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National Service
What is national service?
What is AmeriCorps?
What is AmeriCorps?
Peace Corps
The Peace Corps traces its roots and mission to 1960, when then-Sen. John F. Kennedy challenged students at the University of Michigan to serve their country in the cause of peace by living and working in developing countries. From that inspiration grew a federal government agency devoted to world peace and friendship.
AmeriCorps
You have decided to be a part of a national movement which is similar to the Peace Corps, but provides services to American citizens. In particular you are hosting an AmeriCorps State program which serves within the boundaries of the state of Kansas.
the
Terminology
Applicant An applicant is an individual who has applied to participate in an AmeriCorps program but is not an enrolled AmeriCorps member. Beneficiaries Program beneficiaries are the general population served by a programs AmeriCorps members during the course of their service term. Education Award The Education Award is the award that members receive after successfully completing a term of service. The Award may be used to pay qualified educational expenses, including tuition, room and board or repayment of student loans, and is available for use for up to seven years after the service term is completed. Living allowances / Stipend (not pay) AmeriCorps members earn living allowances or stipendsnot salaries or wages Do not give the impression that they are entitled to a full years stipend Refer to the regular stipend rate that they will receive each disbursement period (i.e. every 2 weeks or once a month, etc.)
Terminology
Members AmeriCorps members are eligible citizens age 17 and older who commit to serve their community through AmeriCorps. AmeriCorps members should not be called volunteers, workers, staff, participants, or employees. The word member is lowercase. Service-learning Service-learning is an educational method that engages young people in service to their communities as a means of enriching academic learning, promoting personal growth, and helping them to develop the skills needed for productive citizenship Service Term A service term is the contracted length of time during which an AmeriCorps member must perform eligible service activities for a prescribed number of service hours. A term may not be longer than 12 months.
AMERICORPS
Pronounced
AH-MARE-I-CORE
NOT
AMERI-CORPSE
Formation of AmeriCorps
Formation of AmeriCorps
In 1961 President John F. Kennedy, when he spearheaded the establishment of the Peace Corps, said "The wisdom of this idea is that someday we'll bring it home to America."
Formation of AmeriCorps
In September 1993 President Bill Clinton signed the National and Community Service Trust Act of 1993, which created AmeriCorps as we know it today, and the Corporation for National and Community Service, which oversees it in order to better organize and expand opportunities for Americans to serve their communities.
Formation of AmeriCorps
Volunteers in Service to America (VISTA) and the National Civilian Community Corps become part of AmeriCorps. In addition Senior Corps was created by combining the Foster Grandparent Program, the Retired Senior Volunteer Program (changed to Retired AND Senior Volunteer Program to recognize not all volunteers are retired), and the Senior Companion Program.
Formation of AmeriCorps
As a part of this organizing effort governorappointed state service commissions were created to administer AmeriCorps funding at the state level. The Kansas Volunteer Commission, housed at the Kansas State Department of Education in Topeka, Kansas, fulfills this role.
http://www.kanserve.org
Administrative Structure
The Corporation for National and Community Service (CNCS) http://www.nationalservice.gov/Default.asp The Kansas Volunteer Commission (KVC) http://www.kanserve.org
Shelby Hoytal, shoytal@ksde.org Nicolette Geisler, ngeisler@ksde.org Jonathan Loppnow, jloppnow@ksde.org Amanda Noll, anoll@ksde.org
Grant Cycles
Grantee Kansas Volunteer Commission gives sub-grants awards Sub-grantees are also usually funded on a 3 year cycle. However, sub-grantees must reapply every year Continuation contingent upon: Availability of funds and Member Service Years (MSYs which similar to an FTE), satisfactory progress in relation to the approved performance measures, compliance with federal and state regulations, submission of a continuation application outlining programmatic changes
Grant Cycles
After each three year cycle, all subgrantees seeking to continue must reapply (re-compete) as new programs. Must submit a program evaluation at time of re-compete that was completed in the previous 3 years
The members must perform the full number of hours and the service must be satisfactory. After successful completion of the national service term members can access an Education Award
presentation.)
which can be used toward a Title IV school, or Title IV educational loan. (All benefits will be covered later in this
Streams of Service
3 Streams of Service in AmeriCorps itself
AmeriCorps State and National
I will get things done for America to make our people safer, smarter, and healthier. I will bring Americans together to strengthen our communities. Faced with apathy, I will take action.
