1. Massachusetts Service Alliance July 31-August 1, 2018
Welcome TO KICKOFF!
Massachusetts Service Alliance
July 31-August 1, 2018

2. Recruitment & selection
Massachusetts Service Alliance kickoff
July 31, 2018

4. agenda By the end of this session you will:
Know the elements of a recruitment strategy
Have discussed the steps for selecting your members
Be aware of MSA’s requirements
Heard an example of one program’s process
Identified resources, tools and tips within the MSA network
Determine Who You Are Looking For
Conducting Outreach/Building Your Brand
Fit & Fair: Selection
Program Presentation
Resource Identification Activity

5. recruitment

6. What is a recruitment strategy?
A purposeful plan that outlines your program’s needs and goals and guides the process of creating or updating position descriptions and recruitment materials, conducting creative advertising and outreach, monitoring and following up on communication and engaging stakeholders.

7. Identify who you are looking for
Communicate with partners to help establish the skills, qualities and attributes necessary to succeed as a member
Review your grant application and/or performance measures to determine what skills and experience are needed to implement your program objectives
Solicit and review feedback from outgoing members about what they enjoyed about their year of service and any suggestions they have for strengthening your recruitment efforts

8. Position description While writing or updating yours consider:
Msa will be
looking for:
Essential and marginal functions of the position
Detailed; outline specific activities
Unique for each member role/function
Required to show additional responsibility if providing a higher living allowance (Amount of additional allowance should be justified by additional responsibilities)
Ensure additional responsibilities do not include staff displacement or member management
Address position’s contact with vulnerable populations
What will members be doing on a day-to-day basis?
What is unique about your program?
Be specific about tasks/responsibilities
Any additional program specific needs (language, driver’s license, etc.)
Where members will be serving
What benefits does your program offer?

9. Before you begin
Start early, set monthly/quarterly goals and track your progress
Determine your budget
Update your program:
Website
Recruitment materials
Swag/tchotchkes
Collect compelling member stories/experiences that could be used in recruitment materials
Develop your program’s social media strategy
Involve your members, site partners and alumni

10. Tips for conducting outreach
Have a multi prong approach/cast a wide net – no one strategy will net the number of qualified applicants you are looking for
Determine a clear message about your member experience including expectations
Identify:
Where you want to list your position description(s)
Who are your recruitment partners
What events can you attend/participate in/present at where there will be interested audience members
Local news sources who you can pitch a compelling story to for a feature piece

11. EVERYONE AT YOUR ORGANIZATION IS A RECRUITER
Targeted outreach
Affinity groups
Professional groups
Community organizations
Student groups/Community Engagement Office at local high school and/or universities
Community Events

12. recruitment Processes MSA will be looking for
Consistent recruitment materials, that include:
Program requirements and benefits
Reasonable accommodation statements for interviews and service
AmeriCorps logo and MSA logo
AmeriCorps clearly defined as service
Outreach into the local communities
Outreach into diverse communities
Inviting and inclusive language and materials
* See PD Handbook for more details

13. selection = F & F (fit and fair)

14. Before you begin Outline/Map your process
Assign tasks with a point person for each
Create/update a standard:
application
set of interview questions
recommendation process
evaluation forms
Determine when and how you want to involve partners and alumni in the process

15. Tips for conducting interviews
Determine your interview format (1:1, group exercise, interview panel, member presentation, etc.)
Reserve interview location and/or have technology set up to do remote interviews
Develop interview schedule and reserve time on the calendars of all of your interviewers
Provide training for anyone conducting interviews

16. Applicant communication
Be responsive/engage with applicants throughout the ENTIRE process until their first day
Provide applicants and incoming members with resources (member benefits, how to look for housing, information about the community)
Clearly communicate member expectations
Be honest about the challenges of being a member (living allowance, intensity of your program, etc.)
Always share the next steps in the process
Once a member is selected, get started with program requirements (background checks, etc.)

