Introduction to AmeriCorps Program Operations

1. Introduction to AmeriCorps Program Operations California AmeriCorps Conference June 25-26, 2009 Parc 55 San Francisco

2. Purpose • Prepare for contracting • Know who to contact • Identify rules, regulations, and where to find them

3. Training Objectives • Identify three types of guidelines for AmeriCorps programs • Describe operational systems that must be in place prior to launching • Name materials required for contracting • List CV monitoring procedures (prepare for operations)

4. Introductions and Definitions • CaliforniaVolunteers (CV) – administers and monitors AC funding • Corporation for National and Community Service (CNCS) • AmeriCorps (AC) • Program Associate (PA)

5. Portfolio • 48 AC State Programs • $23,592,187 • 2,279 MSY and 3,820 Slots • 10 AC Recovery Programs • $5,764,908 • 377.83 MSY and 694 Slots

6. Elements of Program Operations • Program Administration • Member Management • Service Delivery • Each element is governed by guidelines that require systems for successful operation

7. Elements of Program Operations • Today and tomorrow: • Program Administration • Member Management • Follow up session in July/August: • Service Delivery

8. Program Administration Guidelines 3 types of guidelines for AmeriCorps programs STATE FEDERAL

9. How Did You Get Here? • Request for application process • Competitive funding process • Program operates to address community needs

10. Activity: Where are You Now? • Identify a reporter. • Share your experience as new staff. • Discuss with your group: • The most important thing in your proposal • Report out to large group.

11. Local Guidelines: Program Application • Program design, member activities • Organizational structure • Contract with community • Contract with CV

12. Federal Guidelines:Regulations and Provisions • Govern AmeriCorps programs, participants, and applicants • Inform CV monitoring procedures

13. State Guidelines: CaliforniaVolunteers Policies • Outline grant requirements • Establish program standards • Inform CV contract & monitoring procedures

14. Program Administration Systems: Standards Self-Assessment • Complete assessment, think about: • systems • policies • organizational structure • Highlight areas that are unfamiliar and need follow-up

15. Program Standards Self-Assessment Discussion questions: • Follow-up areas • Plans, ideas to fill in gaps or create systems

16. LUNCH When we come back: • Review program administration guidelines • Explore member management guidelines and systems

17. Morning Review • Program elements governed by local, state, and federal guidelines • Systems required for launch

18. Member Rules • Eligibility requirements • Enrollment and exit process • Support and supervision • Documentation and file system

19. Eligibility Requirements • Age • Education • Citizenship • Background check

20. 1. Age • Requirement: at least 17 years of age • Parental/guardian consent Documentation: valid document that verifies age (can use citizenship document)

21. 2. Education • Requirement: high school diploma or equivalent • Certificate of completion, GED • Documentation from independent evaluator • Not dropped out of school and agree to obtain diploma or equivalent Documentation: A signed declaration/ self-certification under penalty of law

22. 3. Citizenship • Requirement: U.S. citizen, lawful permanent resident alien Documentation: valid document from regulation list (ex. birth certificate, passport, certificate of naturalization, certificate of citizenship, permanent resident alien card)

23. 4. Background Checks • Vulnerable populations • e.g. Children under 18, people over 60, people with disabilities • State criminal history check • National Sex Offender Public Registry check (NSOPR)

24. 4. Background Checks Cont’d • Requirement: • State criminal history check must be considered in placing applicant • Applicant must clear NSOPR Documentation: See handout

25. Member Contract • Criteria for successful completion of term • Start and end dates • Distribution of living allowance • Acceptable conduct • Prohibited activities • Position description • Suspension and termination rules • Circumstances for release for cause • Drug-Free Workplace Act requirements • Grievance procedures • Member and program signature, date

26. Key Points: Member Contract • MUST have member and program signature on or before start date • Parental/guardian consent if under 18 • Keep in member file

27. Timesheets • Hours breakdown • Direct service • Training • Fundraising (if applicable) • Time in/out • Member signature • Supervisor signature

