1. Program & Fiscal Management
Reminders and What’s New for

2. Agenda Systems - Quick Refreshers & Updates
Member Human Resources
Criminal History Checks & FBI Fingerprinting
Member Support
Fiscal
Prohibited Activities & Accountability
Federal Budget
Grants Process
Discussion

3. Member Human Resources
Recruitment, Selection, Eligibility & Enrollment, Tracking Member Hours, & Exiting Members

4. Recruitment BRANDING – From the beginning!
Identify/explain AmeriCorps in recruitment materials and process
Website
Position description
Partner sites
AmeriCorps logo
Essential functions of the position
Inviting and inclusive language and materials
Accommodations for interviews and service

5. Recruitment Position Descriptions
Detailed; outline specific activities
Unique for each member role/function
Required to show additional responsibility if providing a higher living allowance
Be specific
Ensure additional responsibilities do not include staff displacement or member management
Amount of additional allowance should be justified by additional responsibilities
Address position’s contact with vulnerable populations and required checks for the position

6. Selection
To ensure a fair and equitable member selection process by demonstrating a consistent application process followed for each applicant

7. What we are looking for …
Consistent process
Evidence of all steps of the selection process for each member, including returning members
Policies on background checks
On-time, every time, documented
Every program must have at least one person, or whoever is completing background checks, complete an online training
Evidence of non-discriminatory and inclusive process
Programs cannot discriminate based on race, disability, marital/family status, sexual orientation, gender, religion, national origin, birthplace, or age
Massachusetts Commission Against Discrimination:

8. NSCHC requirements
All AmeriCorps members must undergo checks prior to start of service
“Covered Staff” must also undergo checks prior to start of employment
All staff listed on your AmeriCorps grant budget
Includes those funded by match, listed as in-kind
Does not include individuals who receive financial benefit who do not otherwise perform any service to implement the program (e.g., trainers)
Which checks to complete:
No recurring access to vulnerable populations:
Access to vulnerable populations:
NSPOW
NSOPW
State Check(s) or FBI Check
State Check(s)
FBI Check

9. NSOPW National Sex Offender Public Registry/Website (NSOPW)
Only valid sex offender check
SORI, the MA check, is neither required nor sufficient
Check your language
All covered staff and AmeriCorps members must undergo this check
Use NSOPW.gov
Make sure all states, territories included are reporting
Verify and document results, check any results returned

10. State Criminal History Registry Checks
Must use designated state repositories/CNCS-approved alternative or request alternate search protocol
MA CORI:
If State of Residence check is required, and BOTH must be initiated before the start of service/employment
State of Residence can be difficult to determine, especially for college students or those living and working in different states. Guidance from CNCS FAQ:
“The state where a candidate resides is the location that the person considers his or her place of residence at the moment in time that he or she applies to serve or work.”
For college students “A person applying to serve or work who is enrolled full-time in college is deemed to be residing in the state where he or she lives for the purpose of attending the school… Programs may not opt to use any other basis for identifying the student’s residence state, e.g., such as the student’s family home.”

11. FBI Criminal History Record Check
CNCS approved channeler: Fieldprint
Fieldprint is only for FBI checks
Average completion time is about 3-5 business days (according to CNCS)
Very helpful Fieldprint introductory webinar recorded by CNCS on YouTube
Programs are not required to use Fieldprint
Please let us know if you plan to use the Departmental Orders (DO) process, which is the official name for when fingerprints are sent directly to the FBI

12. Documented Accompaniment
No unaccompanied access to vulnerable populations pending State Check(s) or FBI check
A person is accompanied when he or she is in the physical presence of a person cleared for access to a vulnerable population.
An employee or representative of a placement site may provide accompaniment if that person’s clearance was established under the placement site’s rules.
Accompaniment must be documented contemporaneously or it is not compliant
Person accompanying must be noted, as well as dates and times
Timesheets are best place to document accompaniment

13. Criminal History Check – ASPs
Alternate Screening Protocol (ASP)
Cost to the program is prohibitive
Program is not authorized or is otherwise unable under state or federal law to access the FBI’s national criminal history background check system
Program cannot comply for “good cause”, determined by CNCS
Approval process
Submit request to MSA
MSA will submit to CNCS

