Introduction to AmeriCorps Program Operations California AmeriCorps Conference June 25-26, 2009 Parc 55 San Francisco

Purpose Prepare for contracting Know who to contact Identify rules, regulations, and where to find them

Training Objectives types Identify three types of guidelines for AmeriCorps programs Describe operational systems that must be in place prior to launching Name materials required for contracting List CV monitoring procedures (prepare for operations)

Introductions and Definitions CaliforniaVolunteers (CV) – administers and monitors AC funding Corporation for National and Community Service (CNCS) AmeriCorps (AC) Program Associate (PA)

Portfolio 48 AC State Programs – $23,592,187 – 2,279 MSY and 3,820 Slots 10 AC Recovery Programs – $5,764,908 – MSY and 694 Slots

Elements of Program Operations Program Administration Member Management Service Delivery  Each element is governed by guidelines that require systems for successful operation

Elements of Program Operations Today and tomorrow: – Program Administration – Member Management Follow up session in July/August: – Service Delivery

Program Administration Guidelines types 3 types of guidelines for AmeriCorps programs FEDERAL STATE

How Did You Get Here? Request for application process Competitive funding process Program operates to address community needs

Activity: Where are You Now? 1. Identify a reporter. 2. Share your experience as new staff. 3. Discuss with your group: – The most important thing in your proposal 4. Report out to large group.

Local Guidelines: Program Application Program design, member activities Organizational structure Contract with community Contract with CV

Federal Guidelines: Regulations and Provisions Govern AmeriCorps programs, participants, and applicants Inform CV monitoring procedures

State Guidelines: CaliforniaVolunteers Policies Outline grant requirements Establish program standards Inform CV contract & monitoring procedures

Program Administration Systems: Standards Self-Assessment 1. Complete assessment, think about: – systems – policies – organizational structure 2. Highlight areas that are unfamiliar and need follow-up

Discussion questions: 1. Follow-up areas 2. Plans, ideas to fill in gaps or create systems Program Standards Self-Assessment

LUNCH When we come back: Review program administration guidelines Explore member management guidelines and systems

Program elements governed by local, state, and federal guidelines Systems required for launch Morning Review

Member Rules Eligibility requirements Enrollment and exit process Support and supervision Documentation and file system

Eligibility Requirements 1. Age 2. Education 3. Citizenship 4. Background check

1. Age  Requirement: at least 17 years of age – Parental/guardian consent Documentation: valid document that verifies age (can use citizenship document)

2. Education  Requirement: high school diploma or equivalent – Certificate of completion, GED – Documentation from independent evaluator – Not dropped out of school and agree to obtain diploma or equivalent Documentation: A signed declaration/ self- certification under penalty of law

3. Citizenship  Requirement: U.S. citizen, lawful permanent resident alien Documentation: valid document from regulation list (ex. birth certificate, passport, certificate of naturalization, certificate of citizenship, permanent resident alien card)

4. Background Checks Vulnerable populations – e.g. Children under 18, people over 60, people with disabilities State criminal history check National Sex Offender Public Registry check (NSOPR)

4. Background Checks Cont’d  Requirement: – State criminal history check must be considered in placing applicant – Applicant must clear NSOPR Documentation: See handout

Member Contract Criteria for successful completion of term Start and end dates Distribution of living allowance Acceptable conduct Prohibited activities Position description Suspension and termination rules Circumstances for release for cause Drug-Free Workplace Act requirements Grievance procedures Member and program signature, date

Key Points: Member Contract MUST on or before MUST have member and program signature on or before start date Parental/guardian consent if under 18 Keep in member file

Timesheets Hours breakdown – Direct service – Training – Fundraising (if applicable) Time in/out Member signature Supervisor signature

Documentation and Files Eligibility documentation & application Enrollment and exit forms Contract Timesheets Benefits Performance reviews/evaluations

Documentation Quiz

Member Enrollment Process Meets all eligibility criteria Member contract – signed on or before start date, on file Enrollment form – signed on or before start date, on file Begins a term of service within 30 days Enrolled in electronic database within 30 days of start date

Member Exit Process Last day of service Exit form – Signed on exit date, on file 30 Exited from electronic database within 30 days of end date

Supervision and Support Orientation and training Supervision – Performance reviews/evaluations – Timesheets Retention and support strategies: – Friday afternoon

Orientation and Training Member rights and responsibilities Code of conduct Prohibited activities Prohibited activities Requirements under Drug Free Workplace Suspension/termination Grievance procedures Sexual harassment and other non- discrimination issues

Activity: Crumple and Toss! Where are your gaps in knowledge? What tasks lie ahead? Are you ready to launch?

