Presentation Transcript

1. Site Supervisor Training 2011-2012
2. Site Supervisor Training Program Overview
3. Program Organization
4. Role of NACHC Staff Responsibilities Include: Administering the Community HealthCorps*National and Community HealthCorps*VISTA program (developing and managing projects) Organize a competitive application process for choosing new program sites Helping to interpret AmeriCorps regulations, providing technical assistance and enforcing administrative policies and AmeriCorps regulations Monitoring for compliance of grantees Approving member assignment descriptions
5. Program Coordinator-Site Supervisor Working Relationship Program Coordinators and Site Supervisors work closely together: Program Coordinators train Site Supervisors prior to supervising a member (including on use of OnCorps Reports and developing assignment descriptions) It is strongly encouraged that site supervisors be involved in the selection of members by reviewing applications and/or interviewing applicants. Program Coordinators coordinate the member performance review process, provide site supervisors with the required mid-term and end-of-term review form(s), and ensure the process is completed properly Program Coordinators should meet with Site Supervisors at least quarterly, but both should remain in constant communication with each other Program Coordinators and Site Supervisors should keep each other up to date with member trainings, team meetings, Community HealthCorps events, etc.
6. Community HealthCorps Relationship Map
7. Site Supervisor Training Role of the Site Supervisor
8. Site Supervisor Responsibilities Provide workspace, needed equipment, and supplies Be involved in the development of the member assignment description Provide members with a placement site orientation and assignment-specific training needed to carry out assigned tasks Supervise day to day performance and evaluate the member at mid-term and end of term Approve member timesheets and service reports in a timely manner Provide growth opportunities, support, and mentoring to members Provide training to agency staff about Community HealthCorps and the role of the member; introduce the member to key staff Ensure that members are not participating in prohibited activities, including duplicating duties of employees or displacing employees
9. Site Supervisor Responsibilities continued… Be familiar with AmeriCorps and Community HealthCorps policies and procedures Abide by the terms and conditions of the Member Contract Abide by the terms and conditions of the Memorandum of Agreement between the program site and the placement site if applicable Communicate site specific expectations: Lunch breaks, leave, confidentiality, dress code, equipment usage, etc. Provide members in advance with calendars of scheduled meetings, trainings, and service hours
10. Site Supervisor Training AmeriCorps Members
11. Community HealthCorps Eligibility Requirements Applicants must meet the following criteria and provide required documentation in order to be eligible to enroll in AmeriCorps: Complete an online application packet Complete program site interview process, which may include reference check (requirements vary across program sites) Provide documentation of U.S. Citizenship or status as a U.S. National or a lawful permanent resident alien of the United States. Individuals in the U.S. under a student, work, or tourist visa are not eligible to become AmeriCorps members. At least 18 years of age at the commencement of service (or 17 with parental permission) Have a high school diploma or GED or agree to obtain a GED while serving Fulfill National Service Criminal History Check requirements, which includes National Sex Offender Public Registry, state and FBI criminal registry searches
12. Employee vs. Member An AmeriCorps member is not an employee of the placement site An AmeriCorps member is not an employee of the program site An AmeriCorps member is not an employee of NACHC or CNCS
13. General Terms of Service AmeriCorps members have made a commitment to the community they serve. Members agree to serve 1700 hours (FT), average of at least 30 hours per week Members may serve up to 12 months (minimum term of service is 10 months) Members can serve up to four terms in AmeriCorps State & National Member can receive the equivalent of two full time Education Awards if they serve multiple terms
14. Benefits of Serving Living Allowance Education Award earned after successful completion of agreed upon term of service, can be used to pay off federally qualified student loans and for future schooling Health Insurance for members who are not otherwise covered Child Care assistance for members meeting eligibility requirements Loan forbearance and payment of accrued interest while serving upon successful completion Unique training opportunities and experience related to community health
15. Be Familiar with the Member Contract! A Community HealthCorps Member Contract MUST be completed and signed by the member and Program Coordinator before the member begins serving. The Site Supervisor should sign prior to or very soon after the member’s service begins. The Member Contract outlines the following information: Eligibility Verification Term of Service Service Description & Member Assignment Description Benefits (including living allowance, training, child care, health care, loan forbearance) Rules of Conduct & Disciplinary Procedure Release or Suspension from Term of Service Member Restrictions Grievance Procedure
16. Site Supervisor Training Member Activities
17. Service Activities Service: Work that addresses unmet human needs, the environment, public safety, and/or education. Examples include: Outreach & Advocacy: Conduct outreach in the community and provide education about health insurance eligibility, available health and related programs, and health care options Enrollment: Assist individuals with the enrollment process for health programs, health insurance plans, and/or pharmaceutical assistance programs. Improve Utilization of Health Services and Programs: Provide linguistically and culturally appropriate translations, provide transportation assistance, provide health education in one-on-one or group settings, assist individuals with navigating health and related services/programs, etc.
