1 New Program Director SessionWelcome to Kickoff! New Program Director Session

2 New PD Session Agenda IntroductionsOverview of National Service, AmeriCorps, & MSA AmeriCorps Systems and Compliance (Systems activity, PD Handbook) Grants Process and Management Partnership Expectations

3 Overview Corporation for National & Community Service (CNCS)Massachusetts Service Alliance AmeriCorps programs AmeriCorps members

4 Written systems help programs to…Standardize program operations Bring new program staff on board Comply with AmeriCorps Provisions Share and replicate successful practices

5 Creating Systems Objective What is the overall goal of this system?Mode Describe each step of how the objective will be met. Frequency When and how often will each step described above be taken?

6 Creating Systems (Continued)Distribution Who will need to receive the information and/or documentation for this system? Person Responsible Who is responsible for each of the steps in your “mode” section, and who is responsible for the overall objective? Logistics Any specific details that need to be considered in order to complete the objective.

7 Activity! Write a system for doing the laundry

8 Program Binder RequirementsProgram Binders must have: A section for each of the AmeriCorps Systems (Recruitment through Reimbursement). A completed System Worksheet and supporting documentation for each section For example: member application, contract, performance measurement instruments, performance evaluation tool, host site monitoring tool Program Year Calendar (resubmitted annually)

9 Program Binder Due DatesAll continuing programs must update their systems and documentation annually Resubmissions due late September (date TBA) New programs’ binders are due per Program Officer instructions – staggered schedule focusing on start-up systems first List of the Systems and Objectives and blank system worksheets available on our website:

10 Grant Management

11 Viewing Your AmeriCorps GranteGrants Program narrative Performance measures Aligned measure for primary service activity Program Budget Including Budget Narrative My AmeriCorps portal (to be covered later in Kickoff) Member enrollment and exiting ( 30 day compliance) Service site listing Manage slots My AmeriCorps tutorials: americorps-state-commissions-and-sub-grantees-egrants-0

12 Progress Reports Mid-year and end-of-year update with multiple components Basic program information Progress toward achieving Performance Measures Also an opportunity to share accomplishments and challenges Completed online October 15, 2017: cumulative for program year April 15, 2018: data through March 31 for program year October 15, 2018: cumulative for program year

13 PER and Reimbursement RequestsPeriodic Expense Report (PER) Minimum quarterly October, January, April, July Reimbursement request no later than 30 days after submitting quarterly PER Must submit with July 15 PER Able to request more often; MSA recommends monthly Reimbursement basis; no advances Fifteen day processing time based on 15th and 30th of each month

14 Grants Process Recompete vs. Continuations (review)FY 2019 MSA RFP released early August 2017 TA sessions to review instructions Recompete concept papers due in mid- to late September Competitive continuation applications due to MSA in Word format by early December Application instructions will be sent by Program Officer

15 Partnership Expectations

16 Partnership Assume positive intent Mutually beneficial relationshipCommunicate openly and frequently Lead the service field Use and refer to provisions to ensure compliance

17 Communication Program Officers (primary contact) Other MSA StaffSuzana Kantardzic, Senior Program Officer Maura Hackett, Program Officer Rachel Lieberman, Program Officer Elizabeth Way, Program Officer Other MSA Staff July Afable, Manager of Accounting and Finance (Open Position) Commonwealth Corps Program Manager Steve Gallucci, Chief Financial Officer Emily Haber, Chief Executive Officer Lisl Hacker, Manager of Training and Technical Assistance Shana Lothrop, Program Officer for Volunteer Initiatives Beth McGuinness, Director of Programs (Open Position) Administrative Coordinator Amy Mulvena, Commonwealth Corps Assistant Lindsay Rooney, Director of External Relations and Development

18 Branding & RecruitmentDO: AmeriCorps logo (big “A”) on service gear “Service” in recruitment materials and position descriptions AmeriCorps signage at service sites Include AmeriCorps and MSA information at member and site partner orientation Best practice: giveaway items AVOID: “Staff” or “Employee” on service gear “Job” or “Employment” in recruitment materials or position descriptions Using the term “work” to describe member responsibilities Referring to or creating culture of members as staff at service sites

19 Activity: National Service ContextProgram Director’s Handbook: Your best friend (2 min.) Group 1: Skim page 5 (CNCS Mission & Strategic Plan) Group 2: Skim page 6 through 7 (CNCS Structure and Programs) Group 3: Skim page 6 and 7 (especially “About MSA”)

20 National Service ContextGroup Activity (7 min.) On flipchart paper List five words that summarize most important information about: Group 1: CNCS Group 2: National Service Programs Group 3: Massachusetts Service Alliance List up to three: Insights/learning about how this information relates to your role as AmeriCorps program manager, Questions about this information as it relates to your role.

