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