Member Gatherings
KVC encourages at least once a month gatherings, if feasible Member interviews reveal a desire for AmeriCorps members to gather AS AmeriCorps members and not just staff of the fiscal agent Promote regional and state wide gatherings Promote National Service Day events
(Not required but encouraged) Label the description Has recurring access to a vulnerable population or Does not have access to a vulnerable population. Design member descriptions that include meaningful service activities Position descriptions/activities should avoid putting members at risk for engaging in any prohibited activity (see 45 CFR 2520.65), Avoid activity that would violate the nonduplication and non-displacement requirements (see 45 CFR 2540.100),or prohibited fundraising activity (see 45 CFR 2520.40-45).
The grantee must accurately and completely describe the activities to be performed by each member in a position description, to be provided to the Corporation on request. Programs should design out the year so there are enough service hour opportunities WITHIN YOUR PROGRAM DESIGN Dont forget to account for holidays and other time off, and the fact that lunch hours do not count Try to provide each member with sufficient opportunity to make up missed hours.
Member Recruitment
Create an outreach plan Inform similar programs about your need Post the position on free e-mail discussion lists and job boards Advertise the position in other media.
Member Recruitment
Sell your program and the service experience emphasize your program's strengths and accomplishments. Tap into your alumni and other volunteers for recruiting ideas and testimonials to use in outreach. Piggyback on existing community events or national service days, such as September 11 to get the word out about your program (Plan your own observance and/or event)
Member Recruitment
Use your existing network to identify and reach community leaders who can help you spread the word to different constituencies. This could include members of professional associations, religious leaders, local politicians and community activists. Enlist the help of local public relations/design firms or design students to create visually compelling material.
Member Recruitment
Posting Service Opportunities in eGrants, see page 12 in the eGrants manual on your training CD
http://www.nationalserviceresources.org/volunteermember-staff-management/recruitment http://www.americorps.gov/for_organizations/mem bers/index.asp
Citizenship Requirement p 35
a copy of at least one of these documents must be maintained in the members file. THIS IS EXTREMELY IMPORTANT! If proof of citizenship is not in the member file during an audit they can disallow the entire stipend and the Education Award. Your fiscal agent will have to pay back CNCS both the stipend and the Education Award (if drawn). Primary documentation of status as a U.S. citizen or national: A birth certificate showing that the individual was born in one of the 50 states, the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern Mariana Islands; A CURRENT United States passport; A report of birth abroad of a U.S. Citizen (FS240) issued by the State Department; A certificate of birth-foreign service (FS 545) issued by the State Department; A certification of report of birth (DS1350) issued by the State Department;
Citizenship Requirement
A certificate of naturalization (Form N550 or N570) issued by the Immigration and Naturalization Service; or A certificate of citizenship (Form N560 or N561) issued by the Immigration and Naturalization Service. Primary documentation of status as a lawful permanent resident alien of the United States: Permanent Resident Card, INS Form I551; Alien Registration Receipt Card, INS Form I551; A CURRENT passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence; or A Departure Record (INS Form I94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence.
Citizenship Requirement
I-9s and the I-9 process is NOT sufficient to prove citizenship Though it is needed to prove they are eligible for employment
Age 17 or above
Proof of Age AmeriCorps members must be at least 17 years of age to be able to serve (with a couple of exceptions for age 16). The document that satisfies the Citizenship Requirement should be able to provide an age of the individual and therefore prove their age. If a member is under 18 at the time of enrollment, they must get parental consent to serve. Your organization must solicit parental consent for the member to serve before the member begins their term of service. The parental consent form must be maintained in the AmeriCorps members file or incorporate it into your contract template (advised).