17. Selection processes msa will be looking for
Consistent process
Evidence of all steps of the selection process for each member
Interviews, reference checks, offer letters
Second Year Members
Policies on background checks
Completed criminal and sex offender checks
Your own policies on what will disqualify a candidate
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:

18. I want to know/learn more about:
I can be a resource:
I have a tool:
I have a Tip:
Group activity
Break into groups of 3-4
Choose a scribe and a reporter
Take a flip chart paper and draw a divider that will create four quadrants
Discuss each of the 4 areas (to the left) and fill out each quadrant with the information from your discussion
Be sure to indicate a program or person’s name by each item noted
Example:
I want to know more about how to conduct a group interview process
I can be a resource for training your staff on how to interview
I have a tool for tracking member applications
My tip would be to reach out to a university’s community engagement office to recruit interested students

19. resources Go to CNCS Recruitment and Retention page:
rps/recruitment-and-placement

20. Questions?

21. Criminal History Checks
Compliance, Disallowance, and Tracking

22. Agenda NSCHC Requirements
Self-reporting criminal history check compliance
Noncompliance: Enforcement and “disallowance”

24. Why National Service Criminal History Check (NSCHC)?
Requirements set by Congress and implemented by CNCS
Reasons for criminal history checks:
Responsibility to protect vulnerable populations
Responsibility for taxpayer dollars
Uphold the requirements based in law
Financial consequences of noncompliance for programs (disallowance)

25. IPERIA (formerly known as IPERA)
What’s the impact?
AmeriCorps is already under threat of elimination, budget cuts; criminal history check noncompliance increases that threat
OIG Report on CNCS
Very concerning report, poor performance on criminal history checks at forefront of agency issues according to report
IPERIA (formerly known as IPERA)
Of all improper payments, only one file was not criminal history check related

26. Criminal History Checks must be a priority for programs

27. The NSCHC requirements
Verify identity against government photo identification
Obtain written authorization from the person to perform the check
Document understanding that selection is subject to the checks
Determine the types of checks required and from where they are to be obtained;
Pay for the checks
Complete and adjudicate the NSOPW check before service/work begins
Initiate the criminal history information check(s) no later than the start of service/work
Provide opportunity for review of findings
Keep the information confidential
Accompany those with pending checks when in contact with vulnerable populations
Maintain the results of the checks
Document that you verified identity and conducted the required checks
Document that you considered the results of the checks

28. Disqualifications
An individual is ineligible to serve in an AmeriCorps program if they:
Refuse to consent to a State Criminal Registry and FBI Check
Note: this does not include NSOPW check because it is public information, no consent is required
Make a false statement in connection with a program’s inquiry concerning the individual’s criminal history
Are registered or required to be registered on a State Sex Offender Registry
Were convicted of murder

29. Who must be checked All AmeriCorps members must undergo checks
“Covered Staff” must also undergo checks
All staff on your AmeriCorps grant budget
Includes those funded by match, listed as in-kind, or at sub-sites or national offices
Percentage on grant does not matter

30. Three Types of Criminal history Checks
NSOPW
National Sex Offender Public Website
State check(s)
State of service & State of residence
FBI check
NATIONWIDE Fingerprint-based
Three Types of Criminal history Checks

31. Which checks are required?
NSPOW
State Check(s) or FBI Check
No access to vulnerable populations
State Check(s)
FBI Check
Access to vulnerable populations

32. When to initiate checks
Initiation is defined by CNCS as one step after
receiving consent to conduct the check
For AmeriCorps members:
All background checks must be initiated before service begins
We recommend beginning this process as soon as possible after selecting a member (permission required)
For covered staff:
Prior to grant start date or before they begin work on the grant, i.e. when they start being paid from the grant (in-kind or match)

33. Vulnerable Populations are people:
17 or younger
60 and older
Who have a disability

34. Recurring Access Explanation
CNCS defines “recurring access” as “the ability on more than one occasion to approach, observe, or communicate with an individual through physical proximity but not limited to, electronic or telephonic communication.”
And adds that there is an “exemption for access that is episodic in nature or for a [one]-day period. Not regular, scheduled, or anticipated component of activities.”

