SITE MONITORING NEW PROGRAM DIRECTORS MEETING 2016 Volunteer Florida Getting Things Started Right!

overview NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring overview Member Progress Reports Timesheets Service Data Collection Evaluations Ensuring Allowable Service Site Sponsor Orientation/Education Site Visits and Documentation Disciplinary Action Resources SharePoint Member and Site Supervisor Handbooks

Member progress reports NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Member progress reports Timesheets Ensure members are performing allowable service activities. An AmeriCorps member timesheet must have: Member name Service location Month/Year Accurate totals Certifying statement Member, Site Supervisor, PD Signatures with date

Member progress reports NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Member progress reports Service Data Collection Accurate and timely collection of member service data is one of the most important things you will do. Consider the following when creating your process for service data collection: Frequency of reports Method of submission Data collection in organization Format for ease of review Volunteer Florida QPR

Member progress reports NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Member progress reports Evaluations Meaningful evaluation provides important feedback for improvement for members, opportunities for dialogue for site supervisors, and indicators for program staff to schedule additional monitoring. Mid-term and end of year (minimum) Standard metrics created around service Pair with a goal-setting form Member, Site Supervisor, PD Signatures with date

Ensuring allowable service NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Ensuring allowable service Site Sponsor Education and Orientation Educating your site sponsors about service requirements is just as important as educating AmeriCorps members. Provide multiple options for delivery Considerations of time Empower them to make appropriate decisions on behalf of your program

Ensuring allowable service NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Ensuring allowable service Site Visits & Documentation In-person visits with members and site supervisors will provide insight that you cannot get from regular documentation, or phone and email check-ins. Schedule visits early if possible Prepare documentation ahead of time Provide required actions to the site, but allow for flexibility Meet with AmeriCorps members, site sponsors, and any other appropriate management

Ensuring allowable service NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Ensuring allowable service Disciplinary Action There will be times when the site supervisor and or program will need to take disciplinary action against an AmeriCorps member. Having standards in procedure in place will help make the incident easier to handle, and hopefully to easier to correct. Oral and written reprimand forms Standard practice for site supervisors to notify program Pair with a site visit when applicable Notify organizational HR and management as well

Resources NEW PROGRAM DIRECTOR ORIENTATION 2016 VOLUNTEER FLORIDA Site monitoring Resources Always Available Training is important, but make sure all of your resources are readily available, even when you’re not. Shared network folders Site supervisor and AmeriCorps member handbooks Reminder emails AmeriCorps member resource section on website SharePoint