2012-2013 CVN AmeriCorps Program Director Orientation

July 23, 2012

Welcome!Congratulations on your acceptance to the CVN AmeriCorps Education Awards program!

This training was created to give you an overview of the information you will find in your Program Director handbook. Please collect your copy now or download it from www.catholicvolunteernetwork.org.

* Significant changes or updates from last year’s training are highlighted in RED for your convenience.

So… what is AmeriCorps?

Click here >>

* Getting things done…CVN has partnered with the Corporation for National and Community Service (CNCS or “the Corporation”) to “get things done for America” as part of the National Service Movement.

The National and Community Trust Act (1993) created CNCS to bring together a range of domestic service programs including:

• AmeriCorps (including VISTA and NCCC)• Senior Corps • Learn & Serve America • Social Innovation Fund

CVN’s AmeriCorps program engages hundreds of Members in service throughout the country to address priority needs. Members who fill their service commitments can earn Education Awards to pay education costs at qualified institutions of higher education, to pay for educational training and to repay qualified students loans.

More at: www.nationalservice.gov

* CVN AmeriCorps Priorities

CVN AmeriCorps Members fulfill unique roles that add value to each individual site and community. In addition to regular volunteer opportunities, participating programs and sites offer AmeriCorps positions with distinct qualifications, activities, requirements, and benefits.

CVN places Members strategically to address community needs in:

• Education• Healthy Futures and• Economic Opportunity

Take a minute! (3:48 actually)

Click the photo (<<) to meetWendy Spencer, CEO of the Corporation for National and Community Service

http://youtu.be/HjfVTcyGsUcThis should open in a new window.

AmeriCorps Programs: cncs.govVolunteers In Service To America (VISTA)

• Indirect Service: Capacity building within nonprofit and community organizations

• Full time service for 12 months, Age 17 and older

National Civilian Community Corps (NCCC)• Work to complete projects within a specific region, but can

branch out in times of national crisis. • Residential, team-based program for individuals aged 18 – 24.

Full time service for 10 months.

State and National (CVN AmeriCorps is part of this branch)• Largest AmeriCorps program.• Direct Service. State and National AmeriCorps Members

address critical needs in the areas of education, public safety, health and the environment.

• Grantees include faith-based and community organizations, higher education institutions and public agencies.

* Program Structure

Federal funding comes from CNCS AmeriCorps to CVN. More than 60 CVN programs recruit and place 1,000+ Members in approved service positions across the country. CNCS also has Service Commissions in all 50 states.

Roles• (CNCS) CVN AmeriCorps receives its grant from CNCS. CVN

reports to a CNCS Program Officer. • CVN AmeriCorps Staff represent the primary AmeriCorps grantee

(CVN). They provide monitoring, technical assistance, training and oversight to sustain the quality and integrity of the program.

• The CVN AmeriCorps Program Director is the main liaison between CVN AmeriCorps and the AmeriCorps Member Programs. This individual is familiar with the AmeriCorps program and provides direct oversight and support for the Site Supervisor and AmeriCorps Member.

• Site Supervisors oversee the day-to-day service of AmeriCorps Members. They provide guidance, support and input into the quality of the Member’s service.

• AmeriCorps Members are participants in CVN programs who meet eligibility and screening criteria and commit to a term of service with AmeriCorps. Members are bound by AmeriCorps policies and have rights and responsibilities that are outlined in handbooks provided by CVN AmeriCorps.

Program Director Responsibilities1. Ensure compliance with CVN AmeriCorps and AmeriCorps

policies at the program and site levels.

2. Participate in (this) orientation with CVN AmeriCorps staff and in conference calls as requested.

3. Attend the CVN AmeriCorps Annual Training Meeting, Tuesday, November 13, 2012. (CVN AmeriCorps provides a travel stipend, depending on available funds)

4. Submit mid-year and final reports and data. Projected deadlines of late spring (mid-year) and early fall (final).

5. Engage and consult with State Service Commissions.

6. Attend to and respond to requests from CVN AmeriCorps staff.

7. Communicate any questions, concerns or incidents to CVN AmeriCorps staff.

*As part of the National Service Movement you are expected to:

Identify your affiliation with CVN AmeriCorps

Refer to AmeriCorps Members as “Members” – not volunteers, staff, interns or employees

Use the CVN AmeriCorps logo without alteration.

