Congratulations on hosting a NATIONAL SERVICE program!

AmeriCorps Program Director OrientationMarch 9, 2012

National Service

• What is national service?

• How does your program fit into national service?

What is AmeriCorps? What is AmeriCorps?

• It is the

• “DOMESTIC Peace Corps”

Peace CorpsThe 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 hostingan AmeriCorps “State” program which serves within the the boundaries of thestate of Kansas.

History of National Service - CCC• One example of national

service is the Civilian Conservation Corps (CCC) which was created in the 1930’s to provide opportunities for millions of young people to serve 6 to 18 months to help restore the nation's parks, revitalize the economy, and support their families and themselves.

CCC workers constructing road, 1933

Source: Franklin D. Roosevelet Library and Museum; Wikipedia

History of National Service – Senior Corps

• Another example can be found in the 1960’s when older Americans were engaged in a range of service activities through the

• Retired and Senior Volunteer Program (RSVP),

• the Foster Grandparent Program, and • the Senior Companion Program • (which together are known today as

Senior Corps).

History of National Service

• In 1964 Lyndon B. Johnson wanted to do what he could to address the problem of poverty in America and established

• Volunteers in Service to America (VISTA),

• a National Teacher Corps, the Job Corps,

• and University Year of Action.

History of National Service• In 1990 President Bush signed the

National and Community Service Act of 1990 into law which authorized among other things, grants to schools to support service-learning through Serve America (now known as Learn and Serve America).

• And in 1992 a bipartisan group of Senators drafted legislation to create the National Civilian Community Corps as a way to explore how to use post-Cold War military resources to help solve problems here at home.

History of National Service

• There are many examples of national service organizations and initiatives, but all serve to point out the goal of “getting things done” for our fellow American citizens, our community, and our nation. Your MEMBERs perform this service!

• It can take a while for people to understand your MEMBERs unique role of national service as opposed to being employees of a host agency.

The Language of National ServiceInstead of: Use:Hire Enroll (discuss)Job Service

Paycheck Living AllowancePay Period Disbursement PeriodSalary Living AllowanceWage Living AllowanceVolunteer Member Employee Member Worker Member Work Serve Work Site Service SiteJob Site Service Site

Terminology• Applicant

An applicant is an individual who has applied to participate in an AmeriCorps program but is not an enrolled AmeriCorps member.

• BeneficiariesProgram beneficiaries are the general population served by a program’s AmeriCorps members during the course of their service term.

• Education AwardThe 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 stipends—not salaries or wages

Do not give the impression that they are entitled to a full year’s 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 TermA 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.

The Language of National Service

AMERICORPSPronounced

AH-MARE-I-CORENOT

AMERI-CORPSE

Quiz – Which term should you use in relationship to AmeriCorps members?

• Hire or Enroll?• Work or Service?• Workers/employees or

members?• Volunteer or member?

Formation of AmeriCorps

So how did AmeriCorps take on

its current form?

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.

• 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

Formation of AmeriCorps• As a part of this organizing effort governor-

appointed 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

History of National Service

•Helpful Links:

National Service Timeline: http://www.americorps.gov/about/ac/history_timeline.asp

History and Legislation: http://www.americorps.gov/about/ac/history.asp

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

• The Host Agency (YOU)

• The Service Site (If different than you; you contract with them)

• The AmeriCorps National Service State Members

• There are ELEVEN AmeriCorps State programs with members in Kansas.

Kansas Volunteer Commission• Kansas Volunteer Commission (AmeriCorps State programs ; Kansas

Mentors)Kansas State Dept of Educationhttp://www.kanserve.org or http://www.ksde.org/Default.aspx?tabid=4527 Facebook Page: http://www.facebook.com/pages/Kansas-Volunteer-Commission/41671404083?ref=ts

120 SE 10th AvenueTopeka, KS 66612phone: (785)368.6207 FAX: (785)368.6284Executive Director: Shelby Hoytal, shoytal@ksde.org Kansas Mentors Director Nicolette Geisler, ngeisler@ksde.orgAmeriCorps Program Officer Jonathan Loppnow, jloppnow@ksde.org Administrative Asst: Amanda Noll, anoll@ksde.org

Kansas Missouri CNCS State Office• Kansas/Missouri CNCS State Office (VISTA ; Senior Corps programs)

Facebook Page: http://www.facebook.com/pages/CNCS-Kansas-and-Missouri/161530337202711 State Director: Michael Laverty, MLaverty@cns.govState Program Specialist : Josh Lyman, JLyman@cns.gov State Program Specialist: Kirstie Nator, KNator@cns.gov State Program Specialist: Patti Stangel, pstangel@cns.gov State Program Specialist: Brittany Stiffler, bstiffler@cns.gov

Missouri Office Kansas Office2345 Grand Blvd 120 SE 6th Street Suite 650 Townsite III, Suite 255 Kansas City, MO 64108 Topeka, KS 66602 phone: (816) 426-2081 phone: (785) 234-0498fax: (816) 426-2082 fax: (785) 234-2129mo@cns.gov ks@cns.gov

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 Year’s (MSY’s 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 sub-

grantees 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 National Service AmeriCorps State Members - Overview

• The Host Agency recruits, trains and enrolls AmeriCorps national service members, and places them at their sites.

• Members contract with the host agency for a required number of hours of service (1700 for full time) in period of time not to exceed 12 months.

• Every hour must be fulfilled.

The National Service AmeriCorps State Members - Overview

• 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 Awardwhich can be used toward a Title IV school, or Title IV educational loan. (All benefits will be covered later in this presentation.)

Our “Idealist” Goals for MEMBERS• Rewarding national service = Life Long Civic

Leader• Knowledge of community issues and strong

connection to community• Seek multiple terms of national service• Seek careers in public service such as teaching,

public safety, social work, non-profit careers, etc. • Become more of an idealist, who will then go on

to take a leading role in nonprofits and government agencies.

“Streams” of Service

3 “Streams” of Service in AmeriCorps itself

•AmeriCorps State and National

•VISTA - Volunteers in Service to America

•NCCC - National Civilian Community Corps

“Streams” of Service – AmeriCorps State

• Primarily in direct service (along with some capacity-building) ; • to address unmet community needs. • Examples: tutoring and mentoring youth, medical services outreach

and facilitation, building home, disaster response, etc.• AmeriCorps members also recruit and mobilize community volunteers.

• Not clerical/secretary role, not administrative assistant role• Never replace existing employee positions or existing regular

volunteers• AmeriCorps State Administration: In Kansas AmeriCorps State is

administered by the Governor appointed body, the Kansas Volunteer Commission. Contact information is located at the beginning of this handbook.

