introduction to americorps program operations

Introduction to AmeriCorps Program

Operations

California AmeriCorps Conference June 25-26, 2009Parc 55 San Francisco

Purpose

Prepare for contracting

Know who to contact

Identify rules, regulations, and where to

find them

Training Objectives

Identify three types types of guidelines for AmeriCorps programs

Describe operational systems that must be in place prior to launching

Name materials required for contracting List CV monitoring procedures (prepare for

operations)

Introductions and Definitions

CaliforniaVolunteers (CV) – administers and monitors AC funding

Corporation for National and Community Service (CNCS)

AmeriCorps (AC)Program Associate (PA)

Portfolio

48 AC State Programs– $23,592,187– 2,279 MSY and 3,820 Slots

10 AC Recovery Programs– $5,764,908– 377.83 MSY and 694 Slots

Elements of Program Operations

Program AdministrationMember ManagementService Delivery

Each element is governed by guidelines that require systems for successful operation

Elements of Program Operations

Today and tomorrow:– Program Administration– Member Management

Follow up session in July/August:– Service Delivery

Program Administration Guidelines

3 types types of guidelines for AmeriCorps programs

FEDERAL

STATE

How Did You Get Here?

Request for application process

Competitive funding process

Program operates to address community

needs

Activity: Where are You Now?

1. Identify a reporter.

2. Share your experience as new staff.

3. Discuss with your group:

– The most important thing in your proposal

4. Report out to large group.

Local Guidelines: Program Application

Program design, member activities

Organizational structure

Contract with community

Contract with CV

Federal Guidelines:Regulations and Provisions

Govern AmeriCorps programs,

participants, and applicants

Inform CV monitoring

procedures

State Guidelines: CaliforniaVolunteers Policies

Outline grant requirements

Establish program standards

Inform CV contract &

monitoring procedures

Program Administration Systems: Standards Self-Assessment

1. Complete assessment, think about:– systems – policies– organizational structure

2. Highlight areas that are unfamiliar and need follow-up

Discussion questions:

1. Follow-up areas

2. Plans, ideas to fill in gaps or create

systems

Program Standards Self-Assessment

LUNCH

When we come back:

Review program administration guidelines

Explore member management guidelines

and systems

Program elements governed by local,

state, and federal guidelines

Systems required for launch

Morning Review

Member Rules

Eligibility requirements

Enrollment and exit process

Support and supervision

Documentation and file system

Eligibility Requirements

1. Age

2. Education

3. Citizenship

4. Background check

1. Age

Requirement: at least 17 years of age– Parental/guardian consent

Documentation: valid document that verifies age (can use citizenship document)

2. Education

Requirement: high school diploma or equivalent– Certificate of completion, GED– Documentation from independent evaluator– Not dropped out of school and agree to

obtain diploma or equivalent

Documentation: A signed declaration/ self-certification under penalty of law

3. Citizenship

Requirement: U.S. citizen, lawful permanent resident alien

Documentation: valid document from regulation list (ex. birth certificate, passport, certificate of naturalization, certificate of citizenship, permanent resident alien card)

4. Background Checks

Vulnerable populations– e.g. Children under 18, people over 60,

people with disabilitiesState criminal history checkNational Sex Offender Public Registry

check (NSOPR)

4. Background Checks Cont’d

Requirement: – State criminal history check must be

considered in placing applicant – Applicant must clear NSOPR

Documentation: See handout

Member Contract

Criteria for successful completion of term

Start and end dates Distribution of living

allowance Acceptable conduct Prohibited activities Position description

Suspension and termination rules

Circumstances for release for cause

Drug-Free Workplace Act requirements

Grievance procedures Member and program

signature, date

Key Points: Member Contract

MUSTMUST have member and program

signature on or before on or before start date

Parental/guardian consent if under 18

Keep in member file

Timesheets

Hours breakdown– Direct service– Training– Fundraising (if applicable)

Time in/outMember signatureSupervisor signature

Documentation and Files

Eligibility documentation & application

Enrollment and exit forms

Contract

Timesheets

Benefits

Performance reviews/evaluations

Documentation Quiz

Member Enrollment Process

Meets all eligibility criteriaMember contract

– signed on or before start date, on fileEnrollment form

– signed on or before start date, on fileBegins a term of serviceEnrolled in electronic database within 30 days within 30 days

of start date

Member Exit Process

Last day of service

Exit form

– Signed on exit date, on file

Exited from electronic database within 3030

days of end date

Supervision and Support

Orientation and trainingSupervision

– Performance reviews/evaluations– Timesheets

Retention and support strategies:– Friday afternoon

Orientation and Training

Member rights and responsibilities Code of conduct Prohibited activitiesProhibited activitiesRequirements under Drug Free WorkplaceSuspension/terminationGrievance proceduresSexual harassment and other non-

discrimination issues

Activity: Crumple and Toss!