Background Checks p 38
Criminal Background Checks http://www.nationalserviceresources.org/criminal-history http://www.nationalservice.gov/for_organizations/manage/history _checks.asp Under the Serve America Act all grantees/subgrantees must conduct criminal history checks on participants in AmeriCorps programs. This includes anyone receiving a stipend and/or Education Award, AND employees who receive a salary (in whole or in part) under a Corporation grant (for more details who this applies to see Minimize Your Risk Through National Service Criminal History Checks in your Program Director Handbook. All AmeriCorps members must have a certain number of background checks without exception (see next slide)
Background Checks p 38
Background Check General Overview Potential members without recurring access to a vulnerable population must have a minimum of TWO checks: 1. the National Sex Offender Public Registry (NSOPR) Check website search; 2. and the CNCS approved repository State Criminal Registry Check (the Kansas Bureau of Investigation in Kansas). Potential members WITH recurring access to a vulnerable population must have a minimum of THREE checks:
Background Checks p 38
1. the NSOPR Check, 2. the CNCS approved repository State Criminal Registry Check, AND 3. the National FBI Fingerprint Background Check. An individual found to be on the National Sex Offender Public Registry (NSOPR), or having been convicted of murder, is ineligible to serve. Since the NSOPR is free and results are immediate the most efficient might be to run this check first. (Discuss NSOPR hits) Programs may adopt in writing, other disqualifying offenses (e.g., felony convictions, DUI convictions, etc).
Programs may establish in writing any additional requirements regarding eligibility for their program.
an individual, through
physical proximity or other means, including but not limited to, electronic or telephonic communication.
Fingerprint Process p 43
Programs must choose: I. Who will initiate the fingerprint background check Programs initiate the fingerprint background checks themselves for potential members or; ask potential members to initiate the fingerprint checks Note: The Kansas Bureau of Investigation web site states: there is a state law that prohibits your employer from requiring you to obtain your own CHRI. The employer should request your record directly from the Central Repository. (Question 17Q http://www.accesskansas.org/kbi/criminalhistory/faq.shtml ) Even though AmeriCorps members are not employees it is advisable at this point to make sure to ask (and by no means require) potential members to run their own checks) until this situation can be legally clarified.
Fingerprint Process p 43
II. What agency they will choose to run the fingerprints through a. the Kansas Bureau of Investigation (KBI); http://www.accesskansas.org/kbi/criminalhistory/index.shtml Turnaround time - KBI: Ms. Tammy Sisk, the KBI contact for this process, states it usually only takes a week from when they receive the fingerprint card to when they return the results to you. Results - Unless they are a government agency programs will only receive pass/fail response for the FBI fingerprint results. The criteria for fail, per Ms. Sisk, are murder and sex offense. If she is correct then the FBI fingerprint check response will not tell you if there has been a violent offense or other criminal offense you might consider to be unacceptable. However, the criteria meet the CNCS minimum standard.
Fingerprint Process p 43
If you combine your FBI Fingerprint Check with the KBI State Criminal Registry check you would also get the results from the KBI for the state check. The State check will say No Record or provide a rapsheet showing the adult convictions and records under 12 months old that have not yet gone to court. The FBI federal response will be a letter stating, meets criteria or does not meet criteria. Cost KBI: 50.00 for a combined FBI Fingerprint Check and State Criminal History Registry Check (quoted by Ms. Sisk for programs initiating requests for potential members). 35.00 for a fingerprint check alone per web site ; 20.00 for a name based check per web site. b. the Federal Bureau of Investigation (FBI); http://www.fbi.gov/about-us/cjis/background-checks Turnaround time - FBI: Ms. Sisk stated 6 weeks, though I have read it can take 8-12 weeks or longer Cost KBI: 18.00 c. a qualified vendor/agency.
