indiana state university americorps program...requests for letters to professors for an excused...
TRANSCRIPT
Rev. 7/27/15
INDIANA STATE UNIVERSITY
AmeriCorps Program
Site Supervisor Manual 2016-2017
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Sycamore Service Corps
Indiana State University
Tirey Hall 136
Terre Haute, IN 47809
Phone: 812-237-7900
Fax: 812-237-2525
http://www.indstate.edu/americorps/
AmeriCorps Executive Director - Heather Dalton Miklozek [email protected] Phone: 812-237-8996
AmeriCorps Program Director – Jennifer Christian [email protected] Phone: 812-237-7900
Graduate Assistant for AmeriCorps – Rashad Crawford [email protected] Phone: 812-237-8166
Indiana State University is an Equal Opportunity Employer and conducts its recruitment and hiring based
solely upon job-related qualifications, without regard to race, color, religion, age, sex, national origin, sexual
orientation, disability, veteran status or citizenship status.
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AmeriCorps Site Supervisor Manual 2016-2017
Table of Contents Program Overview
Center for Community Engagement (CCE)………………………………………………………………….5
Sycamore Service Corps (AmeriCorps) Mission…………………………………………………..………...5
Sycamore Service Corps Goals………….………………………………………………………....................6
Service Learning…………………………………………………………………………………………….. .6
Member Requirements
Member Contract …………………………………………………………………………………………… 6
Community Service Plan …………………………………………………………………………………… 6
Monthly Professional Development Sessions………………………………………………………………. 8
Monthly Reflections……………………………………………………………………………………….....9
CPR/First-Aid Certification………………………………………………………………………………… 9
Out-of-Town Conferences…………………………………………………………………………………... 9
National Days of Service……………………………………………………………………………………. 10
Recruitment…………………………………………………………………………………………………. 10
One-on- one Meetings with AmeriCorps Staff………………………………………………………………11
Service Site Responsibilities
Service Site Criteria…………………………………………………………………………………………. 11
Matching Funds…………………………………………………………………………………………….. 12
Service Site Agreement ………………………………………………………………………………….. 12
Service Site Match Certification Form……………………………………………………………………… 12
Direct Service……………………………………………………………………………………………….. 12
Capacity-Building Allowable Activities……………………………………………………………………. 13
Member Recruitment………………………………………………………………………………....……. 14
Orientation………………………………………………………………………………………………….. 14
On-Site Training……………………………………………………………………………………………..14
Member Supervision………………………………………………………………………………………… 15
Member Voting ……………………………………………………………………………………………... 15
Jury Duty……………………………………………………………………………………………………. 15
AmeriCorps Gear/Signage………………………………………………………………………………….. 16
Service Site Visits…………………………………………………………………………………………… 16
Evaluations………………………………………………………………………………………………….. 16
Performance Measures……………………………………………………………………………………….16
Timesheets…………………………………………………………………………………………………... 17
Timesheet Coding…………………………………………………………………………………………… 18
Scheduled Service …………………………………………………………………………………………...18
Suspension…………………………………………………………………………………………………... 18
Communication with AmeriCorps Program Staff…………………………………………………………... 18
Volunteer Audit……………………………………………………………………………………………… 18
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Rules and Regulations
Prohibited Activities………………………………………………………………………………………… 19
Fundraising and Grant-writing Rules and Regulations……………………………………………………… 20
Service Site Disciplinary Procedure …………………………………………………................................... 21
Member Disciplinary Procedure…………………………………………………………………………….. 22
Minor Member Disciplinary Actions………………………………………………………………………... 23
Release from Terms of Service……………………………………………………………………………… 24
Service Site/Site Supervisor Grievance Procedures………………………………………………………….26
Arbitration…………………………………………………………………………………………………… 27
Workers Compensation Policy and Procedures……………………………………………………………... 28
Members Transporting Agency Clients……………………………………………………………………... 29
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Program Overview
Center for Community Engagement
The Indiana State University AmeriCorps Programs are administered by the Center for
Community Engagement (CCE). CCE is the outreach office of ISU. The Center is responsible
for developing and supporting research and experiential learning initiatives that improve the
greater good of the community – both the University community and that of the Wabash
Valley. CCE coordinates several campus/community initiatives including:
Fall Donaghy Day
Martin Luther King Jr. Day of Service
Global Youth Service Day/Spring Donaghy Day
Alternative Fall Break
Alternative Winter Break
Alternative Spring Break
Alternative Summer Break
AmeriCorps
Service-Learning
Indy Day of Service
Gary Service Trip
Volunteer Fair
The CCE office is located on the Indiana State University Campus in Tirey Hall 134.
Office hours are Monday – Friday from 8:00 a.m. – 4:30 p.m. Contact by phone at 812-237-
2334.
Sycamore Service Corps (AmeriCorps) Mission
Sycamore Service Corps is an AmeriCorps State program funded through the Corporation for
National and Community Service, and is granted through Serve Indiana in Indianapolis.
http://www.in.gov/Serve Indiana http://www.cns.gov/ http://americorps.gov/
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Sycamore Service Corps is a corps of volunteers that includes local residents and students
from local higher education institutions. Volunteers are placed in nonprofit organizations in a
five-county area of West Central Indiana including Clay, Parke, Sullivan, Vermillion, and
Vigo counties.
Members provide service in the priority areas of:
Community and economic development
Public safety
Education
Family self-sufficiency and stability
Health and human services
Service-Learning
The Sycamore Service Corps is designated to provide a
service learning experience for our members. “Service-
learning is a form of experiential education in which students engage in activities that address
human and community needs together with structured opportunities intentionally designed to
promote student learning and development” (Jacoby, 1996, p. 5). Participation in the
Sycamore Service Corps involves various reflective activities, training, discussion, and other
professional development opportunities which CCE and AmeriCorps provide to our members.
The goal of combining service and guided reflection is to help members become more aware
of the issues facing the world, continue to be more actively involved in the community, and
become socially responsible citizens. While members become more aware and committed to
civic involvement, they also assist the organization to meet its goals and mission.
