Minnesota Alliance With Youth October Supervisor Training

1. Equity. Quality. Collaboration. Minnesota Alliance With YouthOctober Supervisor Training

2. Agenda • Welcome • Promise Fellow Experience Feedback • Hours & Timesheets • Announcements • Data & PF Implementation • Establish-Maintain-Restore • Best Practices Share

3. Promise Fellow Leader Joe Vitt AmeriCorps Promise Fellow Leader

4. Welcome Introductions: • Name • Site • Community Based • Middle School • High School • Number of Fellows you support

5. PF Experience from 2017-18 Site Visit #1 • Vast majority of fellows last year said they were getting enough support from their supervisors. • Clarify the role of the PF, some members feel pulled in many different directions due to staffing needs at site that don’t necessarily relate to PF role. • PFs would like more opportunities to engage with the full school. • PFs would like to be included in team meetings if possible in order to better understand the climate of the school.

6. PF Timesheet and Hours Opportunities

7. Member Hours

8. PF Timesheet Quiz

9. Audit Trends - 1st Timesheet Review • PF Orientation activities at site should be listed in service, not training • Supervisor-directed reading or training should be listed as training, not service, and be specific • i.e. by book/resource name • Reading PF Toolbox or Alliance resources should be listed as training • Training hours should be in ‘Training’ Bucket NOT ‘Life After AmeriCorps’ • Descriptions should focus on activities completed Next Timesheet Audit will be done in early December

10. Independent Service Hours !

11. Independent Service Hours • Telecommunicating/Offsite Hours • Life After AmeriCorps Activities • Member Initiated Hours • MIH Service Hours • MIH Training Hours Members are expected to schedule all off-site hours with their supervisors in advance for approval.

12. Telecommuting/Off-Site Hours • AmeriCorps Promise Fellows are allowed to serve telecommuting and/or off-site hours that relate to the primary duties of their position • Members work with supervisor to plan activities that can be done over breaks, holidays, times when host site is closed • Or use to make up any needed hours or find additional hours

13. Telecommuting/Off-Site Hours • student data tracking in OnCorps • program planning that can be completed remotely • reviewing training materials provided on the PF Toolbox page • assignments provided at Alliance trainings • meeting with Focus List students • working with community partners or serving at secondary service locations as directed by your host site • host site directed training or professional development activities essential for service (clarify in timesheet as “supervisor-directed”)

14. Supervisor-Directed Activites • Supervisor-directed training activities are training hours the supervisor has members complete in order to enhance their ability to serve students under the Promise Fellow model. • staff professional development days, • training materials you direct members to complete in order for them to better serve students – SEE TRAINING MATERIALS LIST • Supervisors define approval process with member at a site level

15. How to note Telecommuting/Off-site Hours in timesheets Helpful Hint:  On timesheets, telecommuting/off-site service hours should be recorded by describing the activity member’s are completing. For example: • “entering OnCorpsdata” • “planning and prep for service-learning project” • “Teaching Tolerance Webinar: How to Be An Ally in the Classroom (supervisor-directed)”

16. Life After AmeriCorps Hours Members can select any of the below activities to further their Life After AmeriCorps; limited to 20 hours total for the entire term. • Resume/Cover Letter Work • Job Searching and Interviewing • Informational Interviews • Professional Networking • Standardized Test Prep (not test taking time) • Scholarship/Financial Aid Application • Visiting or Applying for College/Further Education Programs

17. How to note Life After AmeriCorps Hours in timesheets Helpful Hint:  On your timesheet, Life After AmeriCorps hours are recorded in the Life After AmeriCorps Training category; list the activity you are completing and distinguish as “Life after AmeriCorps). For example: • “Reviewed and updated resume (life after AmeriCorps)” • “Informational interview with Job Johnson (life after AmeriCrops)”

18. Pre-Approval for all off-site hours (Telecommuting & Life After) • Any hours served off-site must be pre-approved by supervisor • Supervisors will determine a site-specific process in order to be able to verify your hours • Please coach you member on your process

19. Member Initiated Activities • Service and training activities the member independently identifies and pursues unassociated to their service site or the primary duties of their position • must be tied to the PF Model • must be approved • Creating a MIH plan is a supplemental option for members in need of more hours and should not replace regular service duties/hours commitment to your site • Note: For the first month of service, members cannot perform any MIH until they are trained on the process at Small Corps #1

20. MIH Pre-Approval Process • Member Initiated Hours must be requested and pre-approved by supervisors and the Alliance before a member may start participating or earning hours • Talk with your Trainer

21. How to note MIH in timesheets MIH activities cannot be listed on timesheets until approved by the Alliance. Once approved, list under the correct hours category and label as MIH. For example: • “Volunteered with Girls on the Run - Member Initiated Hours” in service hours • “Attended Restorative Justice course (MIH)” in training hours • Saying only “MIH” is NOT enough information, always include the title of the activity.

22. Member Initiated Hours (MIH) • Members should discuss possible MIH activities with trainer and site supervisor to determine if they fit within the Promise Fellow model • Caring Adult Support, Service and Service Learning Opportunities, Out of School Support • See FAQ for more information and examples – PF Supervisor Toolbox • Contact your Trainer with questions or to start the request process

23. Summer Hours - • Host sites must communicate and plan summer service expectations with members and provide opportunities to meet hour requirements (1720, 1200, 900 hours). • Members must be serving full time in order to receive benefits (health insurance, etc.) • We have a policy for full time members who are on track to meet service hour requirement to drop to 30 hours per week and still receive benefits in the summer. • Summer hour policy does not supersede host site needs.

