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 will go into effect on October 1, 2011. These changes are reflected as an update to the July 1, 2011 version of the staff handbook.
- 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. If you are unsure of who your NTK person is, click here.
- In most situations staff are expected to enter their own leave requests using the Leave Online system. In rare situations when circumstances prevent staff 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 for a staff person, the online system immediately generates a notification sent to the staff person via email.
- It is the staff member’s responsibility to complete the request using the Leave Online system upon return to work and within four days following the end of the current pay period (typically the 15th and last day of each month).
- Board Policy 403.2 Abandonment of Position states that it is the responsibility of employees to report to work as scheduled. If an employee is absent, the employee must inform the agency’s designee about the absence. An employee gone from work for more than three consecutive workdays without notification and approval of the absence may be considered to have abandoned his/her position. Heartland AEA may choose to terminate and remove from the payroll an employee who has abandoned his or her position.
- The staff member must also have a process in place to ensure anyone they are 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.
- Support staff (NTK) will be provided with directions for initiating a leave on behalf of a staff person prior to the October 1 rollout.
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 will now be the responsibility of Human Resources.
- Staff 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 on FMLA leave should be directed to Kathy Martin, Benefits Specialist.
In July, Learning Forward (formerly the National Staff Development Council) released the revised Standards for Professional Learning, the third iteration of standards outlining the characteristics of professional learning that lead to effective teaching practices, supportive leadership and improved student results.
Learn more about the new standards at www.learningforward.org/standards/, or contact the Heartland professional library which has ordered and received copies of the Standards for individual checkout.
Help teachers move toward project based learning and away from lecture with these rich online resources. Use the webinars and recorded tutorials found by clicking here for your personal PD or share with teachers.
New databases this year:
Gale suite of journals
CultureGrams
Encyclopedia Britannica Online
Click here to download the agenda for the September 13 Heartland AEA Board of Directors meeting.
It is important to remember that emails are regarded as public documents when using Heartland AEA equipment and accounts. The person in whose name an account is issued is responsible at all times for its proper use and maintenance. Staff can review the Agency’s email etiquette policy in the staff handbook available on the Employee Dashboard>Intranet tab>Human Resources>Agency Information and Policies. For tips on how to best maintain your kerio account, click here.
Click here to find an alphabetical listing of all agency staff members’ phone extensions. Stay tuned for the Agency’s Staff & Schools directory for a more comprehensive list of contact information.
At the end of the 2010-11 school year, schools that participated in IDM training or were implementing IDM practices had the option of participating in the implementation evaluation. Last week, results were returned to the 75 schools that completed the implementation evaluation. Each school received a CD that included several items:
• A link to an Eduvision video that provides an overview of how to navigate the files and interpret results (http://bit.ly/pZoDvM)• A README file to assist schools with interpreting the results
• Implementation results: Building- and agency-level
• Special education eligibility results: Building- and agency-level
• PESA indicators and evidence criteria
The IDM team wants to thank all of the Heartland external support staff that collected data for their school(s) during April and May of last year. We know it was an extremely busy time of year, and we sincerely appreciate your time and commitment. We hope you found the experience beneficial as well.
If you have any questions about the IDM implementation results, please contact Alecia Rahn-Blakeslee at arahn@aea11.k12.ia.us.
The August meeting of the Heartland AEA Board of Directors was held August 9, 2011.
Public Forum
No one was present to address the Board.
Discussion Items
Board Committee Reports and Updates
• Professional Development – No report.• Board Advisory Council – No report.• Board Policy Committee – Board members were encouraged to read Series 200 of the Board Policy Manual. Any input or feedback should be provided to Ms. Jenny Ugolini by August 19.
• IEC & IAEP – Mr. Nels Turnquist reported that IEC food sales were down 25 percent.
Compensation Philosophy and Timeline
Ms. Laura Gillon addressed the Board about the Agency’s compensation philosophy. In October 2008, the Board approved a compensation philosophy and members were asked if this document still reflected current perspectives. Board members discussed the philosophy and suggested several changes. Ms. Gillon will bring the revised draft back for approval in September. During the next month, board members were asked to think about what criteria should be used for determining salary placement for classified non-union staff.Finalize Iowa Association of School Boards Legislative Priorities
Board members approved the 2012 Iowa Association of School Boards legislative priorities.