Member Requirements
Member Contract
The Member Contract outlines the member’s responsibilities as a participant in the
AmeriCorps Sycamore Service Corps. By signing this contract the member agrees to abide by
the regulations set forth by the Corporation for National and Community Service, Serve
Indiana, the Center for Community Engagement, and Indiana State University. Signature of
this document signifies the member’s commitment to complete his/her required number of
service hours.
As a stipulation of the contract, each AmeriCorps member must serve a minimum of 25
hours each month as stated in their contract, unless approval is given by the service site
supervisor and AmeriCorps staff has been notified. Students are not permitted to serve more
than twenty (20) hours per week unless pre-approval is given by AmeriCorps program staff.
Members that serve less than the amount agreed to can be suspended from the program.
While on suspension, a member is not able to accrue any hours and receives no living
allowance or hourly compensation. Any missed living allowances are not allowed to be
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“made up.” The member loses the monthly stipend(s) while in suspension mode, and the
service site will be prorated for the amount missed.
The Member Contract also details the start and end date for the AmeriCorps member. It is
crucial that an accurate end date is determined so that the member will be eligible to receive
the full living allowance. Members that end their service prior to the original end date
recorded in the Member Contract are considered to be no longer “participating” in the
AmeriCorps Program and forfeit any remaining stipends. Members are not permitted to
receive any lump sum payments for completing their service ahead of schedule.
The contract is signed by the AmeriCorps member, Service Site Supervisor, AmeriCorps
Program Director, and the AmeriCorps Executive Director. Members are not permitted to
begin their service until the signed Member Contract is submitted to AmeriCorps
Program staff.
Community Service Plan/Position Description
AmeriCorps members must complete and submit the Community
Service Plan to AmeriCorps Program staff prior to accruing any
service hours in the AmeriCorps Program.
The Community Service Plan serves as the position description for the AmeriCorps member,
outlining the details of their service at their particular service agency. Members are required
to complete this document with their service site supervisor. The specific duties of the
AmeriCorps member are delineated in the Community Service Plan. Community Service
Plans must comply with AmeriCorps Program regulations as outlined in the Service Site
Agreement.
As a part of the Community Service Plan, members and site supervisors must devise a plan for
approximately how many hours will be completed during each month of service; keeping in
mind the targeted amount of hours that must be served monthly. Weekly schedules for
members are to be established at the beginning of service and recorded in the Community
Service Plan. Members must plan ahead and discuss any changes in schedule during
breaks, vacations, and holidays. It is important to note that Indiana State University
and other colleges do not generally operate on the same schedule as the Vigo County
School Corporation which may affect members serving at sites that work with children.
Members must set measurable goals and objectives for their term of service.
For example:
In order for the clients to become involved with community service, I will take them
to two (2) volunteer service events.
I will help implement and monitor age-appropriate curriculum.
I will develop and implement an exercise program at my site.
The Community Service Plan serves as an official contractual agreement. Any changes in the
document must be approved through the AmeriCorps Program Director.
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The Community Service Plan must be completed and signed by the member and site
supervisor then submitted to the AmeriCorps Program Director before the member can
begin to accrue service hours.
Monthly Professional Development Sessions
Monthly Professional Development sessions are an integral part of the AmeriCorps Program at
Indiana State University. Sessions are held two times per month and expose members to valuable
information regarding important topics and introduce them to various service sites which participate
in the AmeriCorps program. Participation in the reflection and professional development offered
during these sessions is vital to the success of a member’s service-learning experience. Site
supervisors should encourage their member(s) to attend these sessions.
Members are required to use 12-20% of their total hourly commitment toward professional
development/training. This includes on-site training.
300- 36 to 60 hours of training
450- 54 to 90 hours of training
675 - 81 to 135 hours training
Completion of one monthly training/professional development session per month is required.
Time spent on the session counts as training hours toward a member’s total hourly
commitment.
Monthly Reflections
Members are required to complete one reflection activity per month to help them process their
experience and learn more about themselves and the communities in which they serve.
Members will find that by answering the designated questions they will be more aware of
their objectives, more cognizant of their progress, and will better appreciate the lessons
learned and the experiences gained as AmeriCorps volunteers.
Reflections are requirements of the program, and members are subject to suspension and
forfeiture of their education award if they fail to submit their reflections. Reflections are
submitted to AmeriCorps Program Staff.
CPR/First Aid Certification
CPR/First Aid certification training for adults and children is provided through the American Red
Cross for all members. This session is optional; however, Member attendance at this session is left to
the discretion of the site supervisor. Site supervisors should indicate their preference on the first page
of the Community Service Plan.
CPR sessions are listed on the AmeriCorps Calendar 2016-2017. Members that attend the CPR/First
Aid session(s) can count their hours as training on their time sheet.
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Out-of-Town Conferences
The Indiana Non-Profit Summit - attendance gives AmeriCorps Members the chance to meet
colleagues from across the State of Indiana. The Indiana Non-Profit Summit is hosted in
Indianapolis. All costs associated with the conference are free to members. Members will be
reimbursed for mileage as long as members carpool with other members. The Conference features
keynote speakers and professional development sessions, which are a valuable part of the member
experience. This event is optional but attendance is strongly encouraged. Sessions count as training
hours toward a member’s required hours of service. Requests for letters to professors for an excused
absence from class will be available from AmeriCorps Staff; however, the decision to excuse the
student is at the discretion of the Professor.
AmeriCorps Week – This is a state-wide retreat and will likely occur in May or June 2017.
More details will be made available as the date approaches.
A maximum of twelve (12) hours per day can be accrued at these events.
A member can attend a conference if their absence will not negatively impact his/her service agency.
A member may not exceed the 20% maximum limit of training toward his/her total hours of
commitment, but may attend the conferences without counting their hours on the member time sheet.
Members must discuss their plans to attend any out-of-town AmeriCorps sponsored
conferences with their service site supervisors. Training hours must be factored in when
projecting hours served for that particular month.