Display the CVN AmeriCorps or AmeriCorps logo at locations where Members are serving.

Refrain from wearing the logo or demonstrating this affiliation if/when engaging in any prohibited activities.

AmeriCorps Pledge: Please click to view

Participating in National Service CVN AmeriCorps expects Members and Programs to get involved in these National Days of Service, sponsored by CNCS:

9/11 Day of Remembrance and Service

Martin Luther King, Jr. Day

National Volunteer Week

National Youth Service Day

Join Hands Day

United We Serve

Make A Difference Day

Family Volunteer Day

AmeriCorps Week

CVN AmeriCorps requires programs to contact the State Service Commission(s) where their Members are placed.

State Service Commissions sponsor various celebrations, trainings, and offer networking activities for Members serving in their state.

For a list of state service commissions, please visit: http://www.nationalservice.gov/about/contact/state commission.asp

Meet the StaffKaryn Cassella, Program Coordinator

• BA & MA (Applied Sociology: Training & Education) from American University• Former AmeriCorps supervisor and Learn & Serve grantee with 20+ years

experience in volunteer management, corporate compliance, service –learning and program management in community based organizations and higher education

Ask Karyn about program compliance, reporting and grants management

Barbara Wheeler, Assistant Coordinator• Graduated from the University of Virginia• AmeriCorps Alum of Vincentian Service Corps (St. Louis, MO)

Ask Barbara about sites positions, State Service Commissions, BWBRS troubleshooting and problem enrollments & exits

Caitlin Baummer, Program Assistant• Graduated from the University of New Hampshire • AmeriCorps Alum of Bethlehem Farm (Alderson, WV) and Project SERVE

(Baltimore, MD)

Ask Caitlin about Member benefits, T-shirts, handbooks and forms, BWBRS, MyAmeriCorps and performance measures

“It’s not enough to be busy, so are the ants. The question is, what are we busy about?” 

– Henry David Thoreau

Outcomes and Performance Measures

* Service… to what end?In order to assess the effectiveness and impact of CVN AmeriCorps, Catholic Volunteer Network has established a set of performance measures which are reported to the CNCS each year.

Collecting and tracking performance measure data are part of the program requirements.

All programs will be expected to collect certain demographic information to illustrate the impact of your members.

Most, but not all, programs will have Members serving in roles that support our target outcomes. This is the “performance measures data” that we need to collect at mid-year and year-end – and more frequently if we are off-track!

Instructions and forms for reporting on Performance measures will be distributed at the CVN AmeriCorps Annual Meeting.

* Housing Placement ServicesAmeriCorps Priority: Economic Opportunity

Which positions are affected?Members who are in service roles where they provide referrals to clients in need of housing. Typical sites include homeless shelters, domestic violence hotlines, food banks, and immigrant service centers.

How do we count? Data should be gathered from client intake sheets, client sign-in sheets, and case assignments.

How do we report?Members serving in this area will keep track of individuals served through Service Accomplishment Logs, submitted via BWBRS monthly and approved by Program Directors.

Site Supervisors will need to complete the Service Site Impact Survey (available July 2012, due September 2012).

Program Directors will submit an annual report (available July 2012, due September 2012)

Mid-year Performance Measure data formats may change, expected to be available mid-March and due mid-April.

* Transitioning to housingAmeriCorps Priority: Economic Opportunity

Which positions are affected?Members who are in service roles where their activities support (directly or indirectly) transitioning individuals into permanent housing. Case managers, housing/referrals specialists and client advocates are most likely to report on this outcome.

How do we count? Data should be gathered from intakes, HMIS reporting, leases, etc.

How do we report?Members serving in this area will keep track of individuals served through Service Accomplishment Logs, submitted via BWBRS monthly and approved by Program Directors.

Site Supervisors will need to complete the Service Site Impact Survey (available July 2012, due September 2012).

Program Directors will submit an annual report (available July 2012, due September 2012)

Mid-year Performance Measure data formats may change, expected to be available mid-March and due mid-April.

* Improving academic performanceAmeriCorps Priority: Education

Which positions are affected?Members who are in service roles that support literacy and math skills for academically at-risk youth (K-12) where we can measure for “improvement” using pre/post assessments and/or on-time grade/course completion. Members serving as teachers and tutors or as counselors in some out-of-school time programs will report.

How do we count? Data will draw from program enrollments/completion, test scores, school records, pre/post assessments, etc. Details will be provided by CVN.

