2012-2013 Site Supervisor Orientation

July 23, 2012

Catholic Volunteer Network AmeriCorps Education Awards Program

WelcomeThank you so much for your participation in the Catholic Volunteer Network AmeriCorps Education Awards Program!

This training was created to give you an overview of the information that you will find in the 2012-2013 Site Supervisor Handbook.

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

So… what is AmeriCorps?

Click here >>

Getting Things DoneCVN 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

AmeriCorps Goals• Getting Things Done- Above all, AmeriCorps helps communities meet

their education, public safety, human or environmental needs through service. Every AmeriCorps program becomes a powerful model for communities to apply in all of their problem-solving.

• Strengthening Communities- While we rightly celebrate the ways we differ, we also need to remember the values we share. AmeriCorps unites individuals from all different backgrounds and institutions of all different kinds in the common effort to improve our communities.

• Encouraging Responsibility- AmeriCorps encourages Members to explore and exercise their responsibilities to their communities, their families, and themselves in their service experience and throughout their lives.

• Expanding Opportunity- AmeriCorps helps those who help America. AmeriCorps Members receive awards to further their education or pay back their student loans as well as invaluable job experience, specialized training, and life skills.

Catholic Volunteer Network

Founded in 1963, Catholic Volunteer Network (CVN) is a national membership organization of Christian volunteer

and mission programs that fosters and promotes full-time national and international service opportunities for people of all backgrounds, ages and skills. The Network supports

and enhances the work of its membership by providing training and resources, networking opportunities, and national advocacy. CVN currently supports nearly 200

member programs and more than 19,000 volunteers and lay missioners per year. Our volunteers serve in all 50

states and 112 countries across the globe.

Visit us at www.catholicvolunteernetwork.org

*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 AmeriCorps focuses on areas of:• 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• Volunteers In Service To America (VISTA)

• Indirect Service• Age 17 and older• Capacity building within nonprofit and community organizations• Full time service for 12 months

• National Civilian Community Corps (NCCC)• Residential, team-based program for individuals aged 18 – 24.• Work to complete projects within a specific region, but can branch out in times of

national crisis. • Full time service for 10 months.

• State and National (CVN AmeriCorps is part of this branch)• Largest AmeriCorps program.• Provides grants to local and national agencies, which allow programs to recruit, train

and place AmeriCorps Members.• Grantees include faith-based and community organizations, higher education

institutions and public agencies.• State and National AmeriCorps Members address critical needs in the areas of

education, public safety, health and the environment.• Direct Service.

AmeriCorps Terms• Members: individuals who participate in AmeriCorps are referred to as

“Members” rather than volunteers, staff, workers, participants or employees.

• Volunteer Program: A Catholic Volunteer Network Member program that participates in the AmeriCorps Education Awards Program.

• Service, Serve: Members serve, or provide service, in their AmeriCorps assignments; they do not “work”.

• The Corporation (CNCS): The Corporation for National and Community Service is a department of the federal government that was created to expand service opportunities for Americans. AmeriCorps is one of three major programs governed by the CNCS.

• National Service: this term refers to any of the programs affiliated with CNCS; in addition to AmeriCorps, national service programs include Learn and Serve America, AmeriCorps VISTA, NCCC and Senior Corps.

• Direct Service: refers to time spent working directly with individuals (clients, beneficiaries, communities) to create change in the area of education, health, housing or human needs.

• Training and Enrichment: or indirect service refers to time spent in training or reflection that supports your direct service. This includes AmeriCorps orientation, seminars, workshops pertaining to issues that relate to your direct service.

National Days of ServiceNational Days of Service are wonderful opportunities for CVN AmeriCorps Members to connect

and share experiences with other AmeriCorps Members and Programs. CVN AmeriCorps strongly encourages our Members 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

 

There are also other activities, such as State AmeriCorps Kickoffs and Member trainings sponsored by the State Service Commissions that are open (and free) to all AmeriCorps Members

in each state. Ask your AmeriCorps Program Director for more information on these events.

Please refer to your handbook for specific dates. For more information on individual days and events, visit our website: https://catholicvolunteernetwork.org/national-days-service

CVN AmeriCorps Roles• The Corporation for National and Community Service (CNCS) supports a

wide range of national service programs and initiatives that improve lives, strengthen communities and foster civic engagement and volunteerism. CVN AmeriCorps receives its grant from CNCS.

• 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 AmeriCorps Program Director is the main liaison between CVN AmeriCorps and the AmeriCorps Member Program. 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 eligible volunteers serving with CVN AmeriCorps Member Programs who have enrolled in AmeriCorps. Members are bound by AmeriCorps policies and have rights and responsibilities that are outlined in handbooks provided by CVN AmeriCorps.

Meet the Staff

• Karyn Cassella, Program Coordinator• Worked at American University and numerous DC area

social services agencies

• Former CVN AmeriCorps Site Supervisor

• Barbara Wheeler, Assistant Coordinator• Graduated from the University of Virginia

• AmeriCorps Alum of Vincentian Service Corps

• Caitlin Baummer, Program Assistant• Graduated from the University of New Hampshire

• AmeriCorps Alum of Bethlehem Farm and Project SERVE

Site Supervisors

• The 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.

Service Site Benefits

• By joining the AmeriCorps family and meeting the obligations of AmeriCorps service, members serving with your program are eligible to receive an AmeriCorps Education Award to alleviate education related costs.

• CVN AmeriCorps Placement Sites join a vast network of AmeriCorps programs throughout the country.

• Training, technical assistance and service related resources are provided by CVN AmeriCorps and the Corporation for National and Community Service.

Service Site Responsibilities

• Placement Sites are required to designate a Site Supervisor to oversee the day-to-day activities of the CVN AmeriCorps Member.