21 Program Directors’ MeetingsFour required meetings annually meeting dates: October 18th December 13th February 14th April 25th Hosted by programs – MSA is looking for volunteers! Mandatory program representation Members should not attend

22 AmeriCorps Opening DayFull day event on Friday, November 3rd, 2017 Roxbury Community College Mandatory program representation Lindsay or Emily will talk more about this tomorrow morning

23 Training and Technical AssistanceContact your Program Officer with questions Lisl and Gretchen will continue providing support Online resources National Service Resource Center E-newsletters and MSA grantee page Atlantic Cluster Conference? We will continue to talk more about T/TA throughout the Kickoff and throughout the year

24 Welcome to Kickoff! July 25, 2017

25 Criminal History ChecksCompliance, tracking, and enforcement

26 Agenda NSCHC RequirementsTracking criminal history checks with member hours Enforcement and “disallowance”

27 Why National Service Criminal History Check (NSCHC)?Requirements set by Congress and implemented by CNCS Reasons for criminal history checks: Responsibility to protect vulnerable populations Responsibility for taxpayer dollars Uphold the requirements based in law Financial penalties This year, CNCS made consequences more significant, could do the same for the program year as well OIG does not view disallowance as a valid remedy And other consequences of noncompliance…

28 What’s the impact? AmeriCorps is already under threat of elimination, budget cuts Criminal history check noncompliance increases that threat: OIG Report on CNCS Very concerning, poor performance on criminal history checks at forefront of agency issues according to report IPERIA (formerly known as IPERA) Of all improper payments, only one(!) file was not criminal history check related Programs must make checks a top priority! MSA AmeriCorps programs are not doing well overall, have not improved (more on that later).

29 The NSCHC requirementsVerify identity against government photo identification Obtain written authorization from the person to perform the check Document understanding that selection is subject to the checks Determine the types of checks required and from where they are to be obtained; Pay for the checks Complete and adjudicate the NSOPW check before service/work begins Initiate the criminal history information check(s) no later than the start of service/work Provide opportunity for review of findings Keep the information confidential Accompany those with pending checks when in contact with vulnerable populations Maintain the results of the checks Document that you verified identity and conducted the required checks Document that you considered the results of the checks.

30 Disqualifications An individual is ineligible to serve in an AmeriCorps program if they: Refuse to consent to a State Criminal Registry and FBI Check Note: this does not include NSOPW check because it is public information, no consent is required. Make a false statement in connection with a program’s inquiry concerning the individual’s criminal history Are registered or required to be registered on a State Sex Offender Registry Convicted of murder

31 Who must be checked All AmeriCorps members must undergo checks“Covered Staff” must also undergo checks All staff listed on your AmeriCorps grant budget Includes those funded by match, listed as in-kind, or at sub-sites or national offices Percentage on grant does not matter Three types of checks: NSOPW (National Sex Offender Registry/Website) State check(s) FBI check

32 Which checks are required?No recurring access to vulnerable populations: Access to vulnerable populations: NSPOW NSOPW State Check(s) or FBI Check State Check(s) FBI Check

33 Defining Recurring Access and Vulnerable PopulationsDefined as people: 17 or younger 60 and older Who have a disability Recurring access: CNCS defines “recurring access” as “the ability on more than one occasion to approach, observe, or communicate with an individual through physical proximity but not limited to, electronic or telephonic communication.” And adds that there is an “exemption for access that is episodic in nature or for a [one]-day period. Not regular, scheduled, or anticipated component of activities.” Accompaniment is required until either required state check(s) or FBI check has been returned

34 NSOPW National Sex Offender Public Registry/Website (NSOPW)Only valid sex offender check SORI, the MA state sex offender check, is not sufficient (or required part of procedure) Check your language All covered staff and AmeriCorps members are required to undergo this check Extremely easy to complete Use NSOPW.gov Make sure all are reporting Verify and document results, check pictures returned– not considered complete or “adjudicated” until that is done.

