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
The Reality of Spring
Spring can be a challenging time in the education business, and that can be especially true with education service agencies. April and May are always busy, and people's patience can begin to wear thin. People feel like they are running out of school year, and that in itself can cause a spurt for demands for services. So, yes, spring can always be a tough time of year in education, but I want to acknowledge that the challenges many of you are facing this spring are more significant than those experienced in past, perhaps more typical, years. This year is different, and we have some data to bear that out. Someone told me years ago that one major function of leadership is to define reality and give hope. I want to attempt to do both those things here.
The Reality at Heartland AEA
First of all, in regard to defining our reality, I want you to know that all of our leaders understand we are experiencing some significant changes in the area of special education this year. Some of these changes may be more temporary and some may be permanent, but either way, they are impacting workloads for many of you. Changes in the use of suspicion of disability in many districts combined with new evaluation requirements resulting from the “AW case” have both increased the number of open cases we have at any time and the length of time it often may take to complete an evaluation.
We are monitoring closely how these changes are impacting our staff. For example, we know that during the period from July 1, 2016 to April 11, 2017, Heartland AEA had 2,139 open referrals. One year later, over the same length of time (July 1, 2017 to April 11, 2018), we have seen 2,523 open referrals. This represents an increase of nearly 18% in one year. So if you are feeling a bit overwhelmed at the moment, it's easy to see why. We haven't yet analyzed the average number of days required to complete the evaluation process, but we are assuming that those numbers may be increasing as well. So in terms of our efforts to define the current reality, please know that our regional directors and APC know what is happening, and also that we are concerning ourselves with how to address this situation. I realize that our mere awareness doesn’t help you get your work done, but it is step one, and we are actively seeking solutions to address the situation.
What We've Done
Here is what else we know: from the 2016-17 school year to the 2018-19 school year, we will have added 41 Certified (non-administrative) staff. This year, we added 20 Certified staff, and for next school year, we will add 14 new positions. Our staffing level has increased at a rate double that of our increase in student enrollment. Even so, our increase in staffing is not matching the 18% increase in referrals referred to above. We also know that these increases vary by region and school district. In fact the change in referral rate by district varies from a decrease of 36% to an increase of 166%. No two school buildings are alike, and some simply generate more referrals per capita and require a greater investment of our time than others. This may be due to varying levels of district talent and capacity, or it may be due to the beliefs that permeate the school culture. Whatever the reason, the variance is concerning, and we need to dig deeper into its causes. We try to account for unique district qualities and the impact they can have on staffing needs in a region. We also try to take into consideration things like travel time and rural sparsity.
However, we try to keep staffing ratios relatively consistent across regions based on student enrollment. We would love to continue to add significant numbers of staff to every region every year, but our ability to do so will be impacted by future funding levels from the State, and in some cases, a shortage of qualified candidates to hire. We also need to be mindful of balancing our need for adding new staff with our need to maintain a competitively compensated workforce. The reality is our resources are limited.
And What We're Considering
Since we know our desire to increase staff is important but limited, what else can we do to address this new and increased demand for services? One common challenge to all AEAs (beyond annual funding) is that we are trying to balance our ability to build internal capacity by supporting the learning needs of our own staff with our ability to increase direct service days to districts. We can add to direct service capacity by adding more staff (and we are attempting to do that as much as possible), but we can also increase service time by having our staff taken away from buildings less often by reducing the number of meetings they are required to attend. I have used this analogy before, but if we could put each of our Certified staff in a building one more day per quarter (4 days a year), we could add the equivalent of nearly 10 FTEs. Cutting back on meetings that take people away from buildings may or may not help when it comes to having multiple ongoing referral cases, but I think it's a dimension we have to consider.
The Hope
So enough about our current reality—what about the hope piece? I have appreciated my opportunities to get out and meet with our regional teams and have more of these meetings scheduled in the coming weeks. We have had productive conversations about our current reality and the steps we might consider as an organization going forward. Many of the best ideas I hear about improving our efficiency as a system come from those of you who are actually out in the field doing the work. It’s when I have these opportunities to interact with you and gain your perspectives that I find hope.