14. Criminal History Checks
NSOPW check completed before service/work begins
Criminal history check(s) initiated no later than start of service/work
Verify identity with government photo identification
Obtain written authorization
Document understanding that selection is subject to the checks
Determine where the checks must be obtained from
Pay for the checks
Provide opportunity for review of findings
Keep information confidential
Accompaniment when checks are pending & in contact with vulnerable populations
Maintain the results of the checks
Document that you verified identity and conducted the checks
Document that you considered the results of the checks in selection

15. Examples of Policies via CNCS
CNCS Statutory Minimums
Office of Juvenile Justice Delinquency and Prevention Guidelines
NCMEC Child Safety Program
Refusing to undergo the process
False statements
Murder
Sex offenses requiring registration
Crimes involving children or dependent adults
Crimes of violence within 10 years*
All other crimes discretionary based on position, circumstances, recency and other factors
All felony convictions
Lesser crimes of force
Lesser crimes of a sexual nature
Controlled substances
Cruelty to animals
* If utilized by a CNCS grantee, murder would render an individual ineligible regardless of the offenses’ age, due to the statutory requirements of 45 USC 12645g.

16. Other Requirements
Consecutive terms or continued employment: no need to re-check if service/employment uninterrupted or if a break is fewer than 120 days
All programs must have at least one staff person involved in NCHSC complete an online training annually, anyone who is involved in the process should complete it
Best practice: address contact with vulnerable populations in position descriptions for members and staff
MSA requires you to track criminal history checks along with member hours, submit to MSA periodically

17. Member Hours/NSCHC tracking sheet for 2017-18

18. Member Hours/NSCHC Tracking Sheet for 17-18: General Instructions
Your Program Officer will send this with PER and other startup documents
Required to submit the spreadsheet 30 days after program start date and with every reimbursement request
Change from last year: must certify each submission
Every member and covered staff-person must be listed with criminal history check dates, including returning members and staff
There are two tabs to complete: one for covered staff and one for members
The members tab includes hours information
Note the date that hours entered are counted through
Expected hours is equivalent to service term

19. Hours/NSCHC tracking sheet for 17-18: Instructions for Entering Information
If a criminal history check has not been returned, leave the corresponding cell blank or enter "not in"
When a state of residence check or FBI check is not required enter "N/A"
For the column labeled "accompaniment," select "not required" if either:
The member/staff does not have access to vulnerable populations
The NSOPW is complete and either required state criminal history check(s) or FBI check are complete before start of service
Otherwise, note whether accompaniment was completed/documented

20. New Hours/NSCHC tracking sheet for 17-18: Helpful Information
Read instructions tab, please
FBI Check initiation date: for Fieldprint it is the date fingerprints are taken (if using DO, remains the same)
We know this is more stringent than CNCS requires, MSA has concerns about considering a check “initiated” when member/staff may not have shown up for appointment
We will use the data you provide to calculate disallowance, so please double check information before submitting
Be kind to your PO: please do not put additional characters in cells, use the notes column instead

21. Risk-based Disallowance
Two years ago, CNCS came up with a new system for determining consequences of noncompliance
Less impact on members for programs’ mistakes
Consequences vary based on severity of noncompliance or “risk”
In May this year CNCS released a final set of rules for calculating disallowance with a few adjustments
Changed name to “Enforcement Guide”
Removed > 50% noncompliance increase
Even though financial penalty is really a fine (cannot come from unspent CNCS funds anymore, or from match), they are still calling it “disallowance”

22. CNCS Mitigation Matrix

23. Mitigation Levels in Plainer Language
Mitigation Rating
No recurring access to vulnerable populations
Recurring access to vulnerable populations
Substantial
On-time NSOPW AND at least one of these, even if late:
State check
FBI check
All of these:
Performed accompaniment
On-time NSOPW
On-time State Check or FBI check
Moderate
Late NSOPW AND at least of one of these, even if late:
Either:
On-time NSOPW and late state check or late FBI check
Performed accompaniment and on-time state check or FBI check
Low
None of the above

24. CNCS Disallowance Determination
NSCHC Risk-Based Disallowance
Overall % of noncompliant individuals:
Self-Reporting
Standard Disallowance
Disallowance
for each
individual
with:
Mitigation Level ↓
Substantial
$250
$500
Moderate
$1000
Low
$750
$1500
Note: CNCS considers MSA spreadsheet self-reporting

25. How are MSA programs doing?
Not great, and not improving as a group
Disallowance: Totals for All MSA AmeriCorps Programs
Compliant Members/Staff
Noncompliant Members/Staff
Total Members/Staff
Overall Noncompliance Rate
Disallowance
1615
152
1767
8.60%
$64,875.00
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

