AmeriCorps*State. Oregon Program Directors Manual Program Year

Transcription

1 AmeriCorps*State Oregon Program Directors Manual Program Year Updated July 2016

2 TABLE OF CONTENTS TABLE OF CONTENTS INTRODUCTION... 4 CNCS NATIONAL SERVICE INITIATIVES...4 OREGON VOLUNTEERS COMMISSION FOR VOLUNTARY ACTION AND SERVICE...5 (1) Oregon Volunteers Portfolio... 5 (2) Funding for AmeriCorps Programs in Oregon PROGRAM SUPPORT AND MONITORING... 6 PROGRAM SUPPORT...6 (1) Member Development & Support... 6 (2) Staff Development & Support PROGRAM ASSESSMENT & MONITORING (1) Overview (2) Risk Assessment (3) Monitoring Activities (a) Desk Monitoring (b) Administrative Site Visits (c) Fiscal Monitoring (d) Corrective Action Plan PROGRAM ADMINISTRATION CNCS POLICIES (1) AmeriCorps Identity (a) Affiliation with the AmeriCorps National Service Network (b) Disclaimer (c) National Identity Activities (2) Grant Revisions (a) Budget Revisions (b) Performance Measure Revisions (3) Member Enrollment & Exit (a) Member Enrollment (b) Member Access to My AmeriCorps Portal (c) Member Exit (d) (e) Early Exit Slot Conversion (f) Slot Refill Policy (4) Member Management & Recordkeeping (a) (b) National Service Criminal History Check Policy Time Sheets (c) Electronic Recordkeeping (d) (e) Member Evaluation Member Files (f) (g) Member Service Agreement Member Handbook OREGON VOLUNTEERS POLICIES (1) Member Benefits (a) Supplement Member Living Allowances or Education Awards (b) Workers Compensation Insurance (c) Unemployment (2) Member & Client Safety (a) (b) National Service Criminal History Checks Client Transportation (c) Home Visits Page 2 of 73

3 (3) Program Policies & Procedures (d) Site Monitoring Policy & Procedure INCLUSION INITIATIVES (1) Oregon Volunteers Responsibilities (2) Local Program Responsibilities (3) Reasonable Accommodation ATTACHMENTS ATTACHMENT 1: SUB-GRANTEE DOCUMENT REVIEW ATTACHMENT 2: SUB-GRANTEE DOCUMENT REQUIRED LANGUAGE ATTACHMENT 3: RISK ASSESSMENT FORM ATTACHMENT 4: MEMBER SERVICE SITE VISIT INTERVIEW GUIDE ATTACHMENT 5: MEMBER FILE CHECKLIST ATTACHMENT 6: PROGRAM RECORDKEEPING CHECKLIST ATTACHMENT 7: MEMBER SATISFACTION SURVEY ATTACHMENT 8: SITE SUPERVISOR SURVEY ATTACHMENT 9: COMMUNITY SURVEY ATTACHMENT 10: NATIONAL SERVICE DAY REPORT ATTACHMENT 11: INCLUSION REPORT ATTACHMENT 12: CREATING INCLUSIVE POSITION DESCRIPTIONS ATTACHMENT 13: REQUIRED REPORTS & MEETINGS ATTACHMENT 14: SAMPLE SUMMARY TIME SHEET LOG ATTACHMENT 15: GRANT PROGRAM CIVIL RIGHTS AND NON-HARASSMENT POLICY ATTACHMENT 16: LETTER OUTLINING CHANGES TO OREGON CRIMINAL HISTORY CHECK PROCESS ATTACHMENT 17: NATIONAL SERVICE CRIMINAL HISTORY CHECK (NSCHC) DOCUMENTATION CHECKLIST ATTACHMENT 18: MEMBER ELIGIBILITY CONFIRMATION FORM Page 3 of 73

4 1. INTRODUCTION The purpose of this Manual is to provide direction, support and detailed program requirements of programs that receive federal AmeriCorps funding through Oregon Volunteers Commission for Voluntary Action and Service (OV or Commission) This Program Directors Manual is designed to be utilized with the current Corporation for National and Community Service (CNCS or Corporation) AmeriCorps Terms and Conditions, the Serve America Act as enacted, and AmeriCorps Regulations, 45 CFR Chapter XXV. These documents can be found online at the AmeriCorps website: CNCS NATIONAL SERVICE INITIATIVES The National and Community Service Trust Act, as amended in 1993, initiated the Corporation for National and Community Service On April 21, 2009, President Barack Obama signed the Edward M. Kennedy Serve America Act. The Serve America Act reauthorized and expanded national service programs administered by CNCS. See: The Corporation supports a range of national and community based service programs, providing opportunities for Americans to serve as full-time and part-time participants or members, as individuals or as part of a team. Members receive a modest living allowance and an education award in exchange for completing a required term of service. The three basic Corporation initiatives are: Senior Corps which uses the skills, talents and experiences of nearly half a million older Americans to help make communities stronger safer healthier and smarter; the Social Innovation Fund which works to expand effective solutions across the issue areas of economic opportunity, healthy futures and youth development and school support; and AmeriCorps. AmeriCorps includes the following: AmeriCorps*State and National. This network of service programs provides support through grants to public and nonprofit organizations that sponsor service activities across the country. The groups recruit, train, and place AmeriCorps members to meet critical community needs. AmeriCorps*State operates through Governor appointed State Service Commissions in each state. AmeriCorps*National operates through national non-profit organizations that have affiliates in more than one state and consortia formed across two or more states. AmeriCorps*VISTA. Since 1965, AmeriCorps*VISTA members have been helping bring individuals and communities out of poverty. Members serve full-time for a year to build the capacity of nonprofits, public agencies and faith-based groups throughout the country. VISTAs serve in a variety of capacities such as working to fight illiteracy, improve health services, create businesses, increase housing opportunities, or bridge the digital divide. AmeriCorps*NCCC. The AmeriCorps National Civilian Community Corps (NCCC) is a full-time team-based residential program for men and women ages Members live on one of five campuses located in Denver, CO; Sacramento, CA; Baltimore, MD; Vicksburg, MS and Vinton, IA. Members complete service projects throughout the region they are assigned. The program is modeled after the Civilian Conservation Corps of the 1930 s and is built on the belief that civic responsibility is an inherent duty of all citizens. Page 4 of 73

5 OREGON VOLUNTEERS COMMISSION FOR VOLUNTARY ACTION AND SERVICE Oregon Volunteers Commission for Voluntary Action and Service (referred to as Oregon Volunteers, OV, and The Commission interchangeably throughout this document) provides Oregonians a statewide entity to focus service and volunteer efforts, to enhance the ethic of service and volunteerism in the state and provide funds for state-based AmeriCorps programs. Formed in February 1994, Oregon Volunteers was established in accordance with the federal National and Community Service Trust Act as amended in Oregon Volunteers is composed of up to 25 voting members who are appointed to three-year terms by the Governor and confirmed by the Oregon Senate. The commission is a non-partisan, diverse group of citizens that reflect the unique nature of Oregon. Oregon Volunteers administers AmeriCorps*State funds through a network of local area service partnerships designed to address some of the state's most critical and persistent social problems. The Commission allocates grant awards to agencies serving local communities across the state. The Commission is responsible for developing a comprehensive service plan for Oregon that focuses on developing local area service partnerships, comprised of public and private organizations. Currently there are four Commission staff positions: Executive Director; National Service Program Administrator, Events and Project Specialist, and CASA Grants Coordinator. For more information on Oregon Volunteers visit our website: (1) Oregon Volunteers Portfolio OV works to ensure that the programs funded by AmeriCorps*State awards, known as subgrantees, are in compliance with both state and federal grant guidelines. (Note: the terms program, recipient, and sub-grantee will be used interchangeably in this document.) OV staff is committed to making projects high quality, cost-effective and efficient to provide the greatest benefit possible for the communities they serve throughout Oregon. Programs seeking funding from Oregon Volunteers submit a full Operating or Planning Grant Proposal that is reviewed by OV staff and a team of peer reviewers for compliance with CNCS mandates and state regulations as well as to ensure that programs develop a high-quality, sustainable program design that meets critical community needs and provides strong member support and opportunities for development. Programs are held responsible for accomplishing annual Performance Measures to demonstrate the efficacy of their programs. Applicants are also are required to complete a Financial Management Capability Questionnaire to ensure that they can effectively administer the grant and achieve specified results. All legal applicants must include a copy of their current audit as part of the application process. Final funding decisions are made by a vote of the Oregon Volunteers Commission members. The duties of AmeriCorps members currently funded through allocated dollars in Oregon, include: providing disaster preparedness training and support; tutoring and mentoring young people; recruiting volunteers to assist with community needs; addressing local environmental needs through collaboration; developing and implementing family education programs in local communities; establishing and working in after-school programs; providing community development resources to rural communities; and addressing a variety of other locally identified needs. Page 5 of 73

6 (2) Funding for AmeriCorps Programs in Oregon Funding for AmeriCorps programs in Oregon is available to non-profit organizations and public entities through a Formula process whereby funds are appropriated to each State based on population and a Competitive process whereby organizations compete for funding at the national level. Oregon Volunteers works with each applicant to determine which funding stream is the best fit for their program model and capacity. Applicants that are not funded in the national Competitive process are eligible to apply through the Formula process. However, there are team size limitations for formula funding based on commission policy. With the 2009 Serve America Act, the Corporation for National and Community Service offered the opportunity for Fixed-Amount Awards. Fixed-amount grants allow sponsors to apply for a fixed-amount per member service year (MSY). In Oregon only experienced AmeriCorps grantees in excellent standing are invited to apply for this type of grant award. Under fixedamount grants, grantees do not have an approved budget in their grant award and do not have specific restrictions on the use of the grant funds because the amount of the grants are significantly less than the cost of conducting the program. In the program year, sponsors in the Oregon Volunteers portfolio were granted a total of $ 3,117,296 to operate AmeriCorps programs and support full time and part-time members. Table 1 below outlines the Oregon Volunteers program portfolio. 2. Program Support and Monitoring PROGRAM SUPPORT Oregon Volunteers provides ongoing support to assist programs with achieving their performance measures and providing a high quality member experience. Some of the ways in which Oregon Volunteers staff supports programs include: (1) Member Development & Support The Commission provides support to program staff and members in the coordination and implementation of training and events. These include: Annual Oregon Volunteers Kickoff Event (required). Hosted by Oregon Volunteers, this event occurs in October and celebrates all AmeriCorps members across the State, including AmeriCorps*VISTA and National Direct program members. Members break out by regions to become familiar with others serving in their area and receive training and teambuilding throughout the day. Attendance of staff and all currently enrolled members is required. If special circumstances exist where not all members can attend, please submit a request for exemption from this requirement via to the National Service Program Administrator; Pre/Post- Kickoff Training. Subject to funding availability, Oregon Volunteers provides optional training events in coordination with the Kickoff to allow programs and members the opportunity to select a day long training experience in the areas of Volunteer Management and/or Leadership. Life-After-AmeriCorps Event. AmeriCorps State and National Program staff across Oregon plan an open, free training for all AmeriCorps members in the State. The event takes place in the spring and provides members with training on use of the Education Award, resume review, visioning and a variety of career- and education-focused panels. Page 6 of 73

7 Regional Member Cultural Competency Training. Oregon Volunteer sponsored events during the program year. Dates and locations will be forthcoming. Page 7 of 73

