The Channel

Central Rivers AEA strives to cultivate a workplace in which everyone feels welcomed and empowered to bring their whole selves to work. Continuing work done by the Equity Committee, in partnership with the Leadership Academy, we will invest in employee development initiatives to foster a positive and inclusive workplace culture. “Courageous Conversations” will be featured monthly in The Channel, offering staff opportunities for self-guided learning.

November’s Courageous Conversations: Understanding Unconscious Bias

The exploration of bias is not about villainizing one group over another or making anyone feel guilt, shame or fear. It’s about making progress on our biases and understanding how they limit possibilities for us or others.

Common Definition: Bias is a preference for or against a thing, person or group compared with another. Biases may be held by an individual, group or an institution.

Example of Conscious Bias: Extroverts make the best leaders.

Example of Unconscious Bias: When hiring, you gravitate towards an applicant because they share the same alma mater.

Helpful learning: The Neuroscience of Unconscious Bias

Recognizing bias

“Everybody is biased. The truth is, we all harbor unconscious assumptions that can get in the way of our good intentions and keep us from building authentic relationships with people different from ourselves. By becoming more self-aware, we can control knee-jerk reactions, conquer fears of the unknown, and prevail over closed mindedness. In the end, our central message is that you are not the problem – but you can be the solution.” -Dr. Tiffany Jana

Self-awareness is KEY!

Questions/steps to consider:

• PAUSE – Give yourself a moment to reflect.
• Ask yourself – Why did I choose to say that? Why did I think that? Why did the person react in that way?
• Ask yourself – What am I assuming? Are my assumptions based on fact or experiences, or on something less concrete?
• If the “why” is not clear, ask a trusted colleague. (Depending on your role, you might not be getting “real feedback.” Ask for it. By doing so, you’ll create an environment where it’s safe to give and receive feedback.)

Unconscious Bias training opportunity

Registration for the full-day Disrupting Bias learning session, offered by Gina Weekley and MaKenzie Hakeman, is now open and will be offered at each Central Rivers AEA office location. Interested in participating? Sign up using this Google form by January 28, 2025.

Wellmark has redesigned its Explanation of Benefits (EOB) to make it easier for members to understand their cost-sharing details. The new layout provides a clearer breakdown of services, notes, and costs. Employees will begin receiving this updated EOB form soon. Please remember, the EOB is not a bill – any payments due will come directly from your provider or care facility.

If you have questions about the new EOB, feel free to contact Kevin Klobassa in the Business Office.

Empower half-hour

Are you interested in learning a quick, practical way to release catabolic energy? Join us for the “Empower Half-Hour” with Dr. Leslie Moore, Certified Professional Coach at Central Rivers AEA! On November 15, from 8:30 to 9:00 am via Zoom, Dr. Moore will lead a session to help you access more positive, productive energy around specific situations. Sign up today to receive a calendar invite!

Microcredential stipend available

This year, Central Rivers AEA is continuing to support staff well-being by offering a $250 incentive for completing one of three INspired Leadership micro-credentials! The options are:

• Awareness of Internal Energy
• The 4 Key Mindsets
• Overcoming Internal Energy Blocks* (available soon)
• *Please note: the new micro-credential does require the first two to be earned as prerequisites.

All of these are available in our On-Demand Library, and submissions will be reviewed by Dr. Leslie Moore. If you have any questions or need help signing up, free free to schedule a quick 15-minute session with Leslie by sending her a calendar invitation!

Well-being support for YOU!

Would you like support in getting more of what you want and less of what you don’t in your personal or professional life? If so, Central Rivers AEA offers 1:1 core energy leadership coaching sessions with certified well-being coach, Dr. Leslie Moore, via Zoom. All sessions are confidential and scheduled by you when you send Leslie a Google Calendar invitation. Just select “private” on the calendar invite. Reach out to Leslie with questions.

Get INspiring emails delivered to your inbox

If you would like to receive weekly emails that support your personal and professional leadership, join ESSDACK’s INspired weekly mailing list. You can also sign up to receive their INspired Leadership blog.

Special Ed quarterly reports

Under HF2612, we’re required to send districts a quarterly report summarizing the special education services they received. These reports went out on October 30, so you may get questions from schools. This first-quarter report used only ACHIEVE data; Harvest data is still being refined and isn’t included yet.