BREAK When we come back… Revisit your follow up items from standards self-assessment Discuss how to incorporate program administration and member management guidelines into your systems Review systems implementation tool

Discussion Systems are tools that can... Help you address your fears Provide context for being part of something larger Support organizational structure and capacity Provide oversight

Discussion Program Oversight and Monitoring Program Community Partnership CaliforniaVolunteers

CaliforniaVolunteers Monitoring Program Administration – Systems review Member Management – ER Tracker – Systems review Service Delivery – Progress reports

What? – Process to check in on program operations Why? – Verifies that program has systems in place How? – Member file reviews – Program document reviews: desk review checklist System Review

Activity: System Review

Closing discussion: How can you use this system to – Alleviate fears – Fill in gaps in knowledge, on assessment – Ensure program operations follow guidelines – Identify next steps for creating systems prior to launch

Where we’ve been… types Identify three types of guidelines for AmeriCorps programs sources Identify three sources of guidelines for AmeriCorps programs Describe operational systems that must be in place prior to launching (member systems, desk review, contract self- assessment)

Where we’re going… Name materials required for contracting List CV monitoring procedures (prepare for operations)

 See you tomorrow! 

Welcome Back! Review: guidelines and systems Questions Concerns Comments

Contracts and Calendars Components Requirements Process

Contract Components: Exhibits A – Program Narrative/PMWs B – Budget Form/Narrative C* – Terms & Conditions D – CV Policies & Requirements E* – Federal Regulations & Provisions F – Assurances & Certificates G – Resource & Reference Materials

Contract Requirements No pre-award authority first day Program start date = first day members earn hours Executed contract must be in place prior to program start date Contract must be executed to incur costs

Contract Process Material submission process: – CV must receive 30 days prior to anticipated launch date Review process Electronic execution process

Sub-grantees CV AmeriCorps Staff CNCS CaliforniaVolunteers Americorps Contracting Process CV Fiscal Staff StartEnd Create Contract Docs Award Grant Application via eGrants Other Required Programmatic Documents (MOUs, COOP, etc.) Hard Copy Submission Other Required Fiscal Documents (Board Resolution, etc.) Review Completeness of contract documents submitted Approve required programmatic documents Set up WBRS Account(s) Set up reporting template Set up program calendar If incomplete, back to sub- grantee Review and Approve Fiscal & Audit Documents Send unexecute d contract for signatures Sub-grantee returned signed contract docs Electronic Submission (to PA via ): Title Pages/SF424 Finalized Program Narrative & PMWs Finalized Budget Form Finalized Budget Narrative Create & Submit Required Programmatic & Fiscal Documents (Contract Checklist) Issue fully executed contract Receive executed contract Online Submission: Program Information Partnership Forms Disaster & Emergency Response Info

Activity: Contract Checklist Review contract checklist – Questions? Discuss with table – What already exists? – What needs to be created? Next steps – Timeline

Calendars and Monitoring Program operational calendar outlines: – Crucial program year dates – Monitoring procedure Monitoring process: take home – Read through monitoring tools for next training session

Did we meet these objectives? Identify where to locate AmeriCorps grant requirements and CV expectations. Describe operational systems that must be in place prior to launching (member systems, desk review, contract self-assessment) Name materials required for contracting List CV monitoring procedures (prepare for operations)

Closing and Next Steps Session evaluation Self-assessment follow up: – Creating documents, systems required for launch from self-assessment – Contract checklist Next training session: – Tuesday, July 28 – Tuesday, August 4

Thank you!