New AmeriCorps Program Orientation August 2014
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New AmeriCorps ProgramStart-up Institute – August 20, 2014Conference call replay: 800-456-0470, program passcode 7958
The replay will be available until September 20, 2014.
Technology Check
• The phone lines will be open during the webinar.
• Please mute your line during the presentation by pressing *6.
• Unmute your line for the Q&A portions of the agenda; press *6 to unmute the line.
• Use the Chat Box to ask a question at any time during the presentation.
Start-up Institute
The New Program Start-up Institute is a series of workshops that are designed to provide orientation and guidance to resources to help new grantees launch successful AmeriCorps programs. The 2014 series will include:
• Session 1 – July 23, 2014
Orientation to CNCS and Basic Financial Management
• Session 2 – August 20, 2014
AmeriCorps Member and Site Management; Financial Management Systems
• Session 3 – September 17, 2014
Program Start-up Grantee Panel
• Session 4 – Fall, 2014
Grantee Reporting (Progress and Financial)
Today’s Agenda
• Site Management Overview: Sarah Yue
• Member Management Overview: Oksana Jensen
• Financial Management Systems: Bonnie Janicki
• Closing Remarks
AmeriCorps State and National (ASN)
BILL BASL, ASN DIRECTORWilliam C. Basl became the Director of AmeriCorps following an 18-year
tenure as the Executive Director of the Washington Commission for National
and Community Service. He notes that his passion lies with “developing new
strategies where service and volunteerism can be recognized as major efforts
that bring our country together,” and his extensive list of accomplishments
bears out that philosophy.
Bill began his national service career as a VISTA volunteer in 1970-1971
helping migrant farm workers in Eastern Washington establish their own
businesses and continued as a VISTA volunteer leader in 1971-1972 where he
helped form a regional services network. He continued to make his mark in
the national service movement by founding the Washington Service Corps in
1983, the first state-wide youth service initiative in the nation designed to
address priority local education and human services needs, and helped
develop national service legislation. Basl also founded the nation's first
veterans' corps and is noted for establishing a collaborative regional network
to provide AmeriCorps training across the Pacific Northwest. He is a past
chair and board member of the American Association of State Service
Commissions and was selected by the White House as a Champion of
Change – Service Innovator in June 2011. A native of Pittsburgh, PA, Bill
received a B.S. degree in Business Administration from the University of
Rhode Island.
CNCSAmeriCorps State and National
SARAH YUE, PROGRAM
OFFICER
Sarah Yue has a six years of experience managing grants for AmeriCorps State and National, the National Science Foundation (NSF), and the National Oceanic and Atmospheric Administration (NOAA), where she has supported a number of new grantees during program start-up and management. She also spent 10 years teaching science at U.S. and international high schools.
What is a Site?
• AmeriCorps grants typically operate on three levels:
– Grantee (parent organization)
– Operating Sites (manage program on state/regional level)
– Service Locations (where members serve)
• Depending on program design, particular sites may function on more than one level
• The grantee has overall legal, administrative, and fiscal responsibility for the entire scope of the program
Site Management
Site
Sel
ecti
on *Community need
*Program performance goals
*Site capacity Site
Tra
inin
g *Program requirements
*AC identity
Site
Mo
nit
ori
ng *Timesheets
*Member activities
Role of Sites
• Operating sites and service locations are key players in AmeriCorps member training, support, and supervision
• Grantees must create sound site management practices to:
– Prevent any non-compliance issues
– Detect problems if they occur
– Enforce prompt corrective actions
• Best practice for prevention: Site agreements
Site Agreements
• Define partnership and service expectations
• Delineate responsibilities of each party
• Establish clear rules
• Provide framework for evaluating success
• Ensure support system for members
Site Agreements
Site Supervisor
Length of Agreement
Grantee Responsibilities
Policies and Regulations
Member Position
Description
Site Responsibilities
Site Agreements: Things to Consider
• Clearly define responsibilities for screening member applicants (National Service Criminal History Checks)
• Build in consequences for violations of the site agreement
• Look at site agreements as one piece of a larger site management plan
Resources for Site Management
• Work with your CNCS Program Officer to finalize your site management materials
• EnCorps materials on the National Service Knowledge Network:
• www.nationalserviceresources.gov/working-host-sites-0
CNCSAmeriCorps State and National
OKSANA JENSEN, PROGRAM OFFICER
Oksana Jensen has been a CNCSProgram Officer since 2011, where she has worked with a diverse portfolio of commissions and national direct grantees. Prior to joining the AmeriCorps team, Oksana spent nine years at international development organizations, where she managed youth development, civic engagement, human trafficking, and international education programs in Europe, Asia, and Latin America.
Member Management
• Where are AmeriCorps program requirements for member management?