• Placement sites must provide a work area for the AmeriCorps Member that includes necessary office equipment and supplies.

• Placement Sites must provide Members with relevant site- specific trainings.

• Placement sites will provide meaningful service and Member development opportunities.

• Placement site will provide CVN AmeriCorps Member with appropriate leadership opportunities that will enhance their professional development and civic responsibility.

• Service Sites must display an AmeriCorps poster in their offices or facilities and foster a sense of AmeriCorps identity in your Member.

Service Site RequirementsAs a program receiving federal financial benefits, all programs, service sites, organizations and individuals participating in AmeriCorps must abide by the following policies:•Non-Discrimination, Non-Harassment and Non- Duplication Policy•Reasonable Accommodation•Drug-Free Workplace Policy•Liability Insurance

Copies of these policies are included in the 2011-2012 CVN AmeriCorps Site Supervisor Handbook.

Policies and Procedures

CNCS Regulations and Provisions describe the terms and conditions that govern the CVN AmeriCorps grant and sub-grantees. These regulations establish the minimum requirements for all aspects of the program. Catholic Volunteer Network, AmeriCorps programs are bound by the requirements of the grant and must ensure full compliance with the regulations, provisions and CNCS policies.

About Audits and the OIG• The 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.

Member Eligibility

• 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.

Eligibility for the Education 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 types• CVN 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

National Service 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, a FBI fingerprint check and a NSOPR check.

• 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.

• 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.

• The criminal history check is to be completed by the Volunteer Program.

Allowable Member ActivitiesMembers may only count hours spent on allowable activities towards the AmeriCorps education award. Allowable activities include:

•Direct Service: refers to time spent working directly with individuals (clients, beneficiaries, communities) to create change in the area of education, health, housing or human needs.

•Training and Enrichment: or indirect service refers to time spent in training or reflection that supports your direct service. This includes AmeriCorps orientation, seminars, workshops pertaining to issues that relate to your direct service.

• Hours may not exceed 20% of total hours logged.

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.

Prohibited Member 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;

Prohibited Member 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.

Prohibited Member 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.

D. The 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.

Prohibited Member Activities

• AmeriCorps 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.

Non-discrimination, Non-harassment Policy

It is against the law for organizations that receive federal financial assistance from the Corporation for National and Community Service to discriminate on the basis of race, color,

national origin, disability, sex, age, political affiliation, or, in most cases, religion. It is also unlawful to retaliate against any person who, or organization that, files a complaint about such

discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have

been discriminated against, or if you want more information, contact:

CVN AmeriCorps Education Awards Program

6930 Carroll Avenue, Suite 820

Takoma Park, MD 20912

1-800-543-5046 (ask to speak to CVN AmeriCorps Staff)

Or

Office of Civil Right and Inclusiveness

Corporation for National and Community Service

1201 New York Avenue, NW

Washington, D.C. 20525

(202) 606-7503 (voice); (202) 606-2799 (TTY)

(202) 606-3465 (FAX); eo@cns.gov

Non-displacement, Non-duplication PolicyMember 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.)

•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.

Approved AmeriCorps Positions

• Programs are required to review Position Descriptions before they are submitted to CVN AmeriCorps. Positions MUST be submitted using a complete “Service Description Form.”

• Only AmeriCorps Eligible activities are included in the Member Position Description on the Service Site Description Form. Members are responsible for adhering to their Position Description while logging hours toward their Education Award.

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

*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. • Logs must be approved within the stated guidelines as provided by

your Program Director.• 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

•If a Member needs to change Service Site, notify the AmeriCorps Program Director. A new Service Site Description Form and Site Supervisor contract may be necessary.

•If a Member needs to change positions, notify the AmeriCorps Program Director. A new Position Description must be submitted.

*Site Supervisor Change or Absence

• Site Supervisor Absence: If a Site Supervisor anticipates one or more absences that are less than 30 days in legnth that would prevent him/her from signing member Hours on tome, sites may request to designate an additional or alternate signer. This person must be on-site and able to verify the record of hours served. If you would like to designate an additional signer, contact your Americorps Program Director.

• Change in Site Supervisor: A Member may change Site Supervisors during their term of service. If this happens, the new site Supervisor must notify the AmeriCorps Program Director to complete a new Site Supervisor contract must be sent to CVN AmeriCorps within 30 days of the change.

Early Exits• A 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 Member Handbook for more specific information regarding these policies.

Member Suspension• Members 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.

Grievance Procedures• In 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.

Info for Forms• 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.

• Time logs must be signed by the Member, Site Supervisor and Program Director within the 30 days. If a signature is late, the individual must leave a comment on BWBRS to clarify the reason for the late approval.

AmeriCorps Pledge

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.

Faced with conflict,

I will seek common ground.

Faced with adversity,

I will persevere.

I will carry this commitment

with me this year and beyond.

I am an AmeriCorps member,

and I will get things done.

Resources

• Catholic Volunteer Network Website• Catholicvolunteernetwork.org

• AmeriCorps Website• Americorps.gov

• CVN Webinars on Vimeo• http://vimeo.com/user4756061/videos

• AmeriCorps Alums• http://www.americorpsalums.org

• Social Media

Contact Catholic Volunteer Network AmeriCorps

6930 Carroll Ave., Suite 820

Takoma Park, MD 20912

Toll Free: 1-800-543-5046

Website: https://www.catholicvolunteernetwork.org/americorps/

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

Position Compliance, eGrants, BWBRS

 

Caitlin Baummer, CVN AmeriCorps Program Assistant, ext. 23

cbaummer@catholicvolunteernetwork.org

Member Training and Benefits, Paperwork, BWBRS