How do we report?Members serving in this area will keep track of individuals served through Service Accomplishment Logs, submitted via BWBRS monthly and approved by Program Directors.

Site Supervisors will need to complete the Service Site Impact Survey (available July 2012, due September 2012) and will need to review class/program rosters and confirm numbers of youth who demonstrate progress (in the aggregate, tools provided).

Program Directors will submit an annual report (available July 2012, due September 2012)

Mid-year Performance Measure data - reports will be due early/mid-April. Specific tools and instructions will be available at the National Meeting.

* Service Accomplishments Members report on the number of unique individuals served in education, healthy futures, and social services/economic opportunities. Without the service logs, we have no way to report on the impact of the service performed by AmeriCorps Members!

Program Directors are responsible for monitoring and approving service accomplishment monthly, ensuring that narratives do not include Member Prohibited Activities. Time logs won’t be approved until service accomplishments are submitted.

Service Accomplishment should document who was served by what activities/interventions and when. For example:

• “Completed second assessment for Peter. He gained 5 points in comprehension. Next month we will work with him in the Comprehension Skills Builder Workbook.”

• “Conducted four housing search workshops, attended by 43 people (total).”• “The week of August 6th, I completed intakes for my five families. The following week we identified

possible housing options. The third week, we prepared HPRP referrals for four of five families…”• “Met individually with 36 clients to complete intake packets this month.”

Regulations, policies and procedures.

As a subgrantee and a participant in the CVN AmeriCorps program, you have agreed to comply with CNCS and CVN AmeriCorps policies and procedures, outlined in your handbook.

The most current regulations include two sources. Bookmark now!

1. 1. Megasearch (for regs through 2010) http://www.americorps.gov/help/ac_sn_all/2010_Megasearch_Site.html

2. 2. The 2012 updates for grantees. http://www.americorps.gov/pdf/12_1109_americorps_pdat_disability_provisions.pdf

About Audits and the OIGThe National and Community Service Trust Act of 1993 created the

Office of Inspector General (OIG). The OIG conducts independent and objective audits and investigations of CNCS programs and operations to prevent and deter waste, fraud and abuse.

The OIG operates a Fraud Hotline to provide an opportunity for concerned citizens, program participants, employees of CNCS grant recipients, Volunteers, and others to report instances of fraud, waste, abuse of authority, and mismanagement.

OIG Hotline:• Phone: 1-800-452-8210• Email: hotline@cncsig.gov

CVN AmeriCorps was last audited by the OIG in 2008.

CVN Monitoring CVN program staff will use various methods to monitor for compliance, including (but not limited to):

• Review of enrollment/exit material• Verification of background clearance records• Quarterly reviews of time logs and spot reviews of service accomplishments• Desk audits of position descriptions• Reviews of program and service site web content• Surveys and review of collected data• Site visits

Programs found to be out of compliance with AmeriCorps and/or Catholic Volunteer Network program policies will be expected to establish and implement corrective action plans to address issues and adhere to deadlines in those plans.

Programs that fail to show progress may be put on probation first, and then CVN AmeriCorps may terminate the Program Agreement.

Programs may be held financially liable for some violations.

Programs that are terminated will not be eligible to apply to the CVN AmeriCorps until after one full grant cycle has passed.

Regs: Member Eligibility In order to be eligible to participate in AmerICorps, applicants must:

Be a U.S. citizen or U.S. national or a lawful permanent resident of the United States.

• Individuals who are in the United States under a student, work, or tourist visa are not eligible to become AmeriCorps Members.

Be at least 17 years of age, or at least 16 years of age if the Member is out of school (i.e., a dropout) and a participant in a youth corps or a program for certain disadvantaged individuals.

Have a high school diploma or equivalent, or agree to obtain one before using the education award.

Be engaged in allowable AmeriCorps service activities in the United States or U.S. territories only.

*Regs: Citizenship VerificationCNCS now screens Members for identity and citizenship verification. If one of your Members is selected, the following will happen:

1. Program Director will receive an email from CNCS forwarded by CVN AmeriCorps staff requesting faxed copy of documents to verify citizenship or identity

2. Program Director must fax a copy of one of the requested documents to CNCS. Follow all directions listed in the email.

3. Program Director must contact the CVN staff to confirm that the task has been completed.

Failure to comply within stated deadlines will result in disallowing member service hours.

