1. Minnesota Alliance With Youth October Supervisor Training
Equity. Quality. Collaboration.
Minnesota Alliance With Youth October Supervisor Training

2. Agenda Welcome Promise Fellow Experience Feedback Hours & Timesheets
Announcements
Data & PF Implementation
Establish-Maintain-Restore
Best Practices Share

3. AmeriCorps Promise Fellow Leader
Joe Vitt
AmeriCorps Promise Fellow Leader

4. Welcome Introductions: Name Site Number of Fellows you support
Community Based
Middle School
High School
Number of Fellows you support

5. PF Experience from 2017-18 Site Visit #1
Vast majority of fellows last year said they were getting enough support from their supervisors.
Clarify the role of the PF, some members feel pulled in many different directions due to staffing needs at site that don’t necessarily relate to PF role.
PFs would like more opportunities to engage with the full school.
PFs would like to be included in team meetings if possible in order to better understand the climate of the school.
Sup on whole have done a great job supporting PFs
Most to least said
Biggest piece is clarifying role

6. PF Timesheet and Hours Opportunities
Reminder Sups that all information we go over is in the Supervisor Toolbox
Handout Timesheet Quiz Answer Key. Give Sups 5 minutes to look over
Any questions?

7. Member Hours

8. PF Timesheet Quiz

9. Audit Trends - 1st Timesheet Review
PF Orientation activities at site should be listed in service, not training
Supervisor-directed reading or training should be listed as training, not service, and be specific
i.e. by book/resource name
Reading PF Toolbox or Alliance resources should be listed as training
Training hours should be in ‘Training’ Bucket NOT ‘Life After AmeriCorps’
Descriptions should focus on activities completed
Next Timesheet Audit will be done in early December

10. Independent Service Hours !

11. Independent Service Hours
Telecommunicating/Offsite Hours
Life After AmeriCorps Activities
Member Initiated Hours
MIH Service Hours
MIH Training Hours
Members are expected to schedule all off-site hours with their supervisors in advance for approval.
Pass out AmeriCorps PF 1819 Blanket Policy for Telecommunicating/Off-Site Hours

12. Telecommuting/Off-Site Hours
AmeriCorps Promise Fellows are allowed to serve telecommuting and/or off-site hours that relate to the primary duties of their position
Members work with supervisor to plan activities that can be done over breaks, holidays, times when host site is closed
Or use to make up any needed hours or find additional hours

13. Telecommuting/Off-Site Hours
student data tracking in OnCorps
program planning that can be completed remotely
reviewing training materials provided on the PF Toolbox page
assignments provided at Alliance trainings
meeting with Focus List students
working with community partners or serving at secondary service locations as directed by your host site
host site directed training or professional development activities essential for service (clarify in timesheet as “supervisor-directed”)

14. Supervisor-Directed Activites
Supervisor-directed training activities are training hours the supervisor has members complete in order to enhance their ability to serve students under the Promise Fellow model.
staff professional development days,
training materials you direct members to complete in order for them to better serve students – SEE TRAINING MATERIALS LIST
Supervisors define approval process with member at a site level
Members must exceed the minimum number of hours required for their service (1720, 1200, or 900). As a site supervisor, this means that you will need to look ahead to any periods of time where the host site is closed (ex: winter break, spring break, holidays) and help your member plan enough hours to support their requirement.
Great resource for when school is not in session
Meant to be helpful list

15. How to note Telecommuting/Off-site Hours in timesheets
Helpful Hint:  On timesheets, telecommuting/off-site service hours should be recorded by describing the activity member’s are completing.
For example:  
“entering OnCorps data”
“planning and prep for service-learning project”
“Teaching Tolerance Webinar: How to Be An Ally in the Classroom (supervisor-directed)”
Focus on activity, not location

16. Life After AmeriCorps Hours
Members can select any of the below activities to further their Life After AmeriCorps; limited to 20 hours total for the entire term.
Resume/Cover Letter Work
Job Searching and Interviewing
Informational Interviews
Professional Networking
Standardized Test Prep (not test taking time)
Scholarship/Financial Aid Application
Visiting or Applying for College/Further Education Programs