35 State Criminal History Registry ChecksState of Residence and State of Service/Employment check are part of this requirement Individuals residing in MA when applying only need one (MA) check Otherwise, two checks are required, and BOTH must be initiated before the start of service, both must be returned before state check is considered complete CNCS has designated specific registries in each state and most territories See here for a list of CNCS-designated state repositories and alternatives Massachusetts Criminal Offender Record Information (MA CORI) is ours Some states will not provide information or have an extremely onerous procedure Alternative Search Procedures (ASPs) Document, document, document!

36 State of Residence checksState of Residence can be difficult to determine, especially for college students or those living and working in different states Guidance from CNCS FAQ: “the state where a candidate resides is the location that the person considers his or her place of residence at the moment in time that he or she applies to serve or work.” For college students “A person applying to serve or work who is enrolled full-time in college is deemed to be residing in the state where he or she lives for the purpose of attending the school… Programs may not opt to use any other basis for identifying the student’s residence state, e.g., such as the student’s family home.” It can’t hurt to cover your bases and complete checks for multiple states (especially if the check is easy).

37 FBI Criminal History Record CheckFBI checks require fingerprints to complete In some states there is an agency, usually the state police, that serves as a repository for fingerprint-based checks We do not have that option in Massachusetts CNCS established an approved FBI check channeler in 2016 Fieldprint Channeler is an intermediary between programs and the FBI Cuts down time for check tremendously

38 More Information About FBI ChecksFieldprint is only for FBI checks Average completion time is 3-5 business days, often even quicker Programs are not required to use a channeler, but must request permission to use Departmental Orders (DO) process The DO process, which is the official name for when fingerprints are sent directly to the FBI

39 Documented AccompanimentNo unaccompanied access to vulnerable populations pending State Check(s) or FBI check A person is accompanied when he or she is in the physical presence of a person cleared for access to a vulnerable population An employee or representative of a placement site may provide accompaniment if that person’s clearance was established under the placement site’s rules Accompaniment must be documented contemporaneously or it is not compliant Person accompanying must be noted, as well as dates and times Timesheets are the best place to document accompaniment

40 Reviewing Check ResultsMust document that findings have been reviewed or “adjudicated” by program staff and considered in selection/hiring process No matter what, murder conviction, sex-offense is disqualifying More info in CNCS regulations and FAQ about what offenses are included A “not clear” check is not automatically disqualifying Organizations must have established, documented policies to determine how to deal with other offenses that might be returned on checks

41 Examples of Policies via CNCSCNCS Statutory Minimums Office of Juvenile Justice Delinquency and Prevention Guidelines NCMEC Child Safety Program Refusing to undergo the process False statements Murder Sex offenses requiring registration Crimes involving children or dependent adults Crimes of violence within 10 years* All other crimes discretionary based on position, circumstances, recency and other factors All felony convictions Lesser crimes of force Lesser crimes of a sexual nature Controlled substances Cruelty to animals * If utilized by a CNCS grantee, murder would render an individual ineligible regardless of the offenses’ age, due to the statutory requirements of 45 USC 12645g.

42 Other Requirements Consecutive terms or continued employment: no need to re- check if service/employment uninterrupted or if a break is fewer than 120 days All programs must have at least one staff person involved in NCHSC complete an online training annually, anyone who is involved in the process should complete it Best practice: address contact with vulnerable populations in position descriptions for members and staff MSA requires you to track criminal history checks along with member hours, submit to MSA periodically

43 Member Hours/NSCHC tracking sheet for 2017-18

44 Member Hours/NSCHC Tracking Sheet for 17-18: General InstructionsYour Program Officer will send this with PER and other startup documents Required to submit the spreadsheet 30 days after program start date and with every reimbursement request Change from last year: must certify each submission Every member and covered staff-person must be listed with criminal history check dates, including returning members and staff There are two tabs to complete: one for covered staff and one for members The members tab includes hours information Note the date that hours entered are counted through Expected hours is equivalent to service term

45 Hours/NSCHC tracking sheet for 17-18: Instructions for Entering InformationIf a criminal history check has not been returned, leave the corresponding cell blank or enter "not in" When a state of residence check or FBI check is not required enter "N/A" For the column labeled "accompaniment," select "not required" if either: The member/staff does not have access to vulnerable populations The NSOPW is complete and either required state criminal history check(s) or FBI check are complete before start of service Otherwise, note whether accompaniment was completed/documented