35. NSOPW National Sex Offender Public Website (NSOPW)
Only valid sex offender check
SORI, the MA state sex offender check, is not sufficient (or required part of procedure)
All covered staff and AmeriCorps members are required to undergo this check
Extremely easy to complete
Use NSOPW.gov
Make sure all are reporting
Verify and document results, check pictures returned– not considered complete or “adjudicated” until that is done
Note: confirm name searched is legal name and correctly spelled or check will be invalid

36. State CHECKS
State of Residence and State of Service/Employment check are part of this requirement
Individuals residing in MA when applying only need one (MA) check
Otherwise, two checks are required, and BOTH must be initiated before the start of service, both must be returned before state check is considered complete
CNCS has designated specific registries in each state and most territories
See here for a list of CNCS-designated state repositories and alternatives
Massachusetts Criminal Offender Record Information (MA CORI) is ours
Some states will not provide information or have an extremely onerous procedure
Alternative Search Procedures (ASPs)
Document, document, document!

37. More on State of Residence
State of Residence can be complicated, 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.”

38. FBI Criminal History Record Check
FBI checks require fingerprints to complete
In some states there is an agency, usually the state police, that serves as a repository for fingerprint-based checks
We do not have that option in Massachusetts
CNCS established an approved FBI check channeler in 2016
Fieldprint
Channeler is an intermediary between programs and the FBI
Cuts down time for check tremendously

39. FBI Criminal History Record Check
FBI checks require fingerprints to complete
In some states there is an agency, usually the state police, that serves as a repository for fingerprint-based checks
We do not have that option in Massachusetts
CNCS established an approved FBI check channeler in 2016
Serves as intermediary, completing check on behalf of programs
Fieldprint is the only CNCS officially approved channeler
Fieldprint is only for FBI checks
Average completion time is 3-5 business days, often even quicker
Programs are not required to use a channeler, but must request permission to use Departmental Orders (DO) process
The DO process, which is the official name for when fingerprints are sent directly to the FBI

40. IMPORTANT: Change to FBI CHECK INITATION DATE
Because of the new pre-enrollment procedure, MSA is now is using the same minimum standard for initiation date required by CNCS
Instead of date fingerprints are taken, initiation date is now when the prospective member makes an appointment
Programs can find that information in their Fieldprint account
For DO FBI checks, the initiation date is still date fingerprint card is mailed to the FBI

41. NEW FieldPrint Initiation Date

42. New Fieldprint Initiation Date

43. 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 the best place to document accompaniment

44. Reviewing Check Results
Must document that findings have been reviewed or “adjudicated” by program staff and considered in selection/hiring process
No matter what, murder conviction, sex-offense is disqualifying
A “not clear” check is not automatically disqualifying
Organizations must have established, documented policies to determine how to deal with other offenses that might be returned on checks

45. 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.

46. Other process notes
Consecutive terms or continued employment: no need to re-check if service or 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 strongly encourages programs to track background check status with a provided spreadsheet

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

48. NSCHC tracking sheet for 2018-19

49. NSCHC Self-Reporting Sheet: General Instructions
Your Program Officer will send this with 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 grant year
There are two tabs to complete: one for covered staff and one for members
Must be certified when submitted

50. NSCHC Self-Reporting sheet: 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

51. 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

52. Risk-based Disallowance
Three 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 of 2017, CNCS released a final set of rules for calculating disallowance
Even though financial penalty is really a fine (cannot come from unspent CNCS funds, or from match), it is still called “disallowance”

53. CNCS Mitigation Matrix

54. 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
Mitigation Levels in Plainer Language

55. CNCS Disallowance Determination
NSCHC Risk-Based Disallowance
Self-Reporting
Standard Disallowance
Disallowance
for each
individual
with:
Mitigation Level ↓
Substantial
$250
$500
Moderate
$1000
Low
$750
$1500

56. 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

57. Every year, I include this slide:
100% Compliance for 100% of MSA’s Programs!

58. How are MSA programs doing?
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
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

59. 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
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

60. 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)
Staff does not know who is listed on grant
Issues with organization’s CHC procedures
Common Pitfalls

61. 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)

62. Tools and Resources CNCS Criminal History Check page
Required NSCHC training
CNCS FAQ
Fieldprint Video, FAQ, Instructions
Regulations
Tools and Resources

