Welcome

1. Welcome • As we’re waiting for the session to start, please write one challenge you’re facing related to subgrantee monitoring on the post-it notes on the table. • Bring your post-it to the front of the room and post it in the spot provided.

2. Managing Subgrantees North Central National Service Convention August 20, 2013

3. Introduction • Kristin Honz, Program Officer, Iowa Commission on Volunteer Service Kristin.Honz@Iowa.gov 515-725-3097 • Jeanine Yard, Program Officer, Michigan Commission on National Service yardj@Michigan.gov 517-335-7952

4. Application Process Development Grant Review Commission Role

5. Development • Outreach • Identification of potential applicants • Technical assistance/support

6. Grant Review • Staff Review • Peer Review

7. Commission Role • Committee Role • Full commission Role

8. Risk Based Monitoring System Tracking Process Forms

9. Tracking • Attendance • Engagement • Reporting • CNCS Requirements

10. Process • Receive attendance sheets • Individual POs complete risk forms • Consensus

11. Forms • Participation/Attendance Logs • Reports on Deadlines • Risk Assessment Tool

12. Needs Assessment Core Competencies Online Surveys Identification of Trends

13. Core Competencies • Self-Assessment • AmeriCorps Staff Assessments

14. Online Surveys

15. Trends • Informal Monitoring • Formal Monitoring – Site Visits/Desk Reviews • National Trends

16. Training Core Competencies Scheduling Venues

17. Core Competencies • Inform training • Tool for goal setting • Evaluation

18. Scheduling • Program Start • Fall • Spring

19. Venues • Conference call/webinar • Regional conference • State conference • Statewide celebrations

20. Shared Training • CNCS Trainings • ASC or other State Commission trainings • Other

21. Technical Assistance Core Competencies Shared Training Email Communiques

22. Core Competencies • Self-Assessment • Resources

23. Email/Written Communiqués • Highlight Requirements • Continuous Improvement Areas • Reminders

24. Networking Strategies Coalitions Alumni Chapters National Service Cross-Stream Efforts Social Media

25. Coalitions • Regional AC groups made up of Program Directors and members

26. Alumni Chapters • Training • Service Projects

27. National Service Cross-Stream • Days of Service • Training • Recruitment • Mentoring

28. Monitoring Pre-Grant During Year Closeout

29. Pre-Grant Member Service Agreements Policies Member Evaluation Forms Background Check Process Training Calendar Site Agreements Member Position Descriptions

30. Member Service Agreements • Start/End Date • Minimum Hourly Requirements • Living Allowance Payment • Education Award Amount • Disciplinary Policy • Exit for Cause/Compelling Personal Circumstances • Grievance Policy • Background Check • Publicity Release • Nondiscrimination Information

31. Policies • National Criminal History Check Consideration • Disaster • Member Service Projects

32. Member Evaluation Forms • Required CNCS Questions • Member Signature • Supervisor Signature

33. Background Check Process • Documenting compliance

34. During the Year Site Visits Desk Reviews Progress Reporting Timesheet Monitoring

35. Site Visits • Determine risk • Components of review

36. Desk Reviews • Components of review

37. Progress Reporting • Monitoring tools

38. Timesheet Monitoring • When and how?

39. Closeout

40. Closeout • Member Wrap-Up • Residual Supplies/Equipment • Narrative • Financial

41. Activity • Review Scenario • Identify monitoring tool activity that could have helped prevent or mitigate this situation • Changes to the current monitoring that could assist with this type of situation

42. Introduction • Kristin Honz, Program Officer, Iowa Commission on Volunteer Service Kristin.Honz@Iowa.gov 515-725-3097 • Jeanine Yard, Program Officer, Michigan Commission on National Service yardj@Michigan.gov 517-335-7952