February 24th PD Meeting Updates & Announcements

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

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

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

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

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 *Formula take note

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 Expanding the scope of review – 2 or more noncompliant individuals Disallowance calculation – matrix based on combination of: the % of noncompliant individuals, timing of background check initiations, accompaniment while checks are pending if applicable and vendor checks compliance, if applicable.

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/201 2_impact_guide_lowres_0.pdf Share your AmeriCorps Week plan with your PO AC Week #AmeriCorpsWorks ,#GettingThingsDone and #IamAmeriCorps in social media Employers of National Service

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%.

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

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) Governor’s budget supports AC, CC and volunteer initiatives (National Days of Service, Service Enterprise and Youth Development Volunteer Initiative) What happens now? - MSA will work closely with its legislative champions to ensure that this level of funding is upheld in both the House and Senate versions of the budget which will be released mid-April and mid-May, respectively. As always, we will turn to our strong service and volunteerism sector to help strengthen our message and educate our legislators on the powerful impact of service across the Commonwealth.

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

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

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=a07ec7ldae2676acc 8a&llr=qmeyefnab Who should attend? AmeriCorps New Staff Orientation – Monday, May 2, 9 am–2 pm

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?

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

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

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!

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

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

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

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

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

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

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 Mayors Day of Recognition for Natl. Service - To spotlight the impact of national service and thank those who serve, mayors and country officials will participate in the fourth-annual Mayor and County Recognition Day for National Service on April 5, 2016. On this day, mayors and county officials will hold public events and use traditional and social media to highlight the value of national service to the nation’s cities and counties. Last year, 2,786 elected officials representing more than 150 million citizens participated in the third-annual Mayor and County Recognition Day for National Service. The initiative is being led by the National League of Cities, National Association of Counties, Cities of Service and the Corporation for National and Community Service.

We’ll see you next on May 11th, at SCCLS! Wrap-up QUESTIONS? We’ll see you next on May 11th, at SCCLS! Before introducing Gretchen mention the program evaluation requirements: New program – N/A Recompeting for a first time – evaluation plan Recompeting for a subsequent time – eval. report and eval. plan