18. Service Activities (continued) Capacity Building: Conducting outreach and securing resources in support of service activities that meet specific needs in the community Developing collaborative relationships with other organizations Helping build the infrastructure of the sponsoring organization, including: Conducting research, mapping community assets, or gathering other information that will strengthen the organization’s ability to meet community needs Developing new programs or services in an organization seeking to expand Developing organizational systems to improve efficiency and effectiveness Automating organizational operations to improve efficiency and effectiveness Staff and board education
19. Grant Writing & Fundraising Activities Members may raise funds directly in support of their service activities up to 10% of their total service time.
20. Employee Displacement & Duplication An AmeriCorps member is not: an employee of the program is not to be confused with a community volunteer is not to be confused with an intern or student Given that members are not employees, they are not allowed to perform an employee’s duties or otherwise displace employees A member may not fill in for an absent employee Members may not, under any circumstances, perform services, or activities that had been assigned to an employee or volunteer or to an employee or volunteer who has recently resigned or been discharged Programs may not use members, even temporarily, to replace staff (i.e. fill in when they are sick, on maternity leave, and/or offsite for any reason)
21. Employee Displacement & Duplication (continued) AmeriCorps members may not displace or duplicate the service provided by an employee or volunteer: If staff resigns or is terminated a member may not fill this duty. If staff is out sick, on vacation, etc. a member may not fill this duty. If staff leaves for his/her lunch hour, a member may not fill this duty. A member may not assist staff to complete a duty in his/her job description, unless the member is expanding or enhancing this service in some way
22. Prohibited Activities Community HealthCorps members or staff members charging time to the AmeriCorps grant may not participate in any of the following activities: Attempt to influence legislation Conduct voter registration drives. Organize or engage in protests, petitions, boycotts, or strikes Assist, promote, or deter union organization Provide abortion services or make referrals* for such services *A referral consists of a name, address, telephone number, and other relevant factual information such as insurance accepted.
23. Prohibited Activities (continued) Engage in partisan political activities or other activities designed to influence the outcome of an election Participate in, or endorse, events or activities that are likely to include advocacy for or against a political party, platform, candidate, proposed legislation, or elected officials Engage in religious instruction, conduct worship services; construct, operate, or manage facilities devoted to religious instruction or worship; engage in any form of religious proselytizing
24. Prohibited Activities (continued) AmeriCorps members may not provide a direct benefit to: A for-profit entity; A labor union; A partisan political organization; or An organization engaged in the religious activities described earlier, unless Grant funds are not used to support the religious activities. A nonprofit entity that fails to comply with the restrictions contained in section 501(c)(3) of U.S. Code Title 26.
25. Site Supervisor Training Creating the Member Assignment Description
26. Ideal Community HealthCorps Placements Outreach to vulnerable and/or underserved populations Development of new position(s) Involve service that would not otherwise get done and/or expands availability of services Utilizes unique talents of individual members Does not displace or duplicate any paid employee providing the same or similar service at the site Provides opportunities for Community HealthCorps members to perform direct service and capacity building activities that that address health and/or human needs in the community
27. What is the purpose of the Member Assignment Description? The assignment description can make or break the placement. It charts a course of action for the member’s term of service A clear understanding of the assignment description helps avoid confusion over what is expected of the member. Use it at the beginning of the term to see what the year ahead should look like. Go back to it every few months to develop short-term plans. If used right, the assignment description provides direction for the member and allows supervisors to talk about what is working and what is not.
28. While developing the Assignment Description keep in mind… Be realistic – be careful not to overwhelm the member Include direct service and capacity building activities Include activities that enhance or expand services being provided, and are not being done by employees Utilize the unique talents of members Think sustainability! How can this project become sustainable? Include tasks that develop systems for tracking data # of new clients served and who are they? # of volunteers recruited to serve and who are they Amount of dollars and in-kind donations generated Data for milestones - # of successful capacity building efforts (strategic plans developed, programs evaluated, community assessments completed, etc.)
