional director position last Friday and interviews are anticipated to be held on June 23. 

Help the Business Office Close Out the 2017 Fiscal Year

Heartland AEA’s fiscal year will end on June 30, 2017. In order for the Agency to close its financials in a timely and accurate manner, the Business Office needs your assistance in returning date-sensitive items.
  • For payroll-related work completed on or before June 30, turn in timesheets and submit addendum online forms with appropriate approvals to the Payroll Department by July 6.
  • Review open Addendum Online assignments. Close addendum assignments that will not have any additional hours logged.
  • For travel, mileage and purchases occurring on or before June 30, turn in claim forms, expense claims, invoices for services or professional development/travel forms with appropriate approvals to the Business Office by July 12.
  • Do not put dates from two different fiscal years on the same timesheet, vacation request or in-area travel form. In-area travel forms with two fiscal years will be returned for correction. 
IMPORTANT: If extenuating circumstances cause a delay in submitting expenses related to fiscal year 2017, Aug. 31 is the last date the Business Office will accept and process any claims for expenses occurring on or before June 30, 2017.

A separate year-end communication has been sent directly to budget managers and support staff. If you have any questions, contact Brian Whalen, Business Manager, at ext. 14005 or Heng Fongkhamdeng, Accountant, at ext. 14417. Thanks for your assistance.

Reminder to Set Your Out-of-Office Messages If You Will Be Gone For the Summer

If you are off contract for the summer months, we ask that you set your out-of-office messages accordingly. 



Change Gmail Vacation Responder (Out-of-Office Message) (sample below)

Thank you for contacting Heartland AEA. I will be off contract and out of the office from June *** until Aug. ***, 2017. I will return your message as soon as I can. If you need immediate assistance, contact *****. Thank you. 



Change Voicemail Greeting to Unavailable (sample below) 

Thank you for calling Heartland AEA. You have reached Sally Smith. I am currently off contract and out of the office from June *** until Aug. ***, 2017. Please leave a message, and I will return your call when I am back in the office. If you need immediate assistance, contact ******. Thank you. 



Tip: If you want to change your voicemail greeting from your home phone or cell phone, you may do so by calling either (515) 270-0405 or (515) 473-7450 and pressing # when you begin to hear the greeting. This gets you into your voicemail, and you can then follow the prompts to access your messages, change your voicemail greeting or set it to out-of-office if you are ill and want callers to get immediate help. Please be mindful not to refer a customer to another staff member who is also scheduled to be out of the office. Check with that person to make sure he or she will be available and aware that you are forwarding calls to them during your absence.

Staff on Summer Break Asked to Check Email Once a Week

As many of you are transitioning to a well-deserved summer break, the Heartland AEA leadership team asks that staff who have time off during the summer check their agency email at least once a week during the summer months (June, July, August). 

The Agency relies heavily on email to communicate valuable agency and regional messages and timely responses are oftentimes requested. If you have any questions about this request, contact your supervisor.

June 2017 School Leader Update Now Available


The June 2017 issue of the School Leader Update from the Iowa Department of Education is now available. 

End of Fiscal Year Leave Request & Calendar Timelines

  • The cut-off date to enter leave requests for the 2016-17 year is July 1, 2017. Supervisors need to approve all 2016-17 requests by July 7, 2017. This will allow us to calculate and display actual, rather than estimated, leave balances for 2017-18 by the end of July.
  • Calendar exchange requests for 2016-17 must be submitted and approved by June 30, 2017.

If you have any questions, contact Whitney Anderson, Human Resource Generalist, at extension 14432.

Q & A About Transition From Kabel to 121 Benefits

Below are some common questions that staff have been asking about the Kabel to 121 Benefits transition.

Q: Will my HRA balance transfer from Kabel to 121 Benefits automatically? 
A: Yes. Any HRA balance over $0 will transfer automatically to 121 Benefits--employees don't need to do anything. (Once you create your new account on the 121 Benefit website, you will have access to your account(s).)

Q: I have $1.75 in my flex medical account. How can I zero that out so I don't have to pay the administration fee? 
A: You must submit a reimbursement request (for that amount or greater) to Kabel by June 14 or that account balance will roll over and you will be charged a monthly fee of $3.60, which is the fee that will accompany flex medical accounts administered by 121 Benefits. 

Q: I have a balance in my flex medical account under $500. How long will that continue to roll over?
A: Indefinitely. If it rolls over into the 2017-18 benefit year, then you can use it for expenses incurred during that year. Keep in mind that there is an administration fee of $3.60 per month for all flex medical accounts, regardless of the balance.