8 Table Oregon Volunteers AmeriCorps*State Program Portfolio COMPETITIVE OPERATING GRANTEES Sponsor: Heart of Oregon Program: Heart of Oregon Corps Contact: Laura Handy Sponsor: Boys and Girls Clubs of Portland Program: STEM Connect Contact: Katie Tanner Sponsor: Northwest Youth Corps Program: Community Stewardship Corps Contact: Haley De Luca Sponsor: College Possible Program: College Possible IV Contact: Francisco Bueno FORMULA OPERATING GRANTEES Sponsor: United Community Action Network Program: United Communities AmeriCorps Contact: Sarah McGregor Sponsor: Forest Grove School District Program: Partnerships for Student Achievement Contact: Jeri Lerwick x 4537 Sponsor: ETHOS, Inc Program: Rural Outreach Project Contact: Sei Harris sei@ethos.org Sponsor: University of Oregon Program: RARE Resource Assistance for Rural Environments Contact: Megan Smith smith@uoregon.edu MSY (5 FT, 54 Half-Time) Heart of Oregon Corps is a youth training and employment program that provides an avenue to reduce poverty, stimulate economic growth and maintain the natural environment MSY (27 FT; 16 Quarter-Time) Members serve in the capacity-building role of "School-Club Connectors" responsible for increasing academic engagement of K-12 students across 13 OR counties MSY (24 half-time; 15 Quarter-time) Members serve to reduce wildfire danger and invasive weeds, and improve trails in a number of rural Oregon counties. 20 MSY (20 FT) Members prepare low-income students for success in post-secondary education through academic and college preparation programming MSY (19 FT; 13 minimum-time) Members are placed with social service agencies in Douglas and Josephine Counties to address locally identified needs. 20 MSY (20 FT) Members serve in Washington County schools providing tutoring, after school activities, volunteer recruitment and parent connection. 10 MSY (10 FT) Members serve youth in underserved rural communities to access music education and programming and engage volunteers to stimulate ongoing support for music education offerings. 27 MSY (27 FT) The RARE program trains, places and provides technical support to graduate level participants who live and work in communities throughout Oregon helping improve economic, social and environmental conditions. Page 8 of 73

9 Sponsor: Confluence Environmental Center Program: Confluence Environmental Center Contact: Lara Jones Sponsor: Metropolitan Family Service Program: Metropolitan Family Service AmeriCorps Contact: Annalise Albright-Woods Sponsor: Campus Compact of Oregon Program: AmeriCorps Connect2Complete Contact: Matt Jernigan Sponsor: Open School, Inc. Program: Open School Post-Secondary Readiness Corps Contact: Sarah Jacobson FORMULA PLANNING GRANTEES Sponsor: NeighborWorks Umpqua Program: Multi-Focus Intermediary Design Contact: Dr. Erin Barnhart Total AmeriCorps Funding: $3,117, MSY (24 FT) Members address critical environmental needs related to: Energy & Resource Conservation; Healthy Watersheds, and Environmental Education. Service activities focus on educating and engaging low-income populations affected by social inequities. 22 MSY (22 FT) Members facilitate life skills and leadership learning opportunities for students, support family and community engagement activities, recruit and coordinate community volunteers, and conduct financial education workshops 15 MSY (15 FT) AmeriCorps Connect2Complete members promote academic engagement and attendance in K12 schools and community colleges. 10 MSY 10 FT Members Open School Post-Secondary Readiness Corps AmeriCorps members will integrate a postsecondary focus into Open Schools and Trillium Charter School programming to increase student motivation, graduation rates and post-secondary enrollment rates. Total MSYs: (321 members) Page 9 of 73

10 (2) Staff Development & Support Oregon Volunteers Program Directors Meetings (required). Oregon Volunteers sponsors quarterly Oregon AmeriCorps Program Directors in-person meetings designed as forums to develop program staff competency and understanding in areas identified in the Program Director s Training Assessment. Duration will depend on the depth of the topic(s) covered and will not exceed one full business day; Program Director webinars will occur in the months between in-person meetings. The webinar in the month following the in-person meeting will be facilitated by a rotating Program Director and cover items identified by fellow PDs. The webinar in the month prior to the in-person meeting will be facilitated by Oregon Volunteers staff and will cover outstanding items identified by OV as well as important updates from CNCS as well as other topics as needed. Duration of conference calls are determined by monthly agendas and are likely to vary. See Appendix 13 for specific dates; Seeing Impact Project (SIP), facilitated by Dialogues in Action. This year-long series of group consultations is designed to develop the capacity of Oregon AmeriCorps programs to prove and improve their impact will host its Year 4 cohort of new Operating grantees as well as SeniorCorps programs operating in the region; The Commission maintains a website ( where information and resource links are easily accessed for AmeriCorps, CNCS, Volunteerism, Civic Engagement, Inclusion and other local and national resources. The commission also provides a web-based reporting site. PROGRAM ASSESSMENT & MONITORING (1) Overview Oregon Volunteers Program Assessment and Monitoring Process is a cooperative activity with the goals of full compliance and continuous improvement. The OV National Service Program Administrator serves as a coach, monitor, and liaison, assisting in the identification of challenges and providing access to technical assistance and support to assist programs in overcoming those challenges. The OV National Service Program Administrator utilizes a riskbased approach to program assessment and monitoring designed to: Clearly delineate expectations. The OV National Service Program Administrator works to ensure that program staff and sponsoring organizations receive complete program guidance and support through current written materials including the OV Operating Grant Application, sub-grantee contract, CNCS web-based resources, OV Financial Management Manual, and OV Program Directors Manual. The OV National Service Program Administrator works to support agencies and program staff with ongoing program direction as requested. The OV National Service Program Administrator assists agencies hiring new program directors and provides a half day AmeriCorps orientation for new directors within the first two weeks of employment; Define and assess risk. All programs receive a risk assessment from OV AmeriCorps staff at the start of the program year utilizing the Risk Assessment Form (Attachment 3) that lists major risk factors, range of scores and definition of monitoring categories. Risk Assessment is reviewed again mid-year, based on the same factors, to ensure ongoing improvement and support for unexpected issues; Page 10 of 73

11 Focus on reduction of high risk factors. OV AmeriCorps staff review program documents (Attachment 1), provide site visit reports and written review of progress reports to ensure compliance. The monitoring and site visit schedule is based on the level of risk assessed and the corresponding monitoring activities are targeted to reduce risk in key areas; Provide timely intervention. All programs receive an initial site visit at the beginning of the grant cycle to review programmatic and financial status. Site visit reports cover issues of compliance. Site visit protocol includes the option of a step process with an action plan for correction when necessary; Ensure comprehensive and consistent training/guidance. Staff of all Commission funded programs receive initial training from the OV National Service Program Administrator and attend quarterly OV-sponsored Program Directors' Meetings. Monitoring activities include a review of program training needs. OV AmeriCorps staff provides timely support and guidance through phone calls and and work to provide access to appropriate technical assistance and support when necessary; Strengthen utilization of best practices. Examples of best practices are shared in site visit reports, through document review, Program Directors' Meetings, and the Oregon AmeriCorps listserv; and Monitor and evaluate to ensure compliance and progress. Programs receive comprehensive, continuous monitoring through ongoing phone and communication, desk monitoring, administrative and fiscal site visits, and selfassessment. The specific monitoring activities implemented for each program are based on risk assessment. Tools and resources available to support the OV Program Assessment & Monitoring Process include: Sub-grantee Document Review (Attachment 1); Sub-grantee Document Required Language (Attachment 2); Risk Assessment Form (Attachment 3); Administrative Site Visit Interview Guide (Attachment 4); Member File Checklist (Attachment 5); and Program Recordkeeping Checklist (Attachment 6) (2) Risk Assessment Risk assessment is the basis for the overall monitoring approach and creates a baseline status measurement from which we can gauge progress and improvement. OV staff assesses all programs early in the program year utilizing the Risk Assessment Form (Attachment 3). OV staff will repeat this process mid-year for programs rated high or medium risk or for any program who demonstrates non-compliance during any of the monitoring activities. Risk assessment and compliance ratings are considered during the grant application process and may impact future and continued funding. Once OV staff determines a risk rating for a program, staff implements a set of targeted monitoring activities focused on the factors contributing to the risk rating. OV staff work in coordination with the program director to set benchmarks for continuous improvement and compliance. Staff maintains an ongoing record of technical assistance provided by OV and the Page 11 of 73

12 program's achievements and activities. The program administrator provides the OV AmeriCorps Program Committee and Commission reports on program progress as needed. The table below outlines the risk rating for programs and corresponding monitoring activities that will be implemented. Low risk programs that do not receive an administrative or fiscal site visit are required to maintain the same standards particularly regarding member file maintenance, and remain open to a later onsite visit should other risk factors arise. Risk Rating Monitoring Activities Frequency Desk Monitoring Semi-annually (more often, if needed) High Risk Ongoing Monitoring Weekly (26+) Administrative Site Visits Annually (Semi-annually, if needed) Fiscal Monitoring Annually (Semi-annually, if needed) Desk Monitoring Semi-annually (more often, if needed) Medium Risk Ongoing Monitoring Semi-monthly (14-25) Administrative Site Visits Annually Fiscal Monitoring Annually Desk Monitoring Annually Ongoing Monitoring At least monthly Low Risk Self-Assessment Annually (less than 14) Fiscal Monitoring Once per grant cycle Administrative Site Visits Annually or bi-annually (3) Monitoring Activities (a) Desk Monitoring OV staff reviews a sampling of documents, surveys and reports submitted by programs to proactively identify any challenges or need for technical support. Results from desk monitoring will be included in a mid-year program monitoring report that will be provided to sites after initial site visits or self-assessments have been conducted. Page 12 of 73

13 Documents and Reports Programs are required to submit samples of the following documents to Oregon Volunteers within one month of program start: Recruitment, Selection & Pre-Service Recruitment Materials Member Application Member Position Descriptions Member Placement List Member Orientation & Training Member Agreement Member Publicity Release Form Member Emergency Contact Form Team Safety Plan Member Handbook Grievance Procedure Health Care Materials Orientation Agenda for Members Member Training Schedule Verification of National Service Criminal History Check and Review Program Management AmeriCorps Program Staff Position Descriptions Site Selection, Training & Management (If Applicable) Site Supervisor Orientation Agenda Site Supervisor Handbook Site Contract Sample Site Monitoring Procedure Member Management Member Evaluation Forms Member Reporting Forms Sample Time Log for Members Ongoing Hours-to-Date Time Log National Service Criminal History Check Policy Member File Confidentiality Policy Timesheet Template Financial Documentation Policy Verification Of National Service Criminal History Check and Review for Members AND Program Staff OV staff reviews these documents to ensure that they are compliant with all AmeriCorps and state regulations and OV requirements. Interviews and Surveys OV staff surveys members mid-year (see Attachment 7) to receive feedback regarding service, benefits, and supervision. Survey results provide worthwhile feedback and are shared in a confidential manner with program directors. These surveys provide an additional perspective and are utilized as one of OV s monitoring tools. OV may distribute surveys or questionnaires directly to target groups or conduct one-on-one interviews with representatives of target groups during site visits or over the phone (see Attachment 8 and Attachment 9). OV staff will inform the program director when verbal, webbased or written surveys are conducted in connection with the project. Reporting Requirements Programs must submit the following reports to Oregon Volunteers (see Attachment 13): Page 13 of 73