Helpful Link: http://www.americorps.gov/about/programs/state.asp

“Streams” of Service – National Direct • Direct service across 2 or more states• AmeriCorps National provides grants directly to national

public and nonprofit organizations that sponsor service programs formed across two or more states

• typically nationally based host programs• Similar to AmeriCorps State• Administration: CNCS Office / Host Program Central Office

• Helpful Link: http://www.americorps.gov/about/programs/national.asp

“Streams” of Service - VISTA• Volunteers in Service to America (VISTA) is primarily capacity

building (See “AmeriCorps State Versus AmeriCorps VISTA inside “Application and NOFO” folder on your CD)

• Initially designed specifically to fight poverty• Founded as Volunteers in Service to America in 1965 and

incorporated into AmeriCorps network of programs in 1993• VISTA members focus their efforts on building the

organizational, administrative, and financial capacity of organizations that fight illiteracy, improve health services, foster economic develop, and otherwise assist low-income communities

• Examples: develop programs to meet a need, write grants, and recruit and train volunteers

“Streams” of Service - VISTA

• 365 DAY 24/7 Commitment (not hourly 1,700, 900, etc. term)• No positions under full time• Can be placed at a site with AmeriCorps State members to do

capacity building role while State members do direct service• receive a modest living allowance• health benefits during their service (arranged by CNCS State office), • and have the option of receiving a Segal AmeriCorps Education

Award or post-service stipend after completing their service. • VISTA Administration: In Kansas VISTA is administered by the CNCS

federal state office which maintains offices in Kansas and Missouri. Contact information is provided at the beginning of this handbook.

• Helpful Link: http://www.americorps.gov/about/programs/vista.asp

“Streams” of Service - NCCC• National Civilian Community Corps (NCCC) – Regional campus based • full-time, team-based residential program for men and women age 18–24. • assigned to one of five campuses, located in Denver, Colorado; Sacramento,

California; Perry Point, Maryland; Vicksburg, Mississippi; and Vinton, Iowa and • travel to complete service projects throughout their regions.• 10-month commitment ; serve in teams of eight to twelve• trained in CPR, first aid, public safety, and other skills before beginning their

first service project.• sponsoring organizations submit a project application to the regional campus

that covers that organization’s state to get services of a team• living allowance of approximately $4,000 during the 10 months of service,

housing, meals, limited medical benefits, up to $400 a month for childcare, if necessary, member uniforms, and a Segal AmeriCorps Education Award upon successful completion of the program.

• Helpful Link: http://www.americorps.gov/about/programs/nccc.asp

Other Avenues of Service – Learn and Serve America This was not funded starting this year Not a “member based” service • Grant support to K-12 schools, community groups and higher

education institutions to facilitate service-learning projects by: • Collecting and disseminating research, effective practices, curricula,

and program models.• Service-learning offers a unique opportunity for kindergartners to

college students• Facilitated integrating community service projects with classroom

learning. • Students not only learn about democracy and citizenship, they

become actively contributing citizens and community members through the service they perform.

• Administration: Kansas Volunteer Commission • Helpful Link: http://www.learnandserve.gov/

Other Avenues of Service –Senior Corps

• 55+ • The Foster Grandparent Program connects volunteers age 55 and over with

children and young people with exceptional needs. • The Senior Companion Program brings together volunteers age 55 and over with

adults in their community who have difficulty with the simple tasks of day-to-day living.

• The Retired and Senior Volunteer Program connects volunteers age 55 and over with service opportunities in their communities that match their skills and availability. From building houses to immunizing children, from enhancing the capacity of non-profit organizations to improving and protecting the environment, RSVP volunteers put their unique talents to work to make a difference.

• Senior Corps Administration: In Kansas Senior Corps is administered by the CNCS federal state office which maintains offices in Kansas and Missouri. Contact information is provided at the beginning of this handbook.

• Helpful Link: http://www.seniorcorps.gov/Default.asp

Review - The AmeriCorps Member: the hands of national service

• You’ve heard about the “big” picture of national service

• How is a member not an employee?

• How is a member not a volunteer?• What are they?

Members – Part of National Service

AMERICORPS AFFILIATION •Orientation sessions for your staff, site supervisors and members should include a discussion on the national scope of AmeriCorps and an explanation of how your local program fits into the AmeriCorps network• Appropriate opening ceremonies, including the administration of the AmeriCorps Pledge, are important for all members.

The AmeriCorps Member: the hands of national service – The Pledge

The AmeriCorps members’ intent of making a positive change and being committed to national service is reflected in their pledge. (See handout) The AmeriCorps Pledge

I will get things done for America -to make our people safer,smarter, and healthier. I will bring Americans togetherto 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.

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

Member Position Description• (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 non-duplication and non-displacement requirements (see 45 CFR § 2540.100),or prohibited fundraising activity (see 45 CFR §§ 2520.40-45).

Member Position Description• 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.

• Program’s should design out the year so there are enough service hour opportunities WITHIN YOUR PROGRAM DESIGN

• Don’t 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/volunteer-member-staff-management/recruitment

• http://www.americorps.gov/for_organizations/members/index.asp

Member Recruitment – Disability Accommodation

• Disability AccommodationThe Kansas commission does have a disability coordinator and has disability funding. CNCS awards grants are intended to promote the inclusion of individuals with disabilities in national service programs and are granted to State Service Commissions annually based on a tiered formula based on state population.

• While granted to State Service Commissions, the funding is intended not only for use by AmeriCorps State grantees but also to support the participation of individuals with disabilities in AmeriCorps programs operated by AmeriCorps National sites in each state.

• Subgrantees should contact the Kansas Volunteer Commission in order to apply for disability accommodation funds.

Member Recruitment – Disability Accommodation

• Programs and activities must be accessible to persons with disabilities, and the grantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. See the Policy FAQ entitled Reasonable Accommodation for more information.

• All programs should ensure their potential applicants and members are informed of their accommodation policy.

STOP – GO OVER MEMBER FILE CHECKLIST

Pre-Service Requirements - Citizenship

• Prove they are an American citizen, U.S. national or permanent alien resident of the United States (birth certificate, unexpired passport, etc., there is a specific list of allowed documents).

• Discussion Question: What would be the rationale behind requiring this?

Citizenship Requirement p 35• a copy of at least one of these documents must be maintained in the

member’s 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 (FS–240) issued by the State

Department; • A certificate of birth-foreign service (FS 545) issued by the State

Department; • A certification of report of birth (DS–1350) issued by the State

Department;

Citizenship Requirement • A certificate of naturalization (Form N–550 or N–570) issued by the

Immigration and Naturalization Service; or • A certificate of citizenship (Form N–560 or N–561) 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 I–551; • Alien Registration Receipt Card, INS Form I–551; • 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 I–94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence.