National Days of Service
Members are required to participate for the entirety of the National Day of Service
during one of the following days of service:
Fall Break Service Trip – October or November 2016
Alternative Winter Break - December 2016
Indy Day of Service - TBD
Martin Luther King, Jr. Day – TBD
Alternative Spring Break - March 2017
Gary Service Trip - Spring 2017
Spring Donaghy Day – April 2017
Indiana Special Olympics- Summer 2017
Members may serve up to eight (8) hours in these ISU sponsored national days of service;
however, site supervisors can dictate how many hours a member may serve off-site either if
above the four-hour requirement.
New regulations by Serve Indiana require members to obtain signatures from
recruited volunteers.
CCE staff will provide volunteer opportunities, if requested.
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Volunteer Tracking Instructions – OnCorps
a. If you recruited volunteers during this time period please do the following:
i. Click on Reporting – Submit Reports
ii. Click on Volunteer Mobilization
iii. Click on Add New Volunteer Mobilization Event
iv. Input all required information.
v. For reporting time if you recruited volunteers between:
1. Sept, Oct, Nov- Select Q1
2. Dec, Jan, Feb- Select Q2
3. Mar, Apr, May-Select Q3
4. Jun, Jul, Aug- Select Q4
vi. After you have input all the information select SAVE
One-on-one Meetings with AmeriCorps Staff
AmeriCorps staff will conduct one-on-one interviews with each AmeriCorps member
throughout his/her service. The meetings will take place in the AmeriCorps office located in
the Center for Community Engagement. A summary of the progress, concerns, issues and
great stories will be provided to the service site supervisor following the reporting session.
1st Meeting: Approximately 4 weeks into service
2nd
Meeting: Midway through service (Mid-Term Evaluations and Volunteer Plans
due at this time)
3rd
Meeting: Exit interview (Exit Evaluation due)
During these meetings, AmeriCorps staff will discuss with the member any concerns noted
from the site monitoring visit or through contact with the site supervisor. Members should
count this time on their timesheet using “STAF” as the code.
Service Site Responsibilities
Service Site Criteria
1. Service sites must be non-profit 501(c) 3 or public agencies.
2. Non-profit 501(c)3 organizations that serve as service sites must have been in
operation for a minimum of one year and have at least one professional, paid staff
member.
3. Service site organizations must provide services in at least one of the following areas:
public safety and human services, community and economic development, education,
health, or family self-sufficiency and stability. In addition, the mission of the service
site organization must address one of those service areas.
4. Service site organizations must provide a non-federal cash match of a pre-determined
amount to support a portion of each member’s living allowance.
5. Service site organizations must designate one paid administrative staff member to
serve as the site supervisor. The site supervisor must be a member of the
administrative/executive staff. Support staff or volunteers cannot serve as site
supervisors.
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6. Service sites must provide the member with a quality placement, ensuring that the
member engages in part-time, direct service for a period of up to 12 months. Members
cannot duplicate the functions of other employees or displace paid or volunteer staff
positions.
7. Service sites must provide members with on-site orientation and on-going training as
needed, and an appropriate work space with access to a phone, computer, and supplies.
Potential service sites are evaluated on the following criteria:
The quality and stability of the organization’s management.
The quality, innovation, and feasibility of the proposed project.
Compatibility between the organization’s mission, proposed project and the mission of
Sycamore Service Corps.
The level of training and professional development available to members.
The service site agrees to be in compliance with all applicable AmeriCorps rules, provisions
and guidelines established at the federal, state, and grantee levels as monitored by the
AmeriCorps program staff at Indiana State University. In the event of a disagreement between
the Service Site and the AmeriCorps Program staff, a grievance procedure has been
established and can be found on page 26. AmeriCorps program staff reserve the right to
terminate this agreement or remove the AmeriCorps member from the site at any time.
Matching Funds
Service sites must provide matching funds to help compensate members for their
living allowance. Matching funds must be provided with non-federal dollars. The rates
for the 2016-2017 Sycamore Service Corps grant period (September 1, 2016 – August 31,
2017 are as follows:
300 Hours - $586.17 per member.
450 Hours - $879.52 per member.
675 Hours - $1,319.55 per member.
Service Sites will be billed quarterly in four equal installments with the last bill sent toward
the end of the contract year. Members that begin service after the first billing will be divided
into the remaining installments.
Service sites are NOT responsible for matching the member education award. Education
awards are paid by the Corporation for National and Community Service. All AmeriCorps
positions are provided an education award at the end of a successful term of service.
Service Site Agreement
The Agreement for AmeriCorps Service Site 2016-2017 must be completed and signed by the
service site director and the AmeriCorps Program Director prior to any AmeriCorps
member’s commencement of service.
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Service Site Match Certification Form
After the member(s) is (are) placed at a service site, the Match Certification form is mailed to
the Site Supervisor and is to be signed and returned to AmeriCorps Program staff. This
document lists the member(s) name(s) and amount of match funding required.
Direct Service
The general purposes of this grant are to strengthen the ties that bind communities together,
developing the citizenship skills of AmeriCorps members, and “getting things done” in
communities. Activities funded through this grant are intended to help engage Americans of
all backgrounds in community-based service that provide a direct and noticeable benefit.
Service activities must result in a specific identifiable service or improvement that
otherwise would not be provided with existing funds or volunteers and that does not
duplicate the routine functions of workers or displace paid employees or volunteers.
An explanation of prohibited and accepted behaviors is provided in the rules and regulations
section of this manual.
Capacity-Building Allowable Activities
Capacity-building activities that AmeriCorps members perform should enhance the mission,
strategy, skills, and culture, as well as systems, infrastructure, and human resources of an
organization that is addressing unmet community needs. Capacity-building activities help an
organization gain greater independence and sustainability.
a) The AmeriCorps members supported under this grant may perform capacity-building
activities that advance your program’s goals and that are included in, or consistent with, the
Corporation-approved grant application.
b) Examples of capacity-building activities members may perform include, but are not limited
to, the following:
1) Strengthening volunteer management and recruitment, including:
(i) Enlisting, training, or coordinating volunteers;
(ii) Helping an organization develop an effective volunteer management system;
(iii) Organizing service days and other events in the community to increase citizen
engagement;
(iv) Promoting retention of volunteers by planning recognition events or providing
ongoing support and follow-up to ensure that volunteers have a high-quality experience;
(v) Assisting an organization with outreach to individuals and communities of different
backgrounds while encouraging volunteerism to ensure that a breadth of experiences and
expertise is represented in service activities.
