New Jersey’s Starting Strong AMERICORPS BASICS Welcome to AmeriCorps & National Service!

1. New Jersey’s Starting StrongAMERICORPS BASICSWelcome to AmeriCorps& National Service! 2017-2018

2. Introductions… • Introduce yourself • Tell us a little about your program • Let us know what area of AmeriCorps seems to be the most challenging

3. The Basics of AmeriCorps... Overview Education Award Prohibited Activities Best Practices Performance Measures Monitoring Resources

4. AmeriCorps Is… • A term of service • A commitment to a set number of service hours • A separate program of service not longer than one year that has a lot of regulations that MUST be followed by organizations and members. • A win/win for both the community and member • A National Service Program – Affectionately referred to as the Domestic Peace Corps • Locally implemented, State & Federally supported service to communities • Education Awards for Service • Up to 4 Terms of National Service • (May only earn 2 education awards) Fast Fact: There are over 8,100 Members in New Jersey serving at more than 630 locations and 75,000 members nationwide.

5. The Funding Stream

6. Service Requirements • AmeriCorps members serve according to the application submitted to the NJ Commission. • AmeriCorps Member identity, National Service branding, training, and reflection are part of this program. • AmeriCorps members must serve within the scope of the grant. • They also must serve according to their position description that is based on the funded application.

7. Commitment of Hours Served • Hours are to be served consistently according to the member contract and the Program’s performance measures. • An example of member hours in a contract: • Minimum of 35 hours a week- FT • Minimum of 20 hours a week- HT • Minimum of 40 hours a week- MT • Summer Service • Please note: Stipend is not based upon hours for that week, but rather is equal every pay cycle.

8. AMERICORPS……inNew Jersey

9. FORMULA FUNDED PROGRAMS Center for Family Services Drew University Jewish Renaissance Foundation Montclair State University NJ Community Development Corporation NJ DEP Watershed Ambassadors Relay Graduate School of Education St. Paul Community Development Corp. The College of New Jersey - Bonner The Salvation Army United Advocacy Group Urban League of Essex County Zufall Health Organization

10. COMPETITIVE & PLANNING PROGRAMS Competitive Programs: • FoodCorps, Inc. • Governor/Mayor Initiative (Camden PowerCorps) Planning Program: • Project U.S.E.

11. Program Focus Areas Education Economic Opportunity Healthy Futures Environmental Stewardship Veterans and Military Families Disaster Recovery/Relief Capacity Building

12. SERVICE REQUIREMENTS AmeriCorps Members are people of all backgrounds who are committed to getting things done and who must meet these requirements in order to serve: • Must be 17 years of age or older. • Must have a High School Diploma or Equivalency, or be working towards a GED. • Must be a US Citizen or Permanent Resident of the US. • Proof: Birth Certificate &/or specific LIMITED acceptable documents (such as a Passport or driver’s license) • Members must complete a Term of Service. • This could be as much as1700 hours (FT) or as little as 300 hours (MT).

13. Examples of Direct Service • Tutoring Students • Educating communities about their environment • Renovating and Rebuilding Abandoned Homes • Providing Mentoring During Non-School Hours • Recruiting Volunteers • Teaching Parenting Skills to Teen Parents

14. AmeriCorps is NOT… AmeriCorps Members DO NOT… • Do office, clerical, or janitorial work • This includes answering phones • Supervise other members • Manage paperwork or financial issues • Displace Staff – Not even for a lunch break • A job • An internship • Free labor • A staff builder

15. Members Benefits • Child Care (For FT members) • Health Insurance (For FT members) • Loan Forbearance (During time of service) • Interest Accrual Stops • Living Allowance • Education Award

16. AmeriCorps Education Award & Living Allowance 2017- 2018

17. Slot Conversion • Slot conversion, if members have served more than 30% of their time, their slot can NOT be refilled (because it was filled, even though the member left it can’t be converted) • Slot conversions only possible if slot was never occupied.- If change is less than 10% don’t have to do a budget change. For slot conversions, if the change is over 10% of the budget line item, then a budget amendment is needed. • Slot conversions can not be over original MSY (Member Service Year) allocation – It must be as close as possible without going over. • Deadline for slot conversion for FT is December 31st • Deadline for slot conversion of HT is May 14th • Deadline for slot conversion of MT is June 30th *Slot Conversion Forms on Flash Drive

18. Education Award Fast Fact: Since 1994 more than 1,000,000AmeriCorps members have received over 2.4 billion in Education Awards The Education Award can be used to: • Repay qualified existing or future student loans • Pay all or part of the cost of attending an institution of higher education (including certain vocational programs) • Pay expenses incurred while participating in an approved school-to-work program *NOTE: It must be used at an institution or program that that has been approved by the US Dept. of Education for participation in Title IV programs.

19. Education Award • Members can earn up to the equivalent of 2 full timeeducation awards • Taxable upon use • They have up to seven yearsto use the award • Can be used at more than one institution and can help pay more than one loan • Can be used outside of the United States • Can be transferred if: • You were at least 55 when you enrolled; and • You are serving in an AmeriCorps State or National program.