Missed timelines

The Department of Education (DE) tracks whether we meet timelines set by IDEA for Early ACCESS and Special Education evaluations. Our goal is to meet 100% of these timelines, though rare situations may cause delays. If you anticipate missing a deadline, please inform your RA in advance to explore solutions.

Family validation

Please complete all family validations for your roster. Here are resources to help finish up:

• Family Contact Validation Training Video for AEA Staff 
• Family Contact Validation Training Slides for AEA Staff
• Iowa IDEA Parent Guidelines
• User Guide – ACHIEVE Family Contact Validation
• Example Scripts for Family Contact Validation 

Some teachers can’t finalize IEPs because family validation isn’t complete and districts haven’t provided guidance. Below are resources sent to districts. If you have a connection with the principal in your building, feel free to share these; if you encounter any resistance, let your RA know.

• Parent Validation FAQ
• Parent Portal FAQ
• Training Resources
• New ACHIEVE website (to house resources)

Foster parent roles

We received clarification that foster parents with court-assigned education rights still need to be appointed as a surrogate to serve as the parent for IDEA purposes. Court-assigned rights typically apply to general school decisions like registration and attendance. Refer to our CRAEA surrogate parent process for more details.

Legacy IEPs in ACHIEVE

We’re now able to rename Legacy IEP PDFs in ACHIEVE. Data techs are working on this, but if you’re in an IEP and have time, please rename them using this format: Legacy IEP [Date] Annual Review (e.g., Legacy IEP 12.12.20 Annual Review).

Preschool status

There’s been confusion around full-time vs. part-time status for preschoolers with IEPs. According to the Department of Education, “full-time” applies to preschoolers attending 20+ hours per week; under 20 hours is considered part-time. We’ll provide training on documenting this and resources to support PK teachers. For support-only preschoolers, the roster will always show full-time, as it doesn’t impact district funding.

Roster changes

To transfer students in ACHIEVE when they switch teachers, buildings, or districts, the facilitator can update the roster, but the new facilitator should review and update all activities and services right away. Central Rivers AEA will send rosters in fall and spring for review and cleanup. Facilitators are encouraged to manage roster changes directly between these clean-up times. Please avoid submitting tickets for roster changes unless there’s a technical issue. For questions, contact your RA. This information will also be shared with LEA SE Directors in the November updates, due around November 15.

Weighting review requests

Thank you for adapting to the new IEP weighting review process! If your district asks for an IEP review, please include the student’s name, district, and date of birth for quicker processing.

Live documents, helpful resources and guides can be found on our staff website.

• Special Education Updates
• Updates with CRAEA Special Education doc (this will include every update from editions of The Channel)

Quarterly summaries:

On October 30, Stan Rheingans emailed superintendents and school business managers a summary of first-quarter services. If there are any questions, schools can reach out to the contacts listed in the top right corner of the report or to their district’s regional administrator.

Live documents, helpful resources and guides can be found on our staff website.

• Ed Services/Media Updates
• Updates with CRAEA Ed Services & Media doc (this will include every update from editions of The Channel)

There are new features in Read&Write for Google Chrome (the Premium version is still free for teachers)! The word prediction tool now includes Co:Writer, offering flexible spelling suggestions based on phonetic spelling. It also adds topic-specific dictionaries for quicker word prediction, a familiar feature for Co:Writer users. You can even set word prediction to appear only when needed, which is handy for more challenging words.

The customizable Read&Write toolbar now offers Horizontal, Vertical and Writing View options. You can also create user profiles to easily switch between the tools you need for different tasks. For reading webpages (outside of Google Docs), Rewordify has been added. It highlights complex words and suggests simpler alternatives to improve comprehension. You can toggle between the simplified and original text.Learn more about these features and others at https://academy.texthelp.com.

Hearing Screening Changes

Central Rivers AEA audiometrists and audiologists will continue to do class-wide hearing screening for Head Starts, Kindergarten, 1st and 5th grades. This is a change from last year – we are no longer screening preschoolers and 2nd graders. If you get questions, please direct them to the district’s Regional Administrator (RA).

Procedural Safeguards Manuals

If you need paper copies of the manuals for child find meetings or support only meetings, please contact Patsy Luker (Clear Lake), Sami Smith (Marshalltown), or Nicole Heiselman (Cedar Falls). If your schools are asking about getting more paper manuals, please share this ordering information with them – Creative Services is happy to help!