Birth Registration Cards• Birth Registration Cards - Acceptable• On May 2, 2011 Oksana Jenson, of the CNCS office, stated

the following regarding birth registration cards:• “I checked on this with our senior policy specialist at

AmeriCorps, and she said that the birth registration cards are acceptable, as long as it’s a legal document certified by and registered with a State’s office of vital statistics…

• Oksana JensenProgram OfficerCorporation for National & Community Service”

• Accordingly official birth registration cards from a state can be accepted in lieu of a birth certificate for proof of citizenship.

Citizenship Requirement

• I-9’s 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 member’s file or incorporate it into your contract template (advised).

Pre-Service Requirements – Education• Required that they either

have a high school diplomaor GED

• or state that they will obtain one before they draw their Education Award in 7 years.

• Paper enrollment form on CD has this statement as does the online enrollment form (and that works if THEY fill out that portion

• Discussion Question: Why would CNCS be concerned about this?

Enrollment Form Requirement• AmeriCorps Enrollment Form – The required

document that enrolls the member into the National Service Trust – the arm of the Corporation that provides the members with their Education Award. The member’s date of enrollment should be the same start date as outlined on the Member Agreement/Contract. Currently the KVC STILL REQUIRES a paper copy of the enrollment form and exit form in the member file. HOWEVER, if the program certifies in writing that ALL their AmeriCorps members initiate and complete their own section of the Enrollment forms they may receive a written waiver for this (and should place such waiver in the member files for audit purposes.

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).

Background Checks - Pending Results

• Pending ResultsIndividuals for whom the state criminal registry results and/or FBI national fingerprint check results are pending may be enrolled, but must be accompanied by a background cleared authorized program representative to access vulnerable populations until the results are complete; and put this on the timesheets.

Background Checks - Permission

• Prior Written Permission / Right to Review ResultsA program must obtain prior written permission from the applicant in order to conduct a CNCS approved State Criminal History Registry repository check and national FBI Fingerprint background check. Programs cannot REQUIRE a potential member to conduct their own check, nor may they require that potential members pay for said checks (and if potential members do “front” the money they must be reimbursed by the program).

Background Checks - Permission

• The prior written authorization by the applicant should authorize the AmeriCorps program to conduct the checks, as well as authorization to share the results with the appropriate program staff.

• In addition the statement should include an understanding that enrollment or continued enrollment will be contingent upon the results, and that they will be allowed to review (and contest) their results

Background Checks – Proof of Consideration

• Proof of ConsiderationPrograms should have written proof that they actually used the results of the NSOPR, CNCS approved repository State Criminal Registry background check, and (as applicable) the National FBI Fingerprint Background Check. This can be just a written statement saying you did do this.

Background Checks – Less than 30 day break

• Background Checks – Less Than 30 Day Break If your program enrolls members in a second term of service and the member has less than 30 days of a break in their service, your organization does not need to re-check the member.

Background Checks – 4 Reasons for Ineligibility

• In addition to eligibility criteria established by the program, an individual shall be ineligible to serve in a covered position if the individual—

1. Refuses to consent to a criminal registry check described in regulation § 2540.202 (State Criminal Background Check Registry ; National FBI Fingerprint Check if applicable);

2. makes a false statement in connection with a grantee’s/subgrantee’s inquiry concerning the individual’s criminal history;

Background Checks – 4 Reasons for Ineligibility

3. is registered, or required to be registered, on a state sex offender registry or the National Sex Offender Registry; and 4. has been convicted of murder, as defined in section 1111 of title 18, United States Code.

•Programs may establish in writing any additional requirements regarding eligibility for their program.

Background Checks - Refusal

• Applicant RefusalAn individual who refuses to consent to the CNCS approved repository State Criminal Registry Check, or the National FBI Fingerprint Background Check (if required) is ineligible to serve. Note: It is important to understand that while an individual may not refuse to have the checks run and be eligible to be a member they may certainly refuse to run the checks themselves and may refuse to pay for said checks.

Background Checks - Procedures• Procedures

An AmeriCorps site must have procedures in place for soliciting, completing, and documenting both Criminal Background Checks. Procedures must include the following:

• Verification of identity of the individual • Acquiring prior, written authorization to complete the State

Criminal Registry Check and the National FBI Fingerprint Check, if applicable (not required for the NSOPR check)

• Documenting the individual’s understanding that selection is contingent upon the review of both Criminal Background Checks

Background Checks - Procedures• Providing reasonable opportunity for the

individual to challenge the factual accuracy before action is taken

• Providing safeguards to ensure confidentiality• Ensuring individuals with pending State Criminal

Registry checks are accompanied by a cleared individual while interacting with vulnerable populations

• Maintaining all documentation • Requesting of alternate search protocol when

necessary

MEMBERS WITHOUT RECURRING ACCESS TO A VULNERABLE

POPULATION p 40• If members do not have recurring access to a

vulnerable population they have a minimum of TWO checks:

• 1. A CNCS approved repository State Criminal History Registry Background Check (KBI in Kansas) (and any other state they reside in at time of application)

• 2. The Dru Sjodin National Sex Offender Public Website (NSOPR) Check

MEMBERS WITHOUT RECURRING ACCESS TO A VULNERABLE

POPULATION p 40• 1. A CNCS approved repository State Criminal History

Registry Background Check (KBI in Kansas) Must only be INITIATED before member enrolled; members may serve but must be accompanied by cleared program representative if access to a vulnerable population

• 2. The Dru Sjodin National Sex Offender Public Website (NSOPR) CheckResults MUST be in BEFORE being enrolledNo OTHER registry suffices for this one in relationship to sex offense.

MEMBERS WITH RECURRING ACCESS TO A VULNERABLE POPULATION p 41• If members DO have recurring access to a

vulnerable population you must run a 3rd check. Members with access to a vulnerable population must have the preceding checks run as well as the following:

• 3. The National FBI Fingerprint background check.

MEMBERS WITH RECURRING ACCESS TO A VULNERABLE POPULATION p 41• This check must be INITIATED before a

member may enroll or begin service. • If the results are not back the member may be

enrolled and may begin service as long as they are accompanied by an authorized program representative with a cleared background check (can be another member) when engaging in contact with a vulnerable population

Background Checks - Definitions• Initiate: Can include mailing fingerprint cards with

instructions to members• Recurring Access:

Recurring access is the ability on more than one occasion – to approach, – observe, – or communicate with,

an individual, through – physical proximity – or other means, including but not limited to, electronic or

telephonic communication.