29. Member Assignment Description Logistics A complete Member Assignment Description must be submitted in OnCorps for each active member within the first 14 days of the member’s enrollment date Specific member activities listed in the Member Assignment Description must align with the Member Service Description and the primary performance measures of the program year A new Member Assignment Description should be submitted if the member’s duties change significantly, or the estimated percentage of time spent on specific activities changes significantly; or if a new Site Supervisor or Program Coordinator is in place Member Assignment Descriptions are approved in OnCorps, and then signed by the member, Site Supervisor, and Program Coordinator
30. Performance Measures NACHC is part of the national performance measures pilot in the Healthy Futures focus area Overarching Program Goal: Improve the capacity of health centers to provide quality health services and programs to medically underserved people. Primary Performance Measure: Delivery of Health Services Secondary Performance Measures: Health Education; Reducing Childhood Obesity; Volunteer Generation Data is collected in OnCorps Reports through Direct Service, Volunteer Mobilization, and Capacity Building reports. Site supervisors are able to review and reject these reports.
31. Delivery of Health Services Output Target: 50,000 (107/MSY) unduplicated patients enrolled in health insurance, health services, or health benefits programs. Output Target: 18,000 (38/MSY) unduplicated clients receiving language translation services at clinics and at emergency rooms. Intermediate Outcome Target: 90,000 (192/MSY) unduplicated individuals who are uninsured, economically disadvantaged, medically underserved, or living in rural areas utilizing preventive and primary health care services and programs. End Outcome Target: Over the long term, economically disadvantaged individuals will improve their health status and overall quality of life.
32. Secondary Performance Measures Health Education Output Target: 9,200 (20/MSY) unduplicated clients participating in health education programs. Reducing Childhood Obesity Output Target: 3,000 (7/MSY) unduplicated children and youth engaged in in-school or after school physical education activities with the purpose of reducing childhood obesity. Intermediate Outcome Target: 600 (9/MSY) participating children and youth will experience an 8% increase in aerobic fitness during in-school or after school physical education. Volunteer Generation Output Target: 7,800 (17/MSY) unduplicated non-AmeriCorps volunteers recruited and coordinated
33. Site Supervisor Training Member Training & Development
34. Training Conducted by the Program Coordinator Pre-Service Orientation: Program Coordinators are responsible for holding a PSO at the beginning of the program year, and when members begin service throughout the year. Provides an in-depth introduction to the Community HealthCorps, its objectives, performance measures, and policies and procedures On-Going Training: All programs are required to provide 12 hours per month of training/development to members. Prescription for Success Curriculum - required for all members by April 30 of the program year Regularly scheduled team meetings Life After AmeriCorps - Designed to provide members with the necessary tools to transition from a year of service to a professional career or further schooling, and should build professional skills Other examples include Member Development calls hosted by NACHC and local training opportunities when available
35. Training Conducted by the Site Supervisor Placement Site Orientation – conducted by the site supervisor and other staff, introduces the new AmeriCorps member to the community, organization, project, and assignment description during the first few weeks at the placement site Assignment Description Organizational culture Community culture Member-Supervisor relationship and communication Project-specific skills Safety policies On-Going Training – Conducted at key points in a member’s term of service. For example: Early in the term – develop knowledge & skills the member and supervisor identified as required in reviewing the assignment description Should a development opportunity present itself (i.e. local training opportunities) Life After AmeriCorps – Designed to provide members with the necessary tools to transition from a year of service to a professional career or further schooling, and should build professional skills
36. Member Development & Training The Corporation for National and Community Service allows up to 20% of total service time to be dedicated to training. Members may earn up to 10% of their training hours through approved college/GED coursework. This must be pre-approved by the Program Coordinator. For the complete guidance and requirements on Member Training & Development, please see the “Tools for Program Staff” section of the Community HealthCorps website. NACHC encourages Program Coordinators and Site Supervisors to work together meet all member training and development needs.
37. Site Supervisor Training Managing Members
38. Member Expectations Show respect for the program staff, agency staff, the community, and fellow AmeriCorps members at all times. Act as an appropriate role model with service recipients and within the community Follow directions as set forth by the program Uphold all privacy regulations as set forth by the agency Direct concerns, problems and suggestions to their Site Supervisor and/or Program Coordinator Abstain from engaging in prohibited activities while earning service hours and/or wearing the AmeriCorps and/or Community HealthCorps logos Communicate effectively and respectfully with site supervisors, program coordinators, and other program staff Be present and punctual for service Satisfactorily complete service assignments as defined in the Member Assignment Description, and determined by the Program Site Consistent and reliable attendance is essential to providing service. Members are expected to report to their service sites as scheduled and be ready to serve at the scheduled time. Please review the Rules of Conduct found in the Community HealthCorps Member Contract.
39. Always call the Program Coordinator when… The member doesn’t show up for service The member is hospitalized The member is arrested The member is not performing but you tried dealing with the performance challenges You want to terminate the member The member is doing a wonderful job!!
