UMCHS Feedback Form (Anonymous)

Question:
I have a question about something that was recently brought to the attention of EHS teachers. This year we were all told that we needed to be sitting in adult sized chairs for back support. Recently we were told that we are not allowed to sit in chairs at meal time because we are "above" the children. The chairs in our classroom are only about a foot off the ground and barely raise us any higher than if we were sitting on the ground (hardly adult sized but better than nothing.) By sitting on the floor at the table we are straining our backs and whole bodies, getting our hands dirty by putting them on the floor to support ourselves when we sit down before meals, and exposing ourselves to milk and food spills from the kids. I am just wondering if this is something that can be looked at and reconsidered. Thank you
Answer:
I have checked with several staff on this - and you raise very good questions. We are going to have more discussion about this issue and will let everyone know if we change the policy.

Most adult size chairs (larger than children's) were for Head Start, not EHS.

Question:
Why do full day sites still stay open in bad weather? If we go by the school district and only three or no children. I understand the parents work, but in the winter shutdown they find childcare else where, I just think we are risking our lives for three children.
Answer:
All of the Main Office staff and other staff (WIC, Healthy Start, CCR&R) report to work as do other people in the community - working at a full day makes you no different than anyone else. The schools shut down because of the hazard to busing and the roads in the county. We do not transport full day - their parents make the decision to bring them to us and they still work. Many of the parents we serve don't have other options and they would have to stay home and that would affect them financially as well as put their job in jeopardy.

Question:
Hi Cathy,
At the most recent budget meeting, program options were discussed. One option was to convert 8 EHS slots at Pine Tree into home base. Is there any way we could convert those slots into another combination class?
Answer:

No - still would not fit into the budget financially.

Question:
A big thank you to the fiscal team for having our W2s out so quickly!! (I meant to send a thank you when I first got it, but as it stands this is still the only tax information I've received from anyone so far!) Thank you for all of your hard work and efficiency!!
Answer:
I am sure they will appreciate your thank you.

Question:
Hi Cathy - I read last night that the Pendleton school District is waiting until after Round Up to start school - does this affect the Pendleton EHS and HS programs in Pendleton, and if so, how?

Cathy, I read in the paper yesterday that the Pendleton School District is going to start after round-up on Sept 17th and end on June 19th next year. How will this effect our agency?

Answer:

We will start the day after Labor Day as we usually do.

Question:
How do we login to the LifeBalance (The little flyer we got) it asks for user ID and password but not place to set one up if we are already members how do we know what to use to activate it. I would have asked Aaron directly but thought others would have same question might help them to.

Answer:
You will notice in the next payroll envelope information about our EAP provider. If you would like to view all the resources offered online, you will need the username and password (check your email). If you have further questions please call or e-mail me, Aaron Treadwell

https://www.lifeworks.com/login/index.aspx

Question:
What would you consider to be six of our agency's primary missions or goals?
Answer:
UMATILLA-MORROW HEAD START, INC. - MISSION STATEMENT

The ongoing development of Umatilla-Morrow County Head Start, Inc. as an agency is guided by the agency’s mission statement.

Umatilla-Morrow Head Start is a caring, innovative network of quality individuals working in partnership with others to strengthen families and communities.

We are committed to providing a quality comprehensive educational program to all families and children through the communities we serve.
We believe the educational process begins at home and we will assist parents in working with their children to understand developmentally appropriate practices.
We are neighbors working together to strengthen families free of drug and alcohol abuse, promoting communities in which children are Free to Grow.
We will empower staff and families to identify needs and develop strengths, values and dreams by building confidence and respect.

You can also check our strategic plans on the website. Agency Goals

Question:
How long do you have to be with the agency before you start earning more annual and sick leave?

Answer:
That can be found in employment policies in more depth - but after 60 months you accrue more annual leave. Sick leave accrual never changes.

Question:
I have a question that has been bothering me for some time and I'm not saying that this has happened. What measures are in place to ensure that families are not discriminated against? I mean, are they accepted totally on a point based system, or can they be passed by due to personal preferences of those in charge of the acceptance process? Thanks for your reply.

Answer:

They are accepted totally on a point based system and it is Child Plus that selects the next child when a drop occurs, not the recruiter.

Question:
Thank you for the gift card, it is very much appreciated.

Answer:

You're welcome

Question:
What is the purpose of the state meeting that some of the staff attend each month? Where is the meeting held?

Answer:

The meetings are 3 times per year. The first 3 days of November and February which are held in Salem. The last meeting is the first 3 days of May and it rotates among Head Start programs.

The Association meetings provide training and up to date information on both State and Federal legislation.

Question:
Cathy,
This is my first year for a Federal Review and I know how important it is to the agency and how hard we have all been working to have things as ready as possible. I also know that the last two reviews we have gotten a perfect score and had "no findings" my question is what would happen if there were any findings?

Answer:

If we have findings we do a corrective action plan. What we don't want to have is deficiencies - then we have a certain amount of time to get back into compliance or we could be designated a high risk grantee. In that case we would be subject to re-competing for our Head Start grant.

Question:
Cathy I just want to say that the training on Blood Borne Pathogens was fantastic. This training delivered the information in a creative fun way. I for one really paid attention. Can we look forward to more trainings like this?

Answer:

It was good - they did a terrific job putting that together!

Question:
Cathy, I just wanted to say thanks to Cade regarding the Portage help sheet. It was amazing and extremely helpful. It's the little things that really make a difference!

Answer:

He will appreciate your comments!

Question:
What is the Online Benefits Portal? It asks for employee I.D. ( is that our email name), and what would the password be. How do you access this ? It also asked for our social security number. Who is this from ?

Answer:

The Online Benefits Portal is where you sign up for health benefits. Simmons Financial has scheduled appointments to be at centers to assist staff with signing up. Please ask your team leader when your date and time is for the appointment. Your ID is your social security number, after you put it in it will let you set a password that you want.

Question:
I was really disappointed to find out that 40 people didn't sign up for the flu shot. People are already sick.

Answer:

You make a good point. We thought flu shots would happen this year but staff didn't respond with enough interest like they have in years past. Many places (ex: Safeway) currently offer flu shots and take HealthNet for purposes of billing, so you could actually get it sooner rather than later.

