Program design overview

Pre-contract to post-program year

Office on Volunteerism and Community Service

This Presentation

Overview of broad elements of Program Design

What they are, why they’re important

Role of Program Design in your program’s success!

Following this, you should review the detailed individual presentations for each Program Design element, in the training folder

Appendix 1 of the Program Guidance Manual is the Program Design and Handbook

Program Design and Handbook

Must be completed by the Program Director, and reviewed and approved by OVCS, during the pre-contract period

What is the Program Design?

Document containing ALL information necessary to understand, implement, and manage your program!

The thing you would hand to anyone that needs to know what you’re doing (board member, interested community member, site supervisor, President of the US)

What is the Program Design, cont.

“WHAT-WHY-WHO-WHERE-HOW-WHEN” Program Purpose Policies (Background Check review,

Fiscal) Process/Procedures (Training,

recruitment) Expected Outcomes and Measurements Timelines/Responsibility

Items 1-13 are the Program

Design Elements, the subject of this presentation

Item 14, handbook items, see separate PowerPoint

# 1- Funding Announcement and Service Area Inclusion

Show Me The Money

amount received in the grant, the amount of match that is pledged and from where

# 1- Funding Announcement and Service Area Inclusion, cont…

Describe the Specific Service Sites and Service Area

#2- Organizational Authorization

Info from your Certification of Authorization

legal name and address

individuals that will have authority to sign contracts and requests for reimbursement.

#3- Program Purpose and Objective

organization’s mission and activities

immediate and long-term objectives for your AmeriCorps program

How measured

Community impact

#3- Program Purpose and Objective, cont…

Why you have sought out and are utilizing AmeriCorps Members to accomplish these activities

#4- Program Staff

Part One

Who are they

What is their role

How/which members interact with them

#4- Program Staff, cont…. Part Two

Staff training

What/How/When/Why

AmeriCorps specific, member management

#4- Program Staff, cont….

Part 3

documentation of time for match purposes

criminal history requirements/process for each

#5- Member Recruitment

Processes and methods

Ensuring Inclusion (underrepresented,disabled)

#5- Member Recruitment, cont…

List all member types/slots

Detail member benefits, what applicants are given in recruitment process to understand benefits/commitment, etc….

#6- Member Training

SPECIFIC, COMPLETE TRAINING PLAN/CALENDAR

Types, Trainer, Location

Emergency Preparedness Plan

Training members to respond

#7- Program Documentation

Position Descriptions

Member Contracts

#7- Program Documentation, cont…

How all files will be developed and maintained

Follows Member File Checklist?

Member Documentation

Member’s Name: _______________________________ Date: _____/_____/_____ Member Eligibility Documentation:

1. Verification of Identity Consideration of Background Checks Form

2. Evidence of Age (ex. – driver’s license)

3. Evidence of Citizenship - or – Residency (ex. - birth cert, passport)

4. Social Security Card

Background Checks Documentation:

1. National Sex Offender Registry

2. Child Protective Services Check

3. Virginia Criminal History Check

4. FBI Fingerprint Check

Member Contract Forms:

1. Contract

2. Position Description

3. Grievance Procedures

CNCS Required Forms:

1. Application

2. Background Checks Authorization Form

3. Enrollment Form

4. Confidentiality Agreement

5. Drug Free Workplace Policy Agreement

6. High School Diploma, GED or Self-Certification

7. Informed Consent Statement

8. Non Discrimination Clause Agreement

9. Publicity Release Form

OVCS Required Forms:

1. Emergency Notification Form

2. Grievance Procedure Statement

3. Receipt of Member Handbook Statement

4. Sexual Harassment Policy Agreement

5. Substance Abuse Policy Agreement

Member Benefits Documentation:

1. W-4 Tax Form

2. Health Care Acceptance or Waiver

3. Child Care Acceptance or Waiver

4. Loan Forbearance Acceptance or Waiver

Enrollment Documentation

1. Member Enrolled in eGrants in 30 days

2. Enrollment document printed and filed

Exit Documentation

1. Member Exited in eGrants in 30 days/Form printed

2. Documentation for Release for Cause

3. Documentation for Personal Compelling Circumstances

#7- Program Documentation, cont…

Background Check process and documentation

Member and staff

#8- Program Management

Receiving, reviewing, and approving timesheets

Communication between PD, Site Supervisor, Members

Maximizing the use of OnCorps for reporting

#8- Program Management, cont…

Management plan with responsibility chart

Partnership agreements, communication and oversight of sites/partners

Member Retention Plan (proper resources, coaching/feedback, clear goals, recognition, opportunities for development)

#9- Fiscal Management and Documentation Keeping the Fiscal Director informed

process and individuals in payments and reimbursements

#9- Fiscal Management and Documentation, cont….

Approving/executing payment of living allowance

Withholding payment?

#10- Utilizing Media

social media plan

papers, radio, and TV.

website

E-mail signature, logos, branding

#11- Service Days

activities that members will coordinate or participate in on required service days

Member involvement in planning/execution?

#12- Program Evaluation

Purpose of evaluation

Questions to be answered by evaluation

Methods/Designs

Approach

#13- Grievance Procedures

Description of process

Handbook Sections beginning at Item 14 Items that must be included in your

handbook, and suggested items for inclusion

Detailed in a separate PowerPoint

Program Design Appendices Appendices A. Program Management Plan B. Partnership Agreements C. Disability Self-Assessment D. Position Descriptions E. Member Contract F. Training Calendar for Staff G. Training Calendar for Members H. Financial Module C I. Member Benefits List (if not detailed in narrative) J. Certification of Availability of Match Funds K. Certification of Approval for use of Federal Funds L. Certification of Organization Authorization

Final Document Signed by Program and OVCS (after

revision/approval)

Living Document (can be revised)

Important program tool that clearly outlines all aspects of your program