(2) Conducting outreach and securing resources in support of service activities that meet
specific needs in the community.
(3) Helping build the infrastructure of the sponsoring organization include:
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(i) Conducting research, mapping community assets, or gathering other information that
will strengthen the sponsoring organization’s ability to meet community needs;
(ii) Developing new programs or services in a sponsoring organization seeking to expand;
(iii) Developing organizational systems to improve efficiency and effectiveness;
(iv) Automating organizational operations to improve efficiency and effectiveness;
(v) Initiating or expanding revenue-generating operations directly in support of service
activities;
(vi) Supporting staff and board education.
(4) Developing collaborative relationships with other organizations working to achieve
similar goals in the community, such as:
(i) Community organizations, including faith-based organizations;
(ii) Foundations;
(iii) Local government agencies;
(iv) Institutions of higher education;
(v) Local education agencies or organizations
Position Description Forms
Service sites must submit a detailed position description for every AmeriCorps position. The
information from this form is used to recruit AmeriCorps candidates.
Member Recruitment
After the service site submits the Agreement for AmeriCorps Service Site and AmeriCorps
Position Description forms, AmeriCorps program staff will begin to recruit for a potential
candidate(s). Service sites may also refer applicants to the program.
After the candidate has submitted an application and three (3) written professional references,
been interviewed by Program staff, been screened through background checks, and had
his/her references checked by AmeriCorps program staff, he/she will be eligible for placement
at a service site. Once this process is completed, the candidate’s application, references, and
other supporting documents will be sent to the service site electronically, via an Adobe PDF
file.
It is the responsibility of the service site to contact the candidate and set-up an on-site
interview. The service site supervisor must then contact the AmeriCorps program staff
with their decision regarding the placement of the candidate at their
agency/organization.
Orientation
All members must attend a member orientation at Indiana State University
before they can start their service and prior to accruing AmeriCorps hours at an
AmeriCorps service site.
All site supervisors are required to attend a site supervisor orientation provided
by Indiana State University at the beginning of each grant year prior to their
AmeriCorps members accruing hours.
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On-site Training
Site supervisors must provide AmeriCorps members training similar to that which is provided for
regular staff at the nonprofit organization. Basic operating procedures and orientation is necessary to
help acclimatize the member to the site. Site supervisors are encouraged to include members in staff
meetings if appropriate.
Members are required to use 12-20% of their total hourly commitment toward training. This includes
on-site training, monthly professional development sessions, out-of-town AmeriCorps conference
attendance, or conference attendance related to the service site. A member can participate in more
training than 20% of their commitment, but is not permitted to count those hours toward hourly
accrual of their total commitment. Members must keep a log of date of training, hours and what they
did to accrue the hours.
Member Supervision
Site Supervisors must be a paid employee of the service site agency. Site Supervisors are
required to:
Provide meaningful direct service, or capacity-building activities and performance
criteria that are appropriate to the skill level of the AmeriCorps member.
Provide supervision for each AmeriCorps member on a daily basis. Members may
serve some of their hours off-site; however, site supervisors are responsible for
verifying that members are performing allowable activities and must ensure the
accuracy of hours being submitted.
Provide equipment and/or materials for use by the AmeriCorps member to complete
his/her tasks and activities.
Provide a safe and sanitary working environment.
Provide on-site counseling and encouragement as needed.
Treat AmeriCorps member(s) as part of your staff team. AmeriCorps member(s)
should attend staff meetings, be formally introduced to all staff, and be invited to
participate in in-house training, if appropriate.
Communication with AmeriCorps Program Staff
Site Supervisors are expected to communicate regularly with AmeriCorps program staff.
Communicate to AmeriCorps program staff any “Great Stories” that you are involved in at
your site. As a part of grant reporting responsibilities, AmeriCorps Programming staff must
submit regular updates and stories describing the successes and achievements of Members’
AmeriCorps service. Notify AmeriCorps program staff immediately if you have any problems
or concerns at your site. See the beginning of this Handbook for contact information.
Member Voting
All eligible members are encouraged to register and vote during their term of service;
however, members cannot be required to register or to vote, as exercising this individual right
is a personal decision.
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Members who are unable to vote before or after service hours should be allowed to do so
during their service hours without incurring any penalties. An appropriate length of absence
needed to vote should be discussed between the Service Site and the AmeriCorps Program
Director and communicated to the member.
Remember: AmeriCorps members may not participate in voter registration drives as a part of
their service activities.
Jury Duty
Serving on a jury is an important responsibility of citizenship. Members should be encouraged
to serve jury duty and must not be penalized for doing so.
AmeriCorps Gear/Signage
Site supervisors must ensure that members wear the AmeriCorps logo while serving at
their service site. AmeriCorps staff will provide members with AmeriCorps tee-shirts, polo
shirts or sweatshirts, and a name badge of professional quality. If the AmeriCorps shirts are
not suitable for the service site, members may wear appropriate clothing in accordance with
the organization’s guidelines but must wear the AmeriCorps name badge, pin, or sticker.
AmeriCorps program staff will provide extra pins or stickers to keep on hand at each service
site. Hours served cannot be accrued if the member is not wearing the AmeriCorps logo.
The service site must display an AmeriCorps poster in a conspicuous location at the agency/
organization.
Service Site Visits
AmeriCorps Program Staff will conduct periodic visits to the service site. In addition, a
formal monitoring compliance visit is required annually.
Evaluations
Site Supervisors must complete a mid-term evaluation and an exit evaluation for each of their
member’s work performance and submit signed copies to the Center for Community
Engagement, Tirey Hall 134. Supervisors are required to discuss both evaluations with the
member who must also sign the document. The member is required to complete a mid-term
self-evaluation (Form MS1) in advance of the site supervisor’s mid-term evaluation for
comparison.
