New AmeriCorps ProgramStart-up Institute – August 20, 2014Conference call replay: 800-456-0470, program passcode 7958

The replay will be available until September 20, 2014.

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Start-up Institute

The New Program Start-up Institute is a series of workshops that are designed to provide orientation and guidance to resources to help new grantees launch successful AmeriCorps programs. The 2014 series will include:

• Session 1 – July 23, 2014

Orientation to CNCS and Basic Financial Management

• Session 2 – August 20, 2014

AmeriCorps Member and Site Management; Financial Management Systems

• Session 3 – September 17, 2014

Program Start-up Grantee Panel

• Session 4 – Fall, 2014

Grantee Reporting (Progress and Financial)

Today’s Agenda

• Site Management Overview: Sarah Yue

• Member Management Overview: Oksana Jensen

• Financial Management Systems: Bonnie Janicki

• Closing Remarks

AmeriCorps State and National (ASN)

BILL BASL, ASN DIRECTORWilliam C. Basl became the Director of AmeriCorps following an 18-year

tenure as the Executive Director of the Washington Commission for National

and Community Service. He notes that his passion lies with “developing new

strategies where service and volunteerism can be recognized as major efforts

that bring our country together,” and his extensive list of accomplishments

bears out that philosophy.

Bill began his national service career as a VISTA volunteer in 1970-1971

helping migrant farm workers in Eastern Washington establish their own

businesses and continued as a VISTA volunteer leader in 1971-1972 where he

helped form a regional services network. He continued to make his mark in

the national service movement by founding the Washington Service Corps in

1983, the first state-wide youth service initiative in the nation designed to

address priority local education and human services needs, and helped

develop national service legislation. Basl also founded the nation's first

veterans' corps and is noted for establishing a collaborative regional network

to provide AmeriCorps training across the Pacific Northwest. He is a past

chair and board member of the American Association of State Service

Commissions and was selected by the White House as a Champion of

Change – Service Innovator in June 2011. A native of Pittsburgh, PA, Bill

received a B.S. degree in Business Administration from the University of

Rhode Island.

CNCSAmeriCorps State and National

SARAH YUE, PROGRAM

OFFICER

Sarah Yue has a six years of experience managing grants for AmeriCorps State and National, the National Science Foundation (NSF), and the National Oceanic and Atmospheric Administration (NOAA), where she has supported a number of new grantees during program start-up and management. She also spent 10 years teaching science at U.S. and international high schools.

What is a Site?

• AmeriCorps grants typically operate on three levels:

– Grantee (parent organization)

– Operating Sites (manage program on state/regional level)

– Service Locations (where members serve)

• Depending on program design, particular sites may function on more than one level

• The grantee has overall legal, administrative, and fiscal responsibility for the entire scope of the program

Site Management

Site

Sel

ecti

on *Community need

*Program performance goals

*Site capacity Site

Tra

inin

g *Program requirements

*AC identity

Site

Mo

nit

ori

ng *Timesheets

*Member activities

Role of Sites

• Operating sites and service locations are key players in AmeriCorps member training, support, and supervision

• Grantees must create sound site management practices to:

– Prevent any non-compliance issues

– Detect problems if they occur

– Enforce prompt corrective actions

• Best practice for prevention: Site agreements

Site Agreements

• Define partnership and service expectations

• Delineate responsibilities of each party

• Establish clear rules

• Provide framework for evaluating success

• Ensure support system for members

Site Agreements

Site Supervisor

Length of Agreement

Grantee Responsibilities

Policies and Regulations

Member Position

Description

Site Responsibilities

Site Agreements: Things to Consider

• Clearly define responsibilities for screening member applicants (National Service Criminal History Checks)

• Build in consequences for violations of the site agreement

• Look at site agreements as one piece of a larger site management plan

Resources for Site Management

• Work with your CNCS Program Officer to finalize your site management materials

• EnCorps materials on the National Service Knowledge Network:

• www.nationalserviceresources.gov/working-host-sites-0

Q&A

• What questions do you have?

CNCSAmeriCorps State and National

OKSANA JENSEN, PROGRAM OFFICER

Oksana Jensen has been a CNCSProgram Officer since 2011, where she has worked with a diverse portfolio of commissions and national direct grantees. Prior to joining the AmeriCorps team, Oksana spent nine years at international development organizations, where she managed youth development, civic engagement, human trafficking, and international education programs in Europe, Asia, and Latin America.

Member Management

• Where are AmeriCorps program requirements for member management?

– Annual Grant Provisions (Section IV)

– AmeriCorps Regulations (45 CFR)

– Additional CNCS Guidance

• NOFO

• FAQs

• Criminal History Check Resources

http://www.nationalservice.gov/build-your-capacity/grants/managing-americorps-grants

Managing AmeriCorps Grants Page

Cycle of Program Development

AmeriCorps Program

Vision

Foundation Building

Implementation

Evaluation/Revision

Member Management Continuum

Position Development

Recruitment and Selection

Enrollment

Training

Supervision

Performance Assessment

Exit

Member Management Continuum –Additional Considerations

• Other considerations:

– Prohibited activities

– Criminal history checks

– Member grievances

– File management

– Disability accommodations

– Member support and experience

– Alumni engagement

Member Position Description - Purpose

Planning tool

Recruitment

Selection

Training

Supervision

Evaluation

Member Position Description – Components

• Member Name

• Position Title

• Member tasks and

responsibilities (specific)