I’m hopeful because I see a staff that is responding to new work demands by doing more for kids than ever before. I see talented professionals committed to supporting one another and working together. We are seeing new challenges, but we have faced challenges before. We are going to figure this out together. Your ideas and perspectives are valued, and that’s why we’ll continue to take steps to be intentional in maintaining on-going, two-way communication between our regions and APC. Please remember that we have much to celebrate and that your work is appreciated now more than ever. I am humbled by the investment so many of you are currently making. I know it’s hard work, but I also know it’s extremely important work. Thank you for all you do.
- Jon
At Heartland AEA, we define culture as “the way we do things around here.” It’s about our collective behaviors that are driven by our individual assumptions and beliefs. This matters because our collective behaviors lead to our results. Culture is often confused with climate, which is “the way we feel about the way we do things around here.” Obviously, both culture and climate are important.
Is it possible to shape our culture (the way we do things around here)? Absolutely! And we have been actively working to shape our culture over the past several years. In the spring of 2012, 2013 and 2014, our agency administered the Denison Organizational culture Survey to a stratified sample of our staff, and in 2016 and 2017, the survey was administered to all agency staff. The Denison Survey is designed to assess an organization’s strengths and weaknesses as they apply to organizational performance. In past years we’ve also included various modules in the survey including those that measure trust, commitment and consistency. Dan Denison, author of the Denison Survey, offers this brief video about the culture model.
What do we know about our results? Over the years we’ve administered the Denison Survey, our agency saw what the Denison consultants call “textbook progress.” In other words, our efforts have impacted our assumptions, beliefs and behaviors (the way we do things around here), which in turn is reflected in more positive survey results. This was made possible by our collective input, suggestions and actions.
What’s next for you? It’s time to update our culture survey results once again.
- As we let you know last year, the Agency Planning Council (APC) decided to administer the entire Denison survey in even numbered years and a portion of the survey that measures specific traits from the Denison circumplex in odd numbered years. This schedule was put in place in order to continue to monitor our culture indicators over time.
- Two years ago, after analyzing all survey data, APC selected the consistency trait as an area of focus, as scores in that area were lower than scores in the other three areas. The consistency module only was administered last year, and APC established a WIG (Wildly Important Goal) for 2017-18 that was intended to improve outcomes in that area.
- This year, the full Denison survey will again be offered to all staff.
- The survey is scheduled to launch on April 23 and will close May 11.
- All staff will receive an email with a link to the survey. This link will take you to a survey website that has been designed specifically for Heartland AEA. Please be as honest as possible when completing the survey. Your responses are completely confidential and cannot be tracked.
What’s in it for you? We are glad to be able to provide all staff with the opportunity to complete the survey. By completing the survey, you will ensure that your voice is heard along with your colleagues about the way we do thing around here. This input has and will continue to be very important as we look for themes and points of leverage for advantage in areas such as impact of our services, our professional relationships and our continuous improvement. We hope each and every one of you will take the time to complete the Denison Survey and provide your input.
Thank you in advance for your time and feedback!
Reminder: Even if you don't want to make any changes, you still need to enroll for the next benefit plan year.
With annual benefit enrollment half way complete, did you know these things about our offered medical deductible plans?
- Annual enrollment is the only time you can change your deductible – the Agency offers either the $750 or $1,500 deductible plans.
- When considering which deductible plan to enroll in, you should remember there is absolutely no difference in the coverage, both plans offer exactly the same coverage.
- When considering family plan deductible amounts, keep in mind that a family plan on the $750 deductible is $750 per person or $1,500 per family towards the deductible, and the $1,500 deductible is $1,500 per person or $3,000 per family towards the deductible.
- Only the $1,500 deductible plan offers an HRA. The HRA (Health Reimbursement Arrangement) is a contribution from the Agency you can use towards your out-of-pocket medical, dental, vision and/or prescription costs.
- HR has updated its “Contact Us” page on the Intranet under the Human Resources link. The page has been laid out differently in order to make it easier for you to search for the topic you need assistance with. Check it out by going to the Intranet > Human Resources > Contact Guide.
If you've already completed the Wellness program requirements for this year -- congratulations! You should be hearing more about how you can claim your incentives soon. The Human Resources Department has to wait for the official word from Wellmark with the names of those who have completed the program before they are able to move forward with rewarding incentives. Thank you for your patience!
