Post on 24-Dec-2015
Introduction to AmeriCorps Program
Operations
California AmeriCorps Conference June 25-26, 2009Parc 55 San Francisco
Purpose
Prepare for contracting
Know who to contact
Identify rules, regulations, and where to
find them
Training Objectives
Identify three types 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)
Introductions and Definitions
CaliforniaVolunteers (CV) – administers and monitors AC funding
Corporation for National and Community Service (CNCS)
AmeriCorps (AC)Program Associate (PA)
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
Elements of Program Operations
Program AdministrationMember ManagementService Delivery
Each element is governed by guidelines that require systems for successful operation
Elements of Program Operations
Today and tomorrow:– Program Administration– Member Management
Follow up session in July/August:– Service Delivery
How Did You Get Here?
Request for application process
Competitive funding process
Program operates to address community
needs
Activity: Where are You Now?
1. Identify a reporter.
2. Share your experience as new staff.
3. Discuss with your group:
– The most important thing in your proposal
4. Report out to large group.
Local Guidelines: Program Application
Program design, member activities
Organizational structure
Contract with community
Contract with CV
Federal Guidelines:Regulations and Provisions
Govern AmeriCorps programs,
participants, and applicants
Inform CV monitoring
procedures
State Guidelines: CaliforniaVolunteers Policies
Outline grant requirements
Establish program standards
Inform CV contract &
monitoring procedures
Program Administration Systems: Standards Self-Assessment
1. Complete assessment, think about:– systems – policies– organizational structure
2. Highlight areas that are unfamiliar and need follow-up
Discussion questions:
1. Follow-up areas
2. Plans, ideas to fill in gaps or create
systems
Program Standards Self-Assessment
LUNCH
When we come back:
Review program administration guidelines
Explore member management guidelines
and systems
Program elements governed by local,
state, and federal guidelines
Systems required for launch
Morning Review
Member Rules
Eligibility requirements
Enrollment and exit process
Support and supervision
Documentation and file system
1. Age
Requirement: at least 17 years of age– Parental/guardian consent
Documentation: valid document that verifies age (can use citizenship document)
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
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)
4. Background Checks
Vulnerable populations– e.g. Children under 18, people over 60,
people with disabilitiesState criminal history checkNational Sex Offender Public Registry
check (NSOPR)
4. Background Checks Cont’d
Requirement: – State criminal history check must be
considered in placing applicant – Applicant must clear NSOPR
Documentation: See handout
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
Key Points: Member Contract
MUSTMUST have member and program
signature on or before on or before start date
Parental/guardian consent if under 18
Keep in member file
Timesheets
Hours breakdown– Direct service– Training– Fundraising (if applicable)
Time in/outMember signatureSupervisor signature
Documentation and Files
Eligibility documentation & application
Enrollment and exit forms
Contract
Timesheets
Benefits
Performance reviews/evaluations
Member Enrollment Process
Meets all eligibility criteriaMember contract
– signed on or before start date, on fileEnrollment form
– signed on or before start date, on fileBegins a term of serviceEnrolled in electronic database within 30 days within 30 days
of start date
Member Exit Process
Last day of service
Exit form
– Signed on exit date, on file
Exited from electronic database within 3030
days of end date
Supervision and Support
Orientation and trainingSupervision
– Performance reviews/evaluations– Timesheets
Retention and support strategies:– Friday afternoon
Orientation and Training
Member rights and responsibilities Code of conduct Prohibited activitiesProhibited activitiesRequirements under Drug Free WorkplaceSuspension/terminationGrievance proceduresSexual harassment and other non-
discrimination issues
Activity: Crumple and Toss!
Where are your gaps in knowledge?
What tasks lie ahead?
Are you ready to launch?
BREAK
When we come back…Revisit your follow up items from
standards self-assessmentDiscuss how to incorporate program
administration and member management guidelines into your systems
Review systems implementation tool
Discussion
Systems are tools that can... Help you address your fearsProvide context for being part of something
largerSupport organizational structure and
capacityProvide oversight
CaliforniaVolunteers Monitoring
Program Administration– Systems review
Member Management– ER Tracker– Systems review
Service Delivery– Progress reports
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
System Review
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
Where we’ve been…
Identify three typestypes of guidelines for AmeriCorps programs
Identify three sources sources of guidelines for AmeriCorps programs
Describe operational systems that must be in place prior to launching (member systems, desk review, contract self-assessment)
Where we’re going…
Name materials required for contracting
List CV monitoring procedures (prepare for operations)
Contract Components: Exhibits
A – Program Narrative/PMWsB – Budget Form/NarrativeC* – Terms & ConditionsD – CV Policies & Requirements E* – Federal Regulations & ProvisionsF – Assurances & CertificatesG – Resource & Reference Materials
Contract Requirements
No pre-award authorityProgram start date = first day first day members
earn hoursExecuted contract must be in place prior
to program start dateContract must be executed to incur costs
Contract Process
Material submission process:
– CV must receive 30 days prior to anticipated
launch date
Review process
Electronic execution process
Su
b-g
ran
tees
CV
Am
eriC
orp
s S
taff
CN
CS
CaliforniaVolunteers Americorps Contracting ProcessC
V F
isca
l Sta
ff
Start End
CreateContract
Docs
Award Grant
Application via eGrants
Other Required
Programmatic Documents (MOUs, COOP,
etc.) Hard Copy
SubmissionOther
Required Fiscal
Documents (Board
Resolution, etc.)
Review•Completeness of
contract documents submitted
•Approve required programmatic
documents
Set upWBRS
Account(s)
Set up reporting template
Set up program calendar
If incomplete, back to sub-grantee
Review and Approve Fiscal & Audit Documents
Send unexecuted contract
for signatures
Sub-grantee returned signed
contract docs
Electronic Submission (to PA via Email):
•Title Pages/SF424•Finalized Program Narrative & PMWs
•Finalized Budget Form•Finalized Budget
Narrative
Create & Submit Required Programmatic & Fiscal Documents(Contract Checklist)
Issue fully executed contract
Receive executed contract
Online Submission:
•Program Information•Partnership
Forms•Disaster & Emergency
Response Info
Activity: Contract Checklist
Review contract checklist– Questions?
Discuss with table– What already exists?– What needs to be created?
Next steps– Timeline
Calendars and Monitoring
Program operational calendar outlines:– Crucial program year dates– Monitoring procedure
Monitoring process: take home– Read through monitoring tools for next
training session
Did we meet these objectives?
Identify where to locate AmeriCorps grant requirements and CV expectations.
Describe operational systems that must be in place prior to launching (member systems, desk review, contract self-assessment)
Name materials required for contracting List CV monitoring procedures (prepare for
operations)
Closing and Next Steps
Session evaluationSelf-assessment follow up:
– Creating documents, systems required for launch from self-assessment
– Contract checklistNext training session:
– Tuesday, July 28– Tuesday, August 4