PY20-21 UpdateJuly 8 – 9:30am Session

Please sign-in via the chat box:• Program• Name(s)• What song best represents your quarantine experience?

Welcome (Back)!City Year Seattle

Chelan Douglas CACCollege Possible

College Success FoundationCommon Threads Farm

Community Youth ServicesCowlitz AmeriCorps Network

EarthCorpsKitsap Community Resources

Port Angeles School DistrictServe Tri-Cities

Spokane Service TeamUnited Way King County

Up2Us SportsVet Corps

WA Conservation CorpsWA Reading CorpsWA Service Corps

(pause for reflection)

Message from Serve WashingtonExecutive Director Amber Martin-Jahn

PY20-21 Contracts• Expected Date – LATE JULY

• Competitive C-R: awarded in eGrants, contract in process• Competitive Fixed & Formula: awaiting eGrants award, contracts

to immediately follow• What’s In a Fully Executed Contract?

• Serve WA State Contract Agreement• CNCS AmeriCorps Terms and Conditions• CNCS General Terms and Conditions• Serve WA Special Terms and Conditions• OFM General Terms and Conditions• Grant Application (Narrative, Performance Measures, Budget)

Terms & Conditions• Where can I find?

• CNCS AmeriCorps Terms and Conditions• CNCS General Terms and Conditions• Serve WA Special Terms and Conditions • Hardcopy with fully executed contract

• Read in full!

• Are there additional resources?• Managing AmeriCorps Grants• Serve WA Subgrantee Resources

Terms & Conditions• CNCS General Terms and Conditions

• Updated sample language and contact information EEOP• UPDATE MSA

Any benefits and terms and conditions of this program, are available to all without regard torace, color, national origin, gender, age, religion, sexual orientation, disability, gender identityor expression, political affiliation, marital or parental status, genetic information and militaryservice. [Grantee’s name] policy and federal law prohibits reprisal for engaging in protectedactivity (reporting discrimination or harassment, participating in investigations of suchallegations, or intervening to assist those who are subjected to prohibited behaviors), and it will not be tolerated. In addition to filing a complaint with local and state agencies that areresponsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you want to seek advice, contact:

(Name, address, phone number – both voice and TTY, and preferably toll free – FAXnumber and email address of the recipient) and/orEqual Employment Opportunity Office (EEOP)Corporation for National and Community Service250 E Street, SWWashington, DC 20525(202) 606-7503eo@cns.gov (email)

Terms & Conditions• CNCS AmeriCorps Terms and Conditions

• Added Start Date in eGrants is Effective Date (system of record)• eGrants start date• MSA start date• Hours start date• MUST ALL MATCH

• Added Prohibited Activities• Census activities• Election and Polling activities• UPDATE MSA

• Moved language to T&C (nothing new, accept location)• Teleservice• Team Leaders• CPC for Pregnancy/Childbirth, and Leave, FMLA• Unemployment Insurance

NEW Prohibited ActivitiesCensus Activities. AmeriCorps members and volunteers associated with AmeriCorps grants may not engage in census activities during service hours. Being a census taker during service hours is categorically prohibited. Census-related activities (e.g., promotion of the Census, education about the importance of the Census) do not align with AmeriCorps State and National objectives. What members and volunteers do on their own time is up to them, consistent with program policies about outside employment and activities.

Election and Polling Activities. AmeriCorps member may not provide services for election or polling locations or in support of such activities.

Terms & Conditions• What are some other important topics covered under the

CNCS AmeriCorps Terms and Conditions?

• Affiliation/Branding• Recruitment, Selection, Exit• Supervision/Support• Member Positions• Release from Service• Living Allowances• Taxes• Other Benefits• Records/Confidentiality

• Budget Changes• Program Changes• Report Requirements

(dates are for primes – sub dates in Serve WA T&C)

• Program Income• Safety• NSCHC Training• Fixed Amount Grants

Terms & Conditions• Serve WA Special Terms and Conditions

• Added Authorized Rep Form – asked for during grant-making• Changed Fixed Access to Grant Funds – session after this!• Updated Due Dates for PY20-21 – always do this• Updated Quick Reference Table – always do this• Added No-Cost Extension Section – always done, put in writing

for all to see• Added Recorded Calls – expectation that if you can make a call

you will listen to replay (rare)• Added Serve WA Signs/Sandwich Boards for Borrow – announced

earlier, realize that benefits local programs but can mail signs potentially

• Added Disaster/Emergency Response Section – building a new culture out of COVID

Terms & Conditions• What are some other important topics covered under the

Serve WA Special Terms and Conditions?

