The Channel

Special thanks to Dr. Jerry Schnabel for contributing this valuable article.

From time-to-time I get a question about the security of a staff member’s email, Google, iVisions, etc. account. At the agency, we do a number of things to minimize risk. For example, we require that all users change their passwords every 120 days and have password requirements that make them hard to crack. We also protect from password cracking attempts by shutting down accounts after a certain number of unsuccessful password attempts.

The iVisions site is secured through the use of encryption software that is the industry standard. This is how we encrypt all data on the site (including passwords).  All AEA 267 Web sites with https:// in front of their address use this type of security.

While the agency takes multiple measures to ensure the safety of your data, you also have an important role in keeping your password safe. Using a post-it note on a computer with a password prominently displayed may help you remember it, but anyone passing by can see it too. If you do write it down, store it out of sight, in a secure place away from your computer.

If you want to change your password at any time, you may go to https://password.aea267.k12.ia.us/pm/ and select “Change Password”. If you forget your password, you can go to the same site and select “Reset”. The IT staff does not have access to your password, so this is the best way to reset a forgotten password.

While time clock systems that accurately track employee hours worked have been around for years, both the Fair Labor Standards Act (FLSA) and the Affordable Care Act now make these systems imperative. The Affordable Care Act requires employers to report all hours being worked by all employees to be sure that all employees who work more than 30 hours are offered health insurance. In addition, the implementation of a time clock system will ensure that all non-exempt employees are being compensated for all the hours they work. This provides both the agency and hourly staff members with peace of mind.

At the April board meeting, the AEA 267 Board of Directors approved the purchase of a time clock system provider. The Business and Human Resources offices are working closely together to ensure a smooth implementation of the new system by July 1, including time for training.

We recognize that staff members who may be impacted by the change have many, many questions. Supervisors and administrators who will oversee the system have many questions themselves! Unfortunately, due to the ongoing changes in the guidance that accompanies the Affordable Care Act, we may not have concrete answers for a few weeks yet. Supervisors and administrators met on April 3 for an initial discussion about how to implement the system and to generate questions and scenarios that need further discussion. Rest assured that as soon as details are worked out, additional information, along with training, will be provided. In the meantime, feel free to share your questions with your supervisor who is assisting with putting together a list of Frequently Asked Questions (FAQs) that we can all use when clarification is needed closer to July 1.

Questions? Contact either David Nicholson or Kathy Enslin.

Over 1,300 educators have now taken the annual AEA/DE Customer Feedback Survey, which provides those we serve with an opportunity to share feedback about our services. (The survey launched on Monday, March 3.) Please continue to encourage teachers and school administrators you work with to respond to the survey, which will close on Friday, April 11. (As a reminder, AEA staff members are not eligible to take the survey.)

The AEA 267 Board of Directors met Wednesday, April 2, 2014 at 6 p.m. in the AEA 267 Cedar Falls Conference Center. During the meeting, the board:

• Heard a program review from Dr. Jon McKenzie regarding the Accreditation Process.
• Authorized and approved the purchase of a timecard system for the agency.
• Reviewed the RFPs and approved an Auditor for 2013-14 through 2016-17.
• Ratified the Collective Bargaining contract for 2014-15 with the CWA.
• Approved the 28E purchasing agreement with the IAEP for 2014-15 for River Hills School.
• Approved the Cooperative Student Teaching/Practicum Program agreement with UNI for 2014-15.
• Heard a second reading of the following board policies:
  • 500 Series (Students)
  • 600 Series (Business Procedures)
• Approved the resolution for sale of property to begin the process of selling the Forest City office building.
• Heard a variety of reports from directors and fellow board members.

The AEA system is working on a branding project. One of the first steps is to create a brand promise. Please share one word that describes the work that you do. No phrases, please. Click here to add YOUR word!!

Many thanks to Farrah Olson for co-coordinating the development of our latest Success Story! Watch and learn how Elias, a student with Pervasive Developmental Disorder, is working toward building a life beyond high school. Elias has received assistance and guidance from AEA 267 Transition Services in order to gain work experience and build valuable skills for the future.

Unfortunately, this winter’s crazy weather has meant a handful of days when an AEA 267 office had to be closed. As you can probably imagine, clearing the parking lot and sidewalks on these days can sometimes take several hours. Please take extra caution if you voluntarily choose to visit the office on an office closed day.

Please refer to the Master Contract within the iVisions system or visit with your supervisor regarding counting your time on that day. For staff not on year-round contracts, office closed days do not typically count as contract days. The Human Resources office is in the process of updating guidance documents, including new FAQs, which will be shared in the near future.

Special thanks to Kay Schmalen for contributing this valuable article.

The rise of social media (e.g. Facebook, Google+, Twitter) and its use across multiple devices has increased access to personal information, such as birthdate, phone numbers, addresses. While sometimes it is nice to receive numerous birthday wishes via Facebook, it is also your responsibility to be aware of what information you are sharing on the web and with whom.This information can be found in each social media’s privacy settings or your profile settings.

Beyond social media sites, there are other ways that information can show up in search results. For example, obituaries, newspaper articles and minutes from public meetings.  One way to determine how much and what kind of information can be found via the web is to do a search for your name.  Include your location or place of employment to increase the likelihood that you have the right person. If you find information about yourself and are unsure where it comes from, refer to or click on the information below the title of the web page to determine where that information is located.  (The information below is located on the Google Apps Iowa Website.)

If you wish to have information removed and you do not have control of that website,  you can contact the owner of the site to see what (if any) actions can be taken to remove the information.

Social media sites

Google+ is a social media tool, similar to Facebook. Beyond the social networking of Google+, Google+ is perfect to help you build your Professional Learning Network by connecting with other colleagues, experts and professional organizations in your field.  Google Hangouts, a tool within Google+, is one of the recommended and supported tools at AEA 267 in order to communicate via video conferencing with other AEA 267 employees, LEA staff and other educators across the world. The opportunity to connect quickly and easily with others has made Google Hangouts an indispensable tool that has brought AEA 267 colleagues and LEA educators closer.

As an agency employee utilizing Google+ and Google Hangouts, we strongly encourage you to include a picture of some sort. This picture doesn’t have to be a picture of you, but a picture that identifies you (e.g. a picture of your dog, a Hawkeye, a cartoon picture, etc.). Also, as an AEA 267 employee, it is very helpful for others to have information regarding where you work in your profile and/or your tagline. Any information beyond those two basic areas, (e.g. hometown, high school, skills, birthday, relationship status) is optional.

For more information about the privacy settings about Google+ or Facebook, refer to these two documents.

Google+ Privacy Settings

Facebook Privacy Settings

Every five years, the agency participates in an accreditation site visit facilitated by the Iowa Department of Education. The site visit serves as an opportunity to ensure that AEA standards for service are being met and that progress is being made toward goals. As a reminder, the agency’s site visit will be held on April 22-24, 2014 (opening presentation on April 1). In the coming days, staff members directly involved with providing service in the agency’s core work areas may be asked to participate in the visit through structured interviews. We hope to put our best foot forward during the site visit process and showcase the incredible work being done on behalf of children by our staff and those we serve! For more information, contact Dr. Jon McKenzie.