Timesheet Review, Suspension, Release for Cause/Compelling

1. MEMBER MANAGEMENT Timesheet Review, Suspension, Release for Cause/Compelling Office on Volunteerism and Community Service

2. Member On Board • You have… • Collected and retained eligibility information, as needed • Reviewed and signed Member service agreement prior to accumulating service hours • Conducted and documented Member orientation and reviewed expectations, requirements and provided training

3. Now What? Is Your Member Ready To Serve?

4. Managing Your Members • Now that your Member is ready, it is your turn… • You want to meet with your Members and Program Staff on a regular basis • Maintain an ‘open door policy’ • Review timesheets consistently • Make a clear policy for time off • Follow proper policy for suspending or releasing a Member

5. Meeting with your Members • Take time to meet with your Members and Staff regularly to provide training, review procedures, expectations and just check-in • Maintain an ‘open door policy’ for when Members have questions or need guidance • Conduct Member evaluations at mid-year point and end of year to provide feedback • This is a CNCS requirement

6. Review Member Timesheets • Member timesheets are a record of service and training hours • They are documentation necessary to support eligibility for the education award and must support the number of hours for the type of award • Must be: totaled correctly, and dated and approved and by BOTH the supervisor and program director or designee

7. Review Member Timesheets • Member timesheets should document service, training, and fundraising • Training time cannot exceed 20% of the aggregate hours for all program Members • Fundraising is limited to 10% of the individual member hours • Reviewing hours regularly with Members will help them to stay on track with completing their service and help with retention

8. Policy For Time Off • Make sure there is a clear written policy regarding absence, lateness and time away from service • Ensure that Members understand their responsibility for notifying their Supervisors and for providing proper documentation • If a Member is suspended from the program, the Member file must be properly documented

9. Suspending A Member • If a Member is suspended from the program because of a performance issue, medical condition or other reason, this must be properly documented in the Member’s file • The Member must also be suspended in My AmeriCorps and in VA OnCorps • The Member can be reinstated in both systems when they return • Also, the Member living allowance must be withheld until their return to service

10. Member Release from Service -§2522.230 • An AmeriCorps Member may be released from service for a compelling personal circumstance or for cause • Compelling personal circumstance criteria are issues beyond the Member’s control, including: disability, serious illness, death of family member, military service obligations • Members that are exited for these reasons receive a pro-rated education award

11. Member Release from Service -§2522.230 • Members released for cause do not receive an education award • The Member’s file must be documented with evidence of the Compelling Personal Circumstance

12. Exiting Your Member • An exit interview should be conducted with the Member • Interviews enable members to transition from service into the next stage of their lives with greater ease and success • They also provide valuable feedback that can be used to benefit programs and improve services

13. Exiting Your Member • Exit information must be completed on each Member in My AmeriCorps • This must be completed within 30 days of the completion of the Member’s service year

14. A Well Managed Member is Ready For Anything!

15. Thank you for your time! Please contact your Program Officer with specific questions about this session.