46 New Hours/NSCHC tracking sheet for 16-17: Helpful InformationRead instructions tab, please FBI Check initiation date: for Fieldprint it is the date fingerprints are taken (if using DO, remains the same) We know this is more stringent than CNCS requires, MSA has concerns about considering a check “initiated” when member/staff may not have shown up for appointment We will use the data you provide to calculate disallowance, so please double check information before submitting Be kind to your PO: please do not put additional characters in cells, use the notes column instead

47 Risk-based DisallowanceTwo years ago, CNCS came up with a new system for determining consequences of noncompliance Less impact on members for programs’ mistakes Consequences vary based on severity of noncompliance or “risk” In May this year CNCS released a final set of rules for calculating disallowance with a few adjustments Changed name to “Enforcement Guide” Removed > 50% noncompliance increase Even though financial penalty is really a fine (cannot come from unspent CNCS funds anymore, or from match), they are still calling it “disallowance”

48 CNCS Mitigation Matrix

49 Mitigation Levels in Plainer LanguageMitigation Rating No recurring access to vulnerable populations Recurring access to vulnerable populations Substantial On-time NSOPW AND at least one of these, even if late: State check FBI check All of these: Performed accompaniment On-time NSOPW On-time State Check or FBI check Moderate Late NSOPW AND at least of one of these, even if late: Either: On-time NSOPW and late state check or late FBI check Performed accompaniment and on-time state check or FBI check Low None of the above

50 CNCS Disallowance DeterminationNSCHC Risk-Based Disallowance Overall % of noncompliant individuals: Self-Reporting Standard Disallowance Disallowance for each individual with: Mitigation Level ↓ Substantial $250 $500 Moderate $1000 Low $750 $1500 Note: CNCS considers MSA spreadsheet self-reporting

51 Last year, I put this slide:100% Compliance for 100% of MSA’s Programs!

52 How are MSA programs doing?Not great, and not improving as a group Disallowance: Totals for All MSA AmeriCorps Programs Compliant Members/Staff Noncompliant Members/Staff Total Members/Staff Overall Noncompliance Rate Disallowance 1615 152 1767 8.60% $64,875.00 Disallowance: Totals for All MSA AmeriCorps Programs Compliant Members/Staff Noncompliant Members/Staff Total Members/Staff Overall Noncompliance Rate Disallowance 1483 143 1626 8.79% $55,750.00

53 Disallowance Update ContinuedDisallowance Results Only nine programs of 25 (36%) fully compliant Four programs had very significant (15-40%) noncompliance Four had extreme noncompliance (>40%) CNCS will be sending debt notification letters to programs with any disallowance via MSA Disallowance: Totals for All MSA AmeriCorps Programs Compliant Members/Staff Noncompliant Members/Staff Total Members/Staff Overall Noncompliance Rate Disallowance 1483 143 1626 8.79% $55,750.00

54 What went wrong? New staff or scattered-site member supervisorsInitiation date must be before begin employment Staff turnover Not just PD, but other organization staff Issues with organization’s CHC procedures Programs did not follow their written procedures Procedures not in place for staff, not everyone is aware of procedures (e.g. HR department) Poorly designed systems

55 100% Compliance for 100% of MSA’s Programs! (For real this time)Next year… 100% Compliance for 100% of MSA’s Programs! (For real this time)

56 Tools and Resources NSCHC Clearinghouse on Knowledge Network: CNCS Enforcement Guide: https://www.nationalservice.gov/sites/default/files/documents/Enforcement%20Guide%20for%20Staff%20and%20Grantees%203.0_508_1.pdf Required NSCHC training: CNCS FAQ: Regulations: Instructions on how to request an ASP:

57 Thank you! Any questions?

58 Monitoring Tools Systems and Objectives, Program Binders, Risk Assessments, and Site Visit Monitoring Tools

59 Systems & Objectives An AmeriCorps System is a structured set of procedures developed to help AmeriCorps programs: Standardize program operations Bring new program staff on board Maintain program continuity during staff transitions Ensure procedures and documents are compliant with CNCS and MSA guidelines Document best practices

60 2017-2018 AmeriCorps Systems Recruitment SelectionEligibility and Enrollment for Members Tracking Member Hours Exiting Members Developing and Implementing Member Training Member Supervision Tracking, Recording and Reporting Progress Site Partner Management Continuous Improvement Financial Management Systems Documentation of Matching Funds Reimbursement

