1. Streamlined Kickoff updates
August 1, 2018

2. Agenda Site Visit Takeaways Criminal History Check update
New Enrollment Procedures
CNCS Transformation Plan
Discussion

3. Site visit Takeaways NSOPWs not properly adjudicated
Grievance procedure not correct
Member enrollment date not syncing with timesheet and member contract signing
Challenges with members who enroll “off cycle”
Gear missing logos
Members not being aware of prohibited activities (or very limited knowledge)
Returning members supervising other members
Inconsistent selection process, e.g. interviews & references missing from member files
Files missing CHC checklist

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

5. NEW FieldPrint Initiation Date
Thanks, Amy!

6. New Fieldprint Initiation Date

7. NSCHC tracking sheet for 2018-19

8. 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

9. 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

10. 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 and disallowance assessed at higher amounts

11. 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

12. 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

13. 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)
Key staff do not know who is listed on grant
Issues with organization’s CHC procedures
Common Pitfalls

14. Verification update CNCS is still processing backlog of documentation
Deadline extended to August 3rd
If you have submitted info second time after lack of response or without success, hold off for now on resending
Let your Program Officer know if you have had challenges and we will pass them along to ASC and CNCS staff

15. New Enrollment Procedure
All position descriptions must be listed in the portal
New enrollment procedure went into effect July 2nd
Member must be verified and enrolled within five days of member beginning service
Includes Criminal History Check Certification

16. Instructions from CNCS
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 check
Verify these steps are completed in Portal
Certify member enrollment no later than 5th calendar day from member’s start

17. WORKFLOW PROVIDED BY CNCS
1. Service opportunity
All opportunities are required in the Portal
2. Invitation & 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
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

18. 1. Service opportunity Listing
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

19. 2. Programs invite members
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.

20. 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.

21. What Programs See—New Section: Participant Information

22. 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

23. What Programs SEE: CHC Verification

24. 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

25. What Programs See: Start date and Service location
At the bottom of the enrollment form:

26. Timing of STEPS FROM CNCS
1. Service opportunity
All opportunities are required in the Portal
2. Invitation & 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
Programs will enter after receiving grant award
Timing will vary based on program design and recruitment timeline.
Timing: on or before member start date
Timing: no less than five calendar days from member start date

28. CNCS Transformation and Sustainability plan in progress
Goal 1: Strengthen core business functions
Goal 2: Strengthen and align grants management and monitoring to improve efficiencies and maximize effectiveness
Goal 3: Prioritize evidence-based interventions
Goal 4: Simplify and streamline the application process
Goal 5: Simplify the CNCS brand
Goal 6: Align our workforces and workplaces to better serve our customers, meet evolving needs, and ensure efficient use of taxpayer dollars

29. Discussion

30. Thanks!