40. All AmeriCorps members are trained to call the Program Coordinator if… They feel they were discriminated against They had a family emergency and need to get home They were arrested They have a work related injury Their site supervisor attempted to terminate them The site supervisor asked them to perform unallowable activities
41. Disciplinary Procedure Written Warning- It is at the discretion of the program site and placement site, when to issue a written warning based on the severity and frequency of the violation(s) Suspension – Upon continued refusal to comply after a written warning, the member may be suspended for one day or more, at the discretion of the program site, during which time his/her living allowance is suspended Release for Cause – Upon continued refusal to comply after the member has been suspended, the Program Site may terminate the member, and the member will receive no part of the education award. A member can only be suspended or terminated by the Program Coordinator. Program Coordinators and Site Supervisors should always document any issues or concerns with a member, and/or disciplinary action taken on a member.
42. Timekeeping Timesheets are to be completed by the member in the OnCorps online reporting system each pay period. Members enter in and out time rounding to the nearest quarter (.25) hour Members note their daily activities by choosing a service category and using the “comments” box each day Members submit the timesheet electronically, and the Site Supervisor approves the timesheet, certifying that the member served the hours indicated. Program coordinator is responsible for final approval Timesheets must be approved in OnCorps within 2 weeks after the end of the pay period. If errors are found on the timesheet the Program Coordinator must ensure that the timesheet is corrected and approved.
43. Leave Timesheets must be submitted for every day of a member’s term of service, unless the member is suspended. AmeriCorps members do not earn vacation leave or sick leave, however it is understood that circumstances may arise that require a member to take a day off. Record days off on the timesheet as 0 hours Leave should always be approved by the site supervisor Leave policies should be communicated to the member at the beginning of the term of service.
44. Breaks & Travel DAILY BREAKS REQUIREMENTS Lunch Breaks Members must be scheduled for a 30 minute lunch break if the member is scheduled for a 6-8 hour service day. Members do not accrue service hours during lunch breaks Breaks Breaks are designed for members to use the restroom, get water, etc. Members are authorized a 15 minute break for every 4 hours served. MEMBER TRAVEL No hours should be earned for travel to and from home to the service site each day If attending an event or training, service hours may be earned for travel that exceeds the distance the member would normally travel to get to the service site. (For example, if the member’s normal commute is 30 minutes, but they are attending a training that requires a 60 minute commute, the member will earn 30 minutes of service hours.)
45. Voting & Jury Duty VOTING Members who cannot vote before or after service hours should be allowed to take time off to vote without penalty Members may not earn service hours for voting JURY DUTY While serving on jury duty, members may accrue service hours
46. Member Performance Reviews Every member should receive 2 reviews: Mid-term: Within 30 days of the half-way point of a member’s service End-of-term: Must occur within 30 days prior to the expected end date Review is focused on skills, quality and quantity of work, job knowledge, work habits, adaptability, cooperation, dependability, attendance, etc. Used to determine whether the member is eligible to serve a second term Review is ideally conducted by the site supervisor Communicate review to member(s) verbally and in writing Members will receive a copy of their evaluation Use the Community HealthCorps Performance Review form
47. Suspension & Termination Only the Program Coordinator can terminate or suspend a member Members can be terminated in 2 ways: For compelling personal circumstances Circumstances that make completing the term of service very difficult or impossible (i.e. personal injury or illness, injury or illness of a family member whom the member must care for) May receive a pro-rated education award if the member served at least 15% of his/her term For cause All other reasons that are not compelling personal circumstances Member receives no part of the Education Award Be sure to keep the Program Coordinator informed if you are having problems or issues with the members’ performance
48. Successful Completion of Service Members have successfully completed service when: The member has earned at least 1700 hours, and Served an average of at least 30 hours per week, and Served their agreed upon term of service (as defined in the Member Contract), and Satisfactorily completed PSO, the Prescription for Success curriculum, and any related service assignment training, and Satisfactorily completed service assignments as defined in the Member Assignment Description, and determined by the Program Site.
49. Eligibility for a Subsequent Term To be eligible for a subsequent term of service with the Community HealthCorps, the following must take place: Member must receive satisfactory performance reviews Completed the required number of service hours Completed the entire term of service Completion of one term of service with Community HealthCorps does not guarantee placement for a subsequent term.
50. The Hotline 301-347-0481 The Community HealthCorps Hotline is designed to allow callers to report important information to NACHC anonymously and confidentially. Calls are answered by voicemail, and checked by the Monitoring & Compliance Unit each business day. Callers who choose to leave contact information will receive a response within one business day. We look forward to delivering more effective customer service to you.
51. Resources