Though a Member does not have to provide his/her Social Security Card at enrollment (only the number itself), a copy of the Social Security Card may be requested by CNCS for verification.

If the Member’s Social Security Card has been lost or stolen, the Member should apply for a new card with the Social Security Administration and retain the receipt for this request so that it can be retrieved in the event that such documentation is requested.

* Regs: Criminal History Checks All CVN AmeriCorps Members are required to complete a criminal history

check that includes a state registry check in the state from which the Member applied to AmeriCorps, a state registry check in the state the Member will serve in, an FBI fingerprint check and a NSOPR check.

The criminal history check MUST be initiated (or completed) on or before the Member’s start of service. Hours served before checks are initiated will be disallowed.

Until criminal history check results have cleared, an AmeriCorps Member may not have access to vulnerable populations without being accompanied by an authorized program representative who has been cleared by the placement site for such access.• Vulnerable populations include children under 18 years of age, persons aged 60 years

and older and persons with disabilities, as defined by the Rehabilitation Act.

Please refer to the 2012-2013 Program Director Handbook and webinar resources for new documentation procedures for and more information regarding criminal history check requirements.

View the hour-long webinar: https://vimeo.com/45991813  password: americorps

* Regs: Documenting the screeningProgram must be able to document the date of initiation and

completion for each individual check. • NSOPR check must be completed on or before the Member enrollment date. Print a

date-stamped copy of the screen shot/rap sheet, initial to show that you’ve reviewed results and file in the Member file. Enter date in BWBRS and enrollment form.

• FBI and State Background checks must be initiated on or before the Member enrollment date. Documenting that you initiate depends on the way you conduct your search. When you obtain results, you must document that you’ve reviewed them (sign or initial). Update completion dates in BWBRS.

While waiting for clearance results, Members with recurring contact with vulnerable populations must be accompanied in their direct service by someone who has satisfied the clearance requirements as determined by the service site. Accompaniment may be provided by a staff member, a parent, another volunteer, or even a Member who has satisfied requirements. Accompaniment MUST be documented. CVN AmeriCorps’ policy is that accompaniment should be noted using the comment box in the BWBRS monthly hour logs.

* Regs: Risks and ConsequencesIf using a third party vendor, the program must be able to verify that

vendor is in compliance with AmeriCorps regulations and provisions and must document that you have reviewed the results and determined that the Member is cleared to serve.

It’s not enough to show that you initiated- you must also show that you’ve reviewed results. If an audit shows non-compliance on member hours could be disallowed.

This slide show is NOT sufficient training in criminal history check procedures. Please review your handbook and the webinar to ensure that your policies and procedures are compliant.

* Member OrientationPlease use the CVN Member Orientation materials with your Members. In your orientation, please note:

Late or incomplete paperwork may result in a change of enrollment date and/or disallowed hours.

Enrollment forms are due to CVN within 15 calendar days of the AmeriCorps enrollment date (as on the Contract). Late submissions will result in changed enrollment dates.

Exits must also be received by CVN within 15 calendar days. Members who fail to address outstanding issues within stated deadlines at exit risk forfeiting their Education Awards.

Time logs and service accomplishments must be completed on-time each month or hours may not be credited.

You MUST review prohibited activities at Member Orientation.

Orientation must introduce Members to the national service movement and must reflect your affiliation with CVN AmeriCorps.

Regs: Allowable Activities Members may only count hours spent on allowable activities towards the AmeriCorps education award. Allowable activities include:

Direct Service: working directly with community members to address a need.

Training and Enrichment: T&E hours can include any orientation, on the job training, workshops, seminars, etc. that a Member attends during their term.

• Hours may not exceed 20% (averaged across Members in the program).

Members may also participate in capacity building activities that increase the efficiency and effectiveness of their placement site.

• However, CVN has a narrow interpretation of this and will generally not allow fundraising and positions that involve more administrative work than direct service.

Regs: Prohibited ActivitiesWhile 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:

1.Attempting to influence legislation;

2.Organizing or engaging in protests, petitions, boycotts, or strikes;

3.Assisting, promoting, or deterring union organization;

4.Impairing existing contracts for services or collective bargaining agreements;

5.Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office;

6.Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials;

7.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;

Regs: Prohibited Activities8. 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;

9. Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive;

10. Providing abortion services or referrals for receipt of such services; and

11. Such other activities as the corporation may prohibit.

Regs: Prohibited ActivitiesB. 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 non-AmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so.