Question:
Did we receive a COLA this year? Thanks for your time.

Answer:

No we did not.

Question:
Thank you to all the food service workers in our agency. They work so hard to keep the centers running on time. Thanks again to all our cooks and nutritionists!

Answer:

They will appreciate your comments!

Question:
My question is in regards to the use of D'Nealian print in the classroom. We have been instructed to use it in all our print around the room, yet we don't have it available as a font on the computer. We print out names for cubbies, toothbrushes, files and what not and they are not in D'Nealian. I think it would be great to have that as a font. Is it possible?

Answer:

This has been sent out to all the HS teachers for use in their classroom.

Comment:
Just wanted to say that yesterday's trainings were great! Loved the way the information was presented!
Thanks for a great staff meeting. It was really fun and informative. Enjoyed the speaker very much.

The pre-service training this year was outstanding. I, too, loved getting up and moving during the training. It is so hard to sit for so long. We should have instant recesses during all of our trainings.

Answer:

Thanks you, I am glad you enjoyed it!

Question:
I wanted to say "Well done" to Cade for the great training he put together for the teachers and FA's - very engaging and informative, especially with the short time he had to do it.
Answer:

He will appreciate your comments - thanks!

Question:
Will all positions be reevaluated? Will this be done before everyone comes back?

Answer:

No it will not be done prior to people returning, this is a process that takes time.

Here is a link to the most recent Salary Study done in Oregon:

2010 Oregon Salary Study

Question:
What I wanted to know, was what towns were involved in the Health and Safety Coordinator's job. I am not familiar with all the centers. Do you know yet what the pay scale will be. Thank you.

Answer:

Please call Norma Jaime at the Main Office (541) 564-6878 so she can give you all of that information.

Question:
What centers does the job for Health and Safety Coordinator cover.

Answer:

This position would cover all centers.

Question:
Are there ever position/salary audits where you look over a position/salary that has been around a while and reevaluate it due to changes in the job responsibilities. I know that TA has been moved to a specialist III pay level. What is the deciding factor in what level a job like the new position that was posted on 8/9/11? What makes it a coordinator IV? I realize that this would mean increase in some employees pay but if their jobs have changed, they are doing more, their pay should increase as well I think this would greatly improve morale knowing that our increased work loads are not going unseen.
Answer:
We have criteria that we score positions on across 5 criteria (supervision received; scope of work; decision-making; impact of the position; experience level required). We don't increase pay based on amount of work, but on the level of the tasks assigned. But that is one of the things we do periodically is look at positions that have been given extra duties to see if they are higher level duties. It may be time to do that again this year.

Job Classification

Question:
When will the agency upgrade to a newer version of Microsoft Word, Excel, etc.?

Answer:

We have purchased Microsoft Office 2010 for all of the agency computers and Mike is planning on upgrading over a period of time this next year.

Question:
I just wanted to say that I thought it was a great that a recent college graduate was recognized in the monthly newsletter. I think this is something we should continue as these employees work hard to get degrees to help them be better in their job!

Answer:

Thank you - our goal is to spotlight a different staff each newsletter.

Question:
When will we know for sure about our jobs and hours for the next coming school year? I know there was talk of lay offs and having to move people to cover positions of people who left.

Answer:
You received a letter of hire which outlined your hours and location. The only two programs we still do not know funding for are Healthy Start and CASA

Question:
Do certified staff that are subbing get paid holidays too?

Answer:

Question:
This question is about the new building in Milton-Freewater. My question is are staff and parents going to have any say in what it looks like or the design. It would be nice if we had some input on it since we'll be the ones using it. Thank you for considering this.

Answer:

We always take into consideration the needs of staff and parents.

Question:
Hypothetically, working 2+ consecutive weeks of subbing in the agency. Would someone receive their regular pay? Do you accrue sick & annual leave?

Also, why are people who are not classified as a sub being called to substitute? I've also been told it won't affect my unemployment status over the summer. If that's the case, why are they calling us non-subs when the agency is capable of filling all open positions with people from their sub list?
Answer:

If you work in the same position for 2+ weeks you will get your regular pay. If we need subs after part day is over and until full day ends the first week of June - we call our staff first because of your expertise. And if you refuse work it may indeed affect your unemployment.

Question:
Cathy, Thanks for the staff calendars this year. I was curious as to the gray shaded days. They seem to be random yet still mean something. Are they significant or unimportant?
Answer:

Those are the potential weeks that we may have our triennial review by the feds

Question:
If teacher assistants sub over the summer do they get payed their regular pay rate or is it the same as a sub $9.00 and hour?

Answer:

They get paid at sub rate

Question:
I wanted to thank you Cathy, and also Starla, Kim, and Penny for coming to our center's table on wellness day. Thank you to all the other staff and parents that came to our table, it was very much appreciated!

Answer:

Thank you for your input!

Question:
Cathy, I thought Wellness Day was a lot of fun. I saw many staff (however very few admin) and parents participating and the activities were quite creative and educational. It was a very successful day. I do have one suggestion: the women's bathroom always runs out of toilet paper. Maybe next year we bring some extra.

Answer:

Thank you - I was thankful that Ruby brought some!

Question:
Cathy,
I just want to thank all staff for an amazing wellness day! all of the activities were very creative. I also want to thank you for letting us go home early. Looking forward to wellness day next year.
Answer:

Thank you

Question:
Cathy,
When looking at the budget for next year and the increase in gas prices, have there been any discussions about looking at using more technology (skype, conference calls, webinars, faxes, etc to minimize travel for staff to meetings and trainings? I understand that at times it is necessary to travel, but I do wonder if we would be able to save money if we were able to reduce travel when possible, since this would save on gas and also allow employees to work at their center and then join a meeting or training through some form of technology.
Answer:

We have been working on doing webinars and have implemented some conference calls. So the answer to your question is we will look at all of those uses of technology to reduce not only gasoline costs but staff and parent time in traveling.

Question:
I've heard that it is possible to get all or part of your student loans cancelled/forgiven if you are a Head Start employee. Do you know anything about how to do this?
Answer:

There are certain loans that can be deferred and then forgiven if you work for us. Please contact Aaron Treadwell - he has the information

Question:
I just wanted to say thank you to you, Aaron, the board, and policy council for the extra floating day and holidays. I know it is very appreciated by a lot of staff.
Answer:

We will convey that to the Board and PC

Question:
What about info for the Federal funded programs? Do we know how Head Start funds will be impacted?
Answer:

For the budget that passed for 2011 we did not get cut. Our program year for 2011 begins June 1 so the budget we submitted will remain the same. Flat funding.

