Game of Exits: Conquering the 30-day Rule ! National Bonner AmeriCorps Webinar June 2014

Agenda Exiting with Award or...Exiting without Award AmeriCorps Exit Checklist Exiting with Award or...Exiting without Award Campus Administrator Review & Mailing the Exit Packet!

Exit Checklist Exiting With Award or...Exiting Without Award Member Information Exiting With Award or...Exiting Without Award Campus Admin Review

Member Information Enter basic Member Information in Section I Helpful to note if this is the Member’s 1st, 2nd, 3rd or 4th term. No need to enter Member Address here. Will be entered on Exit Form. Enter basic Member Information in Section I

Exiting With Award Log Approvals Any Open Cases? Evaluations!! Exit Form Signed?

Hour Log Approvals What is Your Approval Process? Discuss “Hybrid” signature system. Either way, student must be first to eSign all hours before hours are approved by site supervisor either electronically or on original hard copy printed log. All eSignatures or “Hybrid”… eSignatures + hard copy hour logs What is Your Approval Process?

Hour Log Approvals Sufficient Hours to Exit? Use Member’s BWBRS Enrollment Page to fill in Hours by Type/Role Reminder regarding AmeriCorps-Eligible Hours vs Hours already approved at Foundation. Show example of Not OK for AmeriCorps icon. Hours by Type shown in BWBRS student Account. Explain how to use path to Analysis Tab

AmeriCorps-Eligible Hours Use path to Analysis Tab to find AmeriCorps Hours Breakdown & verify monthly totals. Fill in chart using Analysis Tab > AmeriCorps Hours Breakdown for relevant term. Be sure that hours have been signed in proper order but do not delay submission of Exit Packet if hours have not already been approved at Foundation.

Identifying Open Cases Sort Case Management Report “By Student” to see if any cases are awaiting a response Respond to cases for exiting student or email questions re open case to your Enrollment Manager while proceeding with exit! Do not delay submission of Exit Packet simply due to open cases.

Performance Evaluations

Performance Evaluation Tips Advance all Evaluations to “Completed” after you save your answers! Part III: If student simply did not serve enough hours to qualify for an award, answer “No” to Question #1. If you answer “No” to Question #2 in Part III, you must state your reason in the Comments text box

Exit Form & Interview Conduct Exit Interview with any student who has logged minimum # of Hours during their Member Contract term (plus a “Cushion” of extra hours) Review completed Evaluation with Student Student completes, signs & dates Page 1 only of Exit Form during the Exit Interview

Exiting without an Award Complete all required Evaluations! If student is not available to sign the Exit Form, follow procedure outlined in Step-by-Step Guide for AmeriCorps Exits on wiki & attach “Excusal Memo”

Mailing the Exit Packet Double check required contents of Exit Packet. Sign and date Exit Checklist before mailing Exit Packet to the Foundation

Strategic Tips Winning the Game of Exits requires planning throughout the Member’s term Sign Hour Logs on a monthly basis Use Case Management Overview by Student Report regularly Track service progress via Bonner AmeriCorps Hours Remaining Report Encourage serving a “Cushion of Hours”

AmeriCorps Hours Remaining Report Use AmeriCorps Hours Remaining Report weekly to stay ahead of the curve regarding scheduling Exit Interviews. This report will also show you who is not logging consistently & who may need to be exited without an award if no plan is implemented to get Member back on track. Arrows show Members with enough hours to Exit. Education Award certification must concluded at the Foundation within 30 days or less of Member's last day of service logged in BWBRS!

“Cushion” of Hours Having a “cushion” of hours ensures a timely and swift exit in case any hours logged are deemed ineligible during the exit process. Use AmeriCorps Hours Remaining Report to identify “cushion” of hours over minimum!

Strategic Tips Only one End-of-term Evaluation linked to primary CLA Advance all evaluations to “Completed” Schedule an Exit Interview within one week of LDS Use the Exit Checklist Email your Enrollment Manager a list of incoming Exits Submit Exit Packet via Priority Mail or better! As a student approaches their required exit date or has logged the minimum number of hours plus a “cushion” of extra hours, these tips will ensure an exit within the 30-day time frame:

Thank you for your assistance! Celebrate Success! Ratings for number of Education Award certifications and timely completion of exits are compiled by AmeriCorps. Your Enrollment Managers at the Foundation rely on you to ensure timely exits. Thank you for your assistance!