Fingerprint Process p 43
Common Elements to Fingerprint Checks
The common elements to any process will be: Fingerprint Card: each potential member will need to have a fingerprint card. The FBI allows a user to download the form from their website. The KBI asks that the cards be requested directly from their office; Local Law Enforcement Agency: each potential member will need to go to a local law enforcement agency to have the fingerprints placed upon the appropriate fingerprint card (unless you obtain a vendor who provides this service). Note that either the program or potential member should contact the agency ahead of time to determine if they will perform this service (some will not) and if so the extra cost and schedule involved; Mailed In: the card and application form will need to be mailed in to the appropriate agency (KBI or FBI).
p 51
Step 3: Submit payment. Option 1: Obtain a money order or cashiers check for $18 U.S. dollars made payable to the Treasury of the United States. Please be sure to sign where required. Option 2: Pay by credit card using the Credit Card Payment Form : http://www.fbi.gov/about-us/cjis/background-checks/credit-card-payment-form . Dont forget to include the expiration date of the credit card that is being used. Important note: Cash, personal checks, or business checks WILL NOT be accepted. Payment must be for the exact amount. If the request is for a couple, family, etc., include $18 for each person. If the request is for multiple copies per person, include $18 for each copy requested Step 4: Review the FBI Identification Record Request Checklist: http://www.fbi.gov/about-us/cjis/background-checks/fbi-identification-recordrequest-checklist to ensure that they have included everything needed to process the request.
Member Orientation
Distribution of the Member Handbook and discussion of sections such as:
Rights and responsibilities (include a position description)
Drug Free Workplace Act, sexual harassment and other discrimination issues Grievance procedure Safety protocol Prohibited activities Rules of conduct Suspension and termination from service Making up missed service hours
Timesheets (signed by member and supervisor) Travel policies Expense reimbursement Benefits Living allowance Staff and member roles The objectives of the program and how to collect data for evaluation purposes Background information about the community or natural environment.
Member Development
Other Core Topics: Overview of national service and its history Civic Engagement / Community Involvement AmeriCorps Benefits Life After AmeriCorps ; Continued Service
Member Development
CPR/first aid disaster response personal goal setting appearance and presentation skills personal wellness / safety personal budget planning computer and Internet literacy resume writing
Show them a functional resume (versus chronological) so they can think about what they want on it.
They could create a file/journal all year long, where they record the activities that prove the skills/experience they will claim on resume
Member Development
Develop a year long training plan For samples, check out http://encorps.nationalserviceresources.org/index.php. Member Development Plan http://www.nationalserviceresources.org/practices/17460 Sample Member Development Plan http://www.wacampuscompact.org/retentionproject/form s/Member%20Development%20Plan.doc
AmeriCorps Week
AmeriCorps Week is March 10-18, 2012 All programs required to observe
http://americorpsweek.gov
Member Benefits
All full time members are entitled, if eligible, to receive the following benefits/coverage: Stipend (from your budget) Education Award (not from your budget) Health Insurance Coverage (from your budget) Child Care (not from your budget) Loan Forbearance Interest Accrual Payments (not from your budget) Workers Compensation / Liability Coverage* *Not an actual benefit but one or the other is required, and this is out of your budget. Less than full time members are entitled, if eligible, to an Education Award, Loan Forbearance, Interest Accrual Payments and Workers Compensation / Liability Coverage.
Stipend
AmeriCorps Programs must provide a minimum living allowance of 12,100 to all Full-Time AmeriCorps Members. (See NOFO Charts under Application and Nofo folder on CD. ) There is no minimum for less than full time members; programs have the option of providing living allowances to less than Full-Time members Stipends are not pay checks. They are purely meant to help the member to obtain necessities of daily life while serving (food/lodging). They are not tied to the number of hours in a stipend period. A member may serve 40 hours in a stipend period but would receive the same amount as a member that served 3 hours. Stipend periods are determined by the various programs. Programs should deduct for State and Federal taxes.