14 Progress Reports at least three times per year (Preliminary-January, Midyear-April and Close-October). Programs must utilize the Oregon Volunteers AmeriCorps Progress Reporting Form. Reports must be complete and approved by due dates as listed in the Required Reports and Meetings in Exhibit B of the program sub-grant award (Attachment 13); Availability of spreadsheet of member time logs upon request of OV staff for Costreimbursement sub-grants; with quarterly Requests for Reimbursement submitted by Fixed Cost sub-grants; National Service Day Reports within 30 days after activity (Attachment 10). See National Identity Activities section below regarding approved service days; Response in writing to the Commission's Site Visit Report - due as stated in specific report; Inclusion Report documenting recruitment, placement, training and accommodations utilized to promote the participation of members with disabilities (Attachment 11). Due within 30 days of program year end date; and Fiscal reports and documents as stated in the yearly grant award and Financial Management Handbook. Member Portal Data Management Manual.Enrollment Rate Report from the egrants Member Portal will be reviewed at appropriate enrollment periods in each program s calendar to ensure that the program is fully enrolled and members are enrolled in the Portal within 30 days; Exit Rate Report from the egrants Member Portal at appropriate completion periods in each program s calendar will be reviewed to ensure that members are exited in the Portal within 30 days. Ongoing Monitoring Ongoing monitoring activities happen continuously through formal and informal means. Ongoing monitoring of sub-grantees includes: Review of each program s grant application ensures that program Performance Measures contain reasonable outcomes, are attainable, and that evaluation plans are feasible. The program administrator will provide assistance with revision and review of performance measures, if necessary; Ongoing, regular phone and check-ins with program directors by OV staff. The frequency of formal check-ins is based upon the program s risk rating. Informal communication happens as needed; Regular communication with program directors to support understanding of federal and state regulations to include forwarding of AmeriCorps updates and other relevant CNCS communications; and Ongoing assessment of technical assistance needs and appropriate referrals, based on phone conversations, requests from directors and results of site visits. (b) Administrative Site Visits OV uses administrative site visits to gather general information about programs and to look more closely at program operations to ensure compliance with AmeriCorps Terms & Conditions. Site visits are used to assess the overall capacity of the organization to develop and operate a Page 14 of 73

15 high quality program, to provide specific feedback and assistance to programs, and to determine if specific technical assistance is required. The OV National Service Program Administrator performs at least one site visit per year to all sub-grantees whose risk rating is medium or high. Low risk programs may also receive site visits based on technical assistance needs, program changes and overall AmeriCorps experience. Sub-grantees receive a checklist and sample agenda, at least one week in advance of all scheduled visits. Initial Visits Initial visits are held early in the program year and emphasize administrative review including a member file audit (see Attachment 5). Member File Audit. A random selection of 25% (a minimum of 5) of current member files is reviewed to determine that the program is maintaining proper member records. The Member File Checklist (Attachment 5) is utilized to review member documents. Member source documents will also be compared against reporting in the area of member enrollment information, progress reporting and timesheets. 10% (a minimum of 3) of the prior year's member files are reviewed to ensure proper completion of service documentation such as end-of-term evaluations, timesheets and time logs; Program Performance Measures. Achievement of Performance Measures is verified by review of source data related to individual performance measures, including sampling and review of member activity reports and surveys; Administrative Site Visit Interview (Attachment 4). An interview will be conducted with the program director to review organizational procedures and plans in core areas of successful programs including strong organization, excellent service projects, measuring progress, high quality member experience, community involvement and organizational capacity building and sustainability. If the sub-grantee is an experienced, successful and compliant AmeriCorps program, the program administrator may determine it is more appropriate to select a sampling of the questions to gain insight into specific practices, rather than utilize the entire interview document. Subsequent Visits Based on the outcome of the risk assessment, programs may receive additional visits to address particular areas of concern. Site Visit Follow-up All grantees receive written feedback following each visit that includes summary of accomplishments, response to any requests for technical assistance, recommendations and required revisions for any areas of non-compliance. Compliance revisions must be corrected within the schedule stated in the report, generally ten working days following receipt of the report. Failure to provide documentation of compliance will cause OV AmeriCorps staff to initiate a Corrective Action Plan. (c) Fiscal Monitoring See OV Financial Management Manual for details. (d) Corrective Action Plan Programs that consistently do not meet reporting deadlines, file incorrect or incomplete reports, or fail to make a proper response to compliance requests will be required to develop a corrective action plan with OV. This plan includes actions the program needs to take to address identified issues, OV s monitoring strategy, and consequences of non-compliance which may Page 15 of 73

16 range from withholding payment to grant closure. The OV AmeriCorps staff will perform a site visit at the initiation and/or closure of the Corrective Action Plan. 3. Program Administration Below is a summary of regulations and policies that are critical for effective program administration and grant compliance. For a full list of AmeriCorps regulations and requirements please refer to the following website: CNCS POLICIES (1) AmeriCorps Identity (a) Affiliation with the AmeriCorps National Service Network All AmeriCorps programs, staff and members must affiliate themselves as part of the AmeriCorps National Service Network and document this appropriately. Specific requirements in the 2016 AmeriCorps Terms & Conditions include: Identification as an AmeriCorps Program or Member. The recipient shall identify the program as an AmeriCorps program and members as AmeriCorps members. All agreements with sub-recipients, operating sites, or service locations, related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided. Clear communication. The program must ensure that this requirement is clearly stated in all program materials, web pages, and agreements; and The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of CNCS. CNCS provides a camera-ready logo. All recipient and sub-recipient websites shall clearly state that they are an AmeriCorps recipient and shall prominently display the AmeriCorps logo. Recipients and sub-recipients shall use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on-line position postings or other recruitment materials, orientation materials, member curriculum materials, signs, banners, websites, social media, press releases, and publications related to their AmeriCorps program in accordance with CNCS requirements. To publicize the relationship between the program and AmeriCorps, the recipient shall describe their program as an AmeriCorps program. Recipients shall provide information or training to their AmeriCorps members about how their program is part of the national AmeriCorps program and about the other national service programs of CNCS. Recipients are strongly encouraged to place signs that include the AmeriCorps name and logo at their service sites and may use the slogan AmeriCorps Serving Here. AmeriCorps members should state that they are AmeriCorps members during public speaking opportunities. The recipient may not alter the AmeriCorps logo, and must obtain written permission from CNCS 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 recipient may not use or display the AmeriCorps name or logo in connection with any activity prohibited by statute, regulation, or CNCS General Terms and Conditions, and these specific award terms and conditions. Page 16 of 73

17 The program must ensure that these requirements are clearly stated in all program materials and agreements. (b) Disclaimer Programs must include the following statement in all external reports and publications at the program or host/placement site regarding work supported by this grant or created by AmeriCorps members or grant-funded staff. This includes staff whose time is counted as part of the program s required grantee share. This material is based upon work supported by the Corporation for National and Community Service (CNCS) under AmeriCorps Grant No.. Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, CNCS or [the relevant CNCS Program]. The program must ensure that this requirement is clearly stated in all program materials and agreements. (c) National Identity Activities Programs are expected to participate in at least two service projects per program year. At least one of those service projects must coincide with at least one of the National Identity Activities listed below: Martin Luther King Jr. Day of Service (January 16, 2017); Cesar Chavez Day (March 31, 2017); One of the following may be chosen, if not participating in both above: National Day of Service and Remembrance (September 11, 2016); Make a Difference Day (October 22, 2016); Global Youth Service Day (April 21-23, 2017); and AmeriCorps Week (TBD). (2) Grant Revisions (a) Budget Revisions See OV Finance Manual for further details. (b) Performance Measure Revisions Approved Performance Measures may not be changed without Commission approval. Grant Terms & Conditions state that the Commission must obtain prior written approval of the Corporation before making changes in the scope, performance measures or goals of a program. Programs must submit a request to change performance measures to the Commission and should not assume approval before receiving a response from the Commission. (3) Member Enrollment & Exit (a) Member Enrollment Program Directors must ensure that all members are officially enrolled into a program within 30 days of their enrollment start date. See AmeriCorps Terms and Conditions and the Member Confirmation Authorization Form (ATTACHMENT 18: MEMBER ELIGIBILITY CONFIRMATION FORM). Page 17 of 73

18 (b) Member Access to My AmeriCorps Portal Program Directors must ensure that members have an online account through the My AmeriCorps portal that allows them to file their forbearance requests, access interest payments and their Education Award. (c) Member Exit Program Directors must ensure that all members are exited from the program within 30 days of their final service date. See AmeriCorps Terms and Conditions. (d) Early Exit Recipients may release members from participation for two reasons: (a) for compelling personal circumstances; and (b) for cause. See 45 CFR for applicable requirements and 2 CFR for record retention requirements of this documentation. Programs must document all decisions regarding members who exit before the end of their service term and earn a reduced Education Award or are ineligible for an Education Award. Situations where this may occur include: Exit for Compelling Circumstance. Programs must receive prior approval from Oregon Volunteers AmeriCorps staff before offering reduced Education Awards for compelling circumstance to members that are being exited early. This will help ensure that the decision is based on AmeriCorps regulation and good documentation. If award is given under compelling circumstances, the member s file must contain documentation to substantiate this decision; Exit with No Award. If the award is withheld, the member s file must contain the reason and record of activities leading to this decision such as member evaluations, member position descriptions, member service agreement, etc. In addition to the regulations, the following applies: No Automatic Disqualification if Released for Cause: A release for cause covers all circumstances in which a member does not successfully complete his/her term of service for reasons other than compelling personal circumstances. Therefore, it is possible for a member to receive a satisfactory performance review and be released for cause. For example, a member who is released for cause from a first term e.g. the individual has decided to take a job offer but who-otherwise performed well-would, not be disqualified from enrolling for a subsequent term as long as the individual received a satisfactory performance evaluation for the first period of service. (e) Slot Conversion Slot conversion is a limited option and requires prior approval from the Commission. Programs must submit their request for a slot conversion in writing to the Commission before entering into egrants to convert slots. This also includes any chance of status. Not all slot conversions are allowed. (f) Slot Refill Policy AmeriCorps members who leave their position before completing 15% of their service hours are not eligible to receive an Education Award. If programs have fully enrolled awarded member slots, they may replace any member who terminates service before completing 30% of their term without receiving a pro-rated education award. The program must have the funds available to support a replacement. Contact the Commission before beginning the refill process. Page 18 of 73

19 (4) Member Management & Recordkeeping (a) National Service Criminal History Check Policy All recipients must complete CNCS NSCHC training every year. The CNCS designated e- course provides a thorough overview of the requirements and can be found at: Each recipient must identify at minimum one relevant staff person to fulfill this requirement on behalf of the program. The program must retain the certificate of completion and assign staff to retake the course annually prior to the expiration of the certificate. Programs should save certificates of completion from each year as part of grant record. For 2016, recipients should complete this requirement and be certified by December 31, Oregon Volunteers monitors programs to ensure that members and staff are screened according to AmeriCorps regulations and the Serve America Act. Programs found out of compliance will be guided to take corrective action immediately on discovery to become compliant. Depending on a number of factors, Oregon Volunteers may disallow funds, based on CNCS interim guidance, found here. The Final Rule posted in the Federal Register and the most current Frequently Asked Questions provide clear guidance and should be referenced in determining protocols. A listing of required state criminal history information repositories and alternatives is available at Core Process for Members: All members must have a National Service Criminal History Check (NSCHC) that consists of: National Sex Offender Public Registry (NSOPR) check must be performed before candidate is selected for service. Copy must be placed in member s file with NSOPR website ( confirmation page listing that all states were checked and the date of the check. Verify that your web browser header or footer includes the date; Check of CNCS approved criminal registries by name and/or fingerprint performed for the candidate s state of residence at the time of application and the state where the individual will serve; FBI fingerprint-based check, known as Criminal History Record Information (CHRI); Registry check must go back as far as possible - not just 7 years. Accompaniment. Your program and site must have a written policy that ensures members are accompanied by someone cleared for access at all times when in contact with vulnerable populations until the results of either the CHRI or state repository checks are received. During periods of required accompaniment, there must be signed documentation by member and accompanier and included in the member file. The law prohibits an individual from serving in a national service program in four situations: (1) The individual refuses to consent to the criminal history check; (2) the individual makes a false statement in connection with the criminal history check; (3) the individual is registered or required to be registered as a sex offender; or (4) the individual has been convicted of murder as defined by federal law. If a school or other agency is performing the background check you must ensure that it meets the above regulations and that you, Oregon Volunteers and CNCS have access Page 19 of 73