24. Member Hours Report

25. PF OnCorps Dashboard • Go to “Enter Timesheets” • Go into “Time Tracking” and expand the “+” by your name Average/Week Needed: This is up to date once a timesheet has been submitted AND approved!

26. Hours Calculator Planning Tool Note: Promise Fellows will be asked to fill out this tool in December during Small Corps #2

27. Timesheet/ Hours Working Time • Open last timesheets for fellow(s) and review, any red or yellow flags. Ask Alliance staff if questions. • Review Member Hours print outs or OnCorps dashboard to determine how members are doing on hours • Determine how to support members over site breaks to make sure they are serving hours • Please let us know if there is a secondary supervisor who should be added to our communications spreadsheet.

29. Half Term Promise Fellow Opportunity! Host Sites that are interested in adding to their award for a half term member (January-June) should reach out to us and we'll reopen their site's application online! • Top 5 Referral Sources • Member Referrals (22%) • Host Site Referrals (21%) • MCN Career Website (12%) • Career Website (12%) • My AmeriCorps Portal (12%) • * 49% of AmeriCorsp applicants accepted a position

30. October Fundraiser

31. Circle Training Slide Nov 13, 20, 27, Dec 11 and 18, from 10:00am-4:00pm https://mnyouth.net/about/news/community-building-circle-training/

32. Promise Fellows have the opportunity to be matched with a Life Coach throughout the Service term for FREE! Encourage your member if this seems like a good fit or they have expressed interest.

33. Viewing your Promise Fellows Data - MemberCombo Report • Go to Promise Fellow Reporting • Select MemberCombo Report

34. MemberCombo Report (cont.) • Select “Run Report” • You don’t need to ever put in filters • Export to Excel to see full data

35. Interpreting MemberCombo Report Engagement Tab Domains • Look for 1-2’s for areas of big support • 3’s are still growth areas • 4 means that the student Strongly Agreed to every statement

36. 30 minutes of 1-1 help! Data Entry Progress Guiding Thoughts: Does this represent your Promise Fellows full Focus List? If all (or most) of your SEI’s are missing, have they not been done? Or have they not been entered? Is your Promise Fellow updating their Interventions? This is the only weekly tracking piece Comparison students are due with Benchmark 1. Does your Promise Fellow need help identifying them?

37. Focus List and Data Tracking Timeline

38. MemberCombo & Feedback time • Review your Promise Fellows Data then • Complete Operations, Implementation, and Recruitment Survey (approximately 5 min) • tinyurl.com/OctSupTraining1819

39. Data Coaching Process

40. Focus List and Data Tracking Timeline

41. Promise Fellow Program &Impact Study Needs • Focus List Students need to qualify through our mission • Need 5 Comparison Students per Promise Fellow • Comparison students need to NOT qualify and NOT be supported by the Promise Fellow Prefer to be as close to 90% and 101 as possible

42. Promise Fellow Program &Impact Study Needs • Comparison students should match Focus List students as much as possible • Same Building/Site • Same Grade • Same time period for qualifications • If your Promise Fellow is qualifying people off of last year’s attendance, use that same method for comparison • Half Term Fellows will build their baseline off of semester 1 (same coaching to Focus List students • Need your support in updating baseline and benchmarks • We can’t have missing data

43. OnCorps Complications &Coming Soon… • Promise Fellows cannot delete a student • If they add a student that shouldn’t be on their Focus List, they can just write over that profile • Coming Soon: Sarah, Rachel, and Noam will be able to delete students • Can’t enter SEI Total from last year • You can qualify a student based off of their post SEI score last year (2017-18), but there isn’t a way to enter • Can only enter fully complete surveys • Coming Soon: Noam will be able to add an SEI total from last year

45. Promise Fellow Program Caring Adults Supports Informal mentoring and tutoring • Promise Fellow Program Activities • Establish, Maintain, & Restore • Woop Goal Setting Youth Develop Skills and Confidence Increased School & Community Engagement 90 % Graduation Service & Service Learning Out-of-School Supports After school or Out of School Building academic support, recreation, or cultural engrichment

46. Keeping Healthy Boundaries With Youth • As we establish relationships with youth it is crucial that we also model healthy boundaries. • Boundaries are needed to protect both you and the youth you work with. • This is not always black and white, and it can sometimes be difficult to navigate these situations. • Activity: Move to one side of the room or the other (or anywhere in-between) based on how you would handle the following scenarios.

47. Boundaries – Best Practices • Never find yourself in a situation where you are 1:1 with a student out of sight of others. • Defer to your site’s policies on things like social media, contacting youth outside of school hours, etc. • Keep your conversations about the youth you’re working with. You can share facts about yourself and be authentic, but you don’t need to share deep or personal information about yourself to them.

48. Boundaries – Best Practices • We all need emotional boundaries as well. The youth you work with may have walls up and you need to be cautious about how you seek to take down their emotional walls. • Don’t force students to open up to you. They have their walls up for reasons we may not immediately know. They need to know you are a safe person and they need to have agency over taking down their own walls. • Don’t try to win their friendship in 10 minutes. Remember, it can take a long time for youth to trust you. Be authentic and let them open up as they’re ready.

49. Establish-Maintain-Restore is an approach that guides Youth Workers to reflect on their relationship status with students to inform more strategic and purposeful interactions. Maintain • Intentionally Building Positive Relationships • Reconnecting with the Student After a Negative Interaction to Restore the Relationship • Keeping Relationships Intact through Ongoing Positive Interactions Establish Restore