Education Award
Number of Education Awards You can earn up to the equivalent of 2 Full Time education awards (no matter what stream of service) over the course of up to 4 terms in AmeriCorps State and National. Recent legislative changes did not change the number of terms you may serve in VISTA (3 terms) or NCCC (2 terms).
Education Award p 28
Term of Service Full Time One-Year Half Time Two-Year Half Time Reduced Half Time Quarter Time Minimum Time Term of Service and Education Award Minimum # of Hours 1700 900 900 675 450 300 Education Award $5,550 $ 2,775 $ 2,775 $2,114 $1,468 $1,175
Education Award p 28
Members must fully complete term, not even 1 hour short The education award can be used to pay for attendance at a qualified (Title IV) institution for higher education and/or to repay qualified (Title IV) student loans for a period of up to seven years after the completion of service. The award is considered taxable income in the year(s) that it is used. The Trust will send a letter to them within 2 weeks of being exited from eGrants. The member can access the Education Award via My AmeriCorps. A paper process is possible but they need to contact the Trust. (See eGrants and My AmeriCorps Manual then My AmeriCorps for Members Value of Education Award may increase as Pell Grant increases for each year (linked to it by legislation)
Health Insurance p 28
Full time members must be offered this benefit and if accepted they should have health insurance coverage on the first day of their enrollment. If full time members elect not to accept coverage, they must have a signed wavier on file with the program. (There is a sample under Forms, Members on your training CD.) The sample actually is an acceptance/waiver form. It is a best practice to have every full time member complete a form such as this, even if they accept the health insurance. This simply clearly shows that it is your standard practice to offer the benefits to every full time member.
Further, proof of alternate insurance must be placed in their file with the waiver.
Health Insurance p 29
See Minimum coverage requirements page 29 No vendor is endorsed. Two commonly used are Aetna and AmeriCorps Benefits Health Plans Unlike VISTA State Commissions do not facilitate this process
Food Stamps
AmeriCorps State and National benefits are excluded from income for food stamp purposes. It CAN impact VISTA members, see page 34 of PD Handbook
Lowering Stipend
Members may give permission to lower their stipend if they wish in order to receive benefits such as SSDI if their stipend negatively impacts them. This must be signed statement with the understanding it is revocable.
Workers Compensation
Workers Compensation is an allowable cost to the grant. Programs in Kansas are not required by state law to provide Workmans Compensation; however, programs must have sufficient liability insurance to protect the organization, employees, and members. The Program must obtain either Workers Compensation OR Occupational Accidental Death and Dismemberment insurance coverage for members to cover in-service injury or incidents.
Prohibited Activities p. 22
PROHIBITED ACTIVITIES / RULES OF CONDUCT Note that we require they not only avoid doing these activities while they are actually on the clock but also avoid giving the appearance of performing these activities. This means whenever they happen to have on service gear, or when they publically identify themselves as an AmeriCorps member.
Prohibited Activities
While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in the following activities(see 45 CFR 2520.65): a. Attempting to influence legislation; b. Organizing or engaging in protests, petitions, boycotts, or strikes; c. Assisting, promoting, or deterring union organizing; d. Impairing existing contracts for services or collective bargaining agreements; e. Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office;
Prohibited Activities
f. Participating in, or endorsing, events or activities that are likely to include advocacy or or against political parties, political platforms, political candidates, proposed legislation, or elected officials; g. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization;
Prohibited Activities
h. Providing a direct benefit to i. A business organized for profit; ii. A labor union; iii. A partisan political organization; iv. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and v. An organization engaged in the religious activities described in paragraph (g) of this section, unless Corporation assistance is not used to support those religious activities;
Prohibited Activities
i. Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; j. Providing abortion services or referrals for receipt of such services; and k. Such other activities as the Corporation may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on nonAmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so.