Question:
Do we have final numbers on the budget for next year yet? If so, how does it look? If not, when is it expected?
Answer:
No we do not have any budget numbers for the State funded programs - WIC, OPK, FSC, CASA, or Healthy Start - probably won't know until June or July.

Question:
Currently the parents from the full day centers have a copay and the rest of the cost is covered by ERDC (Employee Related Day Care). With ERDC ending at the end of June, how will that affect the full day centers and the agency budget? Will the parents pay the full price, or will they pay the same copay?

Answer:
Not all ERDC ends the end of June. Parents eligibility is determined by DHS. If they are on our enhanced contract - they find other eligible care while we are done for the summer and we pay on their behalf from our enhanced contract. Others on vouchers find other care and transfer their ERDC voucher during the summer to their new childcare provider. When we begin in September families eligibility for full day HS or EHS is determined by our Family Advocates. We have an amount that Families pay if they have no ERDC.

Question:
If the government shuts down, how long will we keep going before we have to shut down? Will we still be paid on the 15th or will that be impacted as well. And if we have to shut down, do we have to make up the days later on in the year?
Answer:

That is an excellent question. Since we have not experienced a shut down before it is hard to tell how if will affect us. If it is only 1-2 days we will continue as usual. Any more than that will affect us in that we will not be able to access funds for our federal programs. I am imagine we will get some direction from our federal office.

UPDATE:

Region X has informed us that if the federal government shuts done, it will be business as usual for us and we will still be able to draw down funds. The federal employees will not report to work.

Question:
Cathy,
The extra float day that we are asking for will be easy for most staff to take. With full day staff will the monies we are asking for also cover the sub that will need to replace them?

Answer:

If granted, we will figure out subs if needed. Many will take on Fridays for part day centers and others will use to help out at winter or spring break

Question:
When is "Bring your child to work" week this year? Thanks.

Answer:

Aaron will send that out - always towards the end of April

Question:
During all this talk of budget cuts has the idea been brought up for ALL staff to have off winter and spring break instead of just the teaching staff?

Answer:

No our other programs are required to provide services.

Question:
Has a decision been made if we will be getting an extra float day, additional holiday pay, etc for next year? In the Policy Council minutes, it states that a draft was presented to PC, they thought it was a good idea, and that Aaron would change the leave policy. What we're confused about is, what option was chosen? Thank you for considering and implementing another vacation day for staff.

Answer:

Final determination will be made in April after PC and Board meetings. We will ask for 1 additional floating day and Christmas Eve and New Year's Eve.

Question:
Hi Cathy,
I'm wondering what effect - negative or positive - the new legislation for all day kindergarten will have on Head Start.

Answer:

At this point, the one way it would affect us is losing space at sites because of the need for additional classrooms. We just lost our Stanfield classroom because they are going to full day kindergarten.

Question:
In regard to professional attire. Would it be appropriate for employees to wear open-toed shoes in warmer weather on days when we don't have kids at school? I understand the necessity of close-toed shoes when school is in session, when cleaning, and during home visits. However, if we are just working in the office, I feel like it should be allowed.

Answer:

At this time you need to follow them as written as they are part of employment policies.

Question:
Who is on the training committee and who decides who gets to be on it?

Answer:

Right now there only a few people on it. I believe SDC is working on that and there will be a sign up sheet for staff

Question:
In response to the question regarding the TA observations form. In looking over the current Responsive Observation Form it appears to have a negative connotation by asking for things that are of a concern. Where do you put the positive feedback? Would it be possible to revamp this form? It seems that we try to make less paperwork but sometimes maybe having more than one form is more appropriate and can be of better use. Have the teachers been given a recent training on how it is to be filled out?

Answer:

I will forward your concerns to the Education Director. And any changes he makes will result in a training for teachers - probably by your Education Manager. Talking directly to your Education Manager about this would probably result he more timely resolution to your concerns.

Question:
I am curious why teachers have to do observations on their TA's every month. Some of us have worked together for many years and this seems almost like a waste of time and paper.

Answer:

It's called supervision and documentation - just like Ed Managers observe teachers monthly. Use what you observe to give positive feedback and to assist in growth of their skills.

Question:
I have a question about progress notes. Some things are always put into progress notes (home visits, etc) but other things are questionable. I have been told by my Ed Manager and Cade that if they are noted on a face sheet (monthly SS contact) they don't need to be put into progress notes unless some kind of issue is brought up or if a consistent issue arises with the parent (missing the bus, skipping home visits, etc). But in file reviews, Ana wrote that there needs to be at least a monthly entry into progress notes. Which of these is right? It is hard to know what to do and avoid doing too much work when we get two different answers from management.

Answer with Cade and Ana's input:

For progress notes, we have asked staff to document information that is noteworthy. For education, this may be concerns from an observation or assessment or important information that was brought up on a home visit. For social services, this may be follow-up on failed health exams, follow-up on FPP goals on home visits or on monthly contacts, or providing of resources or supports toward meeting the family's goals. For social services, though, it is an expectation that (at least) monthly contacts/follow-up will occur and that it will be documented in progress notes as well as on the Family Development face sheet. The issue that we've been having is that staff have been putting in progress notes "see home visit form," especially for social services, and yet the home visit form has no documentation from the home visit itself. In addition, it is a concern if the file does not include any information about follow-up from a social service contact or ongoing health or disabilities follow-up. Sometimes these things are case-specific and not necessarily the norm and that is also why we have encouraged staff to contact us if they have questions about documentation in order to work through those situations. It is not, however, necessary to document in progress notes things that are easily viewed in the file and have no significant concerns. For example, it's not necessary to document that a child observation was filed unless there were concerns. Or, it is not necessary to document that the portage was updated unless there were concerns. However, if there were concerns, then the expectation would be that there is also a plan for follow-up and that follow-up occurs and is documented in a timely manner.