C. The Member is expected to, at all times while acting in an official capacity as an AmeriCorps Member:

1. Demonstrate mutual respect towards others.

2. Follow directions.

3. Direct concerns, problems, and suggestions to your Site Supervisor, Program Director, or to CVN AmeriCorps.

MORE>>

Regs: Prohibited ActivitiesThe Member understands that the following acts also constitute a violation of the AmeriCorps rules of conduct:

1. Unauthorized tardiness.

2. Unauthorized absences.

3. Repeated or gross violation of professional norms and standards of conduct.

4. Repeated use of inappropriate language (i.e. profanity) at a service site.

5. Failure to wear appropriate clothing to service assignments.

6. Stealing or lying.

7. **Engaging in any activity that may physically or emotionally damage other Members of the program or people in the community.

8. **Unlawful manufacture, distribution, dispensation, possession or use of any controlled substance or illegal drugs during the term of service.

9. **Consuming alcoholic beverages during the performance of service activities.

10. **Being under the influence of alcohol or any illegal drugs during the performance of service activities.

11. **Failing to notify the Program/CVN AmeriCorps of any criminal arrest or conviction that occurs during the term of service.

** May result in immediate dismissal.

Regs: Prohibited ActivitiesAmeriCorps Members may participate in religious

activities, fundraising, lobbying, political, or advocacy activities as private citizens, as long as it is done on their own time, at their own expense, and at their own initiative.

Members may not wear AmeriCorps service gear or represent themselves as AmeriCorps Members in such

instances.

Prohibited Activities

A video demonstration created by AmeriCorps WV. (This is not an official AmeriCorps training video, and the examples presented here do not represent the views of CVN.

http://youtu.be/6_zCDBD1xj4This should open in a new window.

Eligibility for the Ed. Award

To be eligible for the Education Award, Members must successfully complete the program. This means:

1.The Member has met the requirements of their Volunteer Program as well as the requirements for CVN AmeriCorps.

2.The Member has turned in ALL Forms, hour logs and service accomplishments complete and on time.

3.The Member has met the minimum hour requirement.

Term of Service: 3 typesCVN AmeriCorps offers three types of AmeriCorps service term:

• Full Time (1700 hours, for up to 12 months)• Part Time (900 hours, for up to 12 months)• Minimum Time (300 hours, for up to 12 months)

As an Education Award program, CVN AmeriCorps does not offer a Corporation funded living stipend for AmeriCorps Members.

Volunteer Programs may offer additional benefits that are not funded through the CVN AmeriCorps.

Please note that there are maximum living allowance amounts for Members, as follows:• $24,200 for Full Time• $12,800 for Part Time• $4,300 for Minimum Time

Changing service termsIt is important to understand that once a Member has enrolled in AmeriCorps, they are locked in to the minimum hour requirement for their designated term of service.

However, based on slot availability, a Member may be able to change their term of service if a compelling circumstance beyond the Member’s control necessitates a change.

If a Member must change their term, a request form must be submitted to CVN AmeriCorps within 90 days of the Member start date. Requests cannot be accepted after the 90 day window has closed.

CVN AmeriCorps will not approve requests simply to provide less than a full-time hour commitment.

Please refer to the Program Director Handbook for more detailed information.

Member SuspensionMembers may be suspended by the Volunteer Program or CVN

AmeriCorps for disciplinary reasons, but also for temporary illness or injury that prevents them from serving.

While a Member is suspended, no hours may be credited, but if a Member has been suspended for compelling reasons, the time needed to complete service will be extended after the Member is reinstated.

If suspension is necessary, the Program Director must submit a Suspension Request Form to CVN AmeriCorps.

Please refer to the Program Director Handbook for more detailed information.

Early ExitsA Member may exit due to Compelling Personal Circumstances if the following requirements are met:

• The Member has completed at least 15% of the minimum hour requirement for their term.

• The Member is exiting due to a situation that is beyond their control.

• The Member has served satisfactorily.

If a CPC exit is approved, the Member may qualify to receive a partial education award, based on the number of hours served.

A Member may also be released for cause.• Release for Cause is when a Member is exited early from their

program for any reason other than compelling personal circumstances.

• Members will not receive any portion of the education award.

Please refer to the 2012-2013 CVN AmeriCorps Program Director Handbook for more specific information regarding these policies.