61 Systems help MSA to… Facilitate compliance with AmeriCorps provisionsIdentify specific operational challenges to be addressed through T/TA Provide models for prospective and new programs to set up AmeriCorps infrastructure Share and replicate successful practices

62 Program Binder Full binders are required of all programs beginning their three-year grant cycle Program Calendar Address all 13 systems Program Binder Desk Review self-assessment System checklist Document checklist To be submitted electronically

63 Program Binder Partial/ResubmissionPrograms in second or third year of grant cycle Must complete a resubmission form indicating whether any updates or changes have been made to systems along with corresponding documents New systems and documents may be required to bring binder into compliance

64 Risk Assessment Performed annually with the Risk Assessment FormAudit and Grant History Organizational and Staff Capacity Program Management Financial Management Other Risk Factors Programs identified as low, medium, or high risk Risk Assessment level is sent to program over the winter

65 Site Visit Monitoring ToolsMonitoring Systems and Objectives Member File Checklists Standard Individual Member & Site Partner Interview Questions

66 Member Human ResourcesRecruitment and Selection

67 RECRUITMENT. What we are looking for …Consistent recruitment materials, that include: Program requirements and benefits Reasonable accommodation statements for interviews and service AmeriCorps logo and MSA logo AmeriCorps clearly defined as service Outreach into the local communities Outreach into diverse communities Inviting and inclusive language and materials

68 RECRUITMENT. What we are looking for …Essential functions of the position Position Descriptions (reviewed by MSA within 30 days of the start of the program) Detailed; outline specific activities Unique for each member role/function Required to show additional responsibility if providing a higher living allowance Be specific Ensure additional responsibilities do not include staff displacement or member management Amount of additional allowance should be justified by additional responsibilities Address position’s contact with vulnerable populations

69 SELECTION. What we are looking for …Consistent process Evidence of all steps of the selection process for each member Interviews, reference checks, offer letters Second Year Members Policies on criminal history checks Completed criminal and sex offender checks Your own policies on what will disqualify a candidate Evidence of non-discriminatory and inclusive process Programs cannot discriminate based on race, disability, marital/family status, sexual orientation, gender, religion, national origin, birthplace, or age. Massachusetts Commission Against Discrimination:

70 Member Human ResourcesEligibility & Enrollment

71 AmeriCorps Member EligibilityAll information pertaining to AmeriCorps Eligibility can be found in 45 CFR Citizenship or Allowable Legal Status Requirement Educational Attainment Criminal History Check Requirements At least 17 years of age at the start of service unless the member is out of school and enrolled in a full-time, year-round youth corps or full-time summer program in which case he or she must be between the ages of 16 and 25, inclusive (42 U.S.C. § (a)(3)(B)(x))

72 CNCS: Change in documenting citizenshipSubgrantees will no longer need to provide proof of citizenship documents in the Member File. In 2012, the Corporation announced that the process for verifying the identity and citizenship status of individuals applying to serve in AmeriCorps has been automated. With the signing of the agreement, upon an individual accepting a position, the individual’s information will be automatically reviewed by the Social Security Administration within 3 business days.

73 MSA: Citizenship or Allowable Legal Status RequirementTo be eligible to serve as an AmeriCorps Members, an individual must satisfy the Citizenship Requirement at time of enrollment. I-9 form ≠ proof of United States Citizenship A driver’s license or government-issued identification and Social Security card are not sufficient for proving United States Citizenship.

74 Primary documentation: United States citizen or nationalA birth certificate showing that the individual was born in one of the 50 states, the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern Mariana Islands A United States passport A report of birth abroad of a U.S. Citizen (FS–240) issued by the State Department A certificate of birth-foreign service (FS 545) issued by the State Department A certification of report of birth (DS–1350) issued by the State Department A certificate of naturalization (Form N–550 or N–570) issued by the Immigration and Naturalization Service A certificate of citizenship (Form N–560 or N–561) issued by the Immigration and Naturalization Service Additional information can be found online at:

75 Primary documentation: United States lawful permanent residentPermanent Resident Card, INS Form I–551 Alien Registration Receipt Card, INS Form I–551 A passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence A Departure Record (INS Form I–94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence.