Background Checks - Definitions

• Vulnerable Population: Age 60 or over ; the disabled; those 17 age of years or younger ; See: http://www.nationalserviceresources.org/filemanager/download/ProgramMgmt/FAQs_FinalRule_Oct29_07.pdf

Background Check – FBI Fingerprint Requirement Published for Comment

• Notices Regarding the Publication of the National FBI Fingerprint Requirement (As of the time of the publication of this handbook)

• On July 6, 2011 the Proposed Rule was published in the the Federal Register Notice with Request for Public comments which are due August 5, 2011 - 39361–39367 [2011–16509]

• HTML Format: http://www.gpo.gov/fdsys/pkg/FR-2011-07-06/html/2011-16509.htm

• or• PDF Format: http://www.gpo.gov/fdsys/pkg/FR-2011-07-06/pdf/2011-

16509.pdf • Earlier information may be found under “COMPLIANCE ALERT on National

Service Criminal History Checks” at:http://www.nationalservice.gov/for_organizations/manage/history_checks.asp . This site should be updated to reflect any upcoming changes.

Fingerprint Process p 43Programs 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 longerCost – 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).

FBI Fingerprint – Member Initiated p 51

Federal Bureau of Investigation - Member Initiated Process• http://www.fbi.gov/about-us/cjis/background-checksPotential Applicant Request a Copy of Their RecordSubmitting an Identification Record Request to the FBI• Step 1: Complete the Applicant Information Form :

http://www.fbi.gov/about-us/cjis/background-checks/applicant-information-form

• If the request is for a couple, family, etc., all persons must sign the form.

• Include their complete mailing address; include their telephone number and/or e-mail address, if available.

FBI Fingerprint – Member Initiated p 51

• Step 2: Obtain a set of their fingerprints.• Provide the original fingerprint card to the FBI. Previously processed cards

or copies will not be accepted.• Their name and date of birth must be provided on the fingerprint card.

Fingerprints should be placed on a standard fingerprint form (FD-258) : http://www.fbi.gov/about-us/cjis/background-checks/standard-fingerprint-form-fd-258 commonly used for applicant or law enforcement purposes.

• Include rolled impressions of all 10 fingerprints and impressions of all 10 fingerprints taken simultaneously (these are sometimes referred to as plain or flat impressions).

• If possible, have their fingerprints taken by a fingerprinting technician. This service may be available at a law enforcement agency.

• To ensure the most legible prints possible, refer to the Recording Legible Fingerprints brochure : http://www.fbi.gov/about-us/cjis/fingerprints_biometrics/recording-legible-fingerprints

FBI Fingerprint – Member Initiated p 51

• Step 3: Submit payment.• Option 1: Obtain a money order or cashier’s 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 . Don’t 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-record-request-checklist to ensure that they have included everything needed to process the request.

FBI Fingerprint – Member Initiated p 52

• Step 5: Mail the required items listed above—signed applicant information form, fingerprint card, and payment of $18 U.S. dollars for each person or copy requested—to the following address:

• FBI CJIS Division – Record Request1000 Custer Hollow RoadClarksburg, WV 26306

• Note: Although the FBI employs the most efficient methods for processing these requests, processing times may take approximately eight weeks depending on the volume of requests received.

• What Happens Next If the FBI finds no record, the applicant will receive a “no record” response. If they do have a criminal history record on file, they will receive their Identification Record or “rap sheet.”

FBI Fingerprint – Member Initiated p 52

• Potential Member Obtained Fingerprint Record Sent Directly to Program Director

Programs may REQUEST potential applicants to have their own National FBI Fingerprint Checks run, and “front” the money (as long as the program reimburses them in a timely fashion). The member may either bring the results to the Program Director.

FBI Fingerprint – Member Initiated p 52

• The FBI Fingerprint application form has lines available wherein an applicant may designate that the results be sent “in care of” a third party. The line is entitled “Mail Results to Address”. Programs could ask potential members to fill in the name of the program director or designated staff person and the program address.

• Or, alternatively the program could supply them with this application form with the information already completed.

FBI Fingerprint – Member Initiated p 53

• Potential Member Obtained FBI Fingerprint Record Received by Potential Member and Brought to Program Director

• Potential members may also order their own National FBI

Fingerprint Check and receive the results themselves and give the results to the program director. Although this would seem to involve the liability that the document could be altered Mr. Godesky has stated that this would be an acceptable method. However, the program would create a policy for validating the document is valid and for ensuring the applicant sent in their own fingerprints. (see Mr. Godesky’s e-mail page 53) .

KBI – Program Initiated p 45• Kansas Bureau of Investigation - Program Initiated Process

http://www.accesskansas.org/kbi/criminalhistory/index.shtml

1. Memorandum of Understanding• If you plan on utilizing the Kansas Bureau of Investigation and

initiating the national FBI fingerprint checks yourselves for your members you must contact the Kansas State Bureau of Investigation and ask for a “Memorandum of Understanding”states this need only be an e-mail directed to:

• Leslie MooreLeslie.Moore@kbi.state.ks.us 785.296.8265

KBI – Program Initiated p 45

• In the e-mail you state: • a. the nature of your program (i.e. nonprofit or

government agency hosting a national service AmeriCorps program)

• b. reason seeking memorandum of understanding: explain that the Corporation for National and Community Service now requires FBI fingerprint checks for any members with recurring access to a vulnerable population and that the checks must be initiated before the member may be enrolled or begin service

• c. contact information for the return of the results

KBI – Program Initiated p 452. Fingerprint Cards•a. Request from the KBI the number of fingerprint cards you will need. Tammy Sisk, the KBI contact, stated that they prefer you get the cards from them rather than attempt to print forms on card stock. As you request the number you need remember that you must also run checks on CNCS funded employees in whole or in part (may include site supervisors, trainers and other positions supporting the program if paid by grant funds or part of in-kind contribution). (Please review the information later in this document regarding “covered positions.)

If the law enforcement agency will not utilize the KBI card have the members utilize the cards provided by the agency.

KBI – Program Initiated p 45

• b. Waiver FormA waiver form is also required by the KBI similar to this:

• http://www.ksbn.org/forms/waiverform.pdf However, we will need to clarify with the KBI office how best to obtain said form as it was not immediately apparent on their site. It may be this will be covered when they respond to the Memorandum of Understanding e-mail.

KBI – Program Initiated p 45

3. Find Law Enforcement Agency•Tammy Sisk stated that while it is not a law that you not make your own fingerprints that you would have to buy the appropriate equipment to do it and be properly trained, and advises you simply seek out a local law enforcement agency. Contact a local law enforcement agency and make sure that they will provide the fingerprint service for you, find out the additional cost involved, and their particular schedule and process.