Question:
Tell me more about "Free to Grow." It is mentioned on the sign in front of the main office and WIC.
Answer:

Free to Grow was an initiative we had funded through a Robert Wood Johnson Foundation grant. It was a substance abuse prevention grant centered in the Hermiston area. The lessons learned and instituted into our program include: walkability study, Motivational interviewing, scored family partnership agreement, Building Leadership Through Community Development training, Incredible Years training, neighborhood revitalization that is now with the cities, community watch. On our website you will find a link to find out more about it.

Question:
Will you be sharing information about the possible budget cuts and changes at the staff meeting on Friday?
Answer:

Yes there will be a report.

Question:
With Christmas and New Years both falling on a Sunday next school year, would we be able to have winter break those two weeks (26th-6th) rather than the week before Christmas and the week of Christmas(19th-2nd)? This would mean we would come back on the 9th and wouldn't have to have a make up day that week. Is this something that maybe staff could vote on and see what works best for all staff?
Answer:

No, we will be having winter break as close to the local schools districts as possible.

Question:
Since when does the agency have a Director 3 salary level? Where is the list showing what positions are in each salary level?
Answer:

The list is with the salary schedule in your employment policies book.

Question:
If the government does shut down on March 4th, will this have any affect on Head Start programs or services?
Answer:

If we can't access funds for a prolonged period of time, we may have to close. We would not be able to access funds to pay payroll.

Question:
Do the people who do the jobs that are going to be eliminated know so they can apply for the open positions or won't they know until the rehire letters are sent out?
Answer:

We are in the process of determining who they are so they can apply for the open positions. Depending on that determination, we will notify them. We will also keep all open positions filled with temporary staff until the end of the year.

Question:
We are just wondering if you made a decision on the Umatilla classrooms moving.
Answer:

No decision has been made and staff there would be the first to know. I am compiling all of the feedback and will do a pro and con list.

Question:
As of right now, how many positions does it look like will be eliminated for the year of 2011-2012? If any are being eliminated, are there opportunities for them to transfer positions?
Answer:

Right now we had anticipated 3 positions that would be eliminated with the program option changes. The positions that are open for staff to apply for are:

Cook in Boardman

Custodian on West end of County beginning June 1

Cook at Victory Square

Question:
Does the news about the $900,000 from OPK, mean that full year, full day will stay open until the end of June?
Answer:

No, the full days will end when their school district ends. M-F and Umatilla on June 3; Pendleton, Boardman and Hermiston on June 9

Question:
Cathy, I have 2 questions.
1. I have several parents who would love to attend Wellness day this year. My concern is last year only one parent was allowed to attend due to lack of room on the bus or van. Can we look at this issues now and decide how to allow more willing parents to come and enjoy.
2. Can you give me an estimate on how many people are going to be at Wellness Day so we can better plan our nutritional activity.
Answer:

1. Any parents that want to come should be able to attend. If there is no room on the bus then staff should drive a car and will get their mileage reimbursed (bring other staff with them). We won't reimburse for everyone to bring their own car.

2. We usually plan for around 200 people, but just plan your nutrition activity for what you want and when you run out you run out. Not a problem.

Question:
Full day centers are for families that are working. When we know parents aren't working, what do we do? I've been told before to trust the parents and not question them. But that doesn't seem fair to other parents who can't find work and can only bring their child half day. What do we do? The kids tell us that their mom isn't working, and we see her all over town during lunch break. The child is 9 hours a day.
Answer:

Please refer this to your Family Advocate to follow up on. We normally transfer them to a part day center when a site becomes available. Until then, they attend part day at the full day site.

Question:
Are we not doing the bring your child to work day this year??
Answer:

We do it each year, it is in April I believe.

Question:

Does everyone get recognized like secretary's day, maintenance person day, etc. If not maybe that is something we can do as a morale booster.

Answer:

Yes we do that via email this year.

Question:
Hi. I just had an idea and wondered if there was any feasibility to it. Would there be a possibility of Agape House taking over the lease of Highland to use for "Martha's House" for a homeless shelter and we could use the Gladys site again? Just an idea I thought might be a win-win situation. Thanks for the forum
Answer:

That is an interesting idea, however the Agape house is going to build on property that was donated to them by the county. They are not looking to lease an existing building any longer. I know that what they are planning they would own and people would have their own rooms. It certainly would have more space to build on the Highland property, however they are getting the land for free from the county. Paul Burns wants $400,000 for the Highland property.

Question:
Cathy, I am responding to the comment about Froggy Loggy. I agree about the need to update the brochure yearly, as well as, discussing with new staff. Could we research the information that goes into the Loggy, especially since there is no MacHi fishing pond in existence. Cinco de Mayo is also left out of MF, and it is something that is offered in this area. Lets try to be accurate and specific with our information.
Answer:

Thank you - they are going to update it and agree with the suggestions

Question:
Cathy,
I have read the budget report of all the possible changes that are might happen due to budget cuts. And I thank you for letting us all know what the possibilities might be so we can be prepared for what ever the outcome. My question is when will we know for certain of the changes that will happen?
Answer:

We will present the final recommendations from the last budget meeting, which is February 11 to the PC on Feb 22 and to the Board on Feb 28 for their approval and then it will be final. So far after the last one the recommendations are:

Convert all full days to part year - this includes Head Start and EHS. EHS will provide home base in the summer as it is required that we provide services year round. Convert one group of 8 infants/toddlers at Hermiston CDC to combination model.

Question:
I think that since EHS assistants are now responsible for 4 children that they should get pullout time as well to do goal tracking sheets, etc. The teachers get pullout time generally everyday and I think they could sacrifice a little of that for the TA to get some work done outside of the classroom.
Answer:

Thank you for your suggestion

Question:
Why is it that in some centers teachers have to close. I think if the one teacher has to close it should apply to all teachers not just certain centers. Also if assistants get their CDA'S why is it that they can't close.
Answer:

It's my understanding that teachers either open or close. That is the time when teachers have the opportunity to greet and talk to Parents when they either deliver or pick up their children. Since I don't know what center you are referring to I really can't answer your question directly. Perhaps you need to talk directly to Cade about your particular circumstance.

Question:
This is not so much a question as an anonymous comment. I feel that if we are going to encourage our families to use the Froggy Loggy program then we need to update the brochure every year- the current brochure promises a celebration event in the spring of 2009. New staff should also be trained and informed of what to do as children begin to complete this process. Thanks!
Answer:

Thank you

Question:

What would an employee pay for insurance a month if they were let go, or needed to use the COBRA plan?