Q: Can I get a prepaid benefits card for my HRA?
A: You will not receive a benefits card (the Benny Card) for an HRA account--the cards are only for flex medical account participants since it follows different administrative rules. You can only receive HRA money when it is available in your account.

Q: I have $322.44, and I am enrolled in the 2017-18 flex medical plan. Do I need to spend all of this money to clear out my account?

A: No. Your money will automatically rollover and be in addition to the amount you are having deducted into your account during the 2017-18 benefit year.

As always, if you have any questions, contact Juliette Houseman, Benefits Specialist.

Reminder: Information About Transition From Kabel to 121 Benefits for Flex Medical, Dependent Care & HRA Plan Administration

As you were notified last week, Heartland AEA is transitioning administration of its FSA and HRA plans to 121 Benefits effective July 1, 2017.

What you need to KNOW: 
 

Blackout Period
There will be a 2-week “blackout” period from June 15 to June 30 and no FSA or HRA claims will be reimbursed during this period. This ensures that your elections, payroll deductions, claims and payments transition smoothly from Kabel to 121 Benefits. 

Filing Claims in June
If you file a claim on or before June 14, submit your claim to Kabel. If you file a claim after June 14, submit your claim to 121 Benefits, even if the date of service occurred prior to June 14. Claims sent to 121 Benefits during this “blackout” period will be processed once the blackout period has ended.  

Flexible Spending Debit Cards
You will not have access to your current flexible spending debit card after June 14, 2017. New debit cards will be issued. “Benny” cards from 121 Benefits are expected to arrive in late June or early July. You will receive two cards – do not throw them away. These cards will look similar to the cards you currently have through Kabel. The cards will automatically activate the first time you use them and are good for three years from date of issue. 

Current Balances
Your account balances will automatically transfer to 121 Benefits. No action is required on your part. 

New Direct Deposit Forms 
If you are currently using direct deposit for claim reimbursement(s), you will be required to complete a new form with 121 Benefits. Forms are available on 121 Benefits’ website and will be available on the Intranet. Complete and mail or fax to 121 Benefits. Checks are still available to those who prefer this method of reimbursement.

What you need to DO:
  • Remember the blackout period dates – June 15-30, 3017.
  • Watch for new “Benny” cards, arriving in late June or early July.
  • Complete a new Direct Deposit form if this is your preference.
  • Download the 121 Benefits mobile app for your smartphone.
  • Check out the 121 Benefits website for great tips, blogs, a searchable eligible expense list and more!
  • Watch for additional communications.
If you have any questions, contact Juliette Houseman, Benefits Specialist, at ext. 14315.

Reminder: Deadline to Complete Wellness Program Extended to June 16

Deadline Extended! You now have two more weeks to complete and record your Wellness Program activities, as the deadline for completion of the program is now June 16. Many of you are close to completing the program and earning your incentive! If you need help finding out what you have left to complete, contact Katie Streff today! It just takes a little time to see what you have done and what else you can do before the end of the program. Log into your Wellmark account to get to the Wellness portal.

Requirements for Completing the Program 
Baseline Actions
•    Biometrics
•    Health Assessment
•    Dental Exam
•    1 Hour Volunteering
•    EAP Survey

If you complete your biometrics, health assessment, dental exam and EAP survey, you will receive a Heartland AEA logo polo.

Working on Wellbeing
•    2 Challenges (If you have not completed two challenges, let Katie Streff know and she will work with you on other ideas for challenges)
•    You also need to complete two activities from the following: Career, Emotional, Financial, Physical and Social.

Once all of the Working on Wellbeing areas are completed, you will receive your incentive—$200 for returning staff and $100 and a Fitbit flex for all first year staff.

LifeWorks EAP Spotlight: The EAP is Here for You!

This article wraps up our months-long introduction to our new EAP provider – LifeWorks. We hope these articles have shown you the depth and breadth of the services LifeWorks provides for you and your family!

LifeWorks EAP is a service provided by your employer that offers help with personal and work-related issues. Professionally trained consultants are available to help with family problems, marital concerns, financial and legal matters, stress, depression and other issues affecting your personal or work life. The EAP is free and confidential. Consultants are available to help 24 hours a day, 7 days a week, 365 days a year!

Username: heartlandaea
Password: lifeworks

Iowa’s AEAs Are Offering TLC Professional Learning Courses Statewide

FYI: Iowa's AEAs are offering four TLC-related courses across the state to assist districts in their plans for TLC training this summer and into the upcoming year. Educators and administrators are welcome to attend the classes in any of the posted locations.