26. Disallowance Update Continued
Disallowance Results
Only nine programs of 25 (36%) fully compliant
Four programs had very significant (15-40%) noncompliance
Four had extreme noncompliance (>40%)
CNCS will be sending debt notification letters to programs with any disallowance via MSA
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

27. What went wrong? New staff or scattered-site member supervisors
Initiation date must be before begin employment
Staff turnover
Not just PD, but other organization staff
Issues with organization’s CHC procedures
Programs did not follow their written procedures
Procedures not in place for staff, not everyone is aware of procedures (e.g. HR department)
Lack of communication from sites

28. 100% Compliance for 100% of MSA’s Programs! (For real this time)
Next year…
100% Compliance for 100% of MSA’s Programs! (For real this time)

29. Tools and Resources NSCHC Clearinghouse on Knowledge Network:
Disallowance Guide:
Required NSCHC training:
CNCS NSCHC FAQ:
Regulations:
Instructions on how to request an ASP:

30. Eligibility and Enrollment
To ensure that the program has all necessary paperwork and information for each member in their member files

31. What we are looking for…
Eligibility documentation (age)
Contract (signed on or before the enrollment date)
Selection documentation (with consistent # of interviews & references)
Background check verification
With dates initiated and cleared, initialed by staff
All timesheets (signed by member and supervisor)
Member evaluations
Member enrollment/exit forms (if applicable)
Documentation of requests for reasonable accommodation
Documentation of cause or compelling personal circumstances for members exited early (if applicable)

32. Enrollment My AmeriCorps portal 30 day enrollment period
Member section
Program Director section
30 day enrollment period
30 day service location entry period

33. Tracking Member Hours
To ensure that timesheets are kept in a manner that is consistent with AmeriCorps requirements and members are on track to meeting the required number of hours of service

34. Tracking systems need to…
Ensure that paper copies of time sheets in members files are maintained
Ensure that electronic timesheet tracking system is in place that adheres to CNCS guidelines (we recommend AmericaLearns or OnCorps)
Ensure first time sheet coincides with enrollment date and contract date
Ensure a correct percentage of training and fundraising
Ensure members are on track to meeting the required number of hours

35. Exiting Members
To ensure a consistent process for exiting members that includes exit forms, documentation for early release if applicable (cause or compelling circumstances) and exiting out of the My AmeriCorps Portal with correct hours within 30 days of the end of the term of service.

36. What we are looking for…
Process
My AmeriCorps portal
hours reconciliation
Member section (Request required for staff portal exits)
Final evaluation
Documentation
Compelling personal circumstances
Cause

37. Enrollment, Member Hours & Exiting
30 day rule
Enrollment in portal
Service location in portal
Timesheets submitted
Suspension and return from suspension in portal
Exit in portal
Exit survey completion rate is low, we can send instructions on how to unlock the survey earlier, prior to end of service
Dates coinciding
Contract date on or before enrollment
Enrollment date on or before the first day of service
Last day of service and exit date

38. Orientation, Training, Supervision, and Evaluation
Member Support
Orientation, Training, Supervision, and Evaluation

39. Developing & Implementing Member Training
To ensure that members are prepared for service, civic engagement, and personal development through a planned, consistent, and structured method.

40. Orientation What MSA looks for… Date/time and location Agenda
AmeriCorps 101
Contract
Prohibited activities
Expectations
Service specific training
Team building
Civic engagement training
Sign-in sheets
Evaluations
Plan for orienting members enrolled after initial orientation
Reasonable accommodations

41. Ongoing Training & Development
What MSA looks for…
Training plan/schedule
Supporting members in attaining GED
Encouraging members to vote
Supporting members in making the transition after end of service – Life After AmeriCorps
Structured activities for members to reflect on service
Strengthen connection to National Service and identity as AmeriCorps members (reinforced in updated provisions)
Agendas and sign-in sheets
Plan for involving members in selection of training
Participation in National Days of Service

42. Supervision & Evaluation
To ensure members receive appropriate supervision, that reasonable accommodations are made when appropriate, and that supervisors evaluate member performance at the required times during the service year.