Members are required to submit a completed evaluation of the placement site (form S1)
midway through their service experience.
All evaluations are posted online at www.indstate.edu/americorps.
Performance Measures: Capacity Building: Sycamore Service Corps members will build
capacity by recruiting and managing volunteers. They will also create better volunteer
management practices for their sites and will help to secure in kind donations to increase
capacity.
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44 Sycamore Service Corps members will recruit 660 total overall non AmeriCorps
volunteers to serve a minimum of one service hour at their service site and/or Indiana
State University service days.
44 Sycamore Service Corps members will manage 330 members in total non-
AmeriCorps volunteers to serve a minimum of one service hour at their service site
and/or Indiana State University service days.
30 Sycamore Service Corps members will submit a detailed volunteer plan on how to
recruit, retain and manage volunteers. A post-test will be completed by the host sites
receiving the volunteer plan from the SSC member
44 members will collectively leverage $25000 dollars of in-kind resources in which
members will create and maintain a donation log at each site.
Timesheets
A member’s failure to submit bi-weekly timesheets will result in member suspension
from the program.
Sycamore Service Corps Members – 300, 450, & 675 Hour Positions
Members are required to submit an online timesheet every two (2) weeks (pay period dates in pocket
of binder). Members are expected to complete and submit timesheets even if no hours were served
during a designated pay period. It is recommended that a member also keep a log of their hours for
their own records. Members must submit their online timesheets by 5:00 P.M. on the deadline date.
Supervisors are required to go online to review and approve member online timesheets by 5:00
P.M. on the Friday following the member deadline date. (AmeriCorps online timesheet approval
instructions are found in the pocket of the binder) If you do not have internet capability it is
imperative that you review and sign a member’s paper timesheet so that they can turn in the
timesheet to the Center for Community Engagement by the deadline date. This will allow
AmeriCorps staff to verify service and approve the time online for you. Failure to approve
timesheets in a timely manner may result in members being unable to continue to serve.
Summaries of each member’s accrued hours will be available online to the site supervisor. A
summary example is shown below.
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Training hours for monthly professional development sessions, out-of-town conferences,
and ISU sponsored national days of service sponsored by ISU, must also be included on
the timesheet.
Timesheet Coding
Timesheets are to be completed by the member. Hours must be designated as fund raising,
training, direct service or mentoring. Members must also describe the work performed in the
appropriate column using the codes listed on the Sycamore Service Corps Service Codes for
Timesheets form provided in the back pocket of binder. If service performed by the
AmeriCorps member does not fit into any categories listed on the coding form, contact
AmeriCorps Program Staff to add a new category.
Timesheets must not include any description of activities other than the appropriate codes.
Members are to enter as many codes as applicable to the service provided each day.
Scheduled Service
Site supervisors must arrange an expected service schedule in advance with the member.
Once agreed on by both parties, the member is expected to serve on the designated days and
times. The member is expected to contact the site supervisor in advance of any absence
should illness or emergency arrive. Members are expected to be punctual and must call the
site supervisor in the event of arriving late to the service site.
Notify AmeriCorps program staff immediately if an AmeriCorps member has more
than one unexcused absence or tardiness, or if you become concerned about the
member’s professional behavior. There is an official disciplinary procedure in the manual
that program staff, site supervisors, and members must abide by.
Suspension
Members in the suspended mode are not allowed to accrue hours nor receive compensation while in
suspension. A lost living allowance may not be “made up” later. A suspended member will lose at
least one month or more of the stipend.
Communication with AmeriCorps Program Staff
Site supervisors are expected to communicate regularly with AmeriCorps
program staff. Program staff will periodically conduct visits to service sites.
Site supervisors are asked to communicate to AmeriCorps program staff any “Great Stories”
at the service site that members are involved in. As a part of grant reporting responsibilities,
AmeriCorps Program staff must submit quarterly updates and stories describing the successes
and achievements of your organization that involve AmeriCorps members. Your help is
appreciated!
Volunteer Audit
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Members will be required to perform an assessment/audit of the volunteer needs of their
service agency as a part of their term of service. AmeriCorps program staff will provide a
short survey assessment tool to assist members to collect the necessary information.
Information from these audits will assist members and agencies in volunteer recruitment
efforts.
Rules and Regulations
Prohibited Activities
Prohibited activities of AmeriCorps members include (found in
the 2014 CNCS provisions):
Prohibited Activities. While charging time to the AmeriCorps
program, accumulating service or training hours, or otherwise
performing activities supported by the AmeriCorps program or
CNCS, 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;
f. Participating in, or endorsing, events or activities that are likely to include advocacy for or
against political parties, political platforms, political candidates, proposed legislation, or
elected officials;
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;
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 related to engaging in political
activities or substantial amount of lobbying except that nothing in these provisions 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 3.g. above,
unless CNCS assistance is not used to support those religious activities;
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i. Conducting a voter registration drive or using CNCS funds to conduct a voter registration
drive;
j. Providing abortion services or referrals for receipt of such services; and
k. Such other activities as CNCS 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-CNCS funds. Individuals should not wear
the AmeriCorps logo when doing so.
Fund Raising and Grant Writing Rules and Regulations
Approved Fundraising Member Activities: Members may raise funds to directly support
service activities that meet local, environmental, educational, public safety, homeland
security, or other human needs. Fundraising must not exceed 10% of the member’s total
hours of commitment. Examples of fundraising activities that members may perform
include, but are not limited to the following:
Seeking donations for books from companies and individuals for a program in which
volunteers tutor children to read;
Writing a grant proposal to a foundation to secure resources to support the training of
volunteers;
Securing supplies and equipment from the community to enable volunteers to help
build houses for low-income individuals;
Securing financial resources from the community to assist a faith-based organization
in launching or expanding a program that provides social services to the members of
the community and is delivered, in whole or in part, through the members of the faith-
based organization; or
Seeking donations from alumni of the program for specific service projects being
performed by current members.