KBI – Program Initiated p 46

• See Card Example page 46• Program fills out top portion of card ; do not

fill out sections 6,7,8 • Fingerprint agency fills out rest• Card is sent in to KBI, they scan it in and have

results in 7-10 days

Background Check Requirements – for CNCS funded positions as well p 57

• An individual is a “covered individual” …• If they, or their position or role, is listed as an estimated

direct cost on the grant program budget, either federal or non-federal (matching) share, as receiving salary, stipend, living allowance, national education award or similar, in return for providing service to the program;

or• The costs associated with that person (for salary, stipend,

living allowance, etc.) will be included within amounts reported as expenditure of either grant federal or matching share, on the program’s financial reports

Alternate Search Protocol Request p 68

• Subgrantees of the Kansas Volunteer Commission may apply, through the KVC, for an Alternative Search Protocol.

• Subgrantees with procedures that they believe follow all of the Corporation’s requirements either meeting or exceeding all requirements (you will find a complete description of these requirements in the below referenced regulations), do not need to seek the Corporation’s approval of an alternate search protocol.

• Review page 68 ; form is on page 69

Member Orientation p 18-19Core topics for initial member orientation should include, at a minimum: •National service: the big picture (see Orientation Member on CD for a PPT) Give an overview of the history and nationwide importance of national service by reviewing:

– The history of service in America – The AmeriCorps network of over 900 programs and more than

50,000 members – A discussion of the AmeriCorps ethic – The importance of getting things done – The meaning of community – The doors of opportunity that will open through service – The responsibilities that individuals have to themselves, their

families, their community, and the nation

Member OrientationDistribution 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

Program operating policies: the Program's code of conduct, •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 – Impacting the Member

• Programs are to have an impact on the local community.

• Programs are also to have impact on the Member!

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 – Position Duties

Duties should be delineated (especially at a service site)

• Specific skills training should be given to enable them to do those duties (such as tutoring, mentoring, giving immunizations, etc.)

• All programs must recruit and manage volunteers therefore they should receive training on recruiting and working with volunteers

• Specific needed program progress reporting

• Specific needed demographic data collection

Member Development – Service Site

They should be oriented to their specific service site

Introduced to site staff Oriented on rules for the site itself, if

applicable Site building hours How they check in ; who to check in with Who site supervisor is

Member Development – Year Long Plan

• Programs should have a plan for member development through the whole year.

• This may include times they will be asked to come to meetings or

• may include other methods of training (YouTube videos, webinars http://www.nationalserviceresources.org/online-courses , etc.)

• Up to 20% of their term hours can be devoted to member development/training.

Member Development – Possible Topics

• team building • conflict resolution• cross-cultural sensitivity• diversity training• civic engagement / citizenship training (Resource:

Roadmap to Civic Engagement)• communication skills• curriculum development• tutoring/mentoring skill development• accommodation of persons with disabilities

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

Member Development – Their Plan

• Why talk about RESUMES at the beginning of their term?

Member Development – Your Plan

• Because they can keep track of all service activities with an eye toward their future career or job

• If they know what they want to do, they could perhaps serve on projects, and perform tasks, and assignments throughout the year that allow the them to develop and exercise the skills they want to build, and put on their resume

Member Development – Your Plan

• Show them a “functional” resume (versus chronological) so they can think about what theywant on it.

Member Development – Plan

• 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 – Your GoalsWHAT ARE YOUR…•Service-related goals (not limited to project-related goals) to be achieved during the AmeriCorps term of service. Are there specific service activities they’d like to perform;•Educational goals to be achieved during the AmeriCorps term of service;•Professional goals (to be accomplished within the next five years). Are there any activities they can do during this year that will contribute toward these professional goals;•Aspirations of becoming a better person which they hope to accomplish through reflection during the AmeriCorps term of service;

Member Development• Develop a year long training plan• For samples, check out

http://encorps.nationalserviceresources.org/index.php.

• Member Development Planhttp://www.nationalserviceresources.org/practices/17460

• Sample Member Development Planhttp://www.wacampuscompact.org/retentionproject/forms/Member%20Development%20Plan.doc

• Online Courseshttp://www.nationalserviceresources.org/online-courses

National Days of Service

There are several opportunities throughout the year when AmeriCorps members and volunteers honor their commitment to service and our nation. Observance activities may be outside the normal program design of your program. Examples:•Martin Luther King, Jr (MLK) Day of Service (1/16/12), •National Volunteer Week (04/15/12-04/21/12), •September 11 National Day of Service & Remembrance (Strongly encouraged to observe),•Make a Difference Day, (10/22/12), and

AmeriCorps Week

• AmeriCorps Week is March 10-18, 2012• All programs

required toobserve

http://americorpsweek.govSee how excited Roger Hill members

were?

Member BenefitsAll 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)• Worker’s 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 Worker’s 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.

Stipend Disbursal Policy• The Kansas Volunteer Commission requires each

program to create a written disbursement policy that addresses how they will handle late enrollments and early departures. For example, if you typically provide a stipend check once per month and a member enrolls in the last week of the month are you going to pay them the entire month’s stipend or a pro-rated amount? In order to avoid the appearance of the stipend being tied to the amount of service hours the policy should pro rate no lower than a weekly basis.

Education AwardNumber of Education AwardsYou 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 and Education Award

Term of Service Minimum # of Hours Education AwardFull Time 1700 $5,550One-Year Half Time 900 $ 2,775Two-Year Half Time 900 $ 2,775Reduced Half Time 675 $2,114Quarter Time 450 $1,468Minimum Time 300 $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

Child Care Benefits p 29• Full-time AmeriCorps Members have the opportunity to apply for Child Care

Coverage, and if found eligible by the provider to have this benefit provided by the Corporation (this does not come out of the budget however the program must assist in facilitating the process).

If a member decides to utilize this benefit, the AmeriCorps Program must maintain all documentation in the member’s file. All eligible full-time AmeriCorps Members must sign a waiver of this benefit if they decide not to utilize this benefit. The waiver must also be maintained in the member’s file.

Every program must provide proof in the member files that this benefit was offered to those who are eligible. Given restrictions on what can and cannot be asked of a potential member the most straight forward method would simply be to go over the information with every full time member, making sure they understand the benefit and the eligibility requirements. They can then simply check that they understand the potential benefit being offered and that they wish to apply to the provider or if that waive this benefit and do not wish to apply.

Child Care Benefits

• The contracted provider for child care benefits is:

• AmeriCorps Child CareGAP Solutions, Inc. 12054 North Shore DriveReston, VA 20190

Link: http://www.americorpschildcare.com/

Loan Forgiveness, Forbearance, Interest Accrual Payments

• Loan Forgiveness, Forbearance and Interest Accrual Payments AmeriCorps members enrolled in an AmeriCorps project are eligible for forbearance and interest accrual payment for Title IV student loans. For other types of student loans, the member should ask their loan holder if their AmeriCorps service qualifies them for a deferment or forbearance. To access the forms for forbearance or interest accrual payment, the member must be registered at www.my.americorps.gov to complete these forms.