Answer:

Health is around $500/month, Dental is $38/month and then there is Vision. Aaron can give you the exact amounts

Question:

I know that UMCHS is trying very hard to retain all staff and I have seen that be a priority in the past, but ‑ if a person does lose their job can they continue to purchase insurance through Head Start?

Answer:

Yes ‑ that is required by law. COBRA ‑ 18 months that you can pay for.

Question:

Cathy, the staff newsletter has the autobiographies about directors so far. So, will we be hearing everyone's story eventually?

Answer:

We just started them, we hope to continue with others.

Question:

What exactly do we consider neglect? Are children that are not dressed for the cold weather considered neglected? Children that come to school dirty every day? I'm confused because everyone seems to have a different definition of neglect and I no longer feel sure about what I should and should not report.

Answer:

If you are unsure about the law you can talk to Krista about it and she can share with you the law and definitions of abuse and neglect. However, you can always call and let Child Welfare determine. It's not your job to determine or investigate - it is always up to Child Welfare to make the determination.

Question:
The problem I have with the insurance premiums going up is it is already 2 & 1/2 hours of my pay but for some people it is not even an hour. Losing that much affects those of us on the bottom of the totem pole a lot more than it affects those closer to the top who already make a whole lot more than some of us. If everyone gave up two hours worth for the premium it would probably take care of it....It seems like I can never get ahead and without a merit increase and costs going up, I am getting further and further behind.
Answer:

Also remember that we all get the same benefit at the same cost so those at the lower end of the salary scale have a larger fringe benefit rate than those at the top. In addition we pay insurance premiums in the summer months for all staff even though a large amount of staff are not working.

Question:
A big thank you to the fiscal staff for getting our W2s out so quickly! What a wonderful surprise to not have to wait until the end of the month. Your work is very much appreciated!

Answer:

They will appreciate hearing this!

Question:
Dear Cathy:
What the majority does not realize is that we are very spoiled in this job. To start with we are the Head Start that pays more, a job is a job and in most of them they don't even ask you they just do it. In fact even people that have changed jobs they come back because they know how great it is to work in this agency. We all still have a chance to give our point of view, and I know it's very stressful for you. I say thank you so much for the opportunity to work for such a great agency and will do any sacrifice to keep my job. I can't complain, you are a great & awesome director and you know what you are doing! Kudos to you!
Answer:

Thank you!

Question:
What if Highland moves to CDC and there will be one less lease to pay?
Answer:

Good idea, but we also have a signed lease for 2 more years and currently there isn't any room at CDC as the building is full with EHS

Question:
I appreciate the fact that I am not the one who has to make the hard decisions in these economic times and realize that with every option you can never make everyone happy. I do have a question however about the proposed options to balance the budget. Will staff be able to have some input (like survey monkey), as we did for the insurance premiums, with upper management making the final decisions, or will budget committee decide?
Answer:

The budget committee which includes staff, PC, and Board will make the final recommendations to the PC and Board for approval

Question:
I agree with you that few people are seeing the entire picture. We are in the middle of some very tough times and dollars are hard to come by and getting even harder. I also agree that it is difficult to have an office where you distract the teaching staff and children when you come and go. However, we do have a building in Umatilla that has more than enough room to house the staff currently at the annex and the building is paid for. If you weigh the rental costs, utilities and up keep against a building that we own free and clear, with no taxes against a bldg that the taxes are included in the rental costs it makes no sense to me. The building we are leasing has a full basement that is unusable due to the fact that there is no exit in case of fire. If you figure usable sq ft and rental costs it makes it even more expensive. I have thought about the comparison for quite some time and still can't make sense of the decision to rent the annex and leave out bldg empty with the exception of WIC.
Answer:

One of the other things we looked at was the distance from Umatilla to the areas that the staff at the annex serve. Though 6 miles is not a lot of distance it does add time and mileage to get to where they serve a lot of their families - including the fact that many of them travel to Pendleton which adds at least 30 minutes of lost time for commuting.

We do not pay any property taxes on the annex and the rent was reduced over $1,000/month on what they were getting from CAPECO. The basement is not unusable, we choose not to use it for office space because it has no windows.

As I said I take responsibility for the building and though many staff will not understand all of the reasons I made the decision it has been made.

Question:
As an employee who works in the Annex, I would just like to say that I don't think that people are seeing the entire picture on this subject. I am very grateful to be working in an environment that is far less distracting for myself and for the teachers and children in the classroom. It may look like an unnecessary expenditure, but the amount of traffic that was going in and out of Highland was far too much. It makes absolutely no sense to me to have office space in a building where the people's jobs have no connection to the classroom. It only makes things more difficult for both parties involved. The leasing of this building has made it far easier for those housed here to do their jobs effectively.
Answer:

Question:
It sounds like the possible furlough days discussed are for the school year 2011-2012. Am I reading this correctly or is it a possibility we will need to take furlough days for the current year as well?
Answer:

Question:
This is question about furlough days. Will team leaders need to take a week off or can they take one day at a time. If a team leader is also a teacher a full week might be difficult on the TA's and the children.
Answer:

Team Leaders are considered salaried employees and must take a week off at one time according to State of Oregon Bureau of Labor and Industries rules and regulations.

Question:
Cathy, Thanks for the heads up on the budget. Does this mean that teachers will not be coming back early in August to begin their home visiting? When will full day parents be notified that their will be no child care for the summer? Thanks
Answer:

We do not have any specifics on when or if we will do the furlough days. Parents will be notified as soon as the decision is final - approval of grant by PC and Board which is in February.

Question:
Cathy, I also want to thank you and the other administrative staff for keeping us informed of these possible changes, it is nice to have the communication about what is going on. I also appreciate the fact that you are trying to preserve as many jobs as possible in this difficult time of economic unknowns. I do have a few questions/ thoughts on the possible furlough days for hourly staff. Will there be a written policy on how these days are to be used? Will Aaron Treadwell have to approve all these days, or will direct supervisors be able to approve these days for their staff? Also, will staff be able to use these days on short term notice if possible (say for example instead of using sick time when sick, or if weather is bad and employee does not want to travel to work, can they notify their supervisor that they want to take a furlough day?) I realize that you may not be able to answer all these questions right now, but I thought that I would put them out there as thoughts.
Answer:

Thank you for your comments. If furlough days become a possibility for next year, there will be a written policy. Though we don't know what these will look like I believe that you would be able to use a furlough day instead of sick leave or if weather is bad. I know that the state designated certain days so the State closed down. I believe we would let staff pick the 5 days with some perimeters.