Prohibited Fundraising Member Activities:
A Member’s service activities may not include the following:
Raising funds for his/her living allowance or other costs of the AmeriCorps program;
Raising funds for an organization’s operation expenses or endowment;
Writing grant applications for AmeriCorps funding or for any other funding provided
by the Corporation for National and Community Service; or
Writing grant applications for funding provided by any other federal agencies.
In general, AmeriCorps Members cannot assist their organizations with major fundraising
efforts as part of their AmeriCorps service hours. However, members may receive service
credit for activities related to fundraising, but only to the extent that those activities satisfy all
five of the following conditions:
provide immediate and direct support to a specific and direct service activity,
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fall within the Program’s approved direct service objectives,
are not the primary activity of the program,
do not involve financial campaigns, endowment drives, solicitation of gifts and
bequest, or similar activities designed for the sole purpose of raising capital or
obtaining financial contributions for the organization, and
do not involve significant amounts of time for any member.
For example, once or twice a year, Members in a tutoring program may solicit book donations
to give to the children they are tutoring, but may not help write a grant proposal to help raise
match money for the organization. If you are unsure whether or not specific fundraising
activities are acceptable, please contact AmeriCorps Program staff for clarification.
Service Site Disciplinary Procedure
In general, if a service site is found to be in violation of AmeriCorps guidelines, allowing
members to participate in prohibited activities, behaving in an unprofessional manner,
engaging in any activity that may physically or emotionally damage the members of the
Program, or fails to comply with guidelines and requirements set forth by the AmeriCorps
program, AmeriCorps program staff will do the following:
1. For the service site’s first offense, an appropriate program official will issue a verbal
warning to the site supervisor(s)
2. For the service site’s second offense, an appropriate program official will issue a
written warning and reprimand the site supervisor(s)
3. For the service site’s third offense, AmeriCorps program staff will begin the process
of removing active members and members in the suspension mode from the service
site. Members may be reassigned to another suitable service site.
Except in cases where during the service the site has been charged with illegal activities.
This includes any other serious breach that in the judgment of the director of the program
would undermine the effectiveness of the program. Conduct considered severe by program
staff can warrant immediate release from the program without previous verbal or written
warnings
Service Site Grievance
The procedure for the filing and adjudication of grievances for service sites
can be found on page 26.
Member Disciplinary Procedure
Code of Conduct
A. Per AmeriCorps provisions, at no time may the Member:
1. Engage in any activity that is illegal under local, state, or federal law.
2. Engage in activities that pose a significant safety risk to others.
3. Engage in any AmeriCorps prohibited activities that include:
any activity involving an attempt to influence legislation or an election or aid a
partisan political organization;
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engaging in voter registration drives;
helping or hindering union activity;
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;
engaging in any form of religious proselytization;
organizing or engaging in protests, petitions, boycotts, or strikes;
impairing existing contracts for services or collective bargaining agreements;
participating in, or endorsing, events or activities that are likely to include
advocacy for or against political parties, political candidates, political
platforms, proposed legislation, or elected officials;
providing a direct benefit to a for-profit entity, a labor union, a partisan
political organization, a religious organization, or a non-profit that engages in
lobbying.
B. The member is expected to, at all times while acting in an official capacity as an
AmeriCorps Member:
1. Demonstrate mutual respect towards others.
2. Follow directions.
3. Direct concerns, problems, and suggestions to the Sycamore Service Corps
Program Director in the Center for Community Engagement.
C. The member understands that the following acts also constitute a violation of the
Program’s rules of conduct and can lead to suspension or termination from the Program:
1. Unauthorized tardiness.
2. Unauthorized absences from the service site or required Professional development
sessions/events.
3. Repeated use of inappropriate language (i.e. profanity) at a service site.
4. Failure to wear appropriate clothing to service assignments.
5. Stealing or lying (including false reporting of hours or altering of timesheets).
6. Engaging in any activity that may physically or emotionally damage other
participants of the program or people in the community.
7. Unlawful manufacture, distribution, dispensation, possession, or use of any
controlled substance or illegal drug(s) during the term of service.
8. Consuming alcoholic beverages during the performance of service activities.
9. Being under the influence of alcohol or any illegal drug(s) during the performance
of service activities.
10. Failing to notify the Program of any criminal arrest or conviction that occurs
during the term of service.
11. Failing to submit reflections or other assignments.
12. Failing to submit online and/or paper timesheets. Timesheets must be submitted
to the Center for Community Engagement bi-weekly. Timesheets are expected
even if no service hours have been performed. 13. Non-participation in one (1) approved National Day of Service.
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D. Under the Drug-Free Workplace Act, you must immediately notify the Program Director
if you are convicted under any criminal drug statute. Your participation in the Program is
conditioned upon compliance with this notice requirement and will be taken for violation
of this.
E. In general, for violating the above stated rules in section V (A), (B), (C), and (D), the
Program will do the following (except in cases where during the term of service the
member has been charged with or convicted of a violent felony, possession, sale, or
distribution of a controlled substance):
1. For the member’s first offense, an appropriate program official will issue a verbal
warning to the member.
2. For the member’s second offense, an appropriate program official will issue a
written warning and reprimand the member.
3. For the member’s third offense, the member will be suspended for one day or more
without compensation and will not receive credit for any service hours missed.
4. For the fourth offense, the program will release the member for cause. The verbal
and written notifications process can be waived leading to immediate suspension
or dismissal from the program for any serious breach that, in the judgment of the
Program Director, would undermine the effectiveness of the program.
F. The member understands that he/she will be either suspended or released for cause in
accordance with paragraphs (A), (B), (C), and (D) for committing certain acts during the term
of service including, but not limited to, being convicted or charged with a violent felony,
possession, sale, or distribution of a controlled substance.
MINOR DISCIPLINARY ACTIONS
The Indiana State University AmeriCorps Program Director may suspend a member for
disciplinary reasons stated above. Minor disciplinary actions include temporary suspension of
service.
A. Temporary Suspension of Service. The period of suspension does not count toward a
member's required service hours. Further, members who are suspended for minor
disciplinary reasons may not receive a living allowance for the suspension period.