17. How to note Life After AmeriCorps Hours in timesheets
Helpful Hint:  On your timesheet, Life After AmeriCorps hours are recorded in the Life After AmeriCorps Training category; list the activity you are completing and distinguish as “Life after AmeriCorps).
For example:
“Reviewed and updated resume (life after AmeriCorps)”
“Informational interview with Job Johnson (life after AmeriCrops)”

18. Pre-Approval for all off-site hours (Telecommuting & Life After)
Any hours served off-site must be pre-approved by supervisor
Supervisors will determine a site-specific process in order to be able to verify your hours
Please coach you member on your process

19. Member Initiated Activities
Service and training activities the member independently identifies and pursues unassociated to their service site or the primary duties of their position
must be tied to the PF Model
must be approved
Creating a MIH plan is a supplemental option for members in need of more hours and should not replace regular service duties/hours commitment to your site
Note: For the first month of service, members cannot perform any MIH until they are trained on the process at Small Corps #1
Please note: any activity outside of the Promise Fellow position description that a member might be interested in pursuing (i.e., supplemental to service) could be considered “Member-Initiated Hours” and must be pre-approved by completing a MIH Plan with your Alliance Trainer.

20. MIH Pre-Approval Process
Member Initiated Hours must be requested and pre-approved by supervisors and the Alliance before a member may start participating or earning hours
Talk with your Trainer

21. How to note MIH in timesheets
MIH activities cannot be listed on timesheets until approved by the Alliance. Once approved, list under the correct hours category and label as MIH. For example:
“Volunteered with Girls on the Run - Member Initiated Hours” in service hours
“Attended Restorative Justice course (MIH)” in training hours
Saying only “MIH” is NOT enough information, always include the title of the activity.

22. Member Initiated Hours (MIH)
Members should discuss possible MIH activities with trainer and site supervisor to determine if they fit within the Promise Fellow model
Caring Adult Support, Service and Service Learning Opportunities, Out of School Support
See FAQ for more information and examples – PF Supervisor Toolbox
Contact your Trainer with questions or to start the request process

23. Summer Hours -
Host sites must communicate and plan summer service expectations with members and provide opportunities to meet hour requirements (1720, 1200, 900 hours).
Members must be serving full time in order to receive benefits (health insurance, etc.)
We have a policy for full time members who are on track to meet service hour requirement to drop to 30 hours per week and still receive benefits in the summer.
Summer hour policy does not supersede host site needs.
Full time members 40 hour per week members are expected to serve full time throughout their term of service - including throughout the summer.

24. Member Hours Report

25. PF OnCorps Dashboard Go to “Enter Timesheets”
Go into “Time Tracking” and expand the “+” by your name
Average/Week Needed: This is up to date once a timesheet has been submitted AND approved!

26. Hours Calculator Planning Tool
Note: Promise Fellows will be asked to fill out this tool in December during Small Corps #2

27. Timesheet/ Hours Working Time
Open last timesheets for fellow(s) and review, any red or yellow flags. Ask Alliance staff if questions.
Review Member Hours print outs or OnCorps dashboard to determine how members are doing on hours
Determine how to support members over site breaks to make sure they are serving hours
Please let us know if there is a secondary supervisor who should be added to our communications spreadsheet.
15 minutes break and working time

29. Half Term Promise Fellow Opportunity!
Host Sites that are interested in adding to their award for a half term member (January-June) should reach out to us and we'll reopen their site's application online!
Top 5 Referral Sources
Member Referrals (22%)
Host Site Referrals (21%)
MCN Career Website (12%)
Career Website (12%)
My AmeriCorps Portal (12%)
* 49% of AmeriCorsp applicants accepted a position