63. Thank you!
Any questions?

64. Eligibility, Enrollment, Exiting
The Vital Information

66. Member Eligibility
All information pertaining to AmeriCorps Eligibility can be found in 45 CFR
Citizenship or Allowable Legal Status Requirement
Educational Attainment
Criminal History Background Check Requirements
At least 17 years of age at the start of service
unless the member is out of school and enrolled in a full- time, year-round youth corps or full-time summer program
in which case he or she must be between the ages of 16 and 25, inclusive
(42 U.S.C. § (a)(3)(B)(x))

67. Citizenship or Allowable Legal Status Requirement
To be eligible to serve as an AmeriCorps Members, an individual must satisfy the Citizenship Requirement at the time the member accepts the invitation and prior to enrollment by the program.
I-9 form ≠ proof of United States Citizenship
A driver’s license or government-issued identification and Social Security card are not sufficient for proving United States Citizenship.

68. Primary documentation: United States citizen or national
A birth certificate showing that the individual was born in one of the 50 states, the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern Mariana Islands
A United States passport
A report of birth abroad of a U.S. Citizen (FS–240) issued by the State Department
A certificate of birth-foreign service (FS 545) issued by the State Department
A certification of report of birth (DS–1350) issued by the State Department
A certificate of naturalization (Form N–550 or N–570) issued by the Immigration and Naturalization Service
A certificate of citizenship (Form N–560 or N–561) issued by the Immigration and Naturalization Service
Additional information can be found online at:

69. Primary documentation: United States lawful permanent resident
Permanent Resident Card, INS Form I–551
Alien Registration Receipt Card, INS Form I–551
A passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence
A Departure Record (INS Form I–94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence.

70. Educational Attainment
CNCS requires that AmeriCorps members have a high school diploma or GED by the time they utilize the Eli Segal Education Award.
Members are allowed to complete classes towards their GED during their year of service to satisfy this requirement if necessary.
An AmeriCorps member will not be eligible to utilize the Award unless they have satisfied the Educational Attainment Requirement (Sec of 45 CFR).
High School Diploma/GED
Self-certification
GED Agreement Letter  

71. Member Eligibility as it relates to CHC’s
An individual is ineligible to serve in an AmeriCorps program if they:
Refuse to consent to a State Criminal Registry and FBI Check
Make a false statement in connection with a Program’s inquiry concerning the individual’s criminal history
Are registered or required to be registered on a State Sex Offender Registry
Have committed murder
Programs must be able to document:
signed statement from candidate agreeing to undergo checks
candidate’s understanding that the position is contingent on results

72. Member Enrollment Basic Rules
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 checks
Verify these steps are completed in Portal
Certify member enrollment no later than 5th calendar day from member’s start
Borrowed from CNCS presentation

73. Member Enrollment Basic Rules— What’s changed in 2018?
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 checks
Verify these steps are completed in Portal
Certify member enrollment no later than 5th calendar day from member’s start
Borrowed from CNCS presentation

74. Member Enrollment Workflow—Main Steps
1. Service opportunity
All opportunities are required in the Portal
2. Invitation and 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
Borrowed from CNCS presentation

75. 1. Service Opportunity Listings
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:
assignment-listings
Borrowed from CNCS presentation

76. 2. Invitation and Member Acceptance
Programs send invitations to serve in AmeriCorps to prospective members.
Members accept their service assignment by clicking on a link in the invitation that will complete the registration.
Borrowed from CNCS presentation

77. What Programs See: Invite Members
Enter applicant’s data and select the program, grant year, and service location from the drop-down lists.
Click on add another to send the current invitation and enter another.
Click on save to send one invitation and return to your home page.
Borrowed from CNCS presentation

78. 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.
Borrowed from CNCS presentation

79. What Programs See: Pending Enrollment Workbasket
Programs will see a list of individuals who have accepted their invitations to serve
Borrowed from CNCS presentation

80. What Programs See—New Section: SSN and Citizenship Verification
This is a new section of the enrollment form; programs will see the SSN and citizenship verification status. In this example, both are pending. This means the member’s information is being verified by SSA.
Borrowed from CNCS presentation

81. What Programs See—New Section: Participant Information
The text for this section of the enrollment form is new; programs will enter placement information prior to enrolling the member.
Borrowed from CNCS presentation