– Annual Grant Provisions (Section IV)
– AmeriCorps Regulations (45 CFR)
– Additional CNCS Guidance
• NOFO
• FAQs
• Criminal History Check Resources
http://www.nationalservice.gov/build-your-capacity/grants/managing-americorps-grants
Cycle of Program Development
AmeriCorps Program
Vision
Foundation Building
Implementation
Evaluation/Revision
Member Management Continuum
Position Development
Recruitment and Selection
Enrollment
Training
Supervision
Performance Assessment
Exit
Member Management Continuum –Additional Considerations
• Other considerations:
– Prohibited activities
– Criminal history checks
– Member grievances
– File management
– Disability accommodations
– Member support and experience
– Alumni engagement
Member Position Description – Components
• Member Name
• Position Title
• Member tasks and
responsibilities (specific)
• Program overview
• Operating site/service location
name
• Brief operating site/service
location overview
• Member supervisor name
• Days/hours of service*
• Position start/end*
• Outcomes/deliverables
– Tied to program’s
performance measures
• Member training
• Required member
skills/knowledge
• Prohibited activities*
• Include AmeriCorps and
organization’s logos
Member Service Agreement
2014 AmeriCorps Grant Provisions, pages 7-8:
• Member position description
• Minimum number of service hours required by your program to successfully complete the service term
• Amount of the education award
• Program standards of conduct
• List of prohibited activities from 2014 Grant Provisions (page 8)
• 45 CFR §§ 2540.100(e)-(f)
• 45 CFR §§ 2520.40-.45
• Drug-free workplace requirements
• Civil rights requirements
• Suspension and termination rules
• Program policy on releasing a member for cause
• Grievance procedures
• Any other program requirements determined by program staff
Member File Contents:
• Be sure to include:
Full member application and screening materials
Verification of eligibility to serve
Completion of all National Service Criminal History Check required steps
All other documentation required in Grant Provisions, AmeriCorps Regulations, etc.
• Develop member file checklist - Contact CNCSProgram Officer for member checklist used in CNCS monitoring to use as an example.
Member Checklist
AmeriCorps State and National
Member File Checklist
Member Name: Member status: (Active, full award, suspended, etc.) ____
Service Start/End: Total member hours in Portal (for exited members): ____
No
nco
mp
lian
t
Req
uir
es F
ollo
w-u
p
Documentation Comments
Member Eligibility
Proof of citizenship or allowable legal status
Proof of age
W-4 (only if paying members using CNCS funds)
Member certification of GED or H.S. diploma or statement that member agrees to earn one prior to using Education Award.
Criminal History Check Documentation
Member Management Resources
• Work with your CNCS Program Officer to finalize your materials.
• Examples of position descriptions, service agreements, and member file checklists are on the Knowledge Network:
• www.nationalserviceresources.gov/encorps-resources-support-member-recruitment-and-development
CNCSOffice of Grants Management
BONNIE JANICKI, SENIOR GRANTS OFFICER
Bonnie Janicki is a Senior Grants Officer for Grant Operations
at the Corporation for National & Community Service, Office
of Grants Management. Currently she manages a team of
grants officers responsible for the day to day grants
management of a diverse portfolio of programs that includes
AmeriCorps State and National, Social Innovation Funds,
Martin Luther King and many others. Bonnie began her
federal service with the Corporation in 1994 and continues to
enjoy her work.
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• Are issued by CNCS with the Notice of Grant Award
• Are the guiding principles for CNCS-funded grants and cooperative agreements
• Contain program and financial guidelines
• Are binding on the grantee and subgrantee in the same manner
Grant Provisions
Criminal History Checks
NATONAL SERVICE CRIMINAL HISTORY CHECKS BASICS:
For Staff with no access or episodic access you need two components:
1. NSOPW BEFORE hours start for work.
2. FBI or State checks no later than the first day hours start.
For Staff with access to vulnerable populations you need three components:
1. NSOPW BEFORE hours start for work.
2. FBI checks no later than the first day hours start.
3. State checks (state of service and state of residence) no later than the first day hours start.
BOOKMARK THIS PAGE FOR ALL THINGS NSCHC:
https://www.nationalserviceresources.gov/national-service-criminal-history-check-resources
System Set Up and Review
Efficient Accounting System
Distinguish between:
• grant vs.non-grant related expenditures
• CNCS vs grantee share
• direct and indirect costs
• program years
• budget categories
All costs charged to the grant must be supported by clear documentation
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Key Characteristics of Organizations with Highly Effective Financial Management
• Written and followed policies and procedures
• Qualified and trained financial staff
• Effective communications
• Succession planning and cross-training
• Self-assessment and continuous improvement
• Active, knowledgeable, and informed Board and finance committee
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Policies & Procedures
• Policies and procedures are a set of written documents that describe an organization's:
• policies for operation – “what is to be done”
• the procedures necessary to fulfill the policies – “how it is to be completed”
• All staff must be familiar with these documents
• Documents must be kept up-to-date
• Documents should explain the rationale and include principal transactions and completed forms
• Documents must incorporate federal and CNCS grant regulations and provisions
Documentation Basics
What do we document?
EVERYTHING
All expenditures charged to the grant
INCLUDING
• Match
• In-kind
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Documentation Basics
Why retain documentation?
• To track incoming information
• To review information
• To provide historical evidence
• To provide evidence of accomplishments
• To prepare for an audit
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Defining Source Documentation
• Physical information:
• Hard copy
• Soft copy: CD, flash drive, server, microfilm
• Source:
• Internal to the organization
• External sources
• Benefits supports a value, cost, or performance criteria relative to the grant
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Documentation of Staff Time
• Critical for staff to document time charged to both federal and grantee share
• Particularly important for staff that are working on multiple projects to document actual time spent on multiple projects
• Timesheets are required
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Key Elements of Financial Reporting
• Prepare all financial reports with information from the organization’s accounting system
• Review and reconcile the information to ensure accuracy prior to report submission
• Ensure files have the proper documentation to supportall information reported in financial reports
• Submit all reports on time
Wrap Up for Today
• Resources at www.nationalservice.gov
- Grant Provisions
- Site and Member Materials
• Reminder: Be sure to register for the ASN Symposium
- http://americorps.hb-co.com/
• Next Session: Grantee Panel at the ASN Symposium
- September 17, 3:15 – 4:45 pm, Arlington, VA
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