20 to the records. If either of these requirements are not met you must request an Alternate Search Procedure (ASP) through Oregon Volunteers. Core Process for Staff: 1. All staff funded in part or whole by your AmeriCorps grant, whether with CNCS share or grantee share, must have criminal history checks that meet all the above requirements for members. 2. You must have written procedures for initiating and maintaining the criminal background check process and be able to prove that you are implementing those procedures. Clarifications: If you want to request an Alternate Search Procedure, your request must start with the Commission if you are funded through Oregon Volunteers. FBI checks are required for new covered individuals (members and staff) that began service after April 21, Policies and procedures: Programs must create written policies and procedures that cover the steps described above and include: Process used to verify applicant identity; Process used to verify the applicant s state of residence at the time of application. The applicant should specify what they consider the application point and ask the member to specify their state of residence on the program s NSCHC authorization form; Procedure and timeline for conducting the NSOPR check; Procedure and timeline for conducting the state of residence and state of service criminal history checks; Procedure and timeline for conducting the FBI check; How applicant provides written authorization for NSCHC; Where in the application process an applicant learns that selection is contingent on passing NSOPR and service year completion is contingent upon passing the state and federal background check at the level designated by the program; Language that states that an applicant has the opportunity to review the results of the background check findings; Procedures that ensure that all NSCHC report information is maintained in a confidential and safe manner including all requirements stated in 45 CFR ; Policy regarding how background check results are reviewed and the decision-making process to determine if members with a criminal history are excluded from service or not; How the program documents that identity was verified and that the required checks were performed; Where the results of the checks are maintained; How and where you document that the selection of the candidate was based on the results of the NSCHC; Page 20 of 73

21 Policy for accompaniment by a cleared individual while awaiting the results of either the CHRI or state repository checks for members working with vulnerable populations including how accompaniment is documented. (b) Time Sheets Member hours must be tracked in writing and should be maintained in a timely fashion. Time sheets must: Be completed in ink; Contain original signatures and dates by member and supervisor in ink; Separately record hours spent in Direct Service, Member Development and Fundraising; Be initialed by member and supervisor at the point of any cross outs or other corrections. White out is not acceptable on an official document. Members should be notified periodically of their hours status - # of hours completed, # of hours left to complete their term of service. A written Hours update must be provided to each member at the mid-year and end of service evaluations. A written log or electronic spreadsheet of all hours accrued on timesheets to date must also be maintained for each member. A sample is included in Attachment 14. OV AmeriCorps staff will request updates on member hours periodically throughout the program year through sharing of program logs or spreadsheets. Programs will be required to validate completion of member hours prior to approving exit documentation for each member. If your program is interested in utilizing an electronic timekeeping system, please review the AmeriCorps requirements for Minimum Standard for Electronic Timekeeping Systems as provided on the AmeriCorps website ( as well as the Terms & Conditions: IX. Member Records and Confidentiality and discuss your process with the OV AmeriCorps staff prior to initiation. (c) Electronic Recordkeeping The sub-grantee must maintain records, including the position description, sufficient to establish that each member was eligible to participate and that the member successfully completed all program requirements. A program may store member files electronically if the program can ensure that the validity and integrity of the record is not compromised. CNCS will recognize electronically stored files where: The electronic storage procedures and system provide for the safe-keeping and security of the records, including: Sufficient prevention of unauthorized alterations or erasures of records; Effective security measures to ensure that only authorized persons have access to records; Adequate measures designed to prevent physical damage to records; and A system providing for back-up and recovery of records. The electronic storage procedures and system provide for the easy retrieval of records in a timely fashion, including: Storage of the records in a physically accessible location; Clear and accurate labeling of all records; and Page 21 of 73

22 Storage of the records in a usable, readable format. Where there is a requirement for a signature on a record, electronically stored records must include an image of the original signature; records without signatures, when required, are considered incomplete. (d) Member Evaluation Programs must evaluate all members in writing. The AmeriCorps Terms & Conditions state that programs must conduct and keep a record of at least a mid-term and end-of-term written evaluation of each member's performance for Full and Half-Time members and an end-of-term written evaluation for less than Half-time members. All members must receive end-of-term evaluations even if they are terminated early. All evaluations must have signatures and dates from the member and supervisor. If the member is unavailable for signature, the program must document all attempts to contact the member and include this documentation along with the evaluation signed by the supervisor. The evaluation should focus on such factors as: Whether the member has completed the required number of hours; Whether the member has satisfactorily completed assignments; and Whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service. (e) Member Files Program Directors must ensure that member files are maintained in a confidential and secure manner. This will be monitored during the site visit. Programs must allow a member who submits a written request for access to review records that pertain to the member and were created as part of the AmeriCorps term of service. Programs must have a written policy that explains this process. Sub-grantees with Oregon Volunteers must maintain member files that include: Signed Application; At least two references; Documentation of eligibility to serve: age and proof of citizenship/residency. CNCS does not require programs to make and retain copies of the actual documents used to confirm age or citizenship eligibility requirements, such as a driver s license, or birth certificate, as long as the recipient has a consistent practice of identifying the documents that were reviewed and maintaining a record of the review. For acceptable forms of certifying status as a U.S. citizen or national, and certifying status as a lawful permanent resident alien of the United States see 45 CFR (c). Signed Member Service Agreement or contract referencing Member Handbook Each page must be initialed by the member; Must be dated on or before the member s enrollment date; Must include specific language from the AmeriCorps regulations regarding duplication and non-displacement [45 CFR (e)-(f)] and member fundraising [45 CFR ]. Documentation that a NSCHC was performed, reviewed and considered before the member started serving without accompaniment. Page 22 of 73

23 Verification page from conducting National Sex Offenders Public Registry ( check, including date of check and that all states were included in the check in the header or footer. This date must be before the covered individual can begin service. Documentation of accompaniment by a cleared individual until a member s background check results are received. Inclusive Position Description. Signed Grievance Procedure. Timesheets signed and dated in ink or through electronic signature by member and supervisor with separate tally for direct service, fundraising and training/member development. Member hours for fundraising must not exceed 10% of total hours. Total program hours for member development must not exceed 20% of total hours. Summary log of time sheets on a monthly basis that culminates with total member hours. This must correlate with hours reported in the member portal when the member is exited. Proof of health care enrollment or documentation that health care was declined. Publicity release form including the right of refusal. Documentation of any disciplinary actions taken. Information for use in program evaluations. Documentation of compelling circumstances - if applicable. Documentation of decision to withhold Education Award if applicable. Emergency notification form. Performance evaluations conduct and keep a record of at least a midterm and end-ofterm written evaluation of each member's performance for Full and Half-Time members and an end-of-term written evaluation for less than Half-time members. Parental Consent form (if necessary). Plan for obtaining high school diploma or equivalent (if not current). Documentation of Health Insurance Eligibility. Documentation of Child Care Eligibility. Program Directors should reference the current Terms and Conditions in maintaining member files to ensure that these documents meet grant guidelines. Also see (f) Member Service Agreement Member Service Agreements must contain the following information to be in compliance with CNCS regulations: AmeriCorps Name and Logo; Start and end dates of service; Page 23 of 73

24 Minimum number of service hours required and any other requirements necessary to successfully complete the term of service and to be eligible for the education award; The amount of the education award; Service activities Inclusive Position Description; Statement that position is not eligible for unemployment compensation; Activity performance standards; Acceptable conduct and sanctions for improper conduct; Living allowance and distribution schedule; Benefits: living allowance, health care, child care, forbearance, education award; Right to review file by request in writing; Access to reasonable accommodation; List of Prohibited Activities, including those specified in the regulations at 45 CFR ; Language from the AmeriCorps regulations regarding duplication and non-displacement [45 CFR (e)-(f)] and member fundraising [45 CFR ]; Suspension and Termination rules; Definition of release for cause and compelling circumstance; Grievance Procedures; Discrimination Complaint Procedures; Requirements of the Drug Free Workplace Act; Acknowledgment of receipt of Member Handbook; Initials of member on each page to verify that each page has been reviewed; Signature of member and program director dated on or before first day of service; Program Directors should reference the current AmeriCorps Terms and Conditions in developing member service agreements to ensure that these documents meet grant guidelines. (g) Member Handbook The Member Handbook must contain the following information to be in compliance with CNCS regulations and Terms & Conditions: AmeriCorps Name and Logo; Instructions on use of My AmeriCorps portal; AmeriCorps Program Calendar; Explanation on terms of service and limits; Explanation and instructions for Benefits including: living allowance; FICA, workers comp, health care; child care; etc.; Page 24 of 73

25 Education award including all changes relative to Serve America Act and taxability; Ability to waive living allowance; Member training and hours calendar indicating sufficient ability to complete hours; Rights and responsibilities including: Definition for Termination and Suspension; Definition of Compelling Personal Circumstances ; Release for Cause; Prohibited activities; Grievance procedures; Nondiscrimination Policy. Instructions for Time Sheets and activity reporting Reasonable Accommodation Guidelines Requirements under the Drug-Free Workplace Act (41 U.S.C. 701 et seq.); Policy on release for: Armed Forces Reserves; Jury duty; Family Leave; voting Right to review AmeriCorps file Process for review and appeal of background check findings Safety Plan/Procedures OREGON VOLUNTEERS POLICIES Commissioners with Oregon Volunteers Commission for Voluntary Action and Service approved the following policies for programs in the Oregon Volunteers portfolio. These requirements must be followed in addition to the CNCS policies by all programs receiving funding through Oregon Volunteers. (1) Member Benefits (a) Supplement Member Living Allowances or Education Awards Oregon Volunteers allows sub-grantees to supplement member living allowances or Education Awards outside of the approved grant funding request. When reviewing grant applications, the National Service Program Committee will work to ensure that guidelines of equity and parity are met on a state-wide basis. Individual program sites proposing to offer supplemental support for members should be encouraged to provide alternatives to cash. (b) Workers Compensation Insurance Oregon Volunteers requires that all AmeriCorps sponsors receiving funding from Oregon Volunteers to operate an AmeriCorps program provide Workers Compensation insurance for their AmeriCorps members. This Commission policy is created in response to the Corporation for National and Community Service (CNCS) requirement that AmeriCorps programs provide coverage for on-the-job injuries. We recognize that the State of Oregon Workers Compensation Law is intended to benefit all citizens. The Commission finds that the Findings and Policy of the Legislative Assembly (ORS ) and Election to provide coverage (ORS ) sections of Oregon Revised Statutes support this policy of mandatory Terms & Conditions of Workers Compensation insurance. Page 25 of 73