82. Borrowed from CNCS presentation
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
Borrowed from CNCS presentation

83. What Programs See: CHC Verification
Programs will certify the NSOPW is complete and that State/FBI checks are initiated, per CNCS requirements.
Be sure to select Save after entering the requested information.
Borrowed from CNCS presentation

84. 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
Borrowed from CNCS presentation

85. What Programs See: Start Date and Service Location
At the bottom of the enrollment form:
Programs complete the Placement Information section of the enrollment form by entering the member start date, service location, and slot type.
Click enroll member when all steps are completed and verified.
Borrowed from CNCS presentation

86. Member Enrollment Workflow—Main Steps
1. Service opportunity
All opportunities are required in the Portal
2. Invitation and Acceptance
Once applications are reviewed, programs create and send an invitation to prospective members
Invited members accept the invitation and complete Part 1 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 to the CNCS Hotline
4. CHC Verification
Programs complete SSN, citizenship, and criminal history check verification of the l history 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 opportunities
after receiving the NGA.
Timing will vary based on program design, recruitment timeline.
Timing for this step:
On or before member start date
Timing for this step:
On or before member start date
Timing for this step:
NLT 5 calendar days from member start
Borrowed from CNCS presentation

87. Member Enrollment Workflow Example 1
This is a training example to illustrate key Portal enrollment steps and timing; specific dates below were set by the program and do not reflect CNCS requirements.
In this example, all members start on the same day; that day is also the program start date in the Portal (August 1):
Program will recruit and screen applicants until May 31
Program will send all invitations to prospective members by June 5
Members will accept and citizenship will be verified by SSA by June 30
Program will complete NSOPW and initiate State/FBI checks by July 1
Program will verify CHC checks in the Portal by July 5
Members will begin service, and the program will certify enrollment in the Portal on August 1
Borrowed from CNCS presentation

88. Member Enrollment Workflow Example 2
This is a training example to illustrate key Portal enrollment steps and timing; specific dates below do not reflect CNCS requirements.
In this example, members begin service at different times of the program year, and the program start date is September 1. This is the timing for the first cohort of members to enroll:
Program will recruit and screen continuously; selection for the first cohort will conclude on August 15
Program will send invitations to prospective members on August 16
Members will accept and citizenship will automatically be verified by SSA
Program will complete NSOPW and initiate State/FBI checks before the member start date
Program will verify eligibility and checks in Portal before member’s start date
Members will begin service on September 1, and the program will certify enrollment in the Portal within 5 calendar days (e.g., if a member starts on Monday, then the program must enroll her by COB on Friday)
Borrowed from CNCS presentation

89. What will applicants see?
Text of invitation to serve message:
This is a unique link for each applicant.
Borrowed from CNCS presentation

90. What will applicants see?
Applicant screen from invitation
Borrowed from CNCS presentation

91. What will applicants see?
Member
Enrollment
Form
Borrowed from CNCS presentation

92. What will applicants see?
Member
Enrollment
Form
Borrowed from CNCS presentation

93. Borrowed from CNCS presentation
Resources
CNCS contact during 2018 enrollment process transition period:
Jim Stone, Senior Program & Project Specialist, AmeriCorps State and National,
CNCS hotline:
Instructions for creating member service opportunities:
listings
2018 member enrollment process memo and PPT:
americorps-grantsMan grants page
Borrowed from CNCS presentation

94. EXITING MEMBERS ALL MEMBERS MUST COMPLETE: Keep in mind:
Exit interview
Member evaluation
Member exit form
Keep in mind:
Member exit date coincides with the final date of service on the time sheet
Member’s total hours on timesheets and in time log matches exit form

95. TYPES OF EXITS (1) For Cause
The member has dropped out of the program without obtaining a release for compelling personal circumstances from the appropriate program official;
During the term of service the member has been convicted of a violent felony or the sale or distribution of a controlled substance;
The member has committed any of the offenses listed in the program violations of conduct section; or
Any other serious breach that in the judgment of the director of the Program would undermine the effectiveness of the program.