30. October Fundraiser

31. Nov 13, 20, 27, Dec 11 and 18, from 10:00am-4:00pm
Circle Training Slide
Community Building Circles is an experiential 5 day training to introduce participants to community building circles. Circles are a traditional, cultural and spiritual practice.  In this training, participants will experience the power of community building in a circle, learn about the restorative approach–its roots and underlying principles–and learn the basics of keeping a circle. We will focus on how we engage ourselves and others in the mind, heart, body and spirit. Participants will also have the opportunity to discuss implementation of restorative practices in their workplace and personal life, practice keeping a circle, and gain feedback from their peers.
This training is facilitated by Hanaa Arafat and Alexis Goffe, and presented by Minnesota Alliance With Youth, with special thanks to CMRS.
Dates: Nov 13, 20, 27, Dec 11 and 18, from 10:00am-4:00pm
Location: Community Mediation and Restorative Services (9220 Bass Lake Rd #270, Minneapolis, MN 55428)
Cost (Requested Fee): $400 (includes copy of the book Circle Forward)
Nov 13, 20, 27, Dec 11 and 18, from 10:00am-4:00pm

32. Promise Fellows have the opportunity to be matched with a Life Coach throughout the Service term for FREE! Encourage your member if this seems like a good fit or they have expressed interest.

33. Viewing your Promise Fellows Data - MemberCombo Report
Go to Promise Fellow Reporting
Select MemberCombo Report
Username: suptest
Password: SupTest1!

34. MemberCombo Report (cont.)
Select “Run Report”
You don’t need to ever put
in filters
Export to Excel to see full data

35. Interpreting MemberCombo Report Engagement Tab Domains
Look for 1-2’s for areas of big support
3’s are still growth areas
4 means that the student Strongly Agreed to every statement

36. Data Entry Progress 30 minutes of 1-1 help! Guiding Thoughts:
Does this represent your Promise Fellows full Focus List?
If all (or most) of your SEI’s are missing, have they not been done? Or have they not been entered?
Is your Promise Fellow updating their Interventions? This is the only weekly tracking piece
Comparison students are due with Benchmark 1. Does your Promise Fellow need help identifying them?

37. Focus List and Data Tracking Timeline
Benchmarks Online!

38. MemberCombo & Feedback time
Review your Promise Fellows Data
then
Complete Operations, Implementation, and Recruitment Survey (approximately 5 min)
tinyurl.com/OctSupTraining1819

39. Data Coaching Process
My goal is to give feedback to all Promise Fellows that started on 9/1 & 9/16 starting 10/29. That means that they need to do updates by 11/9

40. Focus List and Data Tracking Timeline

41. Promise Fellow Program & Impact Study Needs
Focus List Students need to qualify through our mission
Need 5 Comparison Students per Promise Fellow
Comparison students need to NOT qualify and NOT
be supported by the Promise Fellow
Attendance
Behavior
Less than 90% attendance
100 or less on the SEI
Prefer to be as close to 90% and 101 as possible
Attendance
Behavior
% attendance
on the SEI
Preferably the comparison students are close to the thresholds. AKA they are close to 90% attendance and 100 on the SEI
Increased coaching support
30 is not a magic number, we’d rather have students qualify and there won’t be member ramifications

42. Promise Fellow Program & Impact Study Needs
Comparison students should match Focus List students as much as possible
Same Building/Site
Same Grade
Same time period for qualifications
If your Promise Fellow is qualifying people off of last year’s attendance, use that same method for comparison
Half Term Fellows will build their baseline off of semester 1 (same coaching to Focus List students
Need your support in updating baseline and benchmarks
We can’t have missing data

43. OnCorps Complications & Coming Soon…
Promise Fellows cannot delete a student
If they add a student that shouldn’t be on their Focus List, they can just write over that profile
Coming Soon: Sarah, Rachel, and Noam will be able to delete students
Can’t enter SEI Total from last year
You can qualify a student based off of their post SEI score last year ( ), but there isn’t a way to enter
Can only enter fully complete surveys
Coming Soon: Noam will be able to add an SEI total from last year