26 (c) Unemployment Oregon State law states that AmeriCorps members are not entitled to unemployment compensation. (2) Member & Client Safety (a) National Service Criminal History Checks Oregon Volunteers requires that all members serving in programs funded through Oregon Volunteers receive a criminal background check that qualifies them to serve with vulnerable populations, regardless of their specific position descriptions. See Criminal Background Check Policy in section 3C(8)(a) for additional information. (b) Client Transportation Oregon Volunteers does not allow members to transport service recipients or clients in their own vehicles. Members are allowed to provide transportation to clients if using an agency approved vehicle and approved by the sponsoring agency. (c) Home Visits Oregon Volunteers does not allow AmeriCorps members to perform home visits unaccompanied. Programs are required to monitor member activities to ensure this does not occur and that member position descriptions do not suggest such activities. (3) Program Policies & Procedures The following policies and procedures are to be developed by each sub-grantee to assist in ensuring compliance with OV and CNCS terms and conditions. Review of the items outlined below will be reviewed during OV compliance visits and/or desk audits. Financial Documentation Policy & Procedure The Financial Documentation Policy is an internal policy for sub-grantee organizations detailing what documents are used as backup documentation to verify all CNCS and grantee match expenses (including in-kind), where and how that documentation is maintained and who is responsible for ensuring that all documentation is accurately maintained and reported. (a) Site Monitoring Policy & Procedure The Site Monitoring Procedure describes how the program will monitor individual service sites. This can be incorporated into the Site Supervisor Handbook or as a separate document. It should include the following items: The process for monitoring sites to ensure compliance with AmeriCorps Terms and Conditions and Regulations; A schedule for monitoring sites; A process for performance management and improvement if a site demonstrates noncompliance. INCLUSION INITIATIVES Oregon Volunteers promotes the creation of inclusive service environments that attract and retain committed individuals to programs. An inclusive environment is more than ensuring an accessible building, or creating large print documents. There are many steps that programs can take to ensure a respectful, supportive and equalizing setting. All programs are required to utilize an inclusive service description format (Attachment 12). Page 26 of 73

27 Oregon Volunteers works to provide reasonable accommodations and auxiliary aids to members and potential members and to support activities related to increasing the placement of individuals with disabilities as AmeriCorps members in AmeriCorps*State and AmeriCorps*National Direct programs. Despite the AmeriCorps goal of inclusion and its efforts, Americans with disabilities still represent a largely untapped pool of candidates for the state's programs. Both Oregon Volunteers and Oregon AmeriCorps programs have roles to play in the outreach, recruitment and retention effort. (1) Oregon Volunteers Responsibilities Review all Commission informational material to ensure inclusionary language; Facilitate linkages and partnerships between programs and local disability organizations; Provide upon request, program and outreach materials in alternative formats such as large print, Braille, tapes and computer tapes; Provide inclusion training throughout the state; Survey AmeriCorps programs to assess the number of people with disabilities already participating in AmeriCorps programs; Require Oregon Volunteers programs to submit annual reports to the Commission to provide qualitative, quantitative and anecdotal evidence of their success in including people with disabilities; Collect data and documentation to see if the goals of the legislation and requirements of federal statutes are being met; Act as a conduit to CNCS to provide reasonable accommodation funds to qualifying programs. Note that CNCS accommodation funds are limited and are awarded on a first-come, first-served basis. Programs are encouraged to submit any and all expected accommodation funds as early as possible. Also note that all reconciliation of accommodation funds by CNCS are completed by September 30 the end of the federal fiscal year. Any prior fiscal year costs invoiced past that date will not be able to be paid by CNCS. (2) Local Program Responsibilities Review all materials and literature to ensure inclusionary language; Ensure that member position descriptions follow an inclusion based format which separates Essential and Secondary functions to encourage full accessibility for applicants with disabilities (Attachment 16); Facilitate training of all staff and members regarding ADA, Rehabilitation Act; Establish policies and procedures to ensure nondiscrimination; Follow-up with people with disabilities currently in the program to assist in identification of their needs; Submit annual report to Oregon Volunteers with qualitative, quantitative and anecdotal evidence of success in including people with disabilities; (3) Reasonable Accommodation Reasonable accommodation is a logical adjustment made to a job and/or the work environment to enable a person with a disability to perform the essential functions of the job. Reasonable accommodation should be determined on a case-by-case basis. Disabilities affect people differently and an accommodation that is successful for one person may not be Page 27 of 73

28 appropriate for another, despite their having the same disability. Individuals with disabilities should therefore be consulted on the most appropriate accommodation needed. Individual members with a disability who request reasonable accommodations should be provided with a copy of the respective program's grievance procedure in the event that the accommodation does not meet his or her needs and information and interactive discussions are not fruitful. Most members with disabilities require no accommodations and when accommodations are required more than half involve no cost. Oregon Volunteers no longer has access to funding for reasonable accommodation because this funding has been discontinued by CNCS. All costs associated with reasonable accommodation must be paid by the program from their CNCS or grantee match funds, if funding is not available through CNCS. Page 28 of 73

29 Page 29 of Attachments

30 ATTACHMENT 1: SUB-GRANTEE DOCUMENT REVIEW Program Name Reviewed by Date Member Service Agreement AmeriCorps Name and Logo Inclusive Position Description Start and end dates of service position AC Regulations Minimum # of service hours as required by statute and other requirements as developed by the grantee necessary to successfully complete their term of service and be eligible for the education award Other requirements as established by program Benefits including: living allowance, eligibility for health care, child care, loan forbearance, education award AC Regulations Living Allowance Distribution schedule OV Policy Amount of the Education Award Service activity performance standards Standards of conduct and sanctions for improper conduct Suspension and termination rules Definitions of circumstances for release for cause and compelling circumstance Prohibited Activities Right to review file upon written request Ineligibility for Unemployment OV Policy Access to Reasonable accommodation OV Policy Requirements of Drug Free Workplace Act Discrimination Complaint procedures Grievance Procedures Acknowledgement of receipt of member handbook OV Policy Each page initialed by member OV Policy Language from the Regulations regarding duplication and non-displacement [45 CFR (e)-(f)] and member fundraising [45 CFR ] Signature of member dated on or before first day of service Signature of Program Manager dated on or before first day of service AC Regulations Member Handbook we should talk about this section, since it doesn t appear to be to be required anymore AmeriCorps Name and Logo Copy of Member Service Agreement OV Policy Hours Calendar that shows sufficient ability to complete hours and accounts for holidays, other time off and missed hours AmeriCorps Program Calendar OV Policy Right to Waive Living Allowance Explanation of FICA withholding and Federal income tax OV Policy Terms & Conditions of Workers Comp and procedure to file claim OV Policy Explanation of Health Care Coverage including benefits Childcare Payments & Resources # of Terms of Service allowed Use of Education Award How to access Education Award and My AmeriCorps portal Taxability of Education Award Ability to Transfer the Education award Serve America Act Frequently Asked Questions OV Policy Jury duty - member shall not be penalized and should continue to receive credit for the service hours, living allowance, health care etc. regardless of incidental expenses paid from the court Voting AC Regulations Page 30 of 73

31 Armed Forces Reserves AC Regulations Availability of OFMLA/FMLA optional AC Regulations Information on College Cost Reduction Act Recommended Reasonable Accommodation Guidelines Safety Procedures program and site based Right to review member file Civil Rights and Non-Harassment Policy (Attachment 15) Non-discrimination language Process for review and appeal of background check findings AC Regulations Instructions for time keeping and reporting OV Policy Prohibited Activities AC Regulations Member Orientation AmeriCorps Name and Logo on all documents Rights & responsibilities; code of conduct; prohibited activities; Drug Free Workplace Act; suspension and termination from service; grievance procedures; sexual harassment policy; non-discrimination policy AC FAQ Review of Member Handbook and Completion of Member Contract OV Policy Sign in sheet OV Policy Disability Inclusion OV Policy Orientation Agenda lists Prohibited Activities as a topic OV Policy Orientation Agenda includes training on how your program is an AmeriCorps program, how members should talk about the AmeriCorps program and their service as an AmeriCorps member, and provides information about other national service programs. Member Application/Recruitment (Must include service site applications/materials for programs own recruitment efforts) AmeriCorps Name and Logo on application and all recruitment materials Non Discrimination language: Sample: This program is available to all without regard to race, color, national origin, disability, age, sex, political affiliation or in most instances, religion." Accommodation. Qualified individuals with disabilities and those from diverse backgrounds are strongly encouraged to apply. We provide reasonable accommodation for qualified individuals and conduct all activities in fully accessible OV Policy settings. Identification: Program must identify the program as an AmeriCorps program and members eligible for an education award as AmeriCorps members. Confidential File: Written program policy Background Check Requirements: Statement of how checks will be done; applicant rights; confidentiality protocols AC Regulations Formats: Alternative formats are available upon request by contacting (insert your program contact person and number/ ). OV Policy Position Description: Does not refer to employment or job Utilizes an inclusive format OV Policy Other Forms AmeriCorps Name and Logo on all forms Parental Consent: Grantees may include an informed consent form of their own design as part of the member contract materials Performance Review/Evaluation: Mid-term must include a to-date hours report OV Policy Final must include whether member has: satisfactorily completed assignments completed required number of hours met other performance criteria communicated at beginning of term Signed and dated by member and supervisor AC Regulations Must be completed for all members, including early termination Publicity Release: Includes right of refusal Emergency Contact OV Policy Reporting Format: Relates to Performance Measures and includes data on OV Policy Page 31 of 73

32 volunteer support & recruitment numbers National Service Criminal History Check: Authorization Form that explains applicant rights to contest, appeal and criteria from disqualification from service eligibility Request for Accommodation: Specific to sponsor Health Care: Copy of policy that meets requirements from current Terms & Conditions Member Timesheets AmeriCorps Name and Logo Timesheets: Signature & Date by member and supervisor Break down of hours for Service (no more than 80%); Fund Raising (no more than 10%); Training and Member Development (no more than 20%) Timesheet Summary Log: Monthly or semi-monthly tally of hours reported on the timesheet; running total shared with members to inform progress toward completion; official documentation used by program to complete Exit Form at end of service. Site Orientation AmeriCorps Name and Logo Review of Site Handbook (minimum = Member Handbook contents) Review of Site Contract Prohibited Activities (must be listed on formal agenda) Orientation Agenda includes training on how your program is an AmeriCorps program, how sites should talk about the AmeriCorps program and their AmeriCorps member, requirements to include AmeriCorps logo on website and documents, and required disclaimer for public documents. Accommodation and Hidden Disabilities Site Application AmeriCorps Name and Logo Use of inclusive service position description Identification of specific training that member will receive Identification of site supervisor Proposed member service activities tie to program s Performance Measures AC Regulations Recommended AC Regulations AC Regulations OV Policy Recommended Recommended OV Policy OV Policy Recommended Recommended Recommended Recommended # of years that site has received an AmeriCorps member Recommended How site safety training will be provided Recommended Verification that matching funds are not from Federal sources, or are from Federal AC Regulations programs that have approved their use with CNCS Programs and activities must be accessible to persons with disabilities, and the site must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and Recommended staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. Site Contract AmeriCorps Name and Logo Site fee and policy for refund if necessary Programs and activities must be accessible to persons with disabilities and the site 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. Consequences for site for hiring member as employee during term of service List of Prohibited Activities AmeriCorps Identification Requirements and Disclaimer requirements Clarification of Supervisory Protocol that leads to member dismissal National Service Criminal History Check Policy AmeriCorps Name and Logo Procedure and timeline for conducting the NSOPR check. Procedure and timeline for conducting the state of residence and state of service criminal history checks. Procedure and timeline for conducting the FBI check. Recommended Recommended Recommended AC Regulations Recommended Page 32 of 73