Already in ForbearanceOn August 20th, 2007 the CNCS help line informed the KVC that loans that are already in forbearance can not be switched to forbearance due to AmeriCorps service, and further are not eligible for the interest accrual payment option.

College Cost Reduction and Access Act of 2007

• College Cost Reduction and Access Act of 2007 The College Cost Reduction and Access Act of 2007 (CCRAA) established a new public service loan forgiveness program. This program discharges any remaining debt after 10 years of full-time employment in public service (AmeriCorps counts). The borrower must have made 120 payments as part of the Direct Loan program in order to obtain this benefit. Only payments made on or after October 1, 2007 count toward the required 120 monthly payments. (Borrowers may consolidate into Direct Lending in order to qualify for this loan forgiveness program.) You may wish to bring this to the attention of your members.

SSI Benefits – NOT impacted

• Supplemental Security Income (SSI) is a Federal program that provides a monthly cash benefit to low-income individuals who are aged, blind, or who have a disability. In the past, receiving an AmeriCorps living allowance could disqualify an individual from eligibility. The new law directs the Social Security Administration to ignore an individual's receipt of AmeriCorps benefits for purposes of SSI eligibility.

SSDI is STILL impacted p 33

• Social Security Disability Insurance (SSDI) is a Federal program that provides money to individuals with disabilities based on their having paid into the insurance program. There are separate laws and regulations for SSDI eligibility and the HEART Act moved through Congress too quickly to include SSDI. We hope that Congress will extend the AmeriCorps exclusion to SSDI in the near-future.

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

Temporary Assistance to Needy Families (TANF)

• Temporary Assistance to Needy Families (TANF)AmeriCorps members who otherwise qualify for aid programs may be affected by the living allowance and education award. Eligibility or amount of assistance may be affected in State or local public assistance programs. Temporary Assistance to Needy Families (TANF) is one of the programs that may be affected by the living allowance. If your AmeriCorps member is already receiving TANF, please have them contact their case manager to report their status as an AmeriCorps member.

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.

Worker’s Compensation

• Worker’s Compensation is an allowable cost to the grant. Programs in Kansas are not required by state law to provide Workman’s Compensation; however, programs must have sufficient liability insurance to protect the organization, employees, and members. The Program must obtain either Worker’s Compensation OR Occupational Accidental Death and Dismemberment insurance coverage for members to cover in-service injury or incidents.

Unemployment Benefits – Not allowable

• For full details read page 32 of PD Handbook• Unemployment benefits based on AmeriCorps

service are not allowable in Kansas

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

Prohibited Activities• Also, an AmeriCorps State member’s

service activities may not include: • Raising funds for his or her living allowance; • Raising funds for an organization’s 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.

Drug Free Workplace Act

• This AmeriCorps program, its host fiscal agent, and its service sites and projects are a drug free workplace and service site. Any AmeriCorps member or employee of the fiscal agent shall notify the program director of any criminal drug statute conviction for a violation occurring in the workplace no later than 5 days after such conviction.

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 member’s file or separately with program administration files.

• See template on CD (and also a generic example)

Member Contracts p 18, 71See “Contract Member Checklist on CD”Programs must require that each member signs a service

agreement that, at a minimum, includes the following:• a. Member position description;• b. The minimum number of service hours (as required

by statute) and other requirements (as developed by the grantee) necessary to successfully complete the term of service and to be eligible for the education award;

• c. The amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling;

• d. Standards of conduct, as developed by the grantee or subgrantee;

Member Contracts p 18, 71• e. Prohibited activities, including those specified in the

regulations at 45 CFR 2520.65 (Note abortion services or abortion referral prohibition)

• f. Requirements under the Drug-Free Workplace Act (41 U.S.C. 701 et seq.);

• g. Suspension and termination rules;• h. The specific circumstances under which a member

may be released for cause;• i. Grievance procedures; and• j. Other requirements as established by the grantee.• The grantee should ensure that the service agreement

is signed before commencement of service so that members are fully aware of their rights and responsibilities.

Member Contracts p 18, 71• In Kansas, the contract, at a minimum, must stipulate

the following:• Start and end dates of the member’s term of service

(specific to each member, not a generic listing of terms).

• Living allowance rate: should be specific to the particular member (not simply referring to a chart in the handbook) showing that they are agreeing to that specific rate. Please note that you are not obligating the program to pay the entire stipend amount for the program year; instead the member and the program are agreeing to a stipend rate for each stipend disbursement period. This is especially important in relationship to members enrolling late.

Member Contracts p 18, 71• Member signature and date ; program

director signature and date• A statement that the member either has a

diploma or GED or agrees to obtain one before they use their education award, and that this statement is made under penalty of law. It is good practice to actually have them indicate which category they fall under (such as checking the appropriate box), especially if you rely solely on their statement to meet this requirement.

Member Contracts p 18, 71• Requirements under the Drug-Free Workplace

Act (41 U.S.C. 701 et seq.) • Information on fines if applicable• Suspension and termination rules• The specific circumstances under which a

member may be released for cause• Notice of civil rights requirements and

procedures for filing complaints (CNCS has their own office for this, see your Handbook)

Member Contracts p 18, 71• Reasonable accommodation policy• Consent – If using names, photos, or other

identifying information for publicity, promotional or other purposes. This may be a separate form. If member is underage it must be signed parental/guardian consent.

• Guardian Signature for participation – If the member is underage the parent/guardian must sign the contract. It is a good practice to already have a signature line for this eventuality. This may be a separate form but you are encouraged to simply have it in the contract.

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

Time Sheets p 72• 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• (NOT currently in Handbook) but now

there must be an indication in the timesheet when members who don’t 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.

Time Sheets - Signing

Who signs the service log? •Members must sign and date their completed service logs. Depending upon program policy the site supervisor and/or the program director will verify the accuracy of and sign and date the service logs. Every program should have a written policy in this regard and follow it.

Time Sheets - Electronic p 73Note: An appropriate system with electronic “signatures” can be utilized but

permission must be obtained from the KVC. The OnCorps system has this capability but programs are responsible for taking the online courses to learn how to utilize this system.

• An AmeriCorps Program can utilize an Electronic Timekeeping System if the Program meets the following minimum requirements:

• The Program has established written policies establishing the use of electronic timekeeping systems as their system of record and this policy is submitted to the Kansas Volunteer Commission for approval,

• The Program has a secure, verifiable electronic signature system that a) identifies and authenticates a particular person as the source of the electronic signature, b) indicates such person’s approval of the information contained in the electronic message,

• Once appropriate electronic signatures have been applied, no changes may be made unless there is a clear, auditable record of the revision. Note: The use of regular e-mail to communicate approval is not a secure, verifiable electronic signature system.