Guidance on Member DismissalBe clear about the expectations and requirements of the program.

Review the policies in place for documenting disciplinary actions, or establish a policy if you do not have one.

Give the Member the opportunity to respond to or to correct action/behavior, and be clear about the consequences if there is no change.

Review or develop a process for evaluating a Member’s poor performance.

Document any incident as soon as it occurs.

Grievance ProceduresIn case of grievance, CVN AmeriCorps encourages embers to first

make use of the Volunteer Program’s conflict resolution process.

A Member may, however, file a grievance with CVN AmeriCorps at any time.

Specific information regarding CVN AmeriCorps’ grievance procedure can be find in the 2012- 2013 CVN AmeriCorps Program Director Handbook.

We know that conflicts can be difficult and stressful for all involved. It is especially important that you use the grievance procedures that CVN and your program have established. Deviations weaken policies and procedures. Consider reviewing these policies before your periodic site visits, mid-year evaluations and scheduled retreats.

* What’s in a Member file?Member files in the program office must contain:Member Application

All Enrollment Paperwork (copy, originals to CVN)

Proof of Citizenship or Allowable Legal Status document

Proof of GED or H.S. diploma

All Criminal Background Check Documentation• Both States• FBI Criminal History Check• NSOPR Check

Site Supervisor Contract

Service Site Description Form (as approved by CVN)

BWBRS Position Description

All Exit Paperwork (copy, originals to CVN)

Mid-Term and End-Term Evaluations (copy, originals to CVN)

Change of Status/ Early Release Form (where applicable)

Documentation of Personal/Compelling Circumstance (where applicable)

Proof of Healthcare Enrollment (Full-Time Member’s only)

Service PositionsPrograms are required to review Position Descriptions before they are

submitted to CVN AmeriCorps. Positions MUST be submitted using a complete “Service Description Form.”

The CVN AmeriCorps approved Position Description on the Service Site Description Form is considered part of the Member Service Contract. The Member must fill in the name of their position and service site in part IV.B. of the Member Service Contract. A copy of the Service Site Description Form and Position Description must be kept in the Member’s file.

Only AmeriCorps Eligible activities should be included in the Member Position Description. Positions must comply with the non-displacement, non-duplication policy.

CVN AmeriCorps staff members have the authority to suspend service or deny credit for hours if a position is deemed ineligible.

Non-duplication, non-displacementMember Positions are required to abide by the Non- supplementation, non-duplication and non-displacement policy.

This policy stipulates that AmeriCorps Member positions cannot displace, replace, supplant, or duplicate current staff or volunteer responsibilities.

• Tasks must be unique to the Member’s role. “Assisting” other employees or volunteers in completing their employee responsibilities would violate this policy.

• Member cannot be assigned to roles that are held by other volunteers. If a Member is to perform similar tasks, the Member’s description must feature additional/unique tasks. (Ie, When there are other tutors, the Member has to do more than just tutor – the Member can coordinate the tutors, compile assessment data, develop curriculum, etc.)

• Members MAY serve in professional roles when we can demonstrate need

If a AmeriCorps Member position is found to be in violation of this policy at any point the Member will be removed from service until an appropriate placement is found or the Member is exited due to noncompliance.

*Site SupervisorsThe Site Supervisor is the AmeriCorps Member’s immediate

supervisor, someone who is on-site and can verify the record of hours served.

Provides direct supervision and support to the Member at the Service Site.

The Site Supervisor is responsible for monitoring, verifying and maintaining a record of Member’s service hours.

*Site Supervisor Change or Absence

Site Supervisor Absence: If a Site Supervisor will be temporarily** unavailable to sign hour logs within the 30 day deadline, the Site Supervisor must leave a note in the comment box clarifying the late approval. (Example: “Site Supervisor signature was late because he/she was absent due to family emergency”)• **Meaning that the Site Supervisor will be unavailable for less than 30 days. If

the Site Supervisor is absent for more than 30 days, a new Site Supervisor must be designated.

Change in Site Supervisor: A Member may need to change Site Supervisors during their term of service. If this happens, the new Site Supervisor must notify the AmeriCorps Program Director to complete Site Supervisor Orientation and a new Site Supervisor contract. The Program Director must contact the CVN AmeriCorps Office to designate a new Site Supervisor within 30 days.