33 Written and signed verification that all staff listed in budget under Personnel have received complete background checks (Signed by staff person other than those listed) How applicant provides written authorization for criminal background check Process used to verify applicant identity Where in the application process an applicant learns that selection is contingent on passing NSOPR, state and federal background check. Language that states that an applicant has the opportunity to review the results of the background check findings. Procedures that ensure that all criminal background report information is maintained in a confidential and safe manner including all requirements in 45 CFR Policy regarding how background check results are reviewed and the decisionmaking process to determine if members with a criminal history are excluded from service or not. How the program documents that identity was verified and that the required checks were performed. Where the results of the checks are maintained. Policy for accompaniment by a cleared individual while awaiting the results of background checks for members working with vulnerable populations. How and where you document that the selection of the candidate was based on the results of the checks (NSOPR and criminal.) Grievance Procedure AmeriCorps Name and Logo Filed within one year of alleged occurrence Hearing within 30 calendar days of filing a grievance Decision made within 60 calendar days of filing a grievance Hearing by person not involved in previous decisions on the issue Grievant can request binding arbitration if decision is adverse to grievant or if decision is not reached within 60 calendar days Binding arbitration hearing is held within 45 days after request for arbitration or within 30 days after CEO appoints arbitrator Within 30 days of the binding arbitration hearing, there is a decision Financial Documentation Policy Includes what documents are used as backup documentation to verify all CNCS and grantee match expenses (including in-kind) where and how that documentation is maintained who is responsible for ensuring that all documentation is accurately maintained and reported. Site Monitoring Policy Includes the process for monitoring sites to ensure compliance with AmeriCorps Terms & Conditions and Regulations; Includes a schedule for monitoring site Includes a process for performance management and improvement if a site demonstrates noncompliance. CNCS FAQ AC Regulations AC Regulations AC Regulations AC Regulations AC Regulations AC Regulations AC Regulations Page 33 of 73

34 ATTACHMENT 2: SUB-GRANTEE DOCUMENT REQUIRED LANGUAGE The following language is required to be included in all program documents where applicable. 1 Living Allowance Distribution 2 Prohibited Activities 3 Grievance Procedures A living allowance is not a wage and is not paid on an hourly basis. The living allowance is paid in regular increments {fill in schedule} Payments will not fluctuate based on the number of hours served in a particular time period and will cease when a member concludes a term of service. If a member serves all required hours and the program and site have permitted them to conclude their term of service before the originally agreed upon end of term, the program cannot provide a lump sum payment to the member. Similarly if a member is selected after the program's start date the program will provide regular living allowance payments from the member's start date and may not increase the member's living allowance incremental payment or provide a lump sum to make up any missed payments An approved national service position may not be used for the following activities: (1) attempting to influence legislation; (2) Organizing or engaging in protests, petitions, boycotts, or strikes; (3) Assisting, promoting, or deterring union organizing; (4) Impairing existing contracts for services or collective bargaining agreements; (5) Engaging in partisan political activities or other activities designed to influence the outcome of an election to Federal office or the outcome of an election to a State or local public office; (6) Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties. political platforms, political candidates, proposed legislation or elected officials; (7) Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship. constructing or operating facilities primarily or inherently devoted to religious instruction or worship or engaging in any form of proselytization; (8) Providing a direct benefit to any (A) business organized for profit; (B) labor union; (C) partisan political organization; (D) non-profit organization that fails to comply with the restrictions contained in section 501(c) of the Internal Revenue Code of 1986 except activities undertaken at their own initiative; and (E) organization engaged in the religious activities described in paragraph 7 unless the position is not used to support those religious activities; (9) Providing abortion services or referrals for receipt of such services; (10) Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; or (11) Carrying out such other activities as the Corporation may prohibit Programs that receive assistance under the National and Community Service Act must maintain a procedure for the filing and adjudication of grievance from participants, labor organizations, and other interested individuals concerning projects that receive assistance including grievances regarding proposed placements of participant. DEADLINE FOR GRIEVANCES. Except for a grievance that alleges fraud or criminal activity, a grievance shall be made not later than 1 year after the date of the alleged occurrence of the event that is the subject of the grievance. DEADLINE FOR HEARING AND DECISION. A hearing on any grievance shall be conducted not later than 30 days after the filing of such grievance. Hearings shall be held by person (s) not involved in previous decisions on this issue. DECISION: A decision on any such grievance shall be made not later than 60 days after the filing of such grievance. ARBITRATION: In general: JOINTLY SELECTED ARBITRATOR: In the event of a decision on a grievance that is adverse to the party who filed such grievance, or 60 days after the filling Page 34 of 73

35 of such grievance if no decision has been reached, such party shall be permitted to submit such grievance to binding arbitration before a qualified arbitrator who is jointly selected and independent of the interested parties. APPOINTED ARBITRATOR: If the parties cannot agree on an arbitrator, the Chief Executive Officer shall appoint an arbitrator from a list of qualified arbitrators within 15 days after receiving a request for such appointment from one of the parties to the grievance. DEADLINE FOR PROCEEDING: An arbitration proceeding shall be held no later than 45 days after the request for such arbitration proceeding, or if the arbitrator is appointed by the Chief Executive Officer not later than 30 days after the appointment of such arbitrator. DEADLINE FOR DECISION: A decision concerning a grievance shall be made not later than 30 days after the date such arbitration proceeding begins. 4 Unemployment AmeriCorps members serving in Oregon are not eligible to receive unemployment benefits. Members are not employees of their site, sponsor or AmeriCorps. ORS amended by Senate Bill 970 states that "employment" does not include service performed by participants in an AmeriCorps program. 5 Nondiscrimination 6 Waive the Living Allowance 7 Terms of Service It is against the law for organizations that receive federal financial assistance from the Corporation for National and Community Service to discriminate on the basis of race, color, national origin, disability, sex, age, political affiliation, or in most cases, religion. It is also unlawful to retaliate against any person who or organization that files a complaint about such discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you want more information contact: {fill in} or Office of Civil Rights and Inclusiveness/CNCS/ 1201 New York Ave. NW Washington, DC or eo@cns.gov A member may waive all or part of the payment of a living allowance if they believe their public assistance may be lost or decreased because of the living allowance. Even if the living allowance is waived, the amount may be deemed available. A member who has waived the living allowance may revoke the waiver at any time and begin receiving the living allowance but may not receive any portion that accrued during the waiver period. A member may serve up to four terms of service in AmeriCorps State and National regardless of type of term. However, a member may only receive the value of two full-time education awards. A program may use funds from the Corporation for member support costs for a member who has already received the value of two full-time education awards if the member has not yet served four terms total. A program may not use funds from the Corporation for member support costs for a member who has already served the maximum number of terms for that stream of service. AmeriCorps State and National 4 terms VISTA 3 terms NCCC 2 terms Members who have received the value of two full-time education awards are eligible for forbearance during their service terms and to have their accrued interest paid after successfully completing their service. 8 Use of the Education The education award can be used in the following ways, or in a combination of the following ways: Page 35 of 73

36 Award To repay qualified student loans. To pay all or part of the current education expenses to attend a qualified institution of higher education (including certain vocational programs). Beginning with terms of service that start on or after Oct. 1, 2009, the education award may be used to pay expenses incurred in enrolling in an educational institution or training establishment that is approved under the GI Bill. A member may use the education award up to seven years after his or her last day of service. A member may apply for an extension if: o he or she is unable to use the award for some reason during that time that is outside of his or her control such as a serious illness; or o he or she enrolls in another term of service in an approved program. To be considered for an extension, a member must apply for an extension before the end of the seven year period. 9 Taxability of Education Award The education award is taxed in the year it is used. For example, if a member uses all or part of the education award for college in the fall of 2010, that member must pay taxes on the portion of the award used when he or she files 2010 taxes. The Corporation for National and Community Service (CNCS) does not withhold taxes from the award. By the end of January each year, the Corporation sends a 1099 Form to all AmeriCorps members who have made payments from their education awards and for whom interest payments have been made during the previous year totaling more than $ The 1099 Form does not need to be submitted to the IRS with a member s tax return, but it reflects the amount that CNCS reports to the IRS as taxable miscellaneous income. 10 Transfer Education Award 11 Family Medical Leave To transfer an education award you must: (1) have earned the award in an AmeriCorps State or National program; (2) have been aged 55 or older on the date you began the approved term of service; and (3) have begun the term of service on or after October 1, You may transfer all or a portion of your unused education award. Once transferred you may revoke any unused amount prior to the expiration of the award. You can only transfer each award once. You may transfer the award to your child, grandchild or foster child. The recipient to whom you transfer the award can use the award to pay the cost of attendance at qualified institutions of higher learning or to pay qualified student loans. The recipient can receive transfers from multiple education awards but only up to the current value of two full-time education awards. At the program s discretion, temporary leave may also be authorized for the reasons allowed under FMLA to AmeriCorps members who do not otherwise meet the eligibility requirements for FMLA leave as described in the regulations. If temporary leave is appropriate, grantees have the flexibility to determine the duration of the absence for up to 12 weeks, and may choose to continue providing health benefits to the member during the period of absence. The member must be suspended during the period of temporary leave. The length of the leave must be based on two considerations: (1) the circumstances of the situation; and (2) the impact of the absence on the member s service experience and on the overall program. If the disruption would Page 36 of 73

37 seriously compromise the member s service experience or the quality of the program as a whole, then the grantee may offer the member the option of rejoining the program in the next class or completely withdrawing from the program. 12 Armed Forces Reserves Generally, the Reserves of the U.S. Army, U.S. Navy, U.S. Air Force, U.S. Marine Corps, U.S. Coast Guard, the Army National Guard, and the Air National Guard require reservists to serve one weekend a month plus 12 to 15 days a year (hereafter referred to as the two-week active duty service). To the extent possible, we seek to minimize the disruption in AmeriCorps service as a result of discharging responsibilities related to 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 a leave of absence for the two-week period of active duty service in the Reserves. Members may not receive time-off for additional Reserves-related service beyond the two-week active duty service. No AmeriCorps service credit is earned for the once-a-month weekend service in the Reserves. We will credit members for AmeriCorps service hours during their two weeks of active duty service in the Reserves if it occurs during their AmeriCorps service. The member would receive credit for the number of hours he or she would have served during that period had there been no interruption. For example, if a full-time member is signed up to serve 30 hours of AmeriCorps service one week and 40 hours of AmeriCorps service on the following week, she or he would receive 70 hours of AmeriCorps service credit for the two weeks of active duty service regardless of the actual number of hours served in the Reserves. Reservists in the U.S. Armed Forces receive compensation for their mandatory two weeks of active duty service. The compensation regulations governing the Army and Air National Guard may vary by state. We will continue to pay the living allowance and provide health care and child care coverage for the twoweek period of active duty. 13 Voting Programs should encourage all eligible members to register and vote. However, the grantee is prohibited from requiring members to register or to vote, and from attempting to influence how members vote. Members who are unable to vote before or after service hours should be allowed to do so during their service time without incurring any penalties. The site supervisor should determine the length of absence. 14 Disability Inclusion Topics 15 Inclusion Language for Member Service Agreement o Inclusive etiquette and language o Inclusive service position descriptions (essential v. marginal functions) o Inclusive recruitment o Disability disclosure and confidentiality o Reasonable accommodations o Member disability file management and protocol o Moving from Accessibility to Inclusion o Where to go with disability related questions Reasonable accommodation is a logical adjustment made to a service environment to enable a person with a disability to perform the essential functions of the job. Reasonable accommodation will be determined on a caseby-case basis. Disabilities affect people differently and an accommodation that is successful for one person may not be appropriate for another, despite their having the same disability 1) Once in service, a member may disclose a disability or make a request for a reasonable accommodation at any time by contacting (insert your program contact person and number/ ). 2) The (insert your program) is committed to working with and supporting diverse Page 37 of 73