43. Supervision What MSA looks for… Implementation of the supervision plan
How and when did supervision take place?
What supervision topics were covered?
Identification of members and service sites as AmeriCorps
service gear
signage
language & role
Ensure prohibited activities do not take place
Evaluations

44. Evaluation What MSA looks for…
Mid-term evaluation (full and half time members)
End-of-term evaluation (all members)
Action steps if member is not meeting performing adequately

45. End-of-Term Evaluation
Requirements
Did the member complete the required number of hours;
Did the member satisfactorily complete assignments; and
Did the member meet other performance criteria that were clearly communicated at the beginning of the term of service.
Other program specific requirements
Member and Supervisor signoff
Exit interview
Reflect on member’s service experience
Tie service into his/her future plans
Request evaluation of his/her host site
Request suggestions that would help future members
Provide information for letters of recommendation

46. Tracking, Recording & Reporting Progress, Site Partner Management, Continuous Improvement, Fiscal Systems

47. Tracking, Recording, Reporting
To ensure the program is collecting, documenting, and reviewing necessary data; that it is on track to meet its stated objectives; and that it submits accurate and timely reports of AmeriCorps-related performance measure objectives.

48. Tracking & Recording Progress
Data collection tools
Data collection timeline/schedule
Data tracking systems
Reporting schedule
MSA reports
Additional stakeholders

49. Progress Reports 2016-2017 Final Report – October 15, 2017
Will require Program Impact Statement
Mid-Year – April 15 (through March 31)
Combines national and applicant-determined measures
Final Report – October 15, 2018
Change: Ongoing vs. episodic volunteers
If you can categorize volunteers as episodic or ongoing, there will be an option for that
If not, categorize all as episodic
Track separately moving forward

50. Site Partner Management
Ensure all site partners are aware of prohibited activities
Site partner agreements
Site partner orientation agenda
Site partner identification as AmeriCorps
Site monitoring
evaluation tool
schedule
Program feedback

51. Continuous Improvement
To ensure the program evaluates the quality of its service activities, which includes involving extensive broad-based representation from the following:
the community served
current and potential members
site partners
foundations
businesses
community-based agencies with a demonstrated record in providing services

52. Fiscal Systems Financial Management Systems
Documentation of Matching Funds
Reimbursement

53. Financial Management Systems
To ensure that grant-related expenses are properly reported and that the program maintains financial management systems that include written cost allocation procedures and systems that distinguish expenditures attributable and not attributable to this Grant, and that adequate supporting documents for expenditures are maintained.

54. Documentation of Matching Funds
To ensure the program has sufficient matching funds available for upcoming program year and that these funds are properly documented.
Cash or in-kind match acceptable
Documenting in-kind match – must include:
Date service provided and who provided it
Description of service provide
Value/how calculated
Signature of donor/service provider

55. Reimbursement
To ensure the program submits accurate and timely reimbursements including a signed Reimbursement Request Cover Sheet with Program Initials, a PER, a General Ledger, and a clear reconciliation report tying expenses in the PER to the General Ledger.

56. Fiscal Training MANDATORY for all fiscal staff
Review OMB, fiscal management requirements, fiscal site visit procedures
Review reimbursement and fiscal reporting processes
Program staff welcome to attend if interested
Training offered twice
August 17, 1:00PM – 3:00PM, at MSA*
August 24, 1:00PM – 3:00 PM, webinar
* In-person session required for any new fiscal staff and may be required for others at MSA’s discretion

57. Key Definitions PER/Periodic Expense Report
FSR/Financial Status Report (Quarterly PER)
Budget Summary Worksheet
FFR/Federal Financial Report
“Cover Sheet”/Request for Cash Reimbursement Cover Page
Backup/Supporting Documentation
Hours and criminal history check log

58. Fiscal Reporting Quarterly Due Dates
October 15, 2017 (16-17 and through September 30)
January 15, 2018 (through December 31)
April 15, 2018 (through March 31)
July 15, 2018 (through June 30)
October 15, 2018 (17-18 and through Sept. 30)

59. Reimbursement Request Process
At least quarterly
At minimum, request funds 30 days after submission of FSR (except for July 15)
Encouraged to request more frequently
Payments made via check or electronic fund transfer (EFT)
EFT requires small transaction fee deducted from reimbursement
Contact July Afable to discuss/choose EFT
, ext. 225

60. Reimbursement Request Process
Accurate reimbursement received by 15th processed by 30th; received by 30th processed by 15th
Inaccurate reimbursements returned for revision and will be resubmitted for processing in the next reimbursement cycle
MSA adheres to 15 day processing timeline to account for staff capacity, time off, etc.
MSA does not advance funds
MSA will review your request to ensure that adequate progress is being made towards matching percentage