28. Documentation and Files • Eligibility documentation & application • Enrollment and exit forms • Contract • Timesheets • Benefits • Performance reviews/evaluations

29. Documentation Quiz

30. Member Enrollment Process • Meets all eligibility criteria • Member contract • signed on or before start date, on file • Enrollment form • signed on or before start date, on file • Begins a term of service • Enrolled in electronic database within 30 days of start date

31. Member Exit Process • Last day of service • Exit form • Signed on exit date, on file • Exited from electronic database within 30 days of end date

32. Supervision and Support • Orientation and training • Supervision • Performance reviews/evaluations • Timesheets • Retention and support strategies: • Friday afternoon

33. Orientation and Training • Member rights and responsibilities • Code of conduct • Prohibited activities • Requirements under Drug Free Workplace • Suspension/termination • Grievance procedures • Sexual harassment and other non-discrimination issues

34. Activity: Crumple and Toss! • Where are your gaps in knowledge? • What tasks lie ahead? • Are you ready to launch?

35. BREAK When we come back… • Revisit your follow up items from standards self-assessment • Discuss how to incorporate program administration and member management guidelines into your systems • Review systems implementation tool

36. Discussion Systems are tools that can... • Help you address your fears • Provide context for being part of something larger • Support organizational structure and capacity • Provide oversight

37. Discussion Program Oversight and Monitoring • Program • Community • Partnership • CaliforniaVolunteers

38. CaliforniaVolunteers Monitoring • Program Administration • Systems review • Member Management • ER Tracker • Systems review • Service Delivery • Progress reports

39. System Review • What? • Process to check in on program operations • Why? • Verifies that program has systems in place • How? • Member file reviews • Program document reviews: desk review checklist

40. Activity: System Review

41. Activity: System Review • Closing discussion: • How can you use this system to • Alleviate fears • Fill in gaps in knowledge, on assessment • Ensure program operations follow guidelines • Identify next steps for creating systems prior to launch

42. Where we’ve been… • Identify three types of guidelines for AmeriCorps programs • Identify three sources of guidelines for AmeriCorps programs • Describe operational systems that must be in place prior to launching (member systems, desk review, contract self-assessment)

43. Where we’re going… • Name materials required for contracting • List CV monitoring procedures (prepare for operations)

44. See you tomorrow!

45. Welcome Back! • Review: guidelines and systems • Questions • Concerns • Comments

46. Contracts and Calendars • Components • Requirements • Process

47. Contract Components: Exhibits • A – Program Narrative/PMWs • B – Budget Form/Narrative • C* – Terms & Conditions • D – CV Policies & Requirements • E* – Federal Regulations & Provisions • F – Assurances & Certificates • G – Resource & Reference Materials

48. Contract Requirements • No pre-award authority • Program start date = first day members earn hours • Executed contract must be in place prior to program start date • Contract must be executed to incur costs

49. Contract Process • Material submission process: • CV must receive 30 days prior to anticipated launch date • Review process • Electronic execution process

50. CaliforniaVolunteers Americorps Contracting Process Create Contract Docs Send unexecuted contract for signatures Review and Approve Fiscal & Audit Documents Issue fully executed contract CV Fiscal Staff • Review • Completeness of contract documents submitted • Approve required programmatic documents Set up WBRS Account(s) Set up reporting template Set up program calendar CV AmeriCorps Staff Sub-grantee returned signed contract docs If incomplete, back to sub-grantee Create & Submit Required Programmatic & Fiscal Documents (Contract Checklist) Other Required Programmatic Documents (MOUs, COOP, etc.) • Electronic Submission • (to PA via Email): • Title Pages/SF424 • Finalized Program Narrative & PMWs • Finalized Budget Form • Finalized Budget Narrative • Online Submission: • Program Information • Partnership Forms • Disaster & Emergency Response Info Sub-grantees Receive executed contract Hard Copy Submission Other Required Fiscal Documents (Board Resolution, etc.) Start End Award Grant Application via eGrants CNCS