• Staff Changes• Member Placement Form• Member Service

Agreement• NSCHC Policy/Procedure• Accessing Grant

Funds/Invoice Process• Fixed• Cost-Reimbursement

• Status Reports• Semi-Annual Reports

• Program• Fiscal

• Records Retention• Monitoring• Events• Affiliation/Branding

PY20-21 Deadlines• Submit MSA to your PO (10 working days prior to first day of

service) for approval.• Update service dates• Update education award • Update living allowance• Update EO language• Add new Prohibited Activity language

• Submit Service Project/Special Event Request to your PO (10 working days prior to first day of service) for approval.• Identify three days – we understand COVID may prevent

• Monthly Invoice Package – on/before 10th for previous month• Status Reports – 45 day and 90 day• Service Project/Special Event Report – within 10 days after• Semi Annual Reports – April 9 and October 8

PY20-21 Forms/DocumentsStatus Reports and Semi-Annual Progress Reports

• Status Report – Inquiry on Slot Conversions and Transfers• Discuss potential for right-sizing programs

• Semi-Annual – Remember CNCS Data Elements changed last year

Service Project/Special Event Reports• High-quality photos• Member quotes - #WeServeWA #IServeWA

Monitoring• Commission level access to Truescreen electronically• Still need to see Fieldprint on-site• Member payroll for living allowance & deductions (UI, PFML)

Handbook• Updated links for PY20-21 and reflective of all changes described• Posted materials on subgrantee resource page(s)

New Resource Web Page(s)AmeriCorps Program HandbookThe Serve Washington AmeriCorps Program Handbook (The Handbook) has been specifically designed as a guide for those who administer AmeriCorps programs in Washington State and to help those who are newcomers to their positions to gain a general understanding of the management functions for overseeing AmeriCorps programs/sites.

Additional Resources – NEW!Special Terms & Conditions can be found here, as well as new and relevant Serve Washington and CNCS resources to support the ongoing administration and management of high-quality AmeriCorps programs.

Subgrantee Meeting MaterialsServe Washington hosts subgrantee meetings on a quarterly basis. Meeting materials from those meetings will be accessible here following each meeting.

Break Time!

Optional 5 min guided meditation. If you prefer not to participate, you may need to mute on your end!

We’ll be back at the end of the video.

Policy Reminders – Deep Dive• Continued Priority!• New Serve WA Checklists

• NSCHC P&P Checklist• NSCHC Documentation Checklist• Pre-Enrollment/Enrollment Checklist

NATIONAL SERVICE CRIMINAL HISTORY CHECKS“ON TIME, EVERY TIME”

eGrants Pre-Enrollment/Enrollment“ON TIME, EVERY TIME”

NSCHCs• New-ish Requirement (Last Year)

Serve Washington requires all programs use the CNCS designated vendors; Truescreen and Fieldprint. Truescreen will provide the NSOPW check, State of Service check, and State of Residence check. Fieldprint will provide the FBI check. CNCS has developed a manual to assist programs in using Truescreen and Fieldprint.

(In rare cases Serve Washington will entertain an alternate process if the program can justify the need and ensure a compliant policy/procedure. Written approval is required.)

Truescreen Pitfalls

• Timely! Initiate and Adjudicate BEFORE!• Use correct Grant Number (i.e. 19ESHWA0010001)• Request correct NSOPW + Washington in menu• Request correct out-of-state in text box (if

applicable)• Name is spelled EXACTLY as on government issued

photo ID• ID verification in system – review and complete• Adjudication in system – review and complete

• What are some common mistakes (human error) with Truescreen?

RUN Truescreen CNCS Monitoring Report Tool!

Fieldprint Pitfalls

• Timely! Initiate and Adjudicate BEFORE! (…or document accompaniment)

• Adjudication out of system – review and sign/date

• What are some common mistakes (human error) with Fieldprint?

Fieldprint Sites – OPEN!?Under COVID-19, if you discover Fieldprint sites are inoperable, scheduling/delaying appointments weeks/months out, continually canceling appointments, etc.

PLEASE CONTACT YOUR PROGRAM OFFICER IMMEDIATELYDO NOT ALLOW THE MEMBER TO START SERVICE

Serve Washington has worked with CNCS on obtaining and Alternate Search Procedure for rare circumstances when major COVID-19 related disruptions are harming member enrollment/service. To date, programs have reported only minor inconveniences, but we moved forward in obtaining permissions for individual (member) exceptions when relevant.