SE Count Reminders

• All new IFSPs and IEPs dated October 25 or sooner must be finalized by the end of October. Our goal is to have these done by October 25 unless there are unique circumstances.
• Be sure you are meeting the deadlines shared by data techs in regards to reviewing rosters if you are a support service provider.
• Official count date is Friday, October 25, 2024.

Parent Validation Reminder

Early ACCESS providers and SE support service providers should be working to validate each parent on their roster. If you have additional questions, the DE has developed this FAQ to help. RAs are happy to help if you run into difficulties!

ACHIEVE Parent Portal

The DE developed this FAQ to answer questions regarding the launch of the parent portal later this fall.

Several important updates will be provided to LEA administrators this month through Superintendents meetings and Leadership Connections – be sure to review them.

A reminder to Ed Services staff to be sure you’ve submitted your weekly Harvest entries. (Here is the Harvest guidance information for Ed Services.) Please be sure to go back and log for July 1. If you did not have service in a particular week, you can select “submit for week” at the bottom of the entry page. Live documents, helpful resources and guides can be found on our staff website.

• Ed Services/Media Updates
• Updates with CRAEA Ed Services & Media doc (this will include every update from editions of The Channel)

Our agency’s annual review of mandatory policies and procedural items are now available! For viewing, please visit the document as there are several important updates to read. A few examples include:

• Agency Operations (such as our vision, values, equity updates, etc.)
• Navigating and understanding the important items in your Weblink portal.
• Quick links available on our staff intranet (website).

There is plenty of information to go through, please contact Karl Kurt, Assistant Chief Administrator/Director of HR, with any questions.

Remote work is a key component of our operations at Central Rivers AEA, offering flexibility while maintaining our high customer service standards. To ensure a seamless and professional experience for both staff and those we serve, the following are important guidelines:

• Eligibility for Remote Work: Remote work is a privilege granted based on whether or not the specific role and responsibilities of the position can be performed virtually without compromising service. This determination is made by the supervisor who is responsible for ensuring that service outcomes are met. 
• Work Environment: All staff are required to maintain the same level of professionalism during virtual service as you would in person. Please ensure that your background is appropriate (use branded, agency supplied backgrounds) and wear professional attire during virtual meetings. Your remote environment should be safe, ergonomic, and free of distractions to ensure productivity. Also, please be mindful of the fact that many of our external stakeholders in school districts do not have an option to work virtually which increases the importance of us handling virtual work in a highly professional manner.
• Calendar Updates: Keep your calendar up to date to reflect your virtual work schedule, ensuring that your availability is clearly communicated. Please use “Virtual Service” as your location vs. other terms such as “Remote Work Site” or “Home Office”.
• Timely Responses: Respond promptly to messages and ensure that agency collaboration tools (e.g. Zoom, Google Chat, etc.) are on and used efficiently to support seamless communication.
• Participation in Meetings: While remote work offers flexibility, please remember that it is required that staff actively participate in virtual meetings and remain engaged. Virtual work is not a replacement for in-person collaboration which is always the preferred choice for delivering service – especially for those out in the field.
• Remote Work and Personal Obligations: Please do not use virtual work as a substitute for managing personal responsibilities, such as childcare. Use appropriate leave options if personal obligations arise and communicate any special requests with your supervisor in advance.

By adhering to these guidelines, we can ensure the benefits of remote work while upholding CRAEA’s commitment to professionalism and excellence.

It’s that time of year to remind staff of the procedures for office closures due to inclement weather. The FAQ document provides a lot of information and specific examples for your reference.

260-day full time staff:

• If the office closes or has an early dismissal due to bad weather, and you have approval to work remotely, you’re expected to work your regular hours unless you’re taking leave.
• If there’s an early dismissal and you can’t continue working remotely, you’ll need to use personal or vacation leave.
• Unpaid leave would also be allowed for this.
• For full-time, 260-day staff, leave scheduled during inclement weather will not be returned, except in exceptional cases.

Timeclock staff:

• With remote privileges, timeclock staff will now be responsible for clocking in/out themselves when there is an office closed day or early out due to inclement weather.
• If you leave the office early, please clock out when you leave and clock back in once you’re set up at your remote location.
• You still need to complete your scheduled eight hours, so you may need to adjust your work hours to account for your commute.

Remote/temporary remote staff:

• Please remember that working remotely is a privilege and not everyone has been extended this opportunity.
• In the event of an office closure due to inclement weather falls on your in-office day, you should adjust your schedule to dedicate three days in the office.

