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February 24th PD Meeting Updates & Announcements

The agenda includes updates on new MSA staff, grants process, CNCS updates, upcoming priorities, calendar updates, and more. Don't miss out on important information!

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February 24th PD Meeting Updates & Announcements

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  1. February 24th PD MeetingUpdates & Announcements

  2. Agenda • Welcomes: New at MSA • Grants Process Update • CNCS Updates • MSA Updates • Site visit season • Upcoming: Member Recruitment

  3. Agenda (continued) • Atlantic Cluster Conference • Other Upcoming Priorities • Calendar Updates

  4. New at MSA • New MSA Staff: • Welcome Colin McLaughlin, Administrative Coordinator • New PO Hire and how will this affect you • Portfolio shifting!

  5. 2016-17 Grants Process Timeline • March - Clarification period begins • April - Formula Continuations in eGrants • Early May – 2016-2017 Competitive funding notifications • June - 2016-2017 Formula notifications • Late July/early August - 2017-2018 grants process will begin with the MSA RFP release for concept papers

  6. 2016-17 Grants Process Changes to NOFO and Application process • Changes in the review process • Theory of Change and Logic Model and Evidence base sections reviewed first • Increased points for these two sections • 20 members slots minimum request • Budget • Programs continue to be allowed to submit modified amount for healthcare • Max cost/MSY increased • Min stipend for Full-time members increased* • New indirect cost rate eGrants feature

  7. CNCS Updates • Background Check Monitoring and Noncompliance Assessment • Expanding the scope of review • Disallowance calculation • Self-reporting • Corrective actions • Fieldprint begins offering FBI background checks! • http://fieldprintcncs.com/ • Detailed instructions from the Knowledge Network http://www.nationalservice.gov/sites/default/files/resource/Using_Fieldprint_as_an_FBI_Channeler-A_Guide_for_CNCS_Grantees.pdf

  8. CNCS Updates • AmeriCorps Week – March 5-12 • Tell your story (#AmeriCorpsWorks, #GettingThingsDone, #IamAmeriCorps) • Use AmeriCorps facts • More resources on http://www.nationalservice.gov/programs/americorps/americorps-week and http://www.nationalservice.gov/sites/default/files/documents/2012_impact_guide_lowres_0.pdf • Share your AmeriCorps Week plan with your PO

  9. CNCS Updates • FY17 Federal Budget Update • The President’s FY17 budget requests - $1.1 billion for CNCS. • For 88,400 AmeriCorps members and an expansion of AmeriCorps by approximately 13,000 members over FY 2015 levels. • Ed Awards increase - $5,935 for FT members starting in 2016-2017 (in line with the Pell Grant) • Funding for State Commissions support grants increased by 6%.

  10. MSA Updates • AmeriCorps Opening Day – going back to first Friday in November - 11/4/2016 • Kickoff - save the date – Wednesday, July 27 and Thursday, July 28 • AmeriCorps Alums Update • Volunteer Week (April 10-16) • Service Year Exchange Update

  11. MSA Updates • FY17 State Budget Update - Level funding in Governor’s FY2017 budget proposal for the MSA’s line item (7003-1206) - $1,400,000 - What happens now? • Mid-year progress report – sent out on 3/15, due on 4/15/16 • Intake survey – coming soon (before the mid-year report)

  12. MSA Updates • Massachusetts Service & Volunteerism Day • Save the date! Thursday, April 14, 10:00-12:00pm at the State House, Grand Staircase • Testimonials from MSA-supported programs, service Alumni, legislative champions, and optional visits to legislative offices right after the speaking program • RSVP link will go live in early March • Please spread the word among your AmeriCorps Alumni base

  13. Atlantic Regional Cluster Conference • Hosted by MSA at Sheraton Springfield Monarch Place Hotel in Springfield, May 2nd-4th • Workshops on topics including: compliance which includes Criminal History Checks, Performance Measures, Grants Management, Member Files, fiscal monitoring, budgeting, common OIG findings, disallowance; social media strategies; evaluation; public speaking/engagement and storytelling; data quality; member recruitment, vetting, engagement and retention; life after AmeriCorps; learning through conflict; disability and inclusion; multi-site programming and host site management; engaging veterans; and other relevant topics