Members suspended for disciplinary reasons are not considered a member in good standing.
B. If determined to be necessary for improvements in member performance or attendance, the
ISU AmeriCorps Program Director/Program Coordinator may suspend the member for not
complying with program requirements. This may apply to members for minor disciplinary
problems consistent with the member contract and apply to:
o Complete one (1) monthly professional development sessions each month
o Complete two (2) reflection assignments monthly. Reflections are due the
30/31th
of every month.
o Timesheets must be submitted on time bi-weekly. Refer to the timesheet due
dates in the member manual for a specific schedule.
C. The Program may suspend the Member for the following reasons:
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1. During the term the member requests a suspension based on compelling personal
circumstances. During the suspension from service, the member will not receive credit for
service hours or benefits. The member may resume his/ her term of service once the
circumstances supporting the suspension have been resolved. However, a suspension may last
no more than two years from the date of suspension. If the member does not resume the term
within the two year period, the member may request that the program exit the member and the
member will be eligible for a partial education award based on the number of hours served in
the term.
2. During the term of service the member has been charged with a violent felony or the sale or
distribution of a controlled substance. (If the member is found not guilty or the charge is
dismissed, the member may resume his/her term of service. The member, however, will not
receive back living allowances or credit for any service hours missed.)
3. During the term of service the member has been convicted of a first offense of possession of
a controlled substance. (If, however, the Member demonstrates enrollment in an approved
drug rehabilitation program, the Member may resume the term of service. The member will
not receive back living allowances or credit for any service hours missed.)
Members will not receive a living allowance while on suspension. Missed living allowances are not
permitted to get caught up later.
RELEASE FROM TERMS OF SERVICE
A. The member understands that he/she may be released for the following two reasons:
1. For cause, as explained in paragraph (B) of this section; or
2. For compelling personal circumstances as defined in paragraph (C) of this section.
B. The Program will release the member for cause for the following reasons:
1. The member has dropped out of the Program without obtaining a release for
compelling personal circumstances from the appropriate Program official;
2. During the term of service the member has been convicted of a violent felony or the
sale or distribution of a controlled substance;
3. The member has committed a fourth offense
4. Engaging in any activity that may physically or emotionally damage other Members of
the program or people in the community;
5. Unlawful manufacture, distribution, dispensation, possession, or use of any controlled
substance or illegal drug(s) during the term of service;
6. Consuming alcoholic beverages during the performance of service activities;
7. Being under the influence of alcohol or any illegal drug(s) during the performance of
service activities;
8. Failing to notify the program of any criminal arrest or conviction that occurs during
the term of service.
C. The program may release the member from the term of service for compelling personal
circumstances if the member demonstrates that:
1. The member has a disability or serious illness that makes completing the term
impossible;
2. There is a serious injury, illness, or death of a family member which makes
completing the term unreasonably difficult or impossible for the member;
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3. The member has military service obligations;
4. The member has accepted an opportunity to make the transition from welfare to work;
or
5. Some other unforeseeable circumstance beyond the member’s control makes it
impossible or unreasonably difficult for the member to complete the term of service,
such as a natural disaster, a strike, relocation of a spouse, or the non-renewal or
premature closing of a project or the program.
D. Compelling personal circumstances that do not include leaving the program:
1. To enroll in school;
2. To obtain employment, other than in moving from welfare to work; or
3. Because of dissatisfaction with the program.
E. If the program releases the member for cause or for compelling personal circumstance, the
member will cease to receive benefits.
F. If the program releases a member for cause, the member will receive no portion of the
education award. If, however, the program releases the member for compelling personal
circumstances, the member will receive a prorated education award, provided the member has
completed at least 15 percent of the hours needed to complete the term of service.
G. A term that ends early, either for cause or for compelling personal circumstances, is still
considered a term and the education award that the Member receives, or would have been
eligible to receive, will count towards the total of two education awards an individual may
receive through service with AmeriCorps during a lifetime.
Replacement of Members
If a member is released from the program they may be replaced if the previous member
served less than 30% of their hours.
When replacing a member the service site will be responsible for the service site match for the
amount of time the previous member served in addition to a whole match for the replacement
member.
GRIEVANCE PROCEDURES
Grievance procedures have been established by the AmeriCorps program to deal with
grievances from participants, labor organizations, and other interested individuals.
In general, all aggrieved parties such as members, applicants, or any other interested parties
should attempt to resolve any problems or disputes with the other party on a one-to-one basis.
The issues should be clearly stated and understood by both parties. If this process does not
resolve the matter, the aggrieved party may request that the program provide an Alternative
Dispute Resolution process (ADR) such as mediation or facilitation to resolve the dispute.
The program may provide this alternative dispute process to the aggrieved party. ADR
proceedings must be initiated within 45 calendar days from the date of the alleged occurrence.
At the initial session of the dispute resolution proceedings, the party must be advised in
writing of his or her right to file a grievance and right to arbitration. If the matter is resolved,
and a written agreement is reached, the party will agree to forego filing a grievance in the
matter under consideration.
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If mediation, facilitation, or other dispute resolution processes are selected, the process must
be aided by a neutral party who, with respect to an issue in controversy, functions specifically
to aid the parties in resolving the matter through a mutually achieved and acceptable written
agreement. The neutral party may not compel a resolution. Proceedings before the neutral
party must be informal, and the rules of evidence will not apply. With the exception of a
written and agreed upon dispute resolution agreement, the proceeding must be confidential.
If an ADR is used and the matter is not resolved within 30 calendar days from the date the
dispute resolution process began, the neutral party mediating or facilitating the process must
again notify the aggrieved party of his/her right to file a formal grievance. In the event an
aggrieving party files a grievance, the neutral party may not participate in the formal
complaint process. In addition, no communications or proceedings of the information dispute
resolution process may be referred to or introduced into evidence at the grievance and
arbitration hearing. Any decision by the neutral party is advisory and not binding unless both
parties agree.