Prohibited Activities
Also, an AmeriCorps State members service activities may not include: Raising funds for his or her living allowance; Raising funds for an organizations operating expenses or endowment; Writing grant applications for AmeriCorps funding or for any other funding provided by the Corporation for National and Community Service; or by any other federal agency.
Prohibited Activities
There are also several types of activities that members may not be assigned to, such as:
activities that pose a significant risk to their or other participants; assignments that displace or employees internships with for-profit businesses as part of the education and training component of the program
Prohibited Activities
Like other private citizens, they may participate in the above-listed activities on their own time, at their own expense, and at their own initiative. However, they may not wear their AmeriCorps t-shirt or other service gear in such instances. They are expected to maintain a code of conduct and professional behavior at all times. Violations of this expectation could result in early termination or suspension.
Member Handbook
Every program must have an AmeriCorps Member Handbook. In every program year programs shall submit a copy of their Member Handbook and a sample member contract to the Kansas Volunteer Commission for review before orientation takes place and before member contracts are signed. Further, a copy of the member orientation agenda and the completed sign-in sheet(s) must be submitted to the KVC on the due date for the FSR/APR that follows said orientation. This information must be supplied to the KVC office and also should be kept in each members file or separately with program administration files. See template on CD (and also a generic example)
Media Release
Media/Photo Release Members must sign a media/photo release form (or preferably include it in the Member Contract/Agreement) that will enable their pictures to be used in publications.
Time Sheets p 72
The subgrantee is required, at a minimum, to ensure that time and attendance recordkeeping is conducted by the individual who supervises the AmeriCorps member. This time and attendance record is used to document member eligibility for in-service and post-service benefits. Time and attendance records must be signed and dated both by the member and by an individual with oversight responsibilities for the member. Time and attendance records of members service. Service logs must: Note location of service performed Separate out and track time for direct service, training, and fundraising
Separate out lunch hours (lunch hours cannot be counted towards hours required for completion of the program) Be signed and dated in ink by both the AmeriCorps Member and their direct supervisor within a reasonable amount of time from the date of the service performed. Note: Service activities are not required to be written into the time sheet. However, program Directors and Site Supervisors are responsible for ensuring that all member service activities for which service hours are claimed are within the program design.
Time Sheets p 72
Time Sheets p 72
(NOT currently in Handbook) but now there must be an indication in the timesheet when members who dont have their background check results back yet are accompanied by a cleared program representative. It could be something as simple as acc next to the line.
Voting/Registration to Vote
AmeriCorps Members must be encouraged to register and vote by every AmeriCorps program. Most programs will allow time to do this. The Site Supervisor or Program Director will determine the appropriate length of absence.
Member Evaluations p. 74
Each Full time and Half Time AmeriCorps member is required to have at least a mid-term and end term performance evaluation; less than Half Time must have at least an End Term evaluation. This evaluation will be geared towards helping each AmeriCorps Member achieve personal and professional goals as well as affirm that they have: successfully completed assignments; met the general performance criteria established for the community and specific performance criteria established with his/her Site Supervisor; completed the required number of days and hours (must state the number of hours completed to date and how many hours the member has left to serve).
Member Evaluation p. 74
Mid-Term Performance Evaluations are not required for members who exit before the mid-point of their terms, but an End-of-Term Performance Evaluation must be completed for these members. Documentation must then be kept in the member file. See examples under Forms/Member on CD
Refills / Conversion p 76
Refill Policy Eligible programs that have fully enrolled their awarded member slots are allowed to replace any member who terminates service before completing 30% of his/her term. Programs may not refill the same slot more than once. Slot Conversions and Corrections As of November 13, 2006, the Corporation revised the slot conversion policy to allow programs to convert one fulltime position down to three quarter-time positions (but not 4 as this increases the MSY and Education Award since they are not divided evenly.). Thus, when converting a slot to one requiring fewer hours, the grantee is not limited to a one-for-one slot conversion, and may increase the number of members correspondingly.