20. Education Award Access Members can go to the My AmeriCorps portal by logging in at www.americorps.govto: • Access their Education Award Voucher • View their balance • Apply for interest accrual or loan forbearance

21. Partial Education Award • Members must complete at least 15% of their service hours to be eligible for a pro-rated Education Award if he or she exited the program due to compelling personal circumstances. • These are reasons BEYOND the member’s control, such as personal illness or the death of an immediate family member. Documentation is required.

22. REASONS FOR LEAVINGCompelling Personal Circumstance • If a member has a COMPELLING PERSONAL CIRCUMSTANCE and has completed at least 15% of their service, they MAY receive a portion of the education award. • The member must have performed satisfactorily. • This means that the situation is absolutely beyond the member’s control (e.g. illness and must be documented by a physician). • Documentation to substantiate the circumstance is MANDATORY and must be provided by the member. • RELEASE FOR CAUSE--If a member leaves for other reasons, they will NOT receive an education award. • These reasons include a new job, going back to school, dissatisfaction with the program, etc.

23. Prohibited Activities***VERY IMPORTANT*** While charging time to the AmeriCorps program, accumulating service or training hours, or performing activities supported by the AmeriCorps program or the Corporation, staff and members may not: • Attempt to influence legislation; • Organize or engage in protests, petitions, boycotts, or strikes; • Assist, promote, or deter union organizing; • Impair existing contracts for services or collective bargaining agreements; • Engage in partisan political activities or other activities designed to influence the outcome of an election to any public office; • Participate in or endorse events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials;

24. Prohibited Activities Con’t • Engage in religious instruction, conduct worship services, or provide instruction as part of a program that includes mandatory religious instruction or worship. Nor may they: • construct, operate, or maintain facilities devoted to religious instruction or worship • engage in any form of religious activity, such as prayer or preaching • Provide a direct benefit to: • A business organized for profit; • A labor union; • A partisan political organization;

25. Prohibited Activities Con’t • Conduct a voter registration drive or using CNCS funds to conduct a voter registration drive; • Provide abortion services or referrals for receipt of such services; • And any other activities as CNCS may prohibit PLEASE NOTE: AmeriCorps members may not engage in the prohibited activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of these prohibited activities.

26. Prohibited Activities Lastly… Individuals may exercise their rights as private citizensand may participate in the activities listed above on their initiative, not on AmeriCorps time, and using non-CNCS funds. Individuals should not wear the AmeriCorps logo while doing so. ***Engaging in Prohibited Activities can result in the program’s suspension, termination and/or funding disallowances.

27. Let’s Review…. • Up to how many terms of service can a member serve? 2, 4, 6 or 8 • If a member is 16 years old and between their Junior and Senior year of high school, they can be an AmeriCorps Member. T or F • Members can earn up to the equivalent of how many full time education awards? 2, 4, 6, or 8 • What is the minimum percentage of service a member must complete in order to receive a partial Education Award if they left for a compelling personal circumstances? 10%, 15%, 20% or 25% • If a member devotes 85% of their time to direct service, 10% of their time to training and is on track to complete their term of service, they can devote 5% of their service time to a political activity. T or F

28. Development of Members Programs need to have a plan to: • Recruit Corps Members (such as through ads, websites, job fairs, etc.) • Provide an orientation to Members • Train in AmeriCorps, citizenship, and content skills • Ensure diversity among Members and staff • Supervise Members at all times • Offer leadership opportunities NOTE: Some programs may have additional requirements such as education.

29. Best Practices…Recruitment • Recruit early and plan ahead • Utilize your website • Attend Career Fairs • Issue Press Releases • Market the position as a way to obtain professional growth and an education award, in addition to making a difference, can increase the number and quality of applicants • Encourage current members to refer potential candidates • Use personal contacts to provide outreach • High school guidance counselors • Utilize the NJ State Department of Volunteerism referral database to identify individuals who are interested in serving • Reach out to colleges: • Post opportunities on campuses/college career websites • Host Information Sessions in University settings (as well as in agencies) that serve large numbers of eligible participants. • Contact via email, letters and phone calls college campuses in the proximity of your program with a focus on a specific major such as Social Work or Education.

30. Retention Best Practices • Communicate expectations clearly • Create an open door policy • Visit service sites at least once a week • Celebrate member birthdays • Respond to member requests/concerns within 24-48 hours • Provide monthly performance measure feedback to site supervisors • Conduct surveys to assess members professional development goals • Meet with members individually at least bi-weekly • Hold monthly member development meetings to align with identified goals, prepare them for life after AmeriCorps as well as to recognize/discuss some of their successes/challenges and encourage team building.

31. …The 30-DayRule…***VERY IMPORTANT*** • Programs must notify CNCS’s National Service Trust, via the MyAmeriCorps Portal of eGrants, within 30 calendar days of a member’s start of, completion of, suspension from, or release from a term of service. • Our Commission checks the eGrants portal S&L reports at the beginning of each month for the prior month’s enrollments and exits. Consistent non-compliance with this rule can result in the program’s suspension, termination and/or funding disallowances.