45. Promise Fellow Program
Promise Fellow Program Activities
Establish, Maintain, & Restore
Woop Goal Setting
Caring Adults Supports
Informal mentoring and tutoring
Youth Develop Skills and Confidence
Increased School & Community Engagement
90 % Graduation
Service & Service Learning
Here is a visual logic model that outlines our program. All of you at the host sites represent our biggest partners. Then through national service, we train and guide AmeriCorps Promise Fellows to deliver interventions around Caring Adults, Service & Service-Learning, and Out-of-School supports. Our long term goal is to help youth develop skills and confident, to increase school & community engagement, and ultimately raise the state wide graduation rate to 90%
We partner with many different sites, both inschool and community based.
For first time ever, we have activites that support Fellows in any site structure.
EMR relationships will support Fellows in caring out CA, SL and Out of School activites.
Out-of-School Supports
After school or Out of School Building academic support, recreation, or cultural engrichment

46. Keeping Healthy Boundaries With Youth
As we establish relationships with youth it is crucial that we also model healthy boundaries.
Boundaries are needed to protect both you and the youth you work with.
This is not always black and white, and it can sometimes be difficult to navigate these situations.
Activity: Move to one side of the room or the other (or anywhere in-between) based on how you would handle the following scenarios.

47. Boundaries – Best Practices
Never find yourself in a situation where you are 1:1 with a student out of sight of others.
Defer to your site’s policies on things like social media, contacting youth outside of school hours, etc.
Keep your conversations about the youth you’re working with. You can share facts about yourself and be authentic, but you don’t need to share deep or personal information about yourself to them.

48. Boundaries – Best Practices
We all need emotional boundaries as well. The youth you work with may have walls up and you need to be cautious about how you seek to take down their emotional walls.
Don’t force students to open up to you. They have their walls up for reasons we may not immediately know. They need to know you are a safe person and they need to have agency over taking down their own walls.
Don’t try to win their friendship in 10 minutes. Remember, it can take a long time for youth to trust you. Be authentic and let them open up as they’re ready.

49. Maintain Establish Restore
Establish-Maintain-Restore is an approach that guides Youth Workers to reflect on their relationship status with students to inform more strategic and purposeful interactions.
Intentionally Building Positive Relationships
Establish
Keeping Relationships Intact through Ongoing Positive Interactions
Maintain
Reconnecting with the Student After a Negative Interaction to Restore the Relationship
Restore

51. What is WOOP?
WOOP is an evidence-based activity that helps students find and fulfill their wishes.
WOOP aims to build self-control
One Minute Intro

52. Goal Setting Through WOOP
Identify your Wish,
Imagine the Outcome,
Anticipate the Obstacles,
And develop a specific Plan.

56. November 4th – early January
Site Visits Starting
Program Fidelity Questions (with examples):
Operations:
“In reviewing the site orientation check list from Kickoff!, have you received all necessary training?”
Promise Fellow Model Implementation:
“Who’s on your Youth Success Team? How do they support you in identifying youth and determining appropriate interventions?”
Promise Fellow Model Interventions and Activities:
“What activities are you using to Establish & Maintain Relationships?
Example question above show categories. All of these are direct questions that we will be asking the Promise Fellow. We will meet with you after we meet with the Promise Fellow

57. Site Visit Question (cont.) and Meeting Format
Fidelity Questions Cont. (with examples):
Professional Skills:
Is your baseline data complete and accurate?
Meeting Format
Promise Fellow & Trainer
60-90 minutes
Supervisor and Trainer
30 minutes
Promise Fellow, Supervisor, and Trainer

58. Best Practices Sharing
Please get in groups by middle school, high school and community based sites
Brainstorm best practices around:
Building Professional Skills (accountability, hours plan over breaks, data quality and accountability, boundaries)
Intervention/Activity Support (caring adult, service learning, out of school supports, establish-maintain-restore, goal setting)
PF Model Implementation (how your site is set up to support Fellows, youth success team meeting schedule, non-displacement)
5 minutes per board (15 minutes total)
Walk around to boards and star items that are most relevant to each of you.

59. Closing Reminders
Members will be off site at the PF November Institute all day, November 14th and 15th
ACES & Historical Trauma focus with skill building workshops
Site Visits (November – January)
Mid Year Performance Evaluation (due Fri., Feb 8th)
Next Supervisor Training:
Metro: Tues., Feb 5th (9am – 12noon or 1-4pm)
North: Wed., Feb 6th 10:30 – 2pm
South: Thurs., Feb 7th 10:30 – 2pm