Year: 2014

Please take note of the following reminders from the Human Resources (HR) office:

• September 15 is the deadline for notifying HR of intentions to change lanes on the salary schedule (certified staff).
• All professional licenses must be kept current. Professional licenses renew on the last day of the month of the individual’s birthday.
• Unpaid days will not be granted except under unique circumstances at the discretion of Human Resources.

As of July 1, the agency implemented a time clock system to ensure compliance with both the Fair Labor Standards Act and Affordable Care Act which are laws that require employers to track and pay hourly employees for all of the hours they work, especially in relation to the benefits they may be eligible to receive. Many helpful resources have been developed to assist employees with adjusting to this change including a step-by-step video (below), frequently asked questions document, quick reference guide, and a specific list of regulations. All of these resources can be found within the iVisions portal under “My Toolbox” and “TimeClock Resources.”

https://www.youtube.com/watch?v=wEs57GdicOE&feature=youtu.be

Please review these helpful reminders regarding submitting leave requests in the iVisions portal.

Instructions for Submitting a Leave Request in the IVisions Portal:

1. Go to the AEA 267 home page > Click Staff > Click Portal
2. Click the “login” button on the right side of the page
3. Enter your universal ID (same login information as your AEA 267 email). The first time you log in, you will be asked to register in the system by entering in the last 4 digits of your SSN, home zip code, and date of birth. Click Register. Once your name and address appear, click Link.
4. Click on the My Leave menu option
5. Click “Add Request” to submit a new absence request.
6. Fill in the information fields for the type of leave, units (hours), specific use, date, times, and any applicable notes.
7. Click Submit.
8. The request will be time-stamped and sent to your supervisor.

Leave Guidelines

• Consult with your building principal/line administrator regarding procedures on reporting absences. You must contact your supervisor in the event of a same-day absence.
• Leave is calculated by units of hours.  (Ex: A 1.0 FTE 8-hour employee has 16 hours of personal leave time available; a 7-hour employee has 14 hours of personal leave time available).
• The minimum leave time request is 1 hour (unit). Increments less than 1 day must be submitted in whole hourly units.
• Using the My Leave menu option, you may modify or cancel a request in IVisions. Click on Modify or Cancel at the bottom of the page and follow along.  After approval, the modification is posted to your total by Human Resources.
• By clicking on the magnifying glass next to each type of leave (sick/personal/vacation), you can see further leave posting details.
• Subtract pending approvals from the “Available” balance to get a true available leave balance.
• Medical Emergency requests require an explanation to Human Resources.
• Doctor’s notes are required for any absence exceeding 6 days.
• Unpaid leave must be authorized by Human Resources.
• Hourly employees: IVisions leave requests are transferred to the TimeClock Plus system on a weekly basis. Thus, leave requests cannot overlap weeks (i.e. Friday & the following Monday). If your leave occurs within a two week span, you will need to submit two leave requests. All leave requests should be requested in advance if possible. If a request in advance is not possible, the request must be submitted within 24-hours of the return to work. All leave requests are final once they have been transferred to TimeClock Plus (generally the Tuesday following the pay week). If your leave request is not approved and posted by the time leaves are transferred to TimeClock Plus (Tuesdays), you will be deducted those hours. For extended absences, work with your supervisor on submitting your leave time.

A great deal of work was completed over the summer months to refine the evaluation process and convert all associated materials to Google. This change eliminates confusion regarding the sequence of evaluation steps, contains useful references for both the evaluator and the staff member being evaluated, and provides a more user-friendly format. You will find the link to the Evaluation Systems via the iVisions Portal >My Toolbox>Evaluation Forms>Staff Evaluation System.

Supervisors received training on the new system earlier this month. If you have not attended a Supervisor/Evaluator training session, it is highly recommended that you familiarize yourself with the updated procedures.

In the near future, staff members will receive a link their individual Google workbook that contains all of the pertinent forms and/or rubrics needed for the coming year. If you have questions, please contact your supervisor directly.

Special thanks go to Julie Davies, Kathy Enslin, Shirley Horak, Sarah Kundsen, Kim Neal, Laura Rinnels, Dr. Carol Sensor, Kay Schmalen, Barb Schroeder, Beth Strike, Lori Thomas, and Kerri Wilson for their work on this project.

The AEA 267 Board of Directors met Wednesday, August 13 at 6 p.m. in the AEA 267 Cedar Falls Conference Center for their regular meeting. During the meeting, the board:

• Took a tour of the Cedar Falls Conference Center buildings led by Dr. Jerry Schnabel and heard plans for the remodeling that will take place over the next couple of years.
• Held a discussion regarding the Eldora Office property.
• Accepted the Excellence in Education Enrichment Grant from R. J. McElroy Trust for 2014-15.
• Approved an agreement with School Administrators of Iowa (SAI) for participation in the 2014-15 School Administration Managers (SAMs) program.
• Approved the lease agreement with Quakerdale for a shelter classroom for the 2014-15 school year.
• Reviewed the AEA 267 mileage reimbursement rate and agreed to leave the rate at $.37/mile.
• Heard a variety of reports from directors and fellow board members.

The AEA 267 Board of Directors met Wednesday, July 3 at 6 p.m. via Polycom for their regular meeting. During the meeting, the board:

• Approved renewal of the Ethernet Lease with Iowa Communications Network for the Cedar Falls and Clear Lake campuses for July 1, 2014 through June 30, 2019.
• Approved the Fiscal Agent Agreement with Cedar Valley Promise for 2014-15.
• Approved the Orientation and Mobility Services Agreement and the Itinerant Teacher Services Agreement with Statewide System for Vision Services for 2014-15.
• Approved an agreement with the Iowa School for the Deaf to provide professional development for 2014-15.
• Approved the Transportation Agreement with the Iowa Northland Regional Transit Commission and Exceptional Persons Incorporated for 2014-15.
• Approved the Four-Year Facilities Plan.
• Heard a variety of reports from directors and fellow board members.

Thank you to the 343 of you who participated in the 2014 Culture and Climate Survey. This important survey provides feedback on how AEA 267 employees feel about critical issues such as recognition for their work, the extent to which their opinions count in decision making and knowing what is expected of them.

Earlier this month, the AEA 267 all-agency Leadership Team reviewed the results of the 2014 survey and brainstormed actions to continue down the path of continuous improvement. In the fall, a more thorough plan will be shared with you via Intersections including specific actions the agency will take to keep improving. Overall, however, results are overwhelmingly positive! Please review them by downloading this PowerPoint presentation put together by Janelle Brouwer, who has been assisting with the analysis process.

Just a friendly reminder that summer hours will begin on June 9 and run through August 8. Official office hours will be 7:30 a.m. – 4 p.m. during that period. If you are going off contract for the summer, please ensure that your voicemail greeting and “out of office” email message indicate who is handling inquiries in your absence along with when you plan to return. If you have questions, please visit the staff website (remember to use your email username and password to access).

The Business Office is happy to announce that employees covered under our Long Term Disability Insurance policy will have access to identity theft assistance as of July 1, 2014. Both employees and their family members are covered at no additional cost and with no additional sign up.

Having your personal information stolen can be stressful and overwhelming. If you lose your wallet, suspect credit card fraud or if any of your personal or financial information were to become compromised, you are just a phone call away from help. A dedicated person will assist you in contacting the necessary agencies, completing the required paperwork and providing the follow-up and support you need through the restoration process.

The attached flyer provides you with the contact information and an outline of its services. Please keep this item for your records. It is also available on the staff portal under My Benefits, Information Center.