Refills / Conversion p 76
Converting an Occupied/filled Slot
State Commissions and parent organizations may approve occasional changes of currently enrolled members to lesser-term slots. Impact on program quality should be factored into approval of requests. The Corporation will not cover health care or childcare costs for less than fulltime members. It is not allowed to transfer currently enrolled members to a lesser-term status simply to provide a pro-rated education award if the member would otherwise be released for cause. It is also not allowed to convert a slot to a lesser-term slot at the end of a members term of service in order to award a pro-rated education award when the member has not completed the hours required by their original term. Changing less than full-time members to a greater slot type is discouraged because it is very difficult to manage, unless done very early in the members term of service. State commissions and parent organizations may authorize or approve such changes so long as their current budget can accommodate such changes. Keep in mind that a members minimum 1700 hours must be completed within 12 months of the members original start date.
Member Files P. 78
Grievance p 82
AmeriCorps State programs must develop and distribute the Corporation-approved grievance procedures to all AmeriCorps members and staff supported by the AmeriCorps State grant award. It is imperative that programs be able to demonstrate that they have grievance procedures that resolve disputes concerning members suspension, dismissal, service evaluation or proposed service assignments, and that, as a participant of the program, he/she may file a grievance in accordance with the programs approved grievance policy. The Kansas Volunteer Commission requires this procedure to be included in the member contract. You must explain to your members the grievance procedures of your program and either have the contract include a line designating understanding of said procedures, or have a signed copy of the procedures themselves, acknowledging the members understanding of these procedures. Your grievance procedure must include a hearing and binding arbitration as explained below. Member grievance procedures must specify that remedies include the applicants selection or reinstatement and other changes in the terms and conditions of service.
Misc Policies
Employment at Host/Site Organization An individual employed by the host/site organization or at any project site, or having been employed there within the six months preceding enrollment are not eligible if they are expected to perform the same or similar duties as an AmeriCorps member. The practice of having an AmeriCorps member also be an employee at a host site is strongly discouraged by the KVC. If the program director feels that the duties are distinctly different from the AmeriCorps service activities they may contact the Kansas Volunteer Commission for permission; if approval is granted a statement delineating the responsibilities of the role of employee from the role of an AmeriCorps member must be placed in the members file. Employment / Education Outside of Program An AmeriCorps member is allowed to be employed at an outside job. They may also pursue an education while serving. However, employment or educational activities must not interfere with service requirements. A program has the right to not enroll a potential candidate if they feel that outside responsibilities will not realistically allow a candidate to serve a term. Programs may apply other restrictions.
Misc Policies
Tutoring Be aware that CNCS has specific educational requirements for members who tutor students. If your program is a tutoring program please obtain these requirements and make sure you comply. If you are not a true tutoring program it is best to use terminology such as mentoring. Documentation of Member Discipline In the event that you have disciplinary challenges with members, it is important to keep a paper trail of your challenges and corresponding attempts to correct the problems. All programs should have a policy on disciplinary action. Site Contracts All site supervisors must be trained in relationship to AmeriCorps and a Site Contract must be signed and kept on file. This need not be in the individual members file if more than one member is at that site. However, site contracts must be on file for all host sites and available for review.