The aggrieved party may request a grievance hearing without participating in ADR or if the
ADR process fails to facilitate a mutually agreeable resolution. The aggrieved party should
make a written request for a hearing to
Jennifer Christian
AmeriCorps Program Director
812-237-7900
In the event that the grievance is against the individual listed above, the aggrieved party
should make a written request for a hearing to
Heather Dalton Miklozek
Director of Center for Community Engagement
812-237-8996
Except for a grievance that alleges fraud or criminal activity, a request for a grievance hearing
must be made within one year after the date of the alleged occurrence. It is preferred that they
be filed no later than 60 days after the date of the alleged occurrence. At the time a request for
a hearing is made, the program should make available to the aggrieved party information that
it relied upon in its disciplinary decision, if the grievance relates to a disciplinary decision.
A neutral organization staff member will conduct the grievance hearing. The person
conducting the hearing may not have participated in any previous decisions concerning the
issue in dispute, and no proceeding of the ADR may be referred to or introduced into evidence
during the grievance procedures. A hearing must be held no later than 30 calendar days after
the filing of the grievance, and a written decision must be made no later than 60 calendar days
after filing.
Allegations of fraud or criminal activity must be reported immediately to the Corporation for
National and Community Service’s Inspector General. If the grievance pertains to
discrimination on the basis of race, color, national origin, gender, age, or disability the
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member will be immediately notified in writing of his/her right to file a discrimination
complaint with the Corporation’s Equal Opportunity Office. (In general, the member has 180
days after the alleged discrimination to file a complaint with the Corporation.)
If the grievance hearing decision is adverse to the aggrieved party who filed the grievance or
60 calendar days after filing of a grievance no decision has been reached, the filing party may
submit the grievance to binding arbitration before a qualified arbitrator. The disputing parties
will jointly select the arbitrator. The arbitrator must be independent of the disputing parties. If
the parties cannot agree on an arbitrator within 15 calendar days after receiving a request from
one of the disputing parties, the Corporation for National and Community Service's Chief
Executive Officer (CEO) will appoint an arbitrator from a list of qualified arbitrators. An
arbitration proceeding must be held no later than 45 calendar days after the request for
arbitration. If the CEO, however, selects the arbitrator, the proceeding must occur no later
than 30 calendar days after the arbitrator's appointment.
Arbitrator's Decision: A decision must be made by the arbitrator no later than 30 calendar
days after the date the arbitration proceeding begins.
Cost: The cost of the arbitration proceeding must be divided evenly between the parties to the
arbitration. If, however, the aggrieved party prevails in the binding arbitration proceeding, the
state or local applicant that is party to the grievance must pay the total cost of the proceeding
and the prevailing parties' attorney fees.
If a grievance is filed regarding a proposed placement of a participant, such placement must
not be made unless the placement is consistent with the resolution of the grievance.
Remedies: Remedies for a grievance filed under a procedure established by a recipient of
Corporation assistance may include:
Prohibition of a placement of a participant; and
In grievance cases where there is a violation of non-duplication or non-displacement
requirements and the employer of the displaced employee is the recipient of
Corporation assistance:
o Reinstatement of the employee to the position he or she held prior to the
displacement;
o Payment of lost wages and benefits;
o Re-establishment of other relevant terms, conditions and privileges of
employment; and
o Any other equitable relief that is necessary to correct any violation of the non-
duplication or non-displacement requirements or to make the displaced
employee whole.
The Corporation may suspend or terminate payments for assistance under this chapter.
A suit to enforce arbitration awards may be brought in any Federal district court having
jurisdiction over the parties without regard to the amount in controversy of the parties’
citizenship.
Workers Compensation Policy and Procedures
What to do if injured while serving on-site:
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SYCAMORE SERVICE CORPS MEMBERS – 300, 450, AND 675 HOUR POSITIONS
AmeriCorps Sycamore Service Corps Members are covered under workers compensation for
injuries incurred while engaged in regular assigned service/duties, and claims are processed in
accordance with the State of Indiana workers compensation statutes. The benefits received for
such injuries are dependent upon the nature of the injury, the duration and extent of disability,
and the cost of medical and surgical expenses.
AmeriCorps Members needing immediate medical attention are to:
Go to the Center for Occupational Health, located at 4001 Wabash Avenue, Terre
Haute (812-238-7788).
If that is unavailable, the member should seek assistance at Ambucare or a similar
walk-in medical facility, or at a local emergency room.
After initial treatment is received, the ISU Risk Management office can advise which
medical facility and/or physician the injured AmeriCorps Member should go to for
further treatment or therapy.
All accidents must be reported to the immediate supervisor of the injured employee
(AmeriCorps Member) and to either the AmeriCorps Program/Director.
The Employee Incident Report Form (5-WC) must be completed within 24 hours of an
accident or injury and forwarded to the AmeriCorps Program staff. This form is
available from AmeriCorps Program staff.
The Employer's Report of Injury (OSHA form 301) must also be completed. This
form is available from AmeriCorps Program staff.
These forms are completed and signed by the site supervisor and AmeriCorps Program
Director and forwarded to the ISU Risk Management Office.
All statements covering physician and/or hospital expenses resulting from the injury
will be forwarded to the ISU Risk Management Office.
After the workers compensation claim has been reviewed, including an opinion from
the University's attorney, payment of the medical bills and temporary total disability
compensation may be granted.
The ISU Risk Management Office will advise the Member of the status of a case by
letter showing the amount of compensation payable under the law.
The site supervisor is required to advise AmeriCorps Program staff when an injured
AmeriCorps Member under workers compensation, returns to service by forwarding
the signed physician’s release form.
Members Transporting Agency Clients
The decision for members to transport agency clients must be discussed during the interview
with the agency site supervisor and the member. If the member agrees to transport clients in
his/her personal vehicle, the member must provide AmeriCorps staff with:
A copy of his/her driver’s license;
Proof of insurance;
Consent to conduct a check with the Bureau of Motor Vehicles; and
Member must attend a free four and one-half hour defensive driving course at ISU
(These hours can be counted toward hours of service.)
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Members over the age of 60 are not permitted to transport others during AmeriCorps
service hours.