• Program overview

• Operating site/service location

name

• Brief operating site/service

location overview

• Member supervisor name

• Days/hours of service*

• Position start/end*

• Outcomes/deliverables

– Tied to program’s

performance measures

• Member training

• Required member

skills/knowledge

• Prohibited activities*

• Include AmeriCorps and

organization’s logos

Member Service Agreement

2014 AmeriCorps Grant Provisions, pages 7-8:

• Member position description

• Minimum number of service hours required by your program to successfully complete the service term

• Amount of the education award

• Program standards of conduct

• List of prohibited activities from 2014 Grant Provisions (page 8)

• 45 CFR §§ 2540.100(e)-(f)

• 45 CFR §§ 2520.40-.45

• Drug-free workplace requirements

• Civil rights requirements

• Suspension and termination rules

• Program policy on releasing a member for cause

• Grievance procedures

• Any other program requirements determined by program staff

Member File Contents:

• Be sure to include:

Full member application and screening materials

Verification of eligibility to serve

Completion of all National Service Criminal History Check required steps

All other documentation required in Grant Provisions, AmeriCorps Regulations, etc.

• Develop member file checklist - Contact CNCSProgram Officer for member checklist used in CNCS monitoring to use as an example.

Member Checklist

AmeriCorps State and National

Member File Checklist

Member Name: Member status: (Active, full award, suspended, etc.) ____

Service Start/End: Total member hours in Portal (for exited members): ____

No

nco

mp

lian

t

Req

uir

es F

ollo

w-u

p

Documentation Comments

Member Eligibility

Proof of citizenship or allowable legal status

Proof of age

W-4 (only if paying members using CNCS funds)

Member certification of GED or H.S. diploma or statement that member agrees to earn one prior to using Education Award.

Criminal History Check Documentation

Member Management Resources

• Work with your CNCS Program Officer to finalize your materials.

• Examples of position descriptions, service agreements, and member file checklists are on the Knowledge Network:

• www.nationalserviceresources.gov/encorps-resources-support-member-recruitment-and-development

Q&A

• What questions do you have?

CNCSOffice of Grants Management

BONNIE JANICKI, SENIOR GRANTS OFFICER

Bonnie Janicki is a Senior Grants Officer for Grant Operations

at the Corporation for National & Community Service, Office

of Grants Management. Currently she manages a team of

grants officers responsible for the day to day grants

management of a diverse portfolio of programs that includes

AmeriCorps State and National, Social Innovation Funds,

Martin Luther King and many others. Bonnie began her

federal service with the Corporation in 1994 and continues to

enjoy her work.

Review

29

AmeriCorps ProgramGrants Management Systems

30

• Are issued by CNCS with the Notice of Grant Award

• Are the guiding principles for CNCS-funded grants and cooperative agreements

• Contain program and financial guidelines

• Are binding on the grantee and subgrantee in the same manner

Grant Provisions

Criminal History Checks

NATONAL SERVICE CRIMINAL HISTORY CHECKS BASICS:

For Staff with no access or episodic access you need two components:

1. NSOPW BEFORE hours start for work.

2. FBI or State checks no later than the first day hours start.

For Staff with access to vulnerable populations you need three components:

1. NSOPW BEFORE hours start for work.

2. FBI checks no later than the first day hours start.

3. State checks (state of service and state of residence) no later than the first day hours start.

BOOKMARK THIS PAGE FOR ALL THINGS NSCHC:

https://www.nationalserviceresources.gov/national-service-criminal-history-check-resources

System Set Up and Review

Efficient Accounting System

Distinguish between:

• grant vs.non-grant related expenditures

• CNCS vs grantee share

• direct and indirect costs

• program years

• budget categories

All costs charged to the grant must be supported by clear documentation

What is in your financial house?

34

Key Characteristics of Organizations with Highly Effective Financial Management

• Written and followed policies and procedures

• Qualified and trained financial staff

• Effective communications

• Succession planning and cross-training

• Self-assessment and continuous improvement

• Active, knowledgeable, and informed Board and finance committee

35

Policies & Procedures

• Policies and procedures are a set of written documents that describe an organization's:

• policies for operation – “what is to be done”

• the procedures necessary to fulfill the policies – “how it is to be completed”

• All staff must be familiar with these documents

• Documents must be kept up-to-date

• Documents should explain the rationale and include principal transactions and completed forms

• Documents must incorporate federal and CNCS grant regulations and provisions

Documentation Basics

What do we document?

EVERYTHING

All expenditures charged to the grant

INCLUDING

• Match

• In-kind

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Documentation Basics

Why retain documentation?

• To track incoming information

• To review information

• To provide historical evidence

• To provide evidence of accomplishments

• To prepare for an audit

37

38

Defining Source Documentation

• Physical information:

• Hard copy

• Soft copy: CD, flash drive, server, microfilm

• Source:

• Internal to the organization

• External sources

• Benefits supports a value, cost, or performance criteria relative to the grant

39

Documentation of Staff Time

• Critical for staff to document time charged to both federal and grantee share

• Particularly important for staff that are working on multiple projects to document actual time spent on multiple projects

• Timesheets are required

40

Key Elements of Financial Reporting

• Prepare all financial reports with information from the organization’s accounting system

• Review and reconcile the information to ensure accuracy prior to report submission

• Ensure files have the proper documentation to supportall information reported in financial reports

• Submit all reports on time

Q&A

• What questions do you have?

Wrap Up for Today

• Resources at www.nationalservice.gov

- Grant Provisions

- Site and Member Materials

• Reminder: Be sure to register for the ASN Symposium

- http://americorps.hb-co.com/

• Next Session: Grantee Panel at the ASN Symposium

- September 17, 3:15 – 4:45 pm, Arlington, VA

Thank You!