Question:
Thanks for keeping us informed as to the budget situation. It helps to prepare for the future. In the letter you mentioned a possible furlough week for the entire staff. Does that mean we all take unpaid time off or does that mean we all work and are unpaid. I've heard of this situation in both contexts. Also, if this happens will we spread them out or will they happen in a block? If it's at all possible, it would be easier for those of us on a tight budget to have them spread out.
Answer:

Furlough would mean take unpaid time off. Management staff (salaried) have to take them in a week block of time - hourly staff can spread them out

Question:
Cathy, I am thankful for my job and will gladly pay more for my benefits in these tough times. Why would the admin team sign a lease when we don't need the space and you knew these cuts were coming? Also how can you save jobs when programs are cut? Won't staff in the effected programs need to lose their jobs?
Answer:

I take full responsibility for the lease at the annex - I felt it was in the best interest of the staff and the Highland Center to not have people walking through our classroom. The Board of Directors agreed with me and that is why we only signed a very short time lease. The lease is for only 18 months. We are hoping to save "jobs" by being able to transfer staff to positions that might become available through attrition.

Cathy, I received my paycheck with the budget letter in it. The suggestion I had was to not lease the new annex building. I read your respond to the previous question where you said we would have to make budget cuts because of rent and utilities increases among other things. So, my assumption is not renewing the lease to the annex is already in the works. Can you confirm this assumption. I am sure we will have to make other cuts, but that seems to be the best place to start. Have a Happy New Year

Question:
Thank you for the budget information this morning. Our question is why would we consider penalizing everyone when only childcare and OPK are being cut?
Answer:

They are not the only programs being cut - we expect all programs funded by the State to be cut and with flat funding with our federal grants. Our operating costs increase - we need to find money to pay for them. These costs include utilities, rent, phone, gas, liability and property insurance, audit costs, supplies, etc. In addition, an increase in health benefits affect every program.

Families' recruitment points are entered into Child Plus and Child Plus selects children to be enrolled based on points. The only exception is a four year old child has preference over a three year old.

Question:
I have a couple of questions about the cell phone policy on the bus (the agency cell phone). Is there a written policy for this? From previous questions for Cathy, you have stated that the Bus Monitor can be the one with the cell phone on the bus in case the center calls it for an emergency. My other question is about when a parent misses the bus, does the bus make another attempt to drop the child off at the home at the end of the bus route, or is the child automatically brought to the school to be picked up? Are these policies located somewhere? I couldn't find them.
Answer:

It is in the Bus Policy form that every parent signs and is in the child's file. It is implied within that policy that the bus monitor has the phone - because it states that the bus monitor will call the center to notify the staff when a parent is not home.

Question:
Cathy/Admin team, thank you for the GIFT CARD, it is very much appreciated at this time of the year. HAPPY HOLIDAYS TO ALL UMCHS STAFF!!
Answer:

Question:
Cathy, just curious as to why we were looking for a new slogan
Answer:

We are not changing our mission statement - the communications team is looking for a short vision statement that will be easy for all to remember.

Please read the policy regarding Holiday and Special Events and if you are still confused talk to Cade Burnette.

Will you please explain why there is an agency policy of NO HOLIDAYS when it comes to the classroom but you seem to not respect/honor the same policy for the main office? I know parents have wondered why the office is decked out for the holidays but their kids can't celebrate in the classroom 'down the hall'. And now I see that the main office is even selling tickets for the Festival of Trees??? Are you going to be willing/or already selling tickets for all the other events/celebrations that the community has to offer?

I can understand the need for no celebrations based on not wanting to offend any clients who may not celebrate but then why are you willing to offend them in our offices, or possibly offend even staff members? Don't you think if you're going to make a policy you should stick to it and have it cross all borders that the agency supports?

Staff are even told to change their clothes if they choose to wear something with a holiday theme but they can walk through it all day? (Will you please provide a link in the policies to where it states a staff member cannot wear holiday themed clothing?) I would suggest that the company leave the 'decorations' as celebrating children and not holiday themed; after all it is all about the kids isn't it?

We have a developmentally appropriate policy of what occurs in the classroom ‑ we do not have a policy of No Holidays.

Question:
I would like to know why exempt staff don't have to put on breaks on their time sheets. Also, because they are exempt they can flex when they want to during the week not the following week and the Ed-Manager allowed that. I thought that you cannot do that or has that changed.

Exempt employees do not follow the same wage and hour laws as hourly employees. They are exempt from when they have to take breaks or lunch breaks - it is at the time that works for them and their schedule. The time they flex or do not flex is between them and their supervisor. They have a job to accomplish regardless of how much time it takes them - some weeks they may work over 40 hours and they get no additional compensation for that. Hourly employees cannot work more than their scheduled weekly hours.

I have noticed such a difference in communication through out the agency in regards to more face to face communication, so I'd just like to say that I think we are doing a great job and it was a great topic to have at our first staff meeting of the year!

Cathy, I know that it is hard to miss work, especially staff meetings, but could you take the time to remind people that if they are sick and coughing, then maybe they should stay home. I try hard to stay healthy, as I know most of us do, and would appreciate it if others would respect that. thank you.

Question:
Cathy, This is a friendly reminder for our staff to remember how disrespectful it is to use your phones, blackberries, talking to you neighbor, or just being a non-participant during the meeting. If they need to "take a call" just get up quietly and leave the room. Thanks.
Answer:

Thank you for that reminder - we will announce that again at the beginning of the meeting. But no one should have to get up and leave a meeting during worktime.

Recently a Question to Cathy was submitted that dealt with a sensitive issue and is not appropriate to post online. However it is something Cathy takes very seriously and would like this person to contact her directly via email or telephone so this matter can be addressed.