Armed Forces Reserves/National Guard Leave

• To the extent that it is possible, AmeriCorps Members should seek to minimize the disruption in service as a result of discharging responsibilities related to their reservist duties. If Members have a choice of when to fulfill their annual two-week active duty requirement, they should do so when it will not disrupt their AmeriCorps service. In instances where the dates of active duty are inflexible and conflict with AmeriCorps service, Members will be granted leave of absence for the two-week period of active duty service in the Reserves.

Armed Forces Reserves/National Guard Leave

• Members may not receive time off for additional Reserves-related service beyond the two-week active duty service. AmeriCorps Members will receive credit for their regularly scheduled service hours during their two-week active duty requirement. No AmeriCorps service credit is earned for the once-a-month weekend service in the Reserves. There will be no interruption in Members’ benefits while serving their two-week active duty.

Jury Duty Leave

• AmeriCorps Members may serve on a jury and will not be penalized for doing so. During the time AmeriCorps Members serve as jurors, they will continue to receive credit for their normal service hours with no interruption to their benefits. Members must provide a copy of the jury duty summons to be excused.

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

Release from Service p 75

• RELEASE FROM SERVICE (EARLY EXITING)• Members may be released for two reasons --

for “cause” or for “compelling personal circumstances.”

• Note a member could be released for cause yet still have a satisfactory performance; they wouldn’t get award but could enroll again

• Always complete a change of status form (under forms on cd) and notify KVC

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 full-time 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 76Converting 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 full-time 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 member’s 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 member’s 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 member’s minimum 1700 hours must be completed within 12 months of the member’s original start date.

Member Files – P. 78

•See full list on page 78 of items that should be in member file

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 member’s 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 program’s 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 member’s 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 applicant’s 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 member’s file.

• Employment / Education Outside of ProgramAn 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 DisciplineIn 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 ContractsAll 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 member’s 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)

Direct Service VS InDirect Service pp 23-24

• AmeriCorps State members focus primarily on direct service whereas VISTA members focus on capacity building. A typical rule of thumb in determining if an activity is direct or indirect is if the activity is of direct benefit to a beneficiary, which usually means “face to face” service with the recipient.

Capacity Hours Effectively Count as Direct Service

• There is often confusion around capacity building activities as they are indirect service but may be counted as direct service. The reason for this is that CNCS specifically states that capacity building hours do not count against the 20% cap for training (and fundraising if applicable) hours therefore they are effectively treated as direct service hours.

Travel / Sleeping Hours

NO• Sleeping hours do not count• Travel from home to a regular service site

YESTravel between service sitesSome travel to training events see p 25

Member Performance Measure in OnCorps

• The Kansas Volunteer Commission requires that one of your performance measures in OnCorps (not necessarily in eGrants) be on member development. Programs are required to provide members with the training, skills, and knowledge they need to perform well in their assigned service project. Training should be an ongoing part of your program. You should use service experiences to help members improve their skills, internalize project goals and increase their insight. In addition, training should reinforce AmeriCorps information, including prohibited activities.

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 EngagementAn 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 Sign / Logo•A sign with the AmeriCorps logo must be prominently displayed at every service site, stating that an AmeriCorps member serves there. You may use the slogan “An AmeriCorps Member Serves Here”•The AmeriCorps logo must be displayed on the web site of every host agency which has an AmeriCorps program, must clearly state that they are an AmeriCorps grantee and display the AmeriCorps logo with prominence.

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 ProhibitedThe grantee may not alter the AmeriCorps logo.

• There’s an AmeriCorps Kansas logo on your training CD ; in high resolution TIFF format

AmeriCorps LogoMust 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 PermissionThe 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 nationalservice program hosted by you.•All press releases and other public materials should note that the program is part of the AmeriCorps national service network.

Promoting Your Program

• Publicizing your program in not a goal in itself; it’s a means of building support for your program and increasing your likelihood of success.

• Communicating with the public helps attract resources from your community, including volunteers, sponsors, and funding, and helps educate people about your program. Check out this site: http://www.nationalservice.gov/about/media_kit/index.asp

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, t-shirt or other apparel with logo, cap, etc.)

• Encouraged to choose something large enough to be seen by public.

AmeriCorps GearHow 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?

Service Gear – Restricted Usage

• Restricted UsageOnly AmeriCorps members or alumni should wear official AmeriCorps gear. It is not appropriate for children, family members or acquaintances to do so.

Service Gear Vendors

• National Service Gear• Good Deed Organization

• 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.”

Program Director’s Role

Overseeing the following (even if delegating):• recruiting and selecting members, • supervising and training members, • training site supervisors and staff, • monitoring sites, • programmatic and fiscal responsibilities,• enrolling and exiting members, and • reporting to , communicating with the Kansas

Volunteer Commission and the Corporation as appropriate

Program Director’s Role

Although you may delegate responsibility for various functions you are considered the primary manager of your AmeriCorps program. Therefore you should be familiar with your program grant application and design, the performance measures and the budget.

Program Director’s Role

• One staff person identified by fiscal agent at Program Director

• There may be additional staff identified, such as an assistant program director but the Program Director is the main contact and responsible party

• 50% of the PD time should be for the AmeriCorps program (2011-2012 expectation)

Site Supervisor’s Role

• Site Supervisors directly supervise members• Site supervisors must be fully trained in

AmeriCorps requirements• Site supervisors should be familiar with the

fiscal agents approved AmeriCorps program design

• Should contract with Site Agency outlining your expectations

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 sub-grantee’s next funding reimbursement and impact consideration of future funding.

Reporting – OnCorps (not eGrants)

• All reporting is done to the KVC through OnCorps http://www.americorpsks.org .

• eGrants is used by CNCS for you to post service opportunities, and enroll and exit members; and for monitoring items such as the 30 day rule. http://www.nationalservice.gov/egrants/index.asp

Entering Basics in OnCorps

• In order to report all programs will need to enter their budgets and their performance measures in OnCorps.

• OnCorps does not communicate with eGrants.• See the OnCorps Manuals in your binder or on

the training CD• All relevant staff will need user names and

passwords

Reporting – Quarterly Progress Reports

• Quarterly Progress Reports Programs submit quarterly reports, (CORRECTION FROM PAGE 16 not in Word format), which address accomplishments, challenges and outcomes

• Reporting is in OnCorps http://www.americorpsks.org • See OnCorps manuals under “OnCorps” on training CD• Demographic statistics (includes volunteer

demographics, which must be recruited)• dates are published in the AmeriCorps Kansas Calendar

Reporting – Quarterly Fiscal Reports and Monthly PERs

• Quarterly Fiscal Reports• Reporting is in OnCorps

http://www.americorpsks.org • The quarterly Federal Financial Report (FFR) is

simply based on the monthly Periodic Expense Reports in OnCorps

• PERs are due the 10th of each month IF you wish to draw reimbursement funds

Policy Documents - Provisions

• The Provisions are updated and disseminated as one document and are online in both HTML and PDF format. A copy of the most current provisions is on your training CD (and in your binder) and sent with your contract every year. The Provisions are based upon the Federal Regulations but are not as comprehensive. They are, however, easier to read. See URL on page 12 in PD Handbook under “Federal Regulations/Statutes”

Policy Documents - Regulations

• The Federal Regulations/Statutes are actually comprised of a main 1995 document which is supplemented by updated publication of rules;

• however no new single all encompassing document is issued.

