AmeriCorps Community Fellows Campus Administrator Orientation
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AmeriCorps Community Fellows Campus Administrator
Orientation
Presented by Meghan Oakley-HenningThursday, March 31, 2011
Goals of the Orientation
Clarify roles and expectations of campus administrators with regard to the program
Provide an overview of processes from recruitment to evaluation and close of service
Orient campus administrators to the enrollment process—including paperwork and background checks
Ensure grant compliance and improved member enrollment and retention
The Fundamentals
Community Fellows: By the Numbers
500 minimum-time slots; 300-hours per slotEducation Award of $1,208*Enrollment Packet Due Date: June 15, 2011Start Date: August 20, 2011End Date: August 19, 2012
*Based on estimated increase to the AmeriCorps Education Award for 11-12
Program Focus Area: College Access
Providing academic support to K-12 at-risk students;Mentoring K-12 at-risk students;Serving in an academic or educational enrichment
program;Volunteering in a college access or success program;Providing workshops for at-risk students in: career
awareness, study skills, or college admissions process;Exposing at-risk students to the college environment via
campus tours, sitting in on classes, or meeting with faculty;
Program Focus Area: College Access (Con’t.)
Serving in a public high school guidance department;Providing one-on-one counseling on the financial aid
process and/or college application process;Providing any of these supports to veterans seeking
to attend college;Supporting a service-learning course that focuses on
any of these areas;Coordinating and supporting volunteers who serve
in any of these areas.
Program Focus Area: Important Points
Academic enrichment or mentoringCollege readiness, access, & successPopulations served:
K-8 StudentsHigh School StudentsCollege Students (must be a recognized program)
Members serve as volunteers or volunteer coordinators
Distribution of Service Time
No more than 10% of time in fundraisingNo more than 20% of time in trainingNo more than 20% of time in other service activities
National Days of ServiceOther service activities outside of program focus area
At least 50% of time in college access & success
What is Allowable Service?
Allowable
Volunteering or coordinating volunteers in the program focus area
Federal or State Work-Study positions
Unpaid internshipsService-learning (if direct
service component is less than 20% of total grade)
Unallowable
Entirely administrative workVolunteering for a for-profit
organizationSleeping time on overnights Paid internships or practicum
Key Prohibited Activities on AmeriCorps Time
Direct or grassroots lobbyingEngaging in partisan politicsAssisting, promoting or deterring union organizingEngaging in religious instructionProviding a direct benefit for a for-profit entityFundraising for AmeriCorps programs
NOTE: These activities are also prohibited on perceived AmeriCorps time (i.e. social media, etc). Also, this is not an exhaustive list. A comprehensive list is available upon request.
Roles & Expectations
Campus Administrators will…
Recruit, orient, and supervise Community Fellows;Vet each Community Fellow;Disseminate, collect, and manage all member
paperwork;Monitor AmeriCorps Community Fellows;Maintain consistent communication with PACC staff
and each AmeriCorps Community Fellow;Evaluate members on a semi-annual basis and
complete semi-annual progress reports for PACC.
Community Fellows will…
Be committed to completing all service requirements;Complete all required paperwork;Complete hour logs on a daily or weekly basis;Manage their own time in order to complete the
program by the required exit date;Maintain consistent communication with their campus
administrator throughout the year.
Pennsylvania Campus Compact will…
Disseminate blank copies of all member paperwork to campus administrators, collect completed, correct member paperwork, and maintain member files;
Enroll AmeriCorps Community Fellows in the eGrants system and manage all functions related to official AmeriCorps enrollment;
Provide campuses with individual access to the MyServiceLog system for tracking and signing member hours.
Pennsylvania Campus Compact will… (con’t.)
Provide step-by-step guides, an in-person training, and web-based tutorials on the MyServiceLog system;
Update campus administrators and members on a monthly basis with regard to member progress towards completing their 300 hours of service;
Maintain consistent communication with campus administrators.