61. Reimbursement Request Process
Complete reimbursement request includes:
Cover sheet with original signature
PER for current month(s) request
Budget summary worksheet
General ledger, reconciliation report, other backup documentation
Updated hours and background check log must be included
Reimbursements will not be processed until all components are received
MSA will not take responsibility for ensuring completeness
*MSA will ensure that reported estimated unexpended funds are left in the total CNCS balance column

62. Fiscal Site Visits Set up in spring by MSA’s fiscal staff
Programs will have at least one fiscal visit per 3-year grant cycle, longer visits than in the past
Common findings will be discussed in fiscal training in August
Include but not limited to:
Review of organization's internal control structure
Review of prior audit reports and management letters
Review of progress made from any prior audit and management letter finding(s)
Sampling of selected fiscal transactions

63. Budget Amendments
Budget amendment consists of changing or moving CNCS and/or match amounts
MSA requests notification for all changes
MSA approval required
If amending more than 2% of total program budget (CNCS and match total)
CNCS approval required
If amending 10% or more of total program budget (CNCS and match total)

64. Budget Amendments
Contact your Program Officer before initiating a budget amendment request
Include justification with budget amendment request
Budget amendments are subject to review and can be rejected
Be pro-active in discussing amendments early in the program year!
Late spring is often too late for CNCS to be able to approve given how busy they are with grant awards, etc.

65. New Section III Guidance
Revised Formula for CNCS-Fixed Percentage Method
Corporation Fixed Amount
CNCS Share: ([CNCS Section I] + [CNCS Section II] x ) x (0.60);
Grantee Share [Total Section I] + [Total Section II] x 0.1)
Commission Fixed Amount
CNCS Share: ([CNCS Section I] + [CNCS Section II] x ) x (0.40)
A. Corporation Fixed Percentage
 CNCS
 Grantee
Corporation Fixed Amount
$7,860
$50,500
Commission Fixed Amount
$6,187 $0

66. Monitoring Tools Program Binder Desk Review
Monitoring Systems and Objectives
Standard Member Documentation File Check
Individual Member File Check

67. Program Calendar Day of Service & Remembrance – September 11
AmeriCorps Opening Day– Friday, November 3rd
MEMBERS MUST BE IN GEAR!!!!!!
MLK grant application deadline – mid-September
FY19 recompete concept paper deadline – September 18
Competitive continuation application deadline – early December
MLK Day – January 15

68. Program Calendar
Four Required Program Director meetings – locations TBD
October 18th
December 13th
February 14th
April 25th
Progress reports – October 15 and April 15
Quarterly FSRs - October 15, January 15, April 15, July 15
Updated Audit – March 31

69. Binder Materials Program Officer will be in contact about this.
Programs will submit:
Program Year Calendar
Updated systems (if applicable)
Updated documents (if applicable)
Desk Review Tool is helpful tool for us to assess your program’s binder.
Binder is a tool for you when training new staff and for MSA when problem-solving with you.

70. Prohibited Activities/Accountability
Three-pronged Strategy:
Prevention
Detection
Enforcement
Prevention:
List prohibited activities in NOFO and Provisions
Requirement to enter member service location in My AmeriCorps within 30 days of start of service
Additional trainings to programs regarding prohibited activities (especially to share with site partners)
CNCS will communicate directly with members on this issue

71. Prohibited Activities/Accountability
Detection
CNCS Quarterly review of position descriptions
Position description
Certification from program that members not engaged in prohibited activities
Include details of what recruited volunteers will do in member and volunteer positions
Members cannot recruit volunteers to do prohibited activities
Enforcement
Suspension and termination
Quick and decisive action

72. Grants Process 2018-2019 Recompeting Programs
RFP released early August
Concept papers due mid-September
Must be submitted online
Notification late October

73. Grants Process 2018-2019 Continuing Programs
Information will be included in CNCS application instructions – released in the late summer/early fall
May host optional conference call to review instructions if there are significant changes
Competitive continuation applications shared with MSA by early December

74. IPERIA
Improper Payments Evaluation and Recovery Improvement Act (formerly known as IPERA)
Continued testing since 2013 based on results of IPERIA process
Yearly testing required until improper payments total less than $10 million
FY15 focused on NSCHC compliance
FY16 IPERIA testing is currently in progress (FFR-GL-Single Transaction)

75. Discussion AmeriCorps Branding CNCS Updates Other ideas?
New grants management system
Other ideas?