38 members throughout the service placement. As part of this commitment, we will work closely with our community placement organizations to provide reasonable accommodation to the known mental or physical disabilities of our members. If you believe that you need accommodation to complete the essential functions of your position, please let us know as soon as possible so we can support you. 3) It is always up to the member who discloses to decide how much information to share about a disability. If a member discloses a disability, that information must be/will be maintained confidentially and cannot be disclosed to others unless the member provides approval in writing or in another verifiable method. 16 Inclusive Service Position Descriptions 17 Hidden Disabilities Essential = Position exists to perform a specific function; function must be performed by member; function is specialized Marginal = Preferential or secondary to essential functions; tasks is done on an as-needed basis; can be traded or done by another volunteer. Examples: answering telephones, transporting materials, fixing snacks. Suggestion: list functions in order of priority, estimate percent of time spent on functions. Review functions with low percent of time required = Marginal activities. Hidden disabilities are those disabilities that cannot be directly identified through observation. They can include cognitive, chronic health, and psychological disabilities. Hidden disabilities are real and can substantially limit major life activities just as much or more than a disability that is visible. It is important to remember that many people with visible disabilities also have hidden disabilities. It is very difficult to recognize hidden disabilities. If someone does not disclose that they have a disability, there may be some indicators that may signal a possible disability. These include: Frequent requests to have information repeated; Difficulty paying attention; Confusion; Difficulty following directions ; Impulsive behavior ; Sudden changes in mood ; Significant fatigue; Difficulty sitting still or standing for long periods; Sudden weight loss or gain; Frequent medical appointments or treatments Asking about a hidden disability can be a very delicate issue and should be handled with the utmost care and respect for the individual s wishes, concerns, and decisions related to disclosing any information about their disability. Ensure confidentiality of any information that the member chooses to reveal about their disability. The reason for asking for any disability related information should be made very clear. The decision to disclose any information should be completely voluntary. Questions about the presence of a disability should ONLY relate to the need for accommodations or eligibility for additional services. 18 AmeriCorps Identification All AmeriCorps programs, staff and members must affiliate themselves as part of the AmeriCorps National Service Network and document this appropriately. Specific requirements in the 2016 AmeriCorps Terms and Conditions include: 1. Identification as an AmeriCorps Program or Member. The grantee, sub-grantee and host/placement site must identify the program as an AmeriCorps program and eligible members as AmeriCorps members. All partnership agreements/mous related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided. 2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of the Corporation for National and Community Service. CNCS provides a camera-ready logo. All grantee, sub-grantee and host/placement site websites must clearly state that they are an AmeriCorps program or service site and must prominently display the Page 38 of 73

39 AmeriCorps logo. Grantees and sub-grantees, except for Education Award Programs (EAPs), must use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on-line position postings or other recruitment materials, orientation materials, member curriculum materials, signs, banners, press releases and publications related to their AmeriCorps program in accordance with CNCS requirements. EAPs are strongly encouraged to use the AmeriCorps name and logo on such materials. To publicize the relationship between the program and AmeriCorps, the grantee should use one of the following phrases when describing their program: The AmeriCorps National Service Network, an AmeriCorps program, or a proud member of the AmeriCorps national service network. Grantees must provide information or training to their AmeriCorps members and host/placement sites about how their program is part of the national AmeriCorps program and about the other national service programs of CNCS. Grantees, sub-grantees and host/placement sites must place signs that include the AmeriCorps name and logo at their service sites and may use the slogan AmeriCorps Serving Here. AmeriCorps members should state they are AmeriCorps members during public speaking opportunities. The grantee may not alter the AmeriCorps logo, and must obtain written permission from CNCS 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 activity prohibited in these grant Terms & Conditions. 19 AmeriCorps Disclaimer Host/placement site and member agreements should include the following statement: All public reports and documents generated by AmeriCorps members and staff must include the following statement: This material is based upon work supported by the Corporation for National and Community Service (CNCS) under AmeriCorps Grant No.. Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, CNCS or the AmeriCorps program. Page 39 of 73

40 ATTACHMENT 3: RISK ASSESSMENT FORM Program Name: Date: Reviewer: NOTE: Lower scores reflect lower risk; higher scores reflect higher risk. Risk Factors Standard (0=met) Annual Risk Rating (0-3) Notes Pre Post MEMBER MANAGEMENT Member enrollment: Pre-assessment based on prior year actuals. Post-assessment is completed at the end of the current program year. This is calculated by # of AmeriCorps member slots enrolled slots awarded % enrollment 1 90% enrollment and corrective action plan in place to address enrollment issues 2 < 90% enrollment but program has documented extenuating circumstances 3 < 90% enrollment and no corrective action plan to address enrollment issues 3 New Program Member retention: Pre-assessment based on prior year actuals. Post-assessment is completed at the end of the current program year. This is calculated by # of AmeriCorps members who successfully completed their term of service # of slots awarded. 0 Meets commission standard, set at % 1 Doesn t meet standard but demonstrates at least 1% improvement from prior year or target member population has expected retention challenges 2 70% but < standard, but program design has been changed to address retention issues and/or a corrective action plan has been implemented 3 < 70% retention 3 New Program Page 40 of 73

41 Member 30 day enrollment compliance issues: Pre-assessment based on prior year and postassessment based on rate at the end of the current program year. 0 All enrollments completed within 30 days (shows as 31 days in egrants) 1 Issues with 5% of enrollments with adequate explanation provided (i.e., egrants issues) 2 Issues with 10% of the enrollments, but corrective action plan created and/or implementation of corrective action plan demonstrates improvement 3 10% enrollments are non-compliant with 30 day rule and compliance actions are not addressed/incomplete 3 New Program Member 30 day exit compliance issues: Pre-assement based on prior year and post assessment bsed on rate at the end of the current program year. 0 All exits completed within 30 days (shows as 31 days in egrants) 1 Issues with 5% of exits with adequate explanation provided (i.e., egrants issues) 2 Issues with 10% of exits, but corrective action plan created and/or implementation of corrective action plan demonstrates improvement 3 10% exits are non-compliant with 30 day rule and compliance actions are not addressed/incomplete 3 New Program NSCHC: Pre-assessment based on commission s monitoring of previous program year s National Service Criminal History Checks (NSCHC). Post-assessment based on monitoring during the current program year % of NSCHC monitored by commission in compliance (on time, documented) 1 < 100% of NSCHC fully compliant, but program self-identified the compliance issue(s) prior to commission monitoring and has implemented a corrective action plan Page 41 of 73

42 2 < 100% NSCHC monitored by commission in compliance, but program has strong screening procedures in place and has implemented a corrective action plan 3 < 100% NSCHC monitored by commission in compliance. Program screening procedures not followed, not in place, nor completed on time 3 New Program. After 6 months of program start date, OV will conduct site visit to monitor NSCHC compliance. Results will inform Year 2 Continuation funding decisions. Prohibited activities: Pre-assessment based on prohibited activities issues identified in previous program year. Post-assessment based on monitoring during the current program year. 0 Program has documented way(s) of communicating prohibited activities to members as shown through a pre-award document review process 1 Program written documentation not consistent with prohibited activities as outlined in provisions 2 Commission monitoring documents that program processes not followed or implemented and/or corrective actions not addressed or incomplete 3 Program had compliance issues identified during commission monitoring and/or other evidence of members engaged in prohibited activities 3 New Program Organizational effectiveness/staff capacity management Annual key trainings: Pre-assessment based on appropriate staff receiving required trainings by the commission as reflected in training attendance tool/list from the previous program year. Post-assessment based on attendance tool for current program year % attendance at all required program director training meetings 1 90% attendance at required meetings, but staff scheduled for makeup training, including listening to recorded webinars with follow-up as needed. 2 < 90% attendance and/or staff not scheduled for make-up training Page 42 of 73

43 3 Consistent conflicts, failure to attend by appropriate person or full lack of attendance at required meetings 3 New Program Staff retention: Pre-assessment based on key program staff turnover during the past program year. Post-assessment based on key staff turnover during the current program year. 0 No key staff turnover in past program year 1 1 key staff turnover in past program year, but program has strong transition plan and procedures in place to minimize impact to program operations 2 Significant staff turnover, but organization has worked with commission to mitigate impact on program operations 3 High staff turnover without plan in place to address retention issues and impact on program operations 3 New Program Program compliance: Pre-assessment based on prior year monitoring and identified compliance issues. Post-assessment based on compliance issues identified through monitoring during the current program year. 0 No compliance findings 1 All compliance and corrective action issues addressed 2 Corrective action plan on schedule for implementation 3 Corrective action not complete, repetitive compliance failures 3 New Program Results and accountability Performance progress reporting: Pre-assessment based on timeliness of reporting in previous program year. Post-assessment based on timeliness of reporting at end of current program year. [For new grantees, score of a 3 for first program year.] 0 100% of progress reports on time and complete Page 43 of 73

44 1 Not all progress reports submitted on time, but reports are complete and late submission pre-approved 2 Reports are consistently late or incomplete but program provides acceptable explanation for reporting issue 3 Reports late and incomplete without explanation or pre-approval 3 New Program Other required reporting: Pre-assessment based on timeliness of reporting in previous program year. Post-assessment based on timeliness of reporting at end of current program year. [For new grantees, score of a 3 for first program year.] 0 100% of progress reports on time and complete 1 Not all other required reports submitted on time, but reports are complete and late submission pre-approved 2 Reports are consistently late or incomplete but program provides acceptable explanation for reporting issue 3 Reports late and incomplete without explanation or pre-approval 3 New Program High quality results: Pre-assessment based on achievement/overachievement and data quality issues for performance measures in previous program year. Post-assessment based on achievement/overachievement and data quality issues at the end of the current program year. [For new grantees, score of a 3 for first program year.] 0 Performance measures achieved with minimal data quality issues 1 Performance measures are off (+ or -) by 10% or more with minimal data quality issues 2 Performance measures are off (+ or -) by 10% or more with corrective action plan to remedy data quality issues and/or program performance 3 Performance measures were not achieved and/or are undocumented 3 New Program Fiscal management Page 44 of 73

45 Financial reporting: Pre-assessment based on timeliness of reporting in previous program year. Postassessment based on timeliness of reporting at completion of the program year. [For new grantees, score of a 3 for first program year.] 0 100% of reports on time and complete 1 Not all reports submitted on time, but reports are complete and late submission pre-approved 2 Reports are consistently late or incomplete but program provides acceptable explanation for reporting issue 3 Reports late and incomplete without explanation or pre-approval 3 New Program Match: Pre-assessment based on documented match from previous program year. Post-assessment based on documented match at the end of the current program year. [For new grantees, score of a 3 for first program year.] [For fixed amount grants, score of 0.] 0 Met or exceeded budgeted match requirements 1 Met statutory match requirements but fell short of budgeted match requirements 2 Met statutory match requirements but fell short of budgeted match with no justification 3 Did not meet match statutory match requirements 3 New Program Staff Experience: AmeriCorps--or other program--management experience. [For new grantees, score of a 3 for first program year.] [For fixed amount grants, score of 0.] 0 All staff charging to grant in current position at least 6 months 1 Staff, other than Program Director, charging to grant in current position 6 months 2 Program Director in current position 6 months 3 Multiple staff in current position 6 months 3 New Program TOTAL Page 45 of 73

46 Final risk level assessment: High = 26+ Mid = Low = 0-13 Page 46 of 73

47 ATTACHMENT 4: MEMBER SERVICE SITE VISIT INTERVIEW GUIDE Program Name: Date: Core Area A. Strong Organization A compelling long-term mission and a concrete operating plan. A strong leadership team. Attention is paid to staff recruitment, on-going training and development. Teamwork is evident. How do the AmeriCorps performance measures fit with the sponsoring agency's mission? What role does the sponsoring organization play in supporting the program? How is the sponsoring agency kept informed regarding the accomplishments of the AmeriCorps program and performance measure progress? What staff comprise your AmeriCorps management team? How often do they meet? Are you aware of any immediate organizational changes that will be taking place? How is the need for staff training assessed? What training has AmeriCorps staff received to date Has staff attended training sponsored by a CNCS T/TA provider? Is there specific training that the Commission could provide that would be of assistance? Core Area B. Excellent Service Projects Address real needs; produce direct and demonstrable results. Program and service sites in agreement about results and member roles. Careful project planning and creative outreach efforts. Attentive management and close supervision of projects. In what areas are Members providing service? How are sites selected regarding criteria, process etc.? What particular efforts are made to reach small community based organizations and faith based organizations? Are members placed primarily at one site or do they serve multiple sites? How many sites? How many members per site? How are site supervisors prepared for their roles with AmeriCorps members? What type of ongoing support does the program provide to individual sites? What are the responsibilities of sites? How are sites evaluated? Have all sites signed contracts Does the program perform site visits? How often? How do sites receive feedback? Page 47 of 73