I am sorry to belabor the point, but I need more clarification. I was told this is a lower division class (Associate's level) which ALL teacher's already have. If this credit goes toward a BA, it makes a lot more sense. Does it?

Please direct any further questions on this matter to Cade Burnett, he can provide you with all the help you need as he is the one who arranged this.

Question:
Cathy, thanks for clarifying why we are taking the ed. class. It now makes sense for those of us who have their bachelors degrees. I think it would have been nice if it could have been explained to us earlier. The teachers work load is hard without the class, and I think I speak for a lot of us who scramble to be caught up with all the requirements! We not only teach, but are home visiting. It would be nice to think we could get it all done at work, but sometimes we have to take work home.
Answer:

Some of us have already obtained at least a bachelor's degree in Early Childhood Education. Other colleagues may not have this authorization, however they do have numerous credits in the related field. If we have already received credit for courses, training, and feedback from an accredited university regarding this education requirement, why must we take unnecessary courses now?

While the topics suggested in the course are relevant to teaching children at this age level, it is a disadvantage to our staff. Those of us who are already qualified and have proper documentation of achieving these goals are very interested in knowing why we must take time away from our lesson planning, home visits, and paperwork. As mentioned by another employee in the previous post, we are already overwhelmed with the amount of tasks required and are making up for lost time by working overtime off the clock.

The syllabus is posted below for those of you who have yet to see it. Our homework load includes 14 assignments, in addition to discussion posts to be completed by December 11th (referenced on EOU's academic calendar for Fall Term). This means that we will have 13 more assignments (with the possibility of more posts in conjunction with the other assignments) due within the next 7 weeks. After obtaining my college degrees, I also would like to state that this workload seems worth much more than 1 credit.

It sounds to me that this is a discussion that is best done face to face not by email. I do not know of these class assignments and if just doing your normal work will satisfy the requirements. I will need to follow up with Cade on this.

Question:
As a Head Start Teacher, many of my co-workers have expressed a concern about the amount of work to be done and the time available in which to do it. I know of many teachers who are forced to take their work home, in order to get tasks done before deadlines. A new task added to the load is the Education class through Easter Oregon. We were told this class is a requirement and to treat it like we would any other college credit class and that the work needs to be done at home, NOT during our work hours. I personally do not need this class. I have a Bachelors Degree already. I do not want to use my personal time to take a required class that I do not want to take. I don't feel Head Start should be telling it's employees what to do on their personal time. Many teachers are stressed and overworked. With that in mind, the health and well being of our Head Start teachers is at risk and can negatively affect our abilities to provide an effective service to Head Start children.

I believe you are talking about the 1 credit we are getting for the training we provide to teachers at pre service and staff meeting? I was not aware there was additional work to be done for the class. You can certainly do whatever additional work needs to be done on work time. One of the reasons we are getting these credits for Teachers and paying for it has to do with the Teacher requirements from the Office of Head Start. We currently have in place our local requirements to meet this regulation that Teachers have a Bachelor degree in ECE or related field. In related field they have to have 22 - 23 credits in ECE. The feds are now saying that the coursework/credits needs to be equivalent to a major in ECE. All colleges differ, but a major could be up to 30 semester or 45 quarter credits. We want to get as many credits for you as possible through the training we already provide and you attend on your work time. We do not want you to have to go back to school to get more credits in ECE during your personal time.

Question:
Cathy,
I'm a Head Start Parent and a worry came up a few week ago. Is it true that if a single mother has a child in the program and the father of my child has never been present and is not on any of the paperwork, can he still show up at the center and take my child by stating the he is the father?? I was told he can. That there's nothing in papers by law that says he can have him and that if I don't want him to pick my child up i need to have a restraining order. I'm concerned because this came from someone that has worked for the agency for years and I don't mean to question it but I don't think that's right.
Answer:

We would need to work with you personally on this issue. Our staff would never release a child to anyone claiming to be the child's father (or other family member) whom we have never met. However, if the mother has introduced him to our staff as the father and we recognized him, we would have to release the child to him unless there is legal paperwork stating he cannot not have access, legally he has every right to take the child. If the mother has introduced us to him or if he has volunteered in the classroom and we know him, we could not keep him from taking the child without a court order or restraining order. This would pertain to both the father and the mother.

I agree - If you have a harvest theme please check with your Education Manager again and/or Cade

Cathy about the Capri, our building is very hot even if we have the AC on 71 -70. The children during nap are very hot. Could we wear Capris one more month.

I don't know what building you are in? Perhaps there is something wrong with the AC? Also the men in our agency do not wear Capris and they have not been complaining. Let's see what October brings and we can make a decision week by week as the weather changes.

Question:
I looked through the website, and couldn't find the answer to my question. Does UMCHS offer short term disability to its employees? Say for maternity leave?

Is there any way that we could fix our email address book so that it has everyones full name, work phone number, email, and the position/positions they hold as well as their location? I know that some of this is already there but it would be super helpful for the new people that may need to email say a teacher or need to email an Ed manager for a particular site and are not quite sure who that may be. I dont know if you could email everyone and have them add their own information to update it. Having a phone book for staff with this information would be great as well that we could use when we need to contact someone while away from the center.

Everyone who works for UMCHS has an email address and all of the information you requested is listed in that address book including full name, work phone (and fax if the site has one), email and the position and location where they work. It gets updated frequently and is in the process of being updated again so that all of the information will be up to date again. Penny Gibbs sends out an email that has all of that information listed by site. Please contact her if you did not receive one.

Why can TAs have 2 days to open so that they can make there appointments on those days? It is very hard when you have some little ones at home and need to take them to the doctor, and there is no one to close the center.

If you need to take time off for an appointment - you just need to schedule that with your supervisor or teacher, so accommodations can be made for that day.

A great idea that one of my co workers taught me was to go into forms on the web page, then select edit ...find on this page or (ctrl F) and a little bar opens up to type in the name of the form; then it takes you to the from that you are looking for. Just an idea that helps me out, so i thought I'd share!

Thank you, that is an excellent tip for those looking for forms by key words on the website.

Question:
Is there any way we can have a search feature to find forms on our web page unless you know were it is it is really hard to find and a lot of valuable time is wasted.

We are currently working on a new website for UMCHS that will have a basic search feature (powered by Google) to help search the website. The new site should be ready to launch by the start of the next school year in the fall.