  14. Atlantic Regional Cluster Conference • Conference scholarships available • $150 registration fee (up to two program people if registered by March 15th) • Your budget • Registration is live • http://events.r20.constantcontact.com/register/event?oeidk=a07ec7ldae2676acc8a&llr=qmeyefnab • Who should attend? • AmeriCorps New Staff Orientation – Monday, May 2, 9 am–2 pm

  15. Atlantic Regional Cluster Conference • Special Reception on May 3 (conference attendees are highly encouraged to go!) • Peer Networking Reception at the Basketball Hall of Fame will include a National Service Story Slam hosted by Massmouth, Inc. Earlier in the day, Massmouth will facilitate a workshop “Storytelling for Social Change & Story Slam Prep” – an interactive workshop where attendees will learn how to use their stories to advance their national service work. • Regional members as “ringers” • Members leading an energizer/reflection at opening and/or closing plenary session?

  16. FY16 Site Visit Season • Risk Assessments being completed now (updated Risk Assessment form - we can share with you) • Site visits February/March-June • Programmatic and Fiscal • Member file desk review

  17. Site Visits Why Site Visits? • To hold MSA and programs accountable to the grant provisions • To strengthen the field by sharing best practices between programs • To identify the fiscal and programmatic compliance issues programs may not be aware of and to offer technical assistance When? • Formal site visits are conducted late winter through spring • All programs – one visit during three-year cycle • New programs – site visit in first year • Administered according to risk level determined in Risk Assessment Form

  18. Site Visits Site Visit Agenda • Meet organization and program staff • Systems 1–10 • Discuss your processes • Review your documents • Member Interviews • Member file check • Site Partner Interviews (if applicable) • Informal feedback Preparing for site visit • Start with the Binder project, Desk Systems and Objectives • Use the MSA monitoring tools as a guide • Ensure eGrants 30 day compliance (enrollment and retention, etc.) • Talk to your Program Officer!

  19. Common Compliance Findings Systems 1–10: • Materials do not identify position(s) as AmeriCorps service • Members do not receive personal/professional development beyond training for activities • AmeriCorps gear not worn during all service hours • Formal member supervision not occurring • Documentation of data and data collection tools unavailable • Stakeholders not involved in continuous improvement • Member time sheets (dates and signatures) • Non-compliant electronic time keeping system • Members exiting service early to enroll in another AmeriCorps program

  20. Common Compliance Findings Incomplete/inconsistent member files without: • Documentation of interviews/references (and inconsistent numbers of each) • Member eligibility documentation • Confirmation of CORI completion/review and FBI fingerprint checks with compliant dates • No proof of healthcare coverage • Member evaluations • Separation of files: background check/medical information/member files not kept separately

  21. Common Compliance Findings Member interviews: • Lack of AmeriCorps identity and esprit de corps • Members serving in supervisory capacity to other members • Members unaware of reasonable accommodation policies • Members unclear of program goals Site partner interviews: • No signed site partner agreement/MOU • Little orientation or ongoing support Both: • Incomplete awareness of prohibited activities

  22. Common Compliance Findings • Last Year’s Findings to note: • Logos and gear • Referencing employment vs service • 2nd year members in supervisory roles • Electronic timesheet systems • Timesheets missing dates • Late initiation of background checks • Misspelling member names / using a nickname for SORI

  23. Site Visit Follow-up • Program Officers email written report to program within 30 days • Program has 30 days to respond to compliance issues • Best Practice and Continuous Improvement sections are for future reference • When all compliance issues are resolved the site visit process is over

  24. Other Upcoming Priorities and Updates • Member Recruitment • Be sure to update position descriptions, including: • stipend - $12,530 • education award - $5,775 • benefits • prohibited activities • non-discrimination clause

  25. Calendar Updates • March 5 - 12th: AmeriCorps Week • Mid/late-March: CNCS Clarifications • March 31st: provide independent financial audit to MSA • March/April: Formula Continuations • April 5th: Mayors Day of Recognition for National Service • April 15th: Mid-year progress Report Due; Fiscal Deadline • April 14th: MA Service & Volunteerism Day @ Statehouse • May 2 - 4th: Atlantic Cluster Conference in Springfield, MA • Mid-/Late- May: CNCS Competitive Decisions • May 11th: PD Meeting (SCCLS) • July 27 & 28th:Kickoff Conference

  26. Wrap-up QUESTIONS? We’ll see you next on May 11th, at SCCLS!

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