Welcome As we’re waiting for the session to start, please write one challenge you’re facing related to subgrantee monitoring on the post-it notes on the table. Bring your post-it to the front of the room and post it in the spot provided.

Managing Subgrantees North Central National Service Convention August 20, 2013

Introduction Kristin Honz, Program Officer, Iowa Commission on Volunteer Service Jeanine Yard, Program Officer, Michigan Commission on National Service

Development Grant Review Commission Role Application Process

Development Outreach Identification of potential applicants Technical assistance/support

Grant Review Staff Review Peer Review

Commission Role Committee Role Full commission Role

Tracking Process Forms Risk Based Monitoring System

Tracking Attendance Engagement Reporting CNCS Requirements

Process Receive attendance sheets Individual POs complete risk forms Consensus

Forms Participation/Attendance Logs Reports on Deadlines Risk Assessment Tool

Core Competencies Online Surveys Identification of Trends Needs Assessment

Core Competencies Self-Assessment AmeriCorps Staff Assessments

Online Surveys

Trends Informal Monitoring Formal Monitoring – Site Visits/Desk Reviews National Trends

Core Competencies Scheduling Venues Training

Core Competencies Inform training Tool for goal setting Evaluation

Scheduling Program Start Fall Spring

Venues Conference call/webinar Regional conference State conference Statewide celebrations

Shared Training CNCS Trainings ASC or other State Commission trainings Other

Core Competencies Shared Training Communiques Technical Assistance

Core Competencies Self-Assessment Resources

/Written Communiqués Highlight Requirements Continuous Improvement Areas Reminders

Coalitions Alumni Chapters National Service Cross-Stream Efforts Social Media Networking Strategies

Coalitions Regional AC groups made up of Program Directors and members

Alumni Chapters Training Service Projects

National Service Cross-Stream Days of Service Training Recruitment Mentoring

Pre-Grant During Year Closeout Monitoring

Pre-Grant Member Service Agreements Policies Member Evaluation Forms Background Check Process Training Calendar Site Agreements Member Position Descriptions

Member Service Agreements Start/End Date Minimum Hourly Requirements Living Allowance Payment Education Award Amount Disciplinary Policy Exit for Cause/Compelling Personal Circumstances Grievance Policy Background Check Publicity Release Nondiscrimination Information

Policies National Criminal History Check Consideration Disaster Member Service Projects

Member Evaluation Forms Required CNCS Questions Member Signature Supervisor Signature

Background Check Process Documenting compliance

During the Year Site Visits Desk Reviews Progress Reporting Timesheet Monitoring

Site Visits Determine risk Components of review

Desk Reviews Components of review

Progress Reporting Monitoring tools

Timesheet Monitoring When and how?

Closeout

Member Wrap-Up Residual Supplies/Equipment Narrative Financial

Activity Review Scenario Identify monitoring tool activity that could have helped prevent or mitigate this situation Changes to the current monitoring that could assist with this type of situation

Introduction Kristin Honz, Program Officer, Iowa Commission on Volunteer Service Jeanine Yard, Program Officer, Michigan Commission on National Service