Streamlined Kickoff updates August 1, 2018

Agenda Site Visit Takeaways Criminal History Check update New Enrollment Procedures CNCS Transformation Plan Discussion

Site visit Takeaways NSOPWs not properly adjudicated Grievance procedure not correct Member enrollment date not syncing with timesheet and member contract signing Challenges with members who enroll “off cycle” Gear missing logos Members not being aware of prohibited activities (or very limited knowledge) Returning members supervising other members Inconsistent selection process, e.g. interviews & references missing from member files Files missing CHC checklist

Changes to MSA CHC tracking Initiation date for Fieldprint FBI checks now has changed: now date member makes fingerprinting appointment New tracking sheet without member hours included Now a “strongly encouraged” submission, rather than required

NEW FieldPrint Initiation Date Thanks, Amy!

New Fieldprint Initiation Date

NSCHC tracking sheet for 2018-19

NSCHC Self-Reporting Sheet: General Instructions Your Program Officer will send this with 18-19 PER and other startup documents Dates for all AmeriCorps members and staff on the grant as of January 31st must be listed, including: Returning members and staff Members already exited and staff previously on the grant in the 18-19 grant year There are two tabs to complete: one for covered staff and one for members Must be certified when submitted

NSCHC Self-Reporting sheet: Helpful Information Read instructions tab, please Remember change in FBI Check initiation date: it is now the date fingerprinting appointment is made We will use the data you provide to calculate disallowance, so please double check information before submitting Be kind to your Program Officer: please do not put additional characters in cells, use the notes column instead

Self-reporting In order to be considered self-reported, must submit CHC sheet to MSA before January 31st Exception for certain programs with late-starting members as part of program design If program does not submit sheet by January 31st, MSA will complete standard CHC monitoring, which is a file review If any CHC noncompliance is found in a random sample, all files will be checked for noncompliance and disallowance assessed at higher amounts

How are MSA programs doing? 2016-17 Disallowance: Totals for All MSA AmeriCorps Programs Compliant Members/Staff Noncompliant Members/Staff Total Members/Staff Overall Noncompliance Rate Disallowance 1483 143 1626 8.79% $55,750.00 2017-18 Disallowance: Totals for All MSA AmeriCorps Programs Compliant Members/Staff Noncompliant Members/Staff Total Members/Staff Overall Noncompliance Rate Disallowance 1542 86 1628 5.28% $41,000.00

Disallowance Update Continued Disallowance Results Only ten programs fully compliant Five programs had very significant (15-40%) noncompliance Five had extreme noncompliance (>40%) Wrapping up process now, CNCS will be sending debt notification letters to programs with any disallowance via MSA 2017-18 Disallowance: Totals for All MSA AmeriCorps Programs Compliant Members/Staff Noncompliant Members/Staff Total Members/Staff Overall Noncompliance Rate Disallowance 1542 86 1628 5.28% $41,000.00

Ensure you have member/employee legal name and previous names Request current address and permanent address on member application Using incorrect or misspelled name, wrong state of residence Registries in NSOPW go down regularly Some of the process is in the hands of prospective members Waiting too long to initiate checks Must initiate checks before begin employment (on grant) Supervisor changes in scattered site model Not just program staff, but others in organization Staff Turnover Programs did not follow their own procedures Some staff are not aware of requirements (HR) Key staff do not know who is listed on grant Issues with organization’s CHC procedures Common Pitfalls

Verification update CNCS is still processing backlog of documentation Deadline extended to August 3rd If you have submitted info second time after lack of response or without success, hold off for now on resending Let your Program Officer know if you have had challenges and we will pass them along to ASC and CNCS staff

New Enrollment Procedure All position descriptions must be listed in the portal New enrollment procedure went into effect July 2nd Member must be verified and enrolled within five days of member beginning service Includes Criminal History Check Certification

Instructions from CNCS Verify SSN validity and citizenship eligibility automatically or by hand in Portal when member accepts invitation Before AmeriCorps member’s first day of service: Complete NSOPW Initiate State/FBI background check Verify these steps are completed in Portal Certify member enrollment no later than 5th calendar day from member’s start

WORKFLOW PROVIDED BY CNCS 1. Service opportunity All opportunities are required in the Portal 2. Invitation & acceptance Once applications are reviewed, programs create and send an invitation to prospective members Invited members accept the invitation and complete member portion of the enrollment form 3. SSN / Citizenship Verification Invited member records go to the Social Security Administration to verify SSNs and citizenship Programs collect verification from invited members if verification is not received from SSA and submit it to the CNCS Hotline 4. CHC Verification Programs complete SSN, citizenship, and criminal history check verification section of the enrollment form 5. Start Date and Service Location Programs complete Placement Information of the enrollment form to activate a member Members are enrolled Once applications are reviewed, programs create and send an invitation to prospective members • Invited members accept the invitation and complete member portion of the enrollment form

1. Service opportunity Listing As of July 2, 2018, all grantees are required to post all service opportunities in the MyAmeriCorps Portal Find instructions for completing listings on the AmeriCorps Knowledge Network www.nationalservice.gov/resources/americorps/member - assignment-listings

2. Programs invite members Programs send invitations to serve in AmeriCorps to prospective members. Members accept their service assignment by clicking on a link in the invitation email that will complete the registration.

3. SSN and Citizenship verification The Portal will submit the record to the Social Security Administration (SSA) as soon as the member completes and saves her section of the enrollment form. By the morning of the next business day, the record will indicate “Verified” or, if not verified, “Returned” in the Portal: If verified by SSA, then the enrollment process will proceed to the next step. If not verified by SSA, then the program will collect additional documentation and submit it to the CNCS hotline. If additional documentation is sufficient to verify eligibility, then CNCS staff will manually update the Portal record and the enrollment process will continue. If the additional documentation is not sufficient, the program will be notified, and the member cannot be enrolled.

What Programs See—New Section: Participant Information

4. CHC Verification Programs will complete SSN, criminal history, and citizenship verification of the enrollment form: Certify NSOPW is complete Certify State/FBI checks are initiated, per CNCS regulations Press Save button in the Portal

What Programs SEE: CHC Verification

5. Start Date and service location Programs complete the Placement Information section of the enrollment form: Enter member start date Enter service location Enter slot type, if necessary Select Enroll Member

What Programs See: Start date and Service location At the bottom of the enrollment form:

Timing of STEPS FROM CNCS 1. Service opportunity All opportunities are required in the Portal 2. Invitation & acceptance Once applications are reviewed, programs create and send an invitation to prospective members Invited members accept the invitation and complete member portion of the enrollment form 3. SSN / Citizenship Verification Invited member records go to the Social Security Administration to verify SSNs and citizenship Programs collect verification from invited members if verification is not received from SSA and submit it to the CNCS Hotline 4. CHC Verification Programs complete SSN, citizenship, and criminal history check verification section of the enrollment form 5. Start Date and Service Location Programs complete Placement Information of the enrollment form to activate a member Members are enrolled Programs will enter after receiving grant award Timing will vary based on program design and recruitment timeline. Timing: on or before member start date Timing: no less than five calendar days from member start date

CNCS Transformation and Sustainability plan in progress Goal 1: Strengthen core business functions Goal 2: Strengthen and align grants management and monitoring to improve efficiencies and maximize effectiveness Goal 3: Prioritize evidence-based interventions Goal 4: Simplify and streamline the application process Goal 5: Simplify the CNCS brand Goal 6: Align our workforces and workplaces to better serve our customers, meet evolving needs, and ensure efficient use of taxpayer dollars

Discussion

Thanks!