76 Educational AttainmentCNCS requires that AmeriCorps members have a high school diploma or GED by the time they utilize the Eli Segal Education Award. Members are allowed to complete classes towards their GED during their year of service to satisfy this requirement if necessary. An AmeriCorps member will not be eligible to utilize the Award unless they have satisfied the Educational Attainment Requirement (Sec of 45 CFR). High School Diploma/GED Self-certification GED Agreement Letter  

77 Criminal History Checks and EligibilityAn individual is ineligible to serve in an AmeriCorps program if they: Refuse to consent to a State Criminal Registry and FBI Check Make a false statement in connection with a Program’s inquiry concerning the individual’s criminal history Are registered or required to be registered on a State Sex Offender Registry Have committed murder Programs must be able to document: signed statement from candidate agreeing to undergo checks candidate’s understanding that the position is contingent on results

78 What we are looking for…Eligibility documentation (in egrants within 30 days) Contract (signed on or before the enrollment date) Uniform selection documentation Interview notes Selection rubric Essential vs marginal functions Written documentation that the criminal history check results were considered in selecting the individual (CORI and FBI check information should be kept in separate file) Documentation of requests for reasonable accommodation if applicable (information should be kept in a separate file) All timesheets (signed by member and supervisor) Member Evaluations

79 Member Human ResourcesExiting Members

80 EXITING MEMBERS ALL MEMBERS MUST COMPLETE: Keep in mind:Exit interview Member evaluation Member exit form Keep in mind: Member exit date coincides with the final date of service on the time sheet Member’s total hours on timesheets and in time log matches exit form

81 TYPES OF EXITS (1) For CauseThe member has dropped out of the program without obtaining a release for compelling personal circumstances from the appropriate program official; During the term of service the member has been convicted of a violent felony or the sale or distribution of a controlled substance; The member has committed any of the offenses listed in the program violations of conduct section; or Any other serious breach that in the judgment of the director of the Program would undermine the effectiveness of the program.

82 TYPES OF EXITS (2) Compelling Personal CircumstancesThe member has a disability or serious illness that makes completing the term impossible; There is a serious injury, illness, or death of a family member which makes completing the term unreasonably difficult or impossible for the member; The member has military service obligations; The member has accepted an opportunity to make the transition from welfare to work; or Some other unforeseeable circumstance beyond the member’s control makes it impossible or unreasonably difficult for the member to complete the term of service, such as a natural disaster, a strike, relocation of a spouse, or the non-renewal or premature closing of a project or the program.

83 TERMS OF SERVICE Education Award Pro-rated Education AwardCompleting hours AND completing the term of service For all exits, you must indicate in eGrants if you would recommend member for another term of service

84 EXTREME CASES Make every attempt to have members fully complete the exit process Keep documentation/records

85 Questions?

86 Using the My AmeriCorps PortalTo manage members, slots and sites The slides are courtesy of Springfield College AmeriCorps Program 

87 Enrollment: My AmeriCorpsLog in to eGrants: https://egrants.cns.gov/espan/main/login.jsp Select “Portal Home” under “View My AmeriCorps Portal.”

88 Enrollment: My AmeriCorpsInvite members.

89 Enrollment: My AmeriCorpsAfter completing the fields, the member will receive an e- mail with information for portal registration and the ability to complete the member portion of the enrollment form.

90 Enrollment: My AmeriCorps

91 Enrollment: My AmeriCorpsSince last year, CNCS is requiring all members to enroll and exit themselves in the portal, unless a waiver has been granted. Requests for exceptions must be made to your PO by August 8th. If you are using paper forms and enrolling members yourself, return to the S&N Workbasket after sending the invitations. Select “Pending Invitations.”

92 Enrollment: My AmeriCorpsOnce the member completes enrollment they will show up in the Pending Enrollment section of the S&N* Workbasket. Select the member’s name and approve the enrollment. Remember: 30-day enrollment period 30-day service location entry period *S&N = State & National

93 Exiting Members: My AmeriCorpsSelect the member’s name.

94 Exiting Members: My AmeriCorpsSelect “View” next to the member’s most current term of service.

95 Exiting Members: My AmeriCorpsSelect “Unlock Exit Form” and clearly communicate to member that they must complete their own exit in their My AmeriCorps portal.