Slot Allocation Process
Slot Allocation Process
Slot allocation included in Award LetterAll slot allocations are contingent on fundingOnly guaranteed upon receipt of complete,
correct enrollment packet by June 15, 2011All unfilled slots are forfeited after June 15,
2011After deadline, if there are extra slots, they will
be awarded on a first come, first served basis
Member Recruitment & Member Eligibility
Member Recruitment
Responsibility of each campus administratorWhen recruiting members, remember to:
Clearly outline expectations for members from the startVet potential membersDevelop a waiting list system for alternates
What have veteran campuses done to recruit members?
Member Eligibility
Must be US Citizens or Permanent ResidentsF-1 or J-1 visa holders are not eligible
Must be 17 years of ageMust have obtained a high school diplomaCampus Administrators verify member
eligibility, based on these criteria, and may be asked to produce supporting documentation
Limits on AmeriCorps Service
A person can only: Serve four (4) terms in AmeriCorps*State
& NationalReceive the value* of two (2) full-time
education awards
*For 2010-2011, $10,700
Examples of Limits on AmeriCorps Service**Based on 2010-2011 Education Award Figures
Example A: Served three (3) 300-hour terms for Bonner Program
Example B:Served two (2) full-time terms for Bonner Program
Total Value of Lifetime Education Awards
$3,396 $10,700
Total Terms in AmeriCorps*State & National
Three (3) Two (2)
Eligible based on Term Limit? Yes Yes
Eligible based on Ed Award Maximum? (Less than $10,700)
Yes No
Eligible for Community Fellows?
Yes No
10-Minute Break
Enrollment Process
Enrollment Paperwork & Required Background Checks
Overview of Enrollment Process
Enrollment packets now available on PACC’s websiteComplete, correct enrollment packet due no later than
June 15, 2011Incomplete packets will not be accepted and:
May prevent a member from serving at allEnrollment packets include:
Four (4) required documentsFour-Five (4-5) required background checks
Enrollment Packet Cover Sheet
Basic member informationChecklist of what is included
Most common mistakes: Not enclosedIllegible member informationIncomplete or missing member information
Enrollment Packet Cover Sheet Sample
AmeriCorps Enrollment Form
Official enrollment form for AmeriCorpsMember completes pgs. 1 & 2; PACC completes pg. 3
NOTE: Certifying Official always refers to PACC staffDate should match date on Member ContractUse member state of residency for permanent addressMost common mistakes:
Not enclosedIncomplete member informationNot signed or dated by the memberDate does not match Member Contract
AmeriCorps Enrollment Form Sample
AmeriCorps Enrollment Form Sample (Con’t.)
Member Contract
Confirms that the member is:Eligible to serveAvailable for the term of serviceKnowledgeable about Individual Service Plan, prohibited
activities, and policiesDate should match date on AmeriCorps Enrollment FormMost common mistakes:
Not enclosedUnsigned or dated by memberUnsigned or dated by campus administratorDate does not match AmeriCorps Enrollment Form
Member Contract Sample
Member Contract Sample (Con’t.)
National Service Criminal History Check Verification Form
Pg. 1 completed by Campus Administrator; Pgs. 2-3 completed by Member--throughout the process of conducting checks
Can be pending (if checks pending) on June 15, 2011Must be received with pending background checksMust be received by August 20, 2011
Most common mistakes: Not enclosedIncomplete checkboxes or missing datesMissing member signaturesMissing campus administrator signatures
National Service Criminal History Check Verification Form Sample
National Service Criminal History Check Verification Form Sample (Con’t.)
National Service Criminal History Check Verification Form Sample (Con’t.)