How it works
As part of “The Invitational,” you will be part of a five-person team that competes against a new team each week for five consecutive weeks. The team that walks the most steps each week wins!
This week, stretch your legs during the warm-up round. Registration is open until April 16, with the first of five weekly rounds. (If you received an email from WebMD, please note that the dates in the email were incorrect!)
Team matchups are based on performance, for more fair competition. Weekly rounds start each Wednesday. Be sure to enter your steps for each round by the following Wednesday to count towards the previous round. You can sync your fitness device or enter your steps manually.
How to register
Register using the Wellmark website. Once in “The Invitational,” click on “Let’s Get Stepping,” select how you will enter your steps (either manually or uploaded automatically via your device) and choose your team preference. Then get busy racking up steps!
If you have any questions, contact Juliette Houseman, Benefits Specialist.
We’re halfway through our benefit enrollment period! If you haven't already, take a moment to complete your enrollment.
Our annual benefit enrollment is open to all full-time and 96-day employees from April 1 through April 30, 2018 at 4 p.m. for the 2018-19 benefit year, which begins July 1, 2018. Full-time employees may enroll in health and dental insurance and medical flex spending plans, while part-time staff (96-day) may enroll in the medical flex spending plan. We will need your enrollment selections even if you choose not to make any changes to your benefits for next year. This is the time that you can add and/or drop family members to your health and dental plans without a life event or change of status. You can also change your health insurance deductible at this time.
Enrollment can be completed through the Employee Online tab on the Employee Dashboard. If you are having trouble enrolling, log completely out of the Dashboard and log in before you start the enrollment process.
During our annual benefit enrollment, employees who didn’t opt for additional life insurance coverage through VOYA can also enroll. Complete the enrollment form and submit it to Juliette Houseman, Benefits Specialist. Existing employees who are enrolling for the first time will be required to fill out an Evidence of Insurability form. Existing employees who are already enrolled but who want to increase their coverage may also do so at this time. Existing employees may increase their coverage, but if they choose to increase it over $10,000, they will be required to fill out an Evidence of Insurability form. Enrollment will be during April but will be effective on July 1, 2018.
If you have any questions, contact Juliette Houseman, Benefits Specialist, at ext. 14315.
As you might recall, Iowa’s AEAs announced that they will subsidize costs for districts to upgrade their Iowa Department of Education provided FastBridge (FAST) subscriptions to include additional functionality in the areas of mathematics and behavior.
The deadline for districts/schools to sign up to participate (beginning fall 2018) is June 15, 2018. Here is the current list of Heartland AEA area districts/schools that have signed up.
Also, many districts have started preparing for the spring and fall implementation for these assessments by participating in these webinars. Heartland AEA staff can register for these webinars or watch the recordings. We will be doing more with consultants in the coming months, so you are informed and can support schools in making instructional decisions based on the additional data they will have at their disposal.
Feel free to join and share with parents you serve!
Have you wondered how to support your child’s reading development once school lets out for the summer?
Join us for an evening of learning! Heartland AEA professionals will share ideas for families to use at home and in the
community during summer break.
April 24, 2018
7 - 8 p.m.
Via Zoom
Informational Flyer
The Agency is preparing to upgrade all of its Mac computers to Apple’s current operating system, macOS 10.13. Having all staff using the same operating system will enhance our security and simplify the process of providing support.
Later this week, you will receive an email with detailed instructions about how you will perform this upgrade. This will be a fairly simple process, but it will take some time. For example, if a new computer is being upgraded in our Johnston office, the process could take as little as 35 minutes. If an older model is being updated using home Wi-Fi, it might take 2-3 hours. So, you’ll want to plan your time according to what computer you have and what network you’ll be using.
Included in the email you’ll receive later this week is a short video we encourage you to watch prior to doing the upgrade so you know what to expect. You will also want to do a Time Machine backup on your external hard drive just prior to performing the upgrade. You will need 15 GB of free space in order to perform the upgrade.
For those of you who upgraded your operating system as part of the pilot group, thank you for your willingness to help us test the process. If you were part of the pilot, there’s no need for you to do any additional upgrades at this time.
The Internal Technology Department asks that you complete the upgrade to OS 10.13 by May 11, before the rush of the end of the school year.
If you have any questions, contact the Internal Technology Team.