32. Supervision • Each program is required to have a qualified supervisor to provide members with regular and adequate oversight on a daily basis. • Members are prohibited from supervising other members.

33. Management Best Practices • Build a relationship based upon mutual trust and respect with the Members through genuine and regular communication • Make the experience personal for each memberand reach out in some way for a one-on-one check in meeting • Emphasize the importance of having adequate hours early and often • Recognize good work, both privately and in a group setting • Get to know your members and support their interest and talents • Meet with the group of members on a regular basis and hold a roundtable where everyone reports on what they are dealing with and their accomplishments. Projects can develop as a result of challenges the members report and their recommendations for solutions • Find balance, take time to care of yourself and enjoy life outside of AmeriCorps

34. Training Programs must have a PLAN describing how they will provide members with the training, skills, and knowledge they need to perform their tasks and be prepared for Life After AmeriCorps. • Note: Members must devote at least 80% of their hours to direct service, no more than 20% to training and no more than 10% to fundraising.

35. Training Training needs to be AmeriCorps Member focused and include: • Orientation • Prohibited Activities • Content Skills Training • GED support (if needed) • Life After AmeriCorps

36. Training Requirements All member training materials must be documented and retained in a training file or binder. This includes: • Original sign-in sheets with member signatures • Agendas • Handouts • GED documents/course credit • Any additional materials

37. Leadership Opportunities Programs should provide opportunities for members to: • Coordinate activities • Recruit volunteers • Serve as a team leader

38. Support Services for Members The Program Manager provides information about: • GED classes • This is required • Continued Education • Career Opportunities

39. Strengthening Communities Successful programs address how their AmeriCorps program will effectively engage and support volunteers to meet community needs.

40. Volunteer Management Cycle

41. Support for Community Organizations (Secular and Faith-Based) Successful programs will be those that demonstrate partnerships with community organizations (both secular and faith-based). This includes: • Non-Profit Organizations • Schools • Neighborhood Groups • Faith-Based Organizations

42. Performance Measures and Accountability Each program is required to have at least one output and outcomealigned to the program’s primary focus area. Outcomes are typically less than outputs because they reflect “KABC” or changes in Knowledge Attitude Behavior or Condition EXAMPLE: Output: Students who complete the education program – Target 100 Outcome: Students with improved academic attitudes – Target 80

43. Best Practices…Performance Measure Design • Distinguish outcomes from outputs • Use pre-assessments for baseline data • Choose ambitious, yet realistic measures • Utilize national measures when they fit program design • For outcomes that require participant follow-up, set targets that take into account response rate attrition • For longer-term outcomes, set targets that are achievable in a single grant year • Select data collection instruments that are valid and reliable • Choose data collection instruments that are accessible and yield timely data • Allocate sufficient resources toward data collection efforts

44. TOOLS Programs are required to develop a system for collecting and organizing performance data on an ongoing basis. • This information needs to be collected using branded tools and ONLY counting AmeriCorps impact • Examples Include: Sign In, Pre-Survey, Post-Survey • These tools help the program PROVE or DOCUMENT the successes and/or challenges of the AmeriCorps Member’s service.

45. Performance Measures and Accountability Programs are required to document the service and activities of members as they make progress toward the goals and targets proposed in the funded application. This is done quarterly in Progress Reports. *Guiding questions on flash drive.

46. Report Due Dates *NCE – No Cost Extension – If you have requested a NCE – You will need to do a 4th quarter and a FINAL (NCE*) report.

47. Progress Report Best Practices • Collect data early • Report in numbers not percentages • Develop strong systems for efficient and effective reporting • Keep track of all you are doing in a spreadsheet or journal -

48. Let’s Review • Within how many days must you complete the enrollment, exit, suspension or release of a member in the MyAmeriCorps Portal of Egrants? 10, 20, 30 or 40 days • Members must devote at least 80% of their hours to direct service, no more than 20% to training and no more than 10% to fundraising. T or F • What is the minimum number of performance measure outputs and outcomes required by each program? 1, 2, 3 or 4 • Typically the outcomes (change in knowledge, attitude, behavior, condition) are less than the outputs for each performance measure. T or F

49. Monitoring Prevention ~ Detection ~ Enforcement The Commission must monitor sub-grantees as part of their compliance with CNCS regulations. This process begins with a risk assessment to determine if the monitoring will be desk or on-site. • Desk Monitoring • Performed Yearly • On-Site Monitoring (Programmatic) • Performed once every three years • On-Site Monitoring (Fiscal) • Performed once every three years Monitoring enables the Commission to: • Identify and mitigate non-compliance issues (programmatic, administrative, and/or fiscal) before an audit or before hearing/reading about them in the news. • Identify potential issues that prevent members from having a meaningful service year. • Assess whether or not the program is making progress towards meeting their performance measures • Make continuation application decisions • Determine the types of training and technical assistance that can benefit your greatest needs

50. Common Monitoring Findings Member Time/Attendance... • Member time sheets are not signed by both the member and the supervisor. • Member Hours: • Do not add up to the minimum number of hours required to earn an education award for the specified term of service. • Are not segregated for training/fundraising or exceed limits. • Do not indicate breaks for lunch