FBI Criminal History Check
Member registers online
Member visits authorized
fingerprinting location in person
Results sent to Member’s home
address
Member brings results to Campus
Administrator
Campus Administrator
sends results to PACC
How it works
FBI Criminal History Check
Can be pending on June 15, 2011 Must include copy of registration confirmation in its placeMust be ultimately received by August 20, 2011
Most common mistakes:Pre-existing checkChecks must have been conducted after August 20, 2010
FBI Criminal History Check What to send to PACC
FBI Criminal History Check (Con’t.) What to send to PACC
FBI Criminal History Check (Con’t.) What to send to PACC
Pennsylvania State Police Criminal Registry Check
Member applies online
Member indicates control number
Member prints Certification Form
Member brings results to Campus
Administrator
Campus Administrator
sends results to PACC
How it works
Pennsylvania State Police Criminal Registry Check
Can be pending on June 15, 2011 Must include copy of online request in its placeMust be ultimately received by August 20, 2011
Most common mistakes:Pre-existing checkChecks must have been conducted after August 20, 2010
Pennsylvania State Police Criminal Registry Check
What to send to PACC
Childline Child Abuse Clearance
Member sends paper application to
Department of Public Welfare
Department of Public Welfare sends results to Member home or
campus
Member brings results to Campus
Administrator
Campus Administrator sends
results to PACC
How it works
Childline Child Abuse Clearance
Application for clearance must include copy of FBI or PA State Police Criminal History Check
Utilize a waiver to speed-up process Available at www.paccompact.org/cfcampusadministrators
Can be pending on June 15, 2011 Must include copy of application for clearance in its placeMust be ultimately received by August 20, 2011
Most common mistakes:Pre-existing checkChecks must have been conducted after August 20, 2010
Childline Child Abuse Clearance
What to send to PACC
National Sex Offender Registry Check Results
Campus Administrator conducts check online
and prints results
Campus Administrator sends results in with
rest of enrollment packet
How it works
National Sex Offender Registry Check Results
Make sure to conduct national searchAll jurisdictions must be availableIf hits, verify with Campus Administrator initials that
each hit is not memberMost common mistakes:
Not enclosedNational search not performedJurisdictions unavailableHits that were not verified by Campus Administrator
National Sex Offender Registry Check Results
What to send to PACC
Home State Criminal Registry Check (If applicable)
If member’s state of residence is another state other than Pennsylvania, a criminal registry check needs to be conducted in that stateA resident of Pennsylvania: a). Has a Pennsylvania Drivers
License or b). Receives in-state tuition rateUse state of residency as permanent address on
AmeriCorps Enrollment FormList of State Repositories available at
paccompact.org/cfcampusadministrators
Tips on Enrollment Process
Identify one main point of contact for processResponsibility of the campus administrator to
ensure that paperwork is: Complete, correct, and on-timePriority will be given to complete, correct packets
Keep a copy of member file at your officeDo not wait until the last minute
Tips on Enrollment Process (Con’t.)
Note that overnight mail is not always fasterDo not fax or email enrollment packet
Only pending paperwork can be faxed or emailedDo not send other documentationDo not send packets for more members than
you have been awarded
Tips on Enrollment Process (Con’t.)
Can be pending on June 15, 2011:1. FBI Criminal Background Check2. Pennsylvania State Police Criminal Registry Check3. Home State Criminal Registry Check (If applicable)4. Childline Child Abuse Clearance5. National Service Criminal History Check Verification Form*Must include registration confirmation or application for
clearance in its place *Must be ultimately received by August 20, 2011
Even if background checks are already on file from the previous year, you must send another copy
10-Minute Break
Member Orientation
Member Orientation
Responsibility of the campus administratorRequired by AmeriCorps Rules and RegulationsMust include:
An introduction to AmeriCorps and National ServiceReview of the member’s Individual Service PlanExplanation of expectationsHow member will be evaluatedAny campus or site-specific orientation
Member Orientation (Con’t.)