96 Exiting Members: My AmeriCorpsMembers must complete the Exit Survey prior to being exited in the portal Link to Survey: nation/evidence-exchange/americorps-member- exit-survey Survey available 60 days before the expected completion date. Could be manually unlocked earlier

97 Exiting Members: My AmeriCorpsUpdate the service information re: hours completed, end date, etc.

98 Exiting Members: My AmeriCorpsIndicate the Education Award Status and whether the service was “satisfactory” (*this should be communicated with member)

99 Exiting Members: My AmeriCorpsCheck the boxes under Certification of Service. Approve the Exit.

100 Other My AmeriCorps Portal usesMange members (suspensions, transfers) Manage service locations Slot conversions Viewing enrollment, retention and 30-day compliance reports (S&N reports) ource/Program-Management-State.pdf

101 What’s next? The Resource Center https://www.nationalservice.gov/resources/americorp s/myamericorps-portal-training-egrants Includes other tutorials Live training and registration schedule The eGrants Help Desk Technical Assistance User name/Password reset assistance

102 Site Partner Management

103 Site Partner SelectionMSA Requires an RFP Common goals Community need Accessibility of site Performance measure alignment Understanding/knowledge of AmeriCorps & National Service Selection criteria

104 Site Partner OrientationGroup orientation Program activities and desired outcomes AmeriCorps 101 Introduction to MSA Prohibited activities Criminal history check process Review and sign MOA/MOU Expectations and Responsibilities Site monitoring tool and schedule Evaluation (tools and schedule) AmeriCorps and MSA identification– banner or sign

105 Site Partner SupervisionMember training and development AmeriCorps 101 Member service gear Reasonable accommodations Frequency Feedback tools and schedule Disciplinary action

106 Required DocumentationMSA looks for… Site partner RFP and selection criteria Signed site partner agreements (or MOUs) Site partner orientation agenda AmeriCorps site partner affiliation (signage) Site monitoring tool Site monitoring schedule Program feedback and evaluation tools and evaluation schedule Plan for orienting site partners absent from initial orientation Site accessibility

107 Tracking, Recording, & Reporting Progress on your Grant

108 Reporting systems need to…Demonstrate evidence of the data that was reported on the most recent progress report Demonstrate the program is on track for collecting data and reporting and meeting stated objectives Dedicate responsibility for your data collection

109 Progress Reports End of Year: October 15, 2017Entire program year: Mid Year: April 15, 2018 Through March 31, 2018 Include data and qualitative information Electronic submission with character limits Describe progress if a measure is not yet met Contact Program Officer if want to change performance measure OR instrument  But please do so before a report is due

110 All Programs: Performance MeasuresSet up systems to collect & report data What is your theory for change? “Dosage” that represents success Select test or instrument that best fits your service model Maintain a consistent schedule and system for collecting and storing data

111 Performance Measures All Programs:Contact your Program Officer for Technical Assistance It’s what we’re here for! We can help you: Review logic models, current measures and discuss possible changes to improve impact Online Technical Assistance Available for National Performance Measures (if re-applying, know there have been changes to National Performance Measures; Theory of Change Logic Models)

112 Thinking about the futureEvaluations pay dividends long after they are completed. An evaluation will: Build your program’s evidence base Contribute to a long term research agenda Facilitate continuous improvement and develop as a learning organization

113 Continuous Improvement

114 Continuous ImprovementPrograms must evaluate the quality of its service activities, which includes involving extensive broad-based representation from the following: the community served current and potential members site partners foundations businesses community-based agencies with a demonstrated record in providing services

115 Using evaluation results for action and improvementYou’ve completed your program evaluation, but what do the results mean in practice? How do these results translate into actions? Take your findings and make them actionable! Identify program components that are working well Identify program components that need to be improved Develop and implement an action plan for improvement

116 Identify program components to be improvedPair results to the relevant research question: Did anything surprise you? Any interesting or confusing patterns and trends? Revisit logic model and theory of change Conduct additional analyses of the data if necessary Decide whether or not enough evidence exists to justify a program improvement Suggest possible improvements, actions, or changes

117 Developing and implementing an action plan for program improvementDevelop an action plan for implementing change Changes may include: the program design; how a program is implemented; how services are delivered; the staff, etc. Specify the logistics Who will carry out these improvements? When will they take place, and for how long? What resources (i.e., money, staff) are needed to carry out these changes? Who can be an advocate or partner in change?

118 Thinking about the futureEvaluations pay dividends long after they are completed. An evaluation will: Build your program’s evidence base Contribute to a long term research agenda Facilitate continuous improvement and development as a learning organization

119 You made it through day one!See you tomorrow, bright and early.