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 

Update About Region 1 Office & Co-Location Space

This note is to update you on pending changes in the location of office space for Heartland AEA staff working in Region 1. As was communicated earlier, the Agency is actively exploring alternative work sites within the region. 

Plans are being finalized to add a co-location site within Winterset Middle School. The Agency’s Operations staff, in collaboration with other agency leaders, is working to setup the new space. As you will recall, co-locations are small “landing spots” for staff to do paperwork, make copies, return phone calls, etc. They are not dedicated office spaces.

Plans also continue to move forward to relocate the Guthrie Center regional office to a location within the AC/GC High School. Our intention is for the Guthrie Center location to remain a regional office, so staff who are currently assigned to the Guthrie Center office will remain assigned to the Guthrie Center office. We anticipate formal approval from both boards in June. At this time, the plan is to vacate the Guthrie Center office by July 31 and be set up in AC/GC High School by Aug. 1.

A sound booth has been set-up in the Carroll regional office, and after the Guthrie Center office moves, there will no longer be a sound booth in that location.

Agency Dates to Note for 2017-18 School Year

As you set your calendars for next year, keep these dates in mind:



Aug. 11, 2017

New Staff Orientation





Sept. 15, 2017 

All-Staff Meeting



 
Dec. 25, 2017-Jan. 1, 2018
Winter Break* -- Offices closed to staff and public
APC has decided to continue the extended winter break schedule for the 2017-18 calendar year. 

 
*Paid holidays for 185, 199 and 218-day classified staff are Dec. 25, Dec. 29 and Jan. 1, 2018. All others should be non-work days on the calendar and timesheet.

Reminder: 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: 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.

Reminder: 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.

Reminder: 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.

Be Ready for July 1 Transition: Create a 121 Benefits Online Account

You can now login and set up your account information with 121 Benefits!

Go to the 121 Benefits website, and at the top of the page, find the “Account Access” box. Hover over the box and click the link for “Participant title - Select FSA - HRA - HSA login” and use the "Existing User?" box.

Enter your PEID # using a lower case “e” in both Username and Password. (You can find your PEID # by going to the Employee Online tab of the Employee Dashboard and selecting Pay Stub on the left hand side of the screen in the blue column. Select a paycheck, and you can find the number at the top of your pay check - e.g. E00001.)
You will be prompted to answer security questions, and then you will set up your user information, and if you want, your banking information as well. (We weren't sure if you would be able to set up your banking information online, so that's why we previously told you about the direct deposit form. You don't need to provide the information online and on the form -- just one or the other.)

If you set up your account prior to July 1, you will not have any balance information to view, but you can get everything set up and ready to go.

Reminder: 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, 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.

June 2017 Board of Directors Meeting Agenda Now Available

The agenda for the June 13, 2017 Heartland AEA Board of Directors meeting is now available.

2017 Summer Van Route Sheet Now Available

The route sheet for the summer 2017 van schedule is now available. If you have any questions, contact Dustin Gean, Operations Manager.

Transition from AEA 267 to Central Rivers AEA Beginning Soon

As we told you last fall, AEA 267 is changing its name to Central Rivers AEA. The name will officially change on July 1, 2017, but you’ll notice the change in email addresses and website soon. This video from their agency tells more about the change and how it will roll out.

AEA PD Online is Celebrating One Million Completed Courses!

AEA PD Online is celebrating 1 million completed courses! This accomplishment represents millions of hours of professional learning and reflects Iowa educators’ dedication to ensuring all Iowa students experience high-quality learning opportunities and environments.

The Heat is On! Are You Heat Aware?

Heat is one of the most deadly weather phenomena. According to the National Weather Service, in a normal year, more people die on average due to excessive heat than floods, lightning, tornadoes and hurricanes combined. In Iowa, summer means two things: heat and humidity. Both combine to create conditions that tax the human body beyond its natural cooling abilities. Heat is a silent killer and knowing the dangers of summer heat and how to prepare for it can save lives.