CONTINUE TO PURSUE ADJUDICATION OF ALL CHECKSBEFORE SERVICE

NSCHCs Cost-DisallowanceNATIONAL SERVICE CRIMINAL HISTORY CHECKS

“ON TIME, EVERY TIME”and

ACCURATE

When using Truescreen/Fieldprint…what noncompliance will cost me?• Late• Failure to request NSOPW• Failure to request accurate State of Service/State of Residence • Misspelled Names/Names Don’t Match Gov’t Photo Identification• Staff Overlooked• Failed to provide/document accompaniment• Failed To Adjudicate

NSCHCs Record Retention• Remember!

• WA has higher retention requirements than the feds (3 years)• WA Prime 6 years • WA Subgrantee 6-9 years• We tell you.

• Truescreen retention of 7 years.• Might be long enough. Risk it?• Keep PDF/Hard Copy each year?• Make PDF/Hard Copy during year 7 if needed?

• Fieldprint retention of many years, but wipes PII after 3 years.• Not long enough. Don’t risk it!• Have to adjudicate outside system anyway.• Keep PDF/Hard Copy each year.

NSCHCs Resources• Serve WA Handbook

• Pages 26-29 https://servewashington.wa.gov/programs/americorps/subgrantee-resources

• CNCS Knowledge Network• Main Page https://www.nationalservice.gov/resources/criminal-history-check

• Required Annual Training• Training Page – Truescreen/Fieldprint and Check Your Check• Federal Regulations• Guidance/FAQs• Using Truescreen and Fieldprint• Compliance/Enforcement• …and much more!

EnrollmentCNCS requires programs to pre-enroll, and enroll members electronically in eGrants/My AmeriCorps.• Pre-Enrollment…BEFORE member start date/hours.• Enrollment…within 7 CALENDAR DAYS of start date/hours.

Well before this…programs should have completed “pre-work”…• Recruitment• Screening/Selection• Determined Eligibility• Completed and Adjudicated Criminal History Checks• Began Collection and Documentation of Member File

eGrants Pre-EnrollmentWhen program/member “pre-work” has been done, and once the new award appears in eGrants, programs/members can begin electronic “pre-enrollment”…

BEFORE START OF SERVICE/HOURS

1) Program Invites/Selects Member in eGrants2) Member Accepts and Fills Out Member Sections3) Automatic/Manual Verification of Eligibility Occurs4) Program Certifies Criminal History Check Verification5) Program Completes Program Sections

…once these steps are completed, the “enrollment” button will be activated…

eGrants EnrollmentWhen program/member “pre-enrollment” has been done, programs can finalize electronic “enrollment”…

Within 7 CALENDAR DAYS of START OF SERVICE/HOURS

1) Program clicks final enrollment button

…the step of changing the status from pre-enrolled to enrolled cannot be completed until the first day of service and no later than 7 days after the first day of service...system will not backdate beyond 7 days.

CAUTION! Disallowances (expensive costs and other) may occur if programs are found to be non-compliant with enrollment.

Pre-Enroll/Enroll Pitfalls

• Poking applicants to complete their portion• Programs forgetting to check both NSOPW and

Criminal History check boxes• Watching auto verification of eligibility (and submitting

to CNCS when returned for manual verification)• Watching for “enrollment button” to be active• Allowing members to start/collect hours before pre-

enrollment is complete• Forgetting to complete final enrollment button once

members start (will not back date more than 7 days)

• What are some common mistakes (human error) with enrollment?

• Serve WA Handbook• Pages 35 & 37 https://servewashington.wa.gov/programs/americorps/subgrantee-resources

• New PreEnroll/Enroll Checklist• CNCS Manage Grants

• Main Page https://www.nationalservice.gov/build-your-capacity/grants/manage-americorps-state-and-national-grants

• eGrants Tutorials• CAUTION! Outdated references in tutorials.

• Hard copies not allowed• Programs should not complete member sections• Pre-enrollment not covered• Final enrollment button in 7 days, NOT 30 days

• Member Enrollment• Policy Change• Flow Chart• Enrollment Webinar/PDF• Group Enrollment Webinar/PDF

Enrollment Resources

Closing• Swearing-In Ceremony: Virtual Experience, Time TBD

• October 30, 2020

• PY20-21 Quarterly Webinars: Thursdays, 10-11:30am• October 22, 2020• January 14, 2021• April 22, 2021

• PY21-22 Subgrantee Meeting: Wed/Thurs, Full Days• July 7-8, 2021• Olympia• tentative

QuestionsServe WA Program Officers:• Jenny Benson jenny.benson@ofm.wa.gov• Robyn Harris robyn.harris@ofm.wa.gov• Lou Thompson lou.thompson@ofm.wa.gov

“Office Hours”Tomorrow

July 911:15-12:00