Provide information on: Code of conductSafety protocolProhibited activitiesDrug-Free Workplace requirementsSexual harassment and nondiscrimination issuesSuspension and release from serviceGrievance procedures
All outlined in the Member Contract
Hour Tracking
Hour Tracking with MyServiceLog
Members log hours daily or weeklyCampus administrators sign monthlyEach campus has own URLEach campus administrator and member has
unique username and passwordHour logs must be kept up-to-date and serve as
the official timekeeping system for CF
Support Provided by PACC
In-person orientation and training with Emily Muhlhausen from MyServiceLog
Guide to MyServiceLogWeb tutorials of basic functions of
MyServiceLog Ongoing support from MyServiceLog Support
Monitoring
Monitoring of Campuses by PACC
Monthly emails: Reminder to sign member hour logsUpdates on hour status of each memberUpdates on outstanding background checks
Automatically-generated email from MyServiceLog system to member, informing them of hours logged
Regular email & phone communication with campus administrators
Annual site visits and/or regional meetings
Monitoring of Members by Campus
Regularly communicate role and expectationsDevelop and approve Individual Service PlansSign member hour logs on a monthly basisConsistently check-in (via phone, email, in-person
meetings) on progress towards 300 hours and other service-related issues
Visit member’s off-campus site (if applicable)
Evaluation
Member Evaluations
Traditionally completed in February & AugustIf member plans to finish early, conduct a mid-
term evaluation at 150-hoursUtilize function in MyServiceLog systemInstructions, deadlines will be sent by PACC staffWill be available for members to view
Semi-annual Progress Reporting
Traditionally completed in February & AugustCollected via Google FormsQuantitative data collected on:
Types of leveraged volunteersPopulations served
Qualitative data collected on: Mobilizing more volunteers Ensuring a brighter future for all of America’s youth Engaging students in communities Stories of success
Semi-annual Progress Reporting (Con’t.)
Primary performance measures: # of at-risk high school students engaged in a college access
program# of high school students who show an increased interest in
attending college# of high school students who go on to post-secondary
educationSecondary performances measures:
# of at-risk K-8 students engaged in a mentoring program# of K-8 students who show increased interest in attending
college
Close of Service
Early Exit from the Program
Member completes AmeriCorps Exit Form (.pdf)Member completes pg. 1; PACC completes pg. 2NOTE: Certifying Official always refers to PACC staff
Campus completes mid-term and end-of-term evaluations for member
If member unavailable, campus administrator can complete Due Diligence Member Exit Letter (.pdf)
Negative impact on campus retention rate
On-time Exit
When member completes 300-hours and hours are approved, they will be ready to be exited
Campus administrator completes end-of-term evaluation in MyServiceLog
Member completes AmeriCorps Exit Form (.pdf)Member completes pg. 1; PACC completes pg. 2NOTE: Certifying Official always refers to PACC staff
On-time Exit (Con’t.)
Exit will be processed 30 days from receipt of formConfirmation email sent to campus administrator
on how member accesses education awardTIP: Have members complete (but not sign)
AmeriCorps Exit Form (.pdf) at the end of the semesterMaintain on file until the member has completed all
hoursDate & send to PACC to exit member
Accessing the Education Award
Disseminated by the National Service Trust Can be used to:
Repay qualified student loansPay current educational expenses Pay for future education at a qualified institution
Electronically managed by MyAmeriCorps.gov Can be used for up to seven (7) yearsSee www.edaward.org for more information
Wrap-up
Hand out Award Letters & Campus Agreements
Next Steps
Campus Administrator To Dos:
Sign, send in campus agreement
Begin recruitmentDownload enrollment
packets at www.paccompact.org
Contact PACC with questions
Upcoming Deadlines
Campus Agreement Due: April 15th
Mandatory Enrollment Paperwork Conference Calls:April 28th @ 2pm April 29th @10am
Complete, Correct Enrollment Packets Due: June 15th
Members Begin: August 20th
Contact Information
Meghan Oakley-Henning
AmeriCorps Program DirectorPennsylvania Campus Compact1 College Avenue, Box 4508Grantham, PA 17027moakley@paccompact.org717-460-6333 (cell)717-796-5072 x3 (office)
Other Helpful Resources
www.paccompact.org /cfcampusadministratorsNational Service Hotline
800-942-2677Segal Education Award
www.edaward.orgwww.americorps.gov
Mission of Pennsylvania Campus Compact
Our mission is to enhance the capacity of campuses andcommunities to educate students for civic engagement toadvance a healthy, just and democratic society. Weaccomplish this by leveraging resources, providingeducational and professional development opportunities,individual coaching, and leading in emerging civicengagement trends.
Why AmeriCorps Community Fellows?
Links to PACC’s mission and visionConnects to five-year strategic planFits well with strategic priority areas of the
Corporation for National and Community ServiceBuilds upon campus-based efforts in college
access and success that are already in place
AmeriCorps*State Funding Stream
Corporation for National Service
PennSERVE: Office of Citizen Service
Pennsylvania Campus Compact
Community Fellows Campuses
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