2014 AmeriCorps State and National Symposium Updates and Fixed Awards.
WELCOME 2014 AmeriCorps Program Director Training Saratoga Springs, NY October 20, 2014.
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Transcript of WELCOME 2014 AmeriCorps Program Director Training Saratoga Springs, NY October 20, 2014.
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WELCOME2014 AmeriCorps Program Director Training
Saratoga Springs, NY October 20, 2014
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File Management
2014 AmeriCorps Program Director TrainingSaratoga Springs, NY
October 20, 2014
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•Timesheet Requirements
•Member Evaluations
•Criminal History Authorization
•File Review
File Management
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All State AmeriCorps grantees must adhere to the following timekeeping requirements:
•must track hours served by direct service, training and fundraising hours;
•must include either a separate column for recording lunch breaks or written guidance about subtracting lunch breaks from the service. (Lunch breaks cannot be counted towards member hours unless the lunch includes structured activities);
•member should record their hours served on a daily basis either on their timesheet or in a log;
Timesheet Requirements
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• members must submit their timesheet to their site supervisor no later than the day after the last day in the stipend period;
• timesheet must be signed and dated by the member and supervisor;
• member’s site supervisor must keep track of the member’s hours on a daily basis;
• if criminal history background checks are pending and the member had recurring access to vulnerable populations, the supervisor must confirm that Member accompaniment was documented on the timesheet.
Timesheet Requirements continued
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• sign off attesting the member was accompanied must include:o date;o hours; ando who performed the accompaniment
• site supervisor must confirm the accuracy of the total hours served, checking for math mistakes and separation of types of hours;
• Prior to exiting with Ed. Award, programs must ensure the timesheets add up to the required number of hours
NOTE: Program will be responsible to repay the portion of the Ed. Award for the hours not served
Timesheet Requirements continued
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• timesheets must be signed with ink pen (not pencil or erasable pen);
• "White Out" cannot be used to correct mistakes. Programs should put a line through the error, write in the correct number, and initial the correction;
• timesheets cannot be signed in advance of service being completed;
• members may not have access to or possession of his/her completed timesheet site supervisor has signed the sheet;
• site supervisors must then ensure that the signed timesheet is delivered directly to the program staff;
Timesheet Requirements continued
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• program must train site supervisors and members on all timesheet requirements; and
• timesheet requirements should be in supervisor and member hand-books.
NOTE: If the requirements are not adhered to, the Program must return the timesheet to the member and supervisor for correction and resubmission.
Timesheet Requirements continued
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In addition to all the requirements listed previously, programs using electronic timesheets must follow the following:
•a written policy must be in effect establishing the use of electronic timekeeping system;
•a secure, verifiable electronic signature system must:o identify and authenticate a particular person as the
source of the electronic signature; ando indicate such person’s approval of the information
contained in the electronic message.
Timesheet Requirements – ELECTRONIC
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• once appropriate electronic signatures have been applied, no changes may be made unless there is a clear, auditable record of the revision.;
• programs must ensure that the validity and integrity of the record is not compromised.
• The Corporation will recognize electronically stored files where the electronic storage procedures and system provide for the safe-keeping and security of the records, including:
o sufficient prevention of unauthorized changes of records;o effective security measures to ensure that only authorized persons have
access to records; o adequate measures designed to prevent physical damage to records; o a system providing for back-up and recovery of records; and o the electronic storage procedures and system provide for the easy
retrieval of records in a timely fashion.
Timesheet Requirements – ELECTRONICcontinued
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• Programs must evaluate ALL members and keep the documentation filed.
oFull-time and Half-time members require a midterm and an end-of-term written evaluation of each member’s performance.
oLess than Half-time members require only an end-of-term evaluation.
Member Evaluations
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• The end-of-term evaluation should address, at a minimum, the following factors:
owhether the member has completed the required number of hours;
owhether the member has satisfactorily completed assignments; and
owhether the member has met other performance criteria that were clearly communicated at the beginning of the term of service.
Member Evaluations continued
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• The criminal history authorization form must be singed and dated by member and supervisor prior to checks and be kept in member’s file.
• The authorization must include: omember’s consent to check;omember understands selection is contingent
upon results of checks; andomember understands right to review and
challenge results.
Criminal History Authorization
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File Review
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Questions?