I want to take this opportunity to say good‑bye to everyone. I will be leaving the agency tomorrow to focus on my schooling. Thank you for all your support and friendship, Cathleen

When will we receive our staff calendars? It would be nice to know prior to the end of the school year when everyone will be starting for next year! Thanks!

Question:
Thank you for the gift card, it is very much appreciated.
Answer:

Question:
Once again, Wellness Day was innovative and really fun - also educational! Thanks to the Wellness Committee for their time and effort - and creativity.

Question:
Cathy,
What exactly does the term exempt mean? In regards to breaks and lunches, do exempt employees sometimes need to skip one in order to provide coverage? Thanks for your clarification.

Answer:
Q. Are some employees exempt from these rules?
A. Yes. For example, individuals classified as white collar, salaried, exempt employees -- certain supervisors, administrative employees and professional employees -- are not subject to the rules on rest breaks and meal periods.

Question:
How does the pay rate work?? I hear once your hired, once you finish your 6 months introductory period you get a raise. Is this true?? How does the agency determine pay rates and when do we get a raise??

Question:
What does a T.A. need to continue working for UMCHS after 2013. Are T.A.s going to be required to get an AA after attaining a CDA? Thanks

Head Start Performance Standards state that all teaching assistants (by September 2013) will hold at least a CDA credential or be enrolled in a program leading to an Associate Degree or be enrolled in a CDA credential program to be completed within two years. For Early Head Start, all teachers (Lead Teachers and assistants) will have an Associate Degree in ECE or CDA infant/toddler credential by September 30, 2010.

Question:

I want to know why when you ask for your float day it's always hard to get it. I also want to know when is the last time to get your float day (leave).

Answer:

I can't answer your question about your float day ‑ there are so many reasons why it might have been denied ‑ I don't know what position you have which might affect the reason. It could be lack of coverage, training and/or meeting day? The last day to take your float day will be prior to your last day of work this program year. Float days do not carry over.

Question:

I am confused. Who gets to pick the files, teachers or ed. managers? I was told which files I was to turn over, nobody asked for my input, and again why do we do file reviews at the busiest times of the year?

Answer:

The education managers get to decide which way they want files. And I already answered your second question. If the files they asked for interferes with a home visit let them know that.

Question:
Why are we warned before file reviews and allowed to pick which files we have reviewed? This gives people that are slacking on their files a chance to complete them before the review. It would be a much more effective review if it happened unannounced.

Answer:

We trust people are doing their files correctly and keeping them up. File reviews give us an opportunity to assist those that are having difficulty and may not know how to do them correctly.

Question:
Cathy,
What is the policy concerning full day centers and staffing? For example, if there are 7 children in attendance, does one or more of the staff go home if breaks and lunches are completed?

Answer:

Ratio for EHS is 1 to 4 and adult/child ratio for Preschool age is 1 to 10

Question:
I was wondering now the health care reform bill has passed, will it, and if so how will it effect our insurance premium?

Answer:

I haven't studied it that carefully, but as far as we can tell, it will not affect our insurance premiums.

Question:
Why are file reviews scheduled during the busiest home visit times?

Answer:

I'm not sure I understand your question. Do you mean that during home visits you wouldn't have access to a family file? Perhaps when they ask for files you need to give them those files that you won't be needing. Also be clear on when you need them back.

Question:
It would be nice if you could tell us what center the employee of the month works at, thank you.

Answer:

The pages have been updated with that information, thank you.

Question:

I have heard a rumor that the Pendleton and Hermiston school districts are discussing going to a 4 day week this fall. Have you heard any information on this?

If this happens will it have any effect on how many days our classrooms meet on a weekly basis?

Answer:

I have not heard that rumor. We have reports from the School District Board meetings and that has not been reported. Even if they did choose that option it would not affect us. Morrow County has a 4 day week and it does not affect our classrooms in Morrow County other than on make up days on Fridays meal service becomes an issue.

Question:
I was wondering why we do child observations every other month. I observe children while completing assessments and doing individual goal work, so I was wanting to know what the purpose of the child observations were. I understand the importance of observing children in the classroom, and I do so every day. I don't, however, utilize the child observation forms for any other purpose though, so I'm not sure what they are for. Perhaps if I knew their purpose, I would utilize them more, and feel that I am doing something worthwhile instead of busywork. Not knowing what they are for, and just filing them away to never be seen again however doesn't seem like the best use of my time.

Answer:

I suggest that you read this in the work plan that can be found on our website.

Observing Children

Question:
It seems as though managers or supervisors overwhelmingly win employee of the month; why is it that other staff such as TA's, cooks, or bus drivers do not win the prize as often?

Answer:

You are wrong in your statement that managers and supervisors overwhelmingly win employee of the month. Teachers have been selected 20 times; Family Advocates 5 times; Administrative/Clerical 5 times; Program Managers 6 times; WIC Certifiers 2 times; Teacher Assistants 9 times; Health Resource Staff 1 time; Directors 4 times; USDA 1 time; CCR&R Consultant 1 time; WIC Clerk 1 time; Bus Drivers 2 times; Maintenance 2 times; and Information Systems 1 time. That means that 49 non managerial staff have won the award compared to only 11 supervisors, managers and directors.

Another comment was brought up on the staff survey that the award is thought to be for the Main Office only, so some staff don't participate. Since we have started honoring staff, 18 Main Office Staff have been given the award compared to 42 staff members outside of the Main Office. (one staff member won it twice, once out of the Main Office and again in the Main Office).

Question:
Cathy, why is it that we need 3 associate directors? Wouldn't one be sufficient?

Answer:

You need to remember that we are a non-profit agency with multiple programs. Each Associate Director has expertise in certain areas for all programs. Administrative Services Associate Director expertise is in human resources and oversees personnel issues (Bureau of Labor) for over 150 employees; another Associate Director - Operations oversees all contracts, leases, facilities (21) for all programs in addition to a special assignment of overseeing the building of a new facility in M-F, and Child & Families Services Associate Director oversees health, mental health, education, and family development for HS/EHS/OPK (our largest program), In the Board's estimation this is a job that is larger than one person or two if you include me.

Question:
If the ballot measures 66 and 67 pass or don't pass, will this impact OPP funds? And if so, how will this impact us?