All staff:

• If severe weather causes a delay, you may arrive up to an hour late without using leave time or making up the hours.
• Please inform your supervisor as soon as you know you’ll be late, so they know you’re safe and can adjust your schedule if needed.
• For more details, see “A” under the General FAQs section.

The FAQ document was created to assist in clarifying the agency’s procedures for inclement weather questions. Please reference as needed, and contact your supervisor if you have any questions.

Just a reminder: the monthly Zoom update for Central Rivers AEA and Keystone AEA staff takes place on the second Thursday of each month from 4:00 to 4:30 pm (unless canceled if there are no updates). This month’s update is scheduled for October 10 at 4:00 pm. You can find the Zoom link on the CRAEA Master Calendar or use the link provided below.

• https://aea1.zoom.us/j/93464974419?pwd=Q2hl1s1RZIcSHzDYbdAl9ARPrXdLAY.1
• Meeting ID: 934 6497 4419
• Passcode: 002870

Empower Half-hour

Want a quick, practical way to release negative energy and feel more empowered? Join your colleagues on October 11, from 8:30 to 9:00 am on Zoom for the “Empower Half-Hour” with Dr. Leslie Moore, a Certified Professional Coach. Dr. Moore will guide you through a simple exercise to help you tap into positive energy, tailored to your unique situation. Sign up today to receive a calendar invite and get a sneak peek of the activity!

INspired Leadership workshops

Mark your calendar for the INspired Leadership Workshop on October 18 and 31, from 9:00 am to 3:00 pm at the Cedar Falls office! During this two-day event, you’ll join colleagues in exploring how to harness your inner energy to reach both personal and professional goals. Discover the seven levels of energy, learn to let go of fear, shame, and guilt and tap into positive, growth-oriented energy. You’ll also gain insights on how to influence the energy of those around you. Register online today!

Micro-credentials for INspired Leadership

This year, Central Rivers AEA is continuing to support staff well-being by offering a $250 incentive for completing one of three INspired Leadership micro-credentials! The options are:

• Awareness of Internal Energy
• The 4 Key Mindsets
• An upcoming new option – coming soon!

All of these are available in our On-Demand Library, and submissions will be reviewed by Dr. Leslie Moore. If you have any questions or need help signing up, feel free to schedule a quick 15-minute session with Leslie by sending her a calendar invitation!

Our office buildings, grounds and River Hills School are always looking spotless, thanks to our custodial/maintenance team! While they may be more behind-the-scenes, their hard work does not go unnoticed!

Cedar Falls office:

• Kevin McKenzie, Supervisor of Buildings/Maintenance
• Shyla English, Lead Custodian/Maintenance
• Derrek Grapp, Custodian

Clear Lake office:

• Skyler Wood, Lead Custodian/Maintenance
• Greg Hampton, Custodian

Marshalltown office:

• Micheal Ballhagen, Lead Custodian/Maintenance

River Hills School:

• Todd Thompson, Custodian
• Jessica Devries, Custodian
• Cory Teepe, Custodian

Congratulations to Marc Groen, who was recently honored with the Leadership in School Psychology/School Psychologist of the Year Award at the Iowa School Psychologists Association (ISPA) conference! This prestigious award recognizes Iowa school psychologists who have made a significant impact on their AEA, district, school, community and the students they serve.

October is Cybersecurity Month! Check out these four easy ways to stay safe online:

1. Recognize and report phishing: Many online attacks happen when people click on harmful links or give their personal information to scammers. These scams often use scary language or make promises that sound too good to be true. Don’t click on these links or share your information. Report the phish and delete the messages.
2. Use strong passwords: Use strong passwords that are hard to guess. Make them at least 16 characters long and use a mix of letters, numbers, and symbols. Use a different password for each account. A password manager can help you store and use these passwords.
3. Turn on multi factor authentication (MFA – AKA, two-factor authentication): Use two-factor authentication (2FA) whenever you can. 2FA adds an extra layer of security by asking for something only you have, like a code sent to your phone. This makes it much harder for hackers to get into your accounts.
4. Update your computer software: When your devices, apps, or software say that there’s an update, you should install it right away. Updates fix security problems and help protect your data. Turn on automatic updates to make it easier.

When you receive any suspicious communications: Stop and think before you click! Reach out to the Help Desk at 319-273-8231 or at helpdesk@centralriversaea.org if you have questions. Visit https://www.cisa.gov/cybersecurity-awareness-month for more cybersecurity tips and information.