*Verifying Hours• All CVN AmeriCorps Programs are required to use BWBRS to

report Hour Logs and Service Accomplishments. • Time Logs must be submitted for each month a Member is actively

serving in AmeriCorps. • Service Accomplishments should be used to track the number of

unique individuals served. • Logs must be approved within 30 days of the last day of the month.

Please refer to the CVN AmeriCorps Calendar for specific due dates.

• It is the responsibility of the Site Supervisor to verify hours served at the Placement Site and it is the responsibility of the Program Director to review logs to ensure that they are properly documented.

• Hour logs must be signed and dated by both the Member and the Site Supervisor before the Program Director can sign.

• The Program Director is not allowed to sign on behalf of the Site Supervisor.

*Change in Service Site or Position

A Member may change services sites during their term of service. In order for the Member to continue to log hours and receive his/her education award, the following must happen prior to the change:

1.Program director must collect for program files and signed original contract.

2.Develop Service Site and Position Description

3.Send New Service Site Description Form and Position Description to CVN AmeriCorps office for approval

4.Once CVN AmeriCorps has approved New Service Site Description Form and Position Description, enter the New Position Description into BWBRS

5.Complete Site Supervisor Orientation and obtain Signed Site Supervisor Contract if there is a new Site Supervisor

6.Have Member complete a new Member Service Contract with the New Service Site and Position Description named on Page 2

7.Send original of new Member Service Contract to CVN AmeriCorps

8.Member begins in serving and logging hours in new Position

*If the new Service Site and/or Position Description do not comply with AmeriCorps policy and requirements, Member may not be eligible to log hours and receive his/her Education Award.

*Info for Forms• If there is a form for it, it is required. Failure to submit required paperwork may result in

suspension and/or loss of the education award. • All paperwork submitted must be a signed, dated, original document. Photocopies and

documents missing signatures and/or dates will not be processed. • Do not use whiteout to make corrections. Simply initial any changes made. • CVN AmeriCorps must receive enrollment forms within 15 calendar days of Member

AmeriCorps enrollment date, as stated in Member Service Contract. Late enrollment packets will result in a delayed enrollment date.

• CVN AmeriCorps must receive exit forms within 15 calendar days of Members’ last date of service. Late exit packets may result in the loss of the education award.

• You must keep a copy of one of the documents required to verify citizenship or permanent residency (see Eligibility Verification Form).

• You must keep a copy of Member’s government-issued photo ID. This is required for the criminal history check form. A government-issued photo ID may be a passport, drivers’ license or state ID.

• Member Service Contracts must be signed on or before the AmeriCorps enrollment date. Otherwise Member’s enrollment date will be changed.

• Time logs must be signed by the Member, Site Supervisor and Program Director within the 30 days. If time logs are signed late, the Member or program must leave a comment on BWBRS to verify the reason.

• Service Accomplishment Logs must be filled out every month or your hours will not be credited

Resources

Catholic Volunteer Network WebsiteCatholicvolunteernetwork.org

AmeriCorps WebsiteAmericorps.gov

CVN Webinars on Vimeohttp://vimeo.com/user4756061/videos

AmeriCorps Alumshttp://www.americorpsalums.org

Social Media

More ResourcesThe AmeriCorps website offers information, tools and

resources regarding national service: www.americorps.gov

AmeriCorps Connect facilitates easier access to the various AmeriCorps initiatives: www.americorpsconnect.org

The National Service Resource Center provides training templates, courses and publications to help programs manage an AmeriCorps project: www.nationalserviceresources.org

Programs can find AmeriCorps promotional materials here: pubs.nationalservice.gov and AmeriCorps Gear here: www.nationalservicegear.com

The National Service Inclusion Project provides resources and assistance on topics related to the inclusion of individuals with disabilities: www.serviceandinclusion.org

Contact

Catholic Volunteer Network AmeriCorps

6930 Carroll Ave., Suite 820

Takoma Park, MD 20912

Toll Free: 1-800-543-5046

General Email: CVNAmeriCorps@catholicvolunteernetwork.org

 

Karyn Cassella, CVN AmeriCorps Coordinator, ext. 17

kcassella@catholicvolunteernetwork.org

 

Barbara Wheeler, CVN AmeriCorps Assistant Coordinator, ext. 20

bwheeler@catholicvolunteernetwork.org

 

Caitlin Baummer, CVN AmeriCorps Program Assistant, ext. 23

cbaummer@catholicvolunteernetwork.org