1. Set an allowable growth rate that encourages continuous school improvement and reflects actual cost increases experienced by school districts and AEAs and sustain funding for school improvement.
2. Establish special education funding that accurately reflects instructional and support costs.
3. Sustain funding for accredited early childhood programs, particularly four-year-old preschool and wrap-around programs.
4. Provide additional funding to AEA’s to, 1.) Back-fill for the $20 million reduction in FY2012 and 2.) Restore full formula funding for FY2013.Actuarial Valuation of Postemployment Benefit PlanMr. David King presented the executive summary for the Agency’s actuarial valuation of postemployment benefit plan. The report is a bi-yearly requirement to provide an estimate of net obligation for the Agency. For year ending 2010, there is very little liability for the organization.Print Center Options
Mr. Steve Prall reviewed the Board’s decision at the July 12 meeting to give a 90-day termination notice to Xerox for the labor portion of the Print Center contract. Since that time, the Agency has been reviewing other options. One proposal stood out due to the significant cost savings, company size and reputation. Mr. Prall introduced Mr. Bob Lashier and Mr. Andy Lashier from Laser Resources who provided an overview of their company and spoke briefly about right-sizing the Heartland Print Center. Board members requested copies of their formal proposal prior to the September board meeting.Action ItemsResolution Naming Depositories A motion was made and passed to accept the resolution #1-2011 listing the Agency’s 2011-12 depositories.
Amending Des Moines 2010-11 Contract
A motion was made and passed to amend the 2010-11 Heartland AEA and Des Moines Public Schools contract.
Consent AgendaPersonnel Report and Addendum
BillsPurchase Requests: Auto-Graphics, Inc. - $89,220.00 and EBSCO - $28,000.00
Neveln Center Lease Renewal Agreement
Actuarial Valuation of Postemployment Benefit Plan
Agreement between Heartland and Ryan Companies. – Mr. Prall amended the contract and increased the amount of square footage of Lot 2 from 50’ x 50’ to 125’ x 125’ with a 25’ frontage.
Ms. Borgen reviewed the bills and stated everything was in order. A motion was made and passed to approve the consent agenda including payment of warrant numbers 00361004 through 00361609.
Board Comments• Board members commented on the improved conversations between districts and AEA’s as a result of the Governor’s Education Summit held July 25 and 26.
Chief Administrator Comments
• Dr. Vincent stated that many groups have been asked to meet based on the results of the Governor’s Education Summit. One group that will be convening includes the administrators from School Administrators of Iowa (SAI), Iowa Association of School Boards (IASB), the Iowa State Education Association (ISEA) and AEA’s. The meeting will be held with Dr. Jason Glass, executive director of the Department of Education, and will discuss moving forward with some of the ideas from the summit.
• At the SAI conference last week, a presentation was given of legislative items to watch during the 2012 legislative session. The very first item mentioned was advocating for AEA’s and stating that the $20 million cut was unacceptable. Dr. Tom Narak, former West Des Moines superintendent, will be representing SAI as their legislative liaison. Dr. Vincent stated this was an exciting and rare opportunity to work with two former Heartland superintendents.
• Heartland received word from the Department of Education on acceptance of the Agency’s Continuous Improvement Plan (CIP). The DE has been very supportive and allowed the Agency flexibility and the opportunity to do some things differently compared to previous years. A follow-up meeting will be held in February.
• All five Board members with expiring terms have completed their candidacy papers for re-election. Ballots will be mailed by September 1.• Board members are invited to attend the Agency’s All-Staff Meeting on August 11. It will be held at Urbandale High School from 9:00 – 11:30 a.m.
• Any Board member interested in attending the Association of Educational Service Agencies (AESA) annual conference from November 30 – December 3 should contact Ms. Jenny Ugolini.
AdjournThe meeting adjourned at 7:49 p.m.