Member Hours
Member hours tracked, recording service hours, training hours and fundraising hours. AmeriCorps State members must have 80% of their total service hours be direct service hours. Up to 20% may be training and indirect service hours; up to 10% of that 20% may be for acceptable fundraising activities. Also there is a 30% of term completed refill rule, and the 15% of term completed for pro-rated rule. And 3 month rule on filled slot conversion (normally)
Civic Engagement p 21
Civic Engagement The Kansas Volunteer Commission requires that all programs have a member development plan that includes Civic Engagement. Definition of Civic Engagement An individual is civically engaged when they influence society usually through some form of collective action. Voting and becoming knowledgeable about local, state and national government are traditional forms of civic engagement, however in its broader aspect civic engagement encompasses a deeper commitment of service to the local community and nation. The goal for an AmeriCorps program is to have a member leave their term with a desire to be a civic leader.
AmeriCorps Affiliation
AmeriCorps members are part of the national AmeriCorps program and the other programs of the Corporation for National and Community Service. All fiscal agents that host an AmeriCorps program must identify the program as an AmeriCorps program and eligible members as AmeriCorps members. This includes partnership agreements/MOUs with partner sites; said agreements must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided.
AmeriCorps Logo
AmeriCorps Logo Registered Service Mark The AmeriCorps Name and Logo are under a registered service mark of the Corporation for National and Community Service. The Corporation provides a camera-ready logo. Logos may be downloaded at www.nationalservice.gov/logos Altering Logo Prohibited The grantee may not alter the AmeriCorps logo. Theres an AmeriCorps Kansas logo on your training CD ; in high resolution TIFF format
AmeriCorps Logo
Must use the AmeriCorps name and logo on service gear public materials: stationery, application forms, recruitment brochures, on-line position posting or other recruitment strategies, orientation materials, member curriculum, signs, banners, press releases and publications related to their AmeriCorps program in accordance with Corporation requirements. To establish the relationship between the program and AmeriCorps, the grantee should use the phrase The AmeriCorps National Service Network or an AmeriCorps program, a proud member of the AmeriCorps national service network.
AmeriCorps Logo
Selling Materials with Logo ONLY by Permission The grantee must obtain the written permission of the Corporation before using the AmeriCorps name or logo on materials that will be sold, or permitting donors to use the AmeriCorps name or logo in promotional materials. The grantee may not use or display the AmeriCorps name or logo in connection with any prohibited activity.
AmeriCorps Publicity
Interviews by the media should always mention a member is an AmeriCorps member, part of a national service program hosted by you. All press releases and other public materials should note that the program is part of the AmeriCorps national service network.
Service Gear
The Kansas Volunteer Commission requires that members wear a piece of gear while serving. The gear can be anything that identifies the member as an AmeriCorps member (i.e. button, name tag with logo, tshirt or other apparel with logo, cap, etc.) Encouraged to choose something large enough to be seen by public.
AmeriCorps Gear
How can you tell this person is an AmeriCorps member and not an employee of the host agency?
AmeriCorps Gear
What is the benefit to the public knowing that there is an agency that hosts a national service program and and national service members are in their community?
See Page 8 in Program Directors Handbook for contact information KVC needs to confirm if it is still acceptable for local silkscreened shirts
Site Uniforms
Local Host Site Uniforms to the extent that you are identifying AmeriCorps on your local host site uniforms, the cost of printing, decals, or patches may be included in your budget request. The requirement that the grantee not use Corporation funds to purchase local program service gear was changed in 2007 to All member service gear purchased with federal funds is required to include the AmeriCorps logo.
Reporting
Due dates for all reports are issued at the beginning of the program year in the form of an AmeriCorps Kansas calendar. Reports completed by the due dates (or by approved extension deadline) are considered on time. Reports received after the due date and without an approved extension may delay the subgrantees next funding reimbursement and impact consideration of future funding.
Subgrantee Policies
POLICIES AND PROCEDURES Sub-grantees of the Kansas Volunteer Commission should have written policies and procedures. Policies and procedures must be applied consistently.
Subgrantee Policies
Examples: Procedure for monitoring member service sites Procedure for monitoring member service hours Policy to ensure that program abides by nepotism prohibitions Policy on pro-rating a disbursement for late starting or early exiting members See page 15 of PD Manual for other topics