96. TYPES OF EXITS (2) Compelling Personal Circumstances
The member has a disability or serious illness that makes completing the term impossible;
There is a serious injury, illness, or death of a family member which makes completing the term unreasonably difficult or impossible for the member;
The member has military service obligations;
The member has accepted an opportunity to make the transition from welfare to work; or
Some other unforeseeable circumstance beyond the member’s control makes it impossible or unreasonably difficult for the member to complete the term of service, such as a natural disaster, a strike, relocation of a spouse, or the non-renewal or premature closing of a project or the program.

97. TERMS OF SERVICE Education Award Pro-rated Education Award
Completing hours AND completing the term of service
For all exits, you must indicate in eGrants if you would recommend member for another term of service

98. EXTREME CASES
Make every attempt to have members fully complete the exit process
Keep documentation/records

99. Questions
Or Comments

100. Member Support & Supervision
Kickoff 2018

102. Member Supervision Exercise
In small groups discuss the most important aspects of AmeriCorps member supervision
Share how does your program structure member supervision (if existing program)
Report 2-5 words/phrases that described member supervision in your group

103. Provide Guidance for a Productive Service Year
Planning and Documentation
Creating Effective Member
Monitoring and Evaluating Members
Working with Host Sites

104. Planning and Documentation
Welcome New Members
Handbooks
Demystifying Project Plans
Checklists for Member Files
Timesheets

105. Creating effective member-supervisor relationships
Coaching offers strategies to listen to and understand your members.
Communicating with members shares tips to keep in touch with members near and far.
Problem solving describes how to avoid sticking points and work out issues.

106. Monitoring and evaluating members
Setting Goals and Expectations
Ongoing Monitoring
Performing Member Evaluations

107. Working With Host Sites
Communication/
Roles
Expectations
Member Identification (Gear, Signage, Language)
Monitoring (Prohibited Activities)
Performance Evaluations
Member Recognition
Working With Host Sites

108. Resources
Becoming a Better Supervisor: A Resource Guide for Community Service Supervisors volunteer-development/americorps-member-management- resources

109. Member Files and files and files!
Member file and Timesheet requirements

111. Member Files Three main components: Service Agreements Timesheets
Evaluations
TIP: Site Visit File Check and Standard Check documents are essentially compliance checklists

112. in Member File… Member Application Member Interview Forms
Reference Checks
Previous Term of Service (if applicable)
AmeriCorps Member Enrollment Form (if applicable)
Member Eligibility Document Copies
Healthcare Enrollment/Waiver Form (full-time only)
Childcare Enrollment/Waiver Form (full-time only)
W-4 and I-9 IRS Forms
Member Service Agreement/Contract
Member Position Description and expected schedule
Member timesheets (if using paper timesheets)
Member End of Term Performance Evaluation (full and half-time only)
Childcare and health care waivers (full-time only)
Publicity release

113. Member Service Agreements
Contract between AmeriCorps member and AmeriCorps program, includes:
Service start and end dates
Member qualifications
Terms of service for successful program completion
Member benefits and policies
Code of Conduct
Prohibited Activities
Non-discrimination policy, harassment policy, grievance policy, non-duplication and non-displacement

114. Compliant Timesheets have…
Separate Hours
Training (maximum of 20%)
Fundraising (maximum of 10%)
Direct Service (minimum 80%)
Member and Supervisor sign-off
Way to track direct service by activity and location
A way to show members did not receive service hours for their lunch, etc.
No prohibited activities

115. CNCS Electronic Timesheet Requirements
Once appropriate electronic signatures have been applied, no changes may be made unless there is a clear, auditable record of the revision.
A secure, verifiable electronic signature system that (a) identifies and authenticates a particular person as the source of the electronic signature and (b) indicates such person’s approval of the information contained
A written policy in effect establishing the use of electronic timekeeping system as the system of record

116. Evaluations
Mid-term evaluations are required for half-time and full-time members
End of term evaluations are required for all members and must include the following:
Whether the member has completed the required number of hours as outlined in member service agreement
Whether the member has satisfactorily completed assignments, tasks or projects
Whether the member has met any other performance criteria which had been clearly communicated both orally and in writing at the beginning of the term of service
Note: should be completed for members exiting early whenever possible

117. Questions?
Thank you!