• searchable format under “Manage Current Grants and Projects” on the americorps.gov web site. (see page 12 of PD manual for url)

Policy Documents - Rulemaking

• See http://www.americorps.gov/about/ac/rulemaking.asp for 2005 and 2008 Rulemaking

Policy Documents – 2009 Serve America Act

• The Edward M. Kennedy Serve America Acthttp://www.nationalservice.gov/about/serveamerica/index.asp

HTML Version Final Rule: http://www.nationalservice.gov/help/serveact_trust/2010_Trust_Rule.htm PDF Version Final Rule: http://www.nationalservice.gov/pdf/notices/fy10_10_0820_40.pdf

• On April 21, 2009, President Barack Obama signed the Edward M. Kennedy Serve America Act reauthorizing and expanding national service programs administered by the Corporation for National and Community Service by amending the National and Community Service Act of 1990 (NCSA) and the Domestic Volunteer Service Act of 1973 (DVSA).

Policy Documents – 2009 Serve America Act

• Beginning Oct. 1, 2009• No Abortion Service/Referrals

No member – including members who enrolled prior to that date – may provide abortion services or make referrals for such services.

• Background Checks on All MembersPrograms must perform criminal background checks on all members enrolled on or after Oct. 1, 2009, regardless of whether the member has recurring access to vulnerable populations.

• Extend Member Terms for Disaster ReliefPrograms may extend terms of service for members serving in positions related to disaster relief for disaster purposes for up to 90 days (only with Corporation approval). Programs may continue to provide living allowances and health benefits to members during extensions, but members will not earn a larger or additional education award for hours served during an extension.

• Compelling Personal CircumstancePrograms have responsibility for determining whether to release a member for compelling personal circumstances, and documenting the reason for release.

Policy Documents – 2009 Serve America Act

• Members Age 55+ - Transfer Education AwardAmeriCorps State and National members who commenced service on or after Oct. 1, 2009, who are age 55 or older at the time they commence service, may, upon successful completion of a term of service, transfer the education award to a child, grandchild, or foster child. (See rule published specific to this topic for details of transfer )

• Tutors – High School DiplomaAll members beginning on or after Oct. 1, 2009 that will be serving in a tutoring program must have a high school diploma, and tutoring programs must align with local standards set for curriculum and training.

• Terms Less Than 9 Months AllowedMembers enrolling on or after Oct. 1, 2009, may serve in a full-time term for fewer than 9 months.

Policy Documents – 2009 Serve America Act

• There were many other changes implemented as well. For further details see:http://www.nationalservice.gov/about/serveamerica/index.asp

• National FBI Fingerprint Checks - Members with Recurring Access to Vulnerable PopulationInitially slated for October 1, 2010 and changed to April 21, 2011, programs will conduct FBI fingerprint checks on members with recurring access to vulnerable populations.

Policy Documents – August 20, 2010 Final Rule

• On August 20, 2010, the Corporation for National and Community Service issued a final rule implementing changes in the National Service Trust and other provisions as directed by the Serve America Act.

• The key provisions in the new rule relate to eligibility for and amount of Segal AmeriCorps Education Awards,

• the number of terms an individual may serve in an AmeriCorps State and National program (4 with up to equivalent of 2 awards)

• the calculation of education awards over multiple terms, • and the transferability of education awards; eligibility to transfer an

education award, • limitations on education award receipt,• the available uses of education awards

Policy Documents – August 20, 2010 Final Rule URL

• August 20, 2010 Final Rulehttp://www.nationalservice.gov/about/serveamerica/rulemaking.asp

Policy Documents – CNCS Policy Updates

• CNCS Policy UpdatesPolicy updates and clarifications are regularly issued by CNCS and are available here: http://www.americorps.gov/about/newsroom/commcenter.asp

Policy Documents – OMB Circulars• 3. The Office of Management and Budget (OMB) Circulars, which, like the

updates to the Regulations are comprised of numerous updates, and are issued throughout the year. The OMB Circulars are instructions or information issued by the OMB to Federal agencies. The circulars most often applicable to AmeriCorps are those that fall under the heading Circulars: Educational and Non-Profit Institutions Documents (A-21, A-110, A-122, A-133). These are expected to have a continuing effect of two years or more. Circulars arrayed by numerical sequence; or Circulars indexed by major category.

The main page for the OMB circulars is as follows:http://www.whitehouse.gov/omb/circulars/index.html

The page listing the circulars under Educational and Non-Profit Institutions is as follows:

• http://www.whitehouse.gov/omb/circulars/index-education.html• To obtain circulars that are not available on-line, please call the Office of

Management and Budget's information line at (202) 395-3080

Policy Documents – Kansas Volunteer Commission

• All publications and directives from the Kansas Volunteer Commission, notably:

• The Kansas Program Director’s Handbook• The Fiscal Manual• Other published policies• URL http://www.kanserve.org

Policy Documents – Kansas State Law

• There may be instances where CNCS does not allow the use of CNCS funds for specific areas, such as unemployment insurance, unless a state law specifically mandates it. If you are unsure about applicable state law contact the KVC. (Note: Unemployment insurance is not mandated for AmeriCorps members by Kansas state law and therefore CNCS funds may not be used for this purpose.)

Policy Documents – Kansas State Law

• There may be instances where CNCS does not allow the use of CNCS funds for specific areas, such as unemployment insurance, unless a state law specifically mandates it. If you are unsure about applicable state law contact the KVC. (Note: Unemployment insurance is not mandated for AmeriCorps members by Kansas state law and therefore CNCS funds may not be used for this purpose.)

Policy Documents – Your Grant Application and Budget

• Your AmeriCorps proposal (application) and modifications to it that may have been negotiated with you (including your performance measures) and;

• Your budget, which contains the maximum amount of funds the Corporation has provided for your program as well as your obligations to raise matching funds and/or in-kind contributions (changes may be submitted for approval in OnCorps)

Policy Documents – Your Contract with KSDE

• AmeriCorps State Subgrantee Award Agreement/Contract All programs will receive an AmeriCorps State Grant Award Agreement that outlines all responsibilities of the grant, including the need for quarterly program director meetings and quarterly fiscal and programmatic reporting.

Subgrantee Policies

• POLICIES AND PROCEDURESSub-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