Where are your gaps in knowledge?

What tasks lie ahead?

Are you ready to launch?

BREAK

When we come back…Revisit your follow up items from

standards self-assessmentDiscuss how to incorporate program

administration and member management guidelines into your systems

Review systems implementation tool

Discussion

Systems are tools that can... Help you address your fearsProvide context for being part of something

largerSupport organizational structure and

capacityProvide oversight

Discussion

Program Oversight and Monitoring

Program

Community

Partnership

CaliforniaVolunteers

CaliforniaVolunteers Monitoring

Program Administration– Systems review

Member Management– ER Tracker– Systems review

Service Delivery– Progress reports

What?– Process to check in on program operations

Why?– Verifies that program has systems in place

How? – Member file reviews– Program document reviews: desk review checklist

System Review

Activity: System Review

Activity: System Review

Closing discussion:How can you use this system to

– Alleviate fears– Fill in gaps in knowledge, on assessment– Ensure program operations follow guidelines– Identify next steps for creating systems prior

to launch

Where we’ve been…

Identify three typestypes of guidelines for AmeriCorps programs

Identify three sources sources of guidelines for AmeriCorps programs

Describe operational systems that must be in place prior to launching (member systems, desk review, contract self-assessment)

Where we’re going…

Name materials required for contracting

List CV monitoring procedures (prepare for operations)

See you tomorrow!

Welcome Back!

Review: guidelines and systems

Questions

Concerns

Comments

Contracts and Calendars

Components

Requirements

Process

Contract Components: Exhibits

A – Program Narrative/PMWsB – Budget Form/NarrativeC* – Terms & ConditionsD – CV Policies & Requirements E* – Federal Regulations & ProvisionsF – Assurances & CertificatesG – Resource & Reference Materials

Contract Requirements

No pre-award authorityProgram start date = first day first day members

earn hoursExecuted contract must be in place prior

to program start dateContract must be executed to incur costs

Contract Process

Material submission process:

– CV must receive 30 days prior to anticipated

launch date

Review process

Electronic execution process

Su

b-g

ran

tees

CV

Am

eriC

orp

s S

taff

CN

CS

CaliforniaVolunteers Americorps Contracting ProcessC

V F

isca

l Sta

ff

Start End

CreateContract

Docs

Award Grant

Application via eGrants

Other Required

Programmatic Documents (MOUs, COOP,

etc.) Hard Copy

SubmissionOther

Required Fiscal

Documents (Board

Resolution, etc.)

Review•Completeness of

contract documents submitted

•Approve required programmatic

documents

Set upWBRS

Account(s)

Set up reporting template

Set up program calendar

If incomplete, back to sub-grantee

Review and Approve Fiscal & Audit Documents

Send unexecuted contract

for signatures

Sub-grantee returned signed

contract docs

Electronic Submission (to PA via Email):

•Title Pages/SF424•Finalized Program Narrative & PMWs

•Finalized Budget Form•Finalized Budget

Narrative

Create & Submit Required Programmatic & Fiscal Documents(Contract Checklist)

Issue fully executed contract

Receive executed contract

Online Submission:

•Program Information•Partnership

Forms•Disaster & Emergency

Response Info

Activity: Contract Checklist

Review contract checklist– Questions?

Discuss with table– What already exists?– What needs to be created?

Next steps– Timeline

Calendars and Monitoring

Program operational calendar outlines:– Crucial program year dates– Monitoring procedure

Monitoring process: take home– Read through monitoring tools for next

training session

Did we meet these objectives?

Identify where to locate AmeriCorps grant requirements and CV expectations.

Describe operational systems that must be in place prior to launching (member systems, desk review, contract self-assessment)

Name materials required for contracting List CV monitoring procedures (prepare for

operations)

Closing and Next Steps

Session evaluationSelf-assessment follow up:

– Creating documents, systems required for launch from self-assessment

– Contract checklistNext training session:

– Tuesday, July 28– Tuesday, August 4

Thank you!