48 Core Area C. Measuring Progress : Documenting Results & Evaluation Performance measures are consistent with program and AmeriCorps mission. Effective mechanisms for collecting information are in use. Analysis of information used to improve operations. Results effectively communicated to all. How do members and sites report accomplishments? How often? Does the program foresee proposed changes to the performance measures? How does the AmeriCorps management team review progress toward performance measures and analyze the data collected? Who is responsible for ensuring that the Progress Report sufficiently documents service and impact? Is this reviewed by others on the management team? Do members receive feedback on accomplishments and progress toward performance measures? What is the program s evaluation plan? Core Area D. High Quality Member Experience: Preparation and Support 1. Setting Up A clear structure. Strong efforts toward inclusive recruitment. Good planning to support member retention. Clear written expectations. Safety planning clearly addressed. Recruitment Plan. Efforts to reach diverse populations including the disabled community? What will change for the future? Do you develop a recruitment calendar as part of the planning process? What efforts are in place to ensure ongoing member retention? Member placement. Were supervisors involved in member selection? Who reviews member placement descriptions to ensure there are no issues of displacement or other prohibited activities? What type of member safety practices are in place? Are members given risk reduction guidelines? How do you monitor site safety training? Core Area D. High Quality Member Experience: Preparation and Support 2. Training Effective preparation. Effective training. Members guide their own learning. There is training throughout the term of service. Member Orientation Please describe. How are members prepared during orientation to understand what is expected of them at their service sites? Is orientation evaluated by the members? Page 48 of 73

49 Does the program utilize a member training needs assessment? If not, how are training needs identified? What training have members received to date? Examples: What training do members receive on site? How do you monitor this? How do members receive citizenship training which includes the knowledge, skills and values that teach them to utilize their service experience to be active citizens? How are members prepared for life after AmeriCorps? Have all members received materials to assist with use and rules of their Education Award? Core Area D. High Quality Member Experience: Preparation and Support 3. Support for Members. Members are provided with essential support services by staff and sites. Program staff ensure members recognize their role as team members. Sites provide ongoing support for members. How do Program Staff support members in an ongoing way? How do you build a sense of team with members? How often do members meet as a team? How often do all Members share reflection periods? How are member management issues addressed? What issues are the AmeriCorps member management team currently addressing? What is the supervisory protocol and how are members informed of this? How often do site supervisors and members meet to discuss issues relevant to the site? What other means do sites utilize to provide ongoing support for members? How are members evaluated? Are evaluation forms designed by the AmeriCorps Program? Does the Program Director participate in or review evaluations? How are members informed of status of service hours? How is this documented? How do members and supervisors ensure that members are not involved with prohibited activities? Is there a need for additional supervisory training for staff? Core Area E. Community Involvement. Broad based local input used to design, implement and evaluate project. Vision shared. Service meets critical needs and benefits all partners. Members involved in mobilizing volunteers to help meet community needs. Program Partners Who are they? How often do you meet with partners to discuss issues relevant to the AmeriCorps program? How do they receive Page 49 of 73

50 up-to-date information on the progress of the program? Does the program have an advisory committee or group? How are the communities-at-large made aware of the members service and the program? How many members are involved with volunteer recruitment? What training did they receive? Core Area F. Organizational Capacity Building and Sustainability Process developed to assist organization in gaining greater independence and sustainability. Efforts to enable program to continue national and community service activities beyond CNCS grant. How does the sponsoring organization address capacity building and sustainability? Is the program on target with activities and plans stated in grant application narrative under sustainability and cost effectiveness? What efforts are underway to increase revenue diversification and increased community partnerships? Has the AmeriCorps program management team begun development of a strategic sustainability plan? Page 50 of 73

51 ATTACHMENT 5: MEMBER FILE CHECKLIST Program Name: Review Date: Reviewer: FORMS Name Name Name Name Name Name COMMENTS Member Application Form 2 References Enrollment Form (list enrollment date) Proof of Age (list birth date) Documentation of Citizenship Parental Consent Form (if under 18) Plan if no HS diploma or equivalent Child Care Eligibility Health Insurance Eligibility Verification that Criminal Registry Check was reviewed and considered Documentation of NSOPR check (including date and all states included) Documentation of FBI Check OR Criminal History Check State of Residence Criminal History Check Verification of Accompaniment Member Service Agreement, including Signed by member & PD before start Grievance Procedures Member Position Description Initialed by member on each page Non-displacement and duplication language Fundraising language Timesheets - Signed and Dated by Member & Supervisor Timesheet Summary Document Emergency Notification Form Publicity Release Mid-Term Evaluation (signed & dated by member and sup) End of Term Evaluation (signed & dated by member and sup) Documentation of Compelling Circumstance Documentation of Disciplinary Action Documentation of Suspension Documentation of Early Exit Page 51 of 73

52 ATTACHMENT 6: PROGRAM RECORDKEEPING CHECKLIST Program Name: Reviewer: Date: AREA YES NO N/A COMMENTS Background checks Member records are maintained in a confidential manner Location of criminal background check information for members is in a secure and confidential location Site files Site Contracts are signed and current Site files contain staff background check information if used as match in the grant Evidence of site visit by program staff Member Files Review of source documentation from member reports sample only Members enrolled within 30 days of start (sample) Members exited within 30 days of completion (sample) Electronic Records Sufficient prevention of unauthorized alterations or erasures of records Effective security measures to ensure that only authorized persons have access to records Adequate measures designed to prevent physical damage to records A system providing for back-up and recovery of records Storage of the records in a physically accessible location Clear and accurate labeling of all records Storage of the records in a usable, readable format Page 52 of 73

53 ATTACHMENT 7: MEMBER SATISFACTION SURVEY 1. Choose the top THREE reasons you had for joining AmeriCorps Learning skills that would be useful in work, school or for a career A chance to work with people who share your ideals To support your belief that volunteering is important Fulfilling your duty as a citizen The education award Benefits, such as health insurance Needing a job Helping the community Making friends and meeting people Determining a future career or education path 2. To what extent has your experience with AmeriCorps increased the feeling that you personally, either working alone or with others, can make a difference in bettering your community? To a great extent, A moderate extent, A small extent Not at all 3. How closely do your current AmeriCorps service activities match your initial understanding of your service position? To a great extent. A moderate extent A small extent Not at all 4. To what extent do you believe your AmeriCorps program is a successful approach to addressing a compelling community need? Great extent Moderate Extent Small extent Not at all 5. Has your experience in AmeriCorps matched your expectations? Better than imagined; To a great extent; To a moderate extent; It has not matched We are interested in how your service experience will impact your future level of community involvement. In comparison to your involvement before AmeriCorps, will you be: much more involved; somewhat more involved; somewhat less involved; much less involved; involvement will remain the same 7. Would you recommend participation in AmeriCorps to a friend of family member? Would highly recommend Would recommend but with reservations Would not recommend. 8. Your Service Position How satisfied are you with a. Clarity about the expectations of your position b. Extent to which you find your service interesting/enjoyable c. Amount of challenge d. Community awareness of your project and services you provide e. Your sense of accomplishment f. Opportunities to take a leadership role in an Highly Satisfied Satisfied Neither Dissatisfied Highly Dissatisfied Page 53 of 73

54 activity or project g. Extent to which your service has benefited the people and communities you serve. 9. Service Site How satisfied are you with a. Space where you serve b. Safety of service site c. Daily supervision and support 10. We would like to hear about how inclusive your site is of people with disabilities. A person with a disability is one who: has a physical or mental impairment that substantially limits one or more major life activities; or has a history of such impairment; or is perceived or regarded as having such an impairment, even when the impairment does not exist. Do you have a disability? Yes; No; Choose not to answer 11. Do you or would you feel comfortable disclosing a disability within your service environment? Yes; No 12. As a member, how inclusive do you feel your service environment is for people with disabilities? Very inclusive; somewhat inclusive; not inclusive 13. How safe do you feel your service environment is for a person with a disability? Safe; Somewhat safe; not safe 14. AmeriCorps programs are team based. How satisfied are you with the a. Mood and level of enthusiasm of members on your team b. Way members listen and respond to each other c. Opportunities to meet as a team d. Ongoing contact with team through informal meetings, blogs, social networks, newsletters etc. 15. Thinking about the staff of your AmeriCorps program (the people in charge of your entire AmeriCorps program such as the AmeriCorps Manager, AmeriCorps Field Coordinator, etc.) do they--- a. Provide clear expectations b. Provide information on program and agency policies. c. Treat you with respect d. Listen to your input e. Treat members fairly as a whole 16. Reflecting on your service year, please rate the following: a. Orientation to the program before you started your service b. Clarity of your program s goals and objectives c. Accuracy of your position description d. Way members' complaints/concerns are handled e. Training provided to prepare you for your specific service activities f. Teambuilding exercises during meetings or training Page 54 of 73

55 g. Service experience and training increasing your sense of civic responsibility h. Preparation for transition after AmeriCorps i. Frequency of contact from AmeriCorps staff j. Getting your questions answered in a timely manner k. Feeling part of the entire national service movement 17. To what extent do you feel your AmeriCorps experience has introduced you to ideas, concepts, or culture that you might not have otherwise been introduced to? 18. Regarding your AmeriCorps experience so far, how would you rate your satisfaction with your programs support for the following? - Your professional development? - Your personal development? 19. What are the two most important things you have learned during your term of service in AmeriCorps? 20. What do you like best about your individual AmeriCorps program? 21. What would you like to change or improve about your AmeriCorps program? (This can include comments regarding living allowance, educational award, health insurance or specific suggestions regarding your placement and program.) Page 55 of 73

56 ATTACHMENT 8: SITE SUPERVISOR SURVEY Oregon Volunteers, Commission for Voluntary Action and Service is responsible for allocating grant awards to agencies which operate AmeriCorps programs across the state. This survey is an opportunity for you to provide feedback to Oregon Volunteers regarding the AmeriCorps program that has placed a member at your site. Your feedback will help ensure the best program possible and provide insight toward areas for improvement. Thank you for your candid and confidential responses. 1. How did you learn of the opportunity to have an AmeriCorps member at your site? Informational meeting; Newspaper; Program Website; Referred by partner organization; Other 2. Was the process of applying for an AmeriCorps placement clear? Yes No 3. To what extent were you satisfied with the process of recruiting your member? --Recruitment --Interview --Selection 4. Did you receive a site supervisor orientation or training from your AmeriCorps program this year? 5. Please indicate the topics that were covered in your orientation and your level of satisfaction with them. Member rights and responsibilities; Member benefits; Accommodation for members with disabilities; Program Calendar; Member training; Prohibited Activities; Displacement; site supervisor role and responsibilities; AmeriCorps staff role and responsibilities; Member safety 6. Do you feel clear about the prohibited activities restrictions that pertain to AmeriCorps members? 7. How would you rate the level of support your members receive from their AmeriCorps staff? 8. How comfortable are you in regard to contacting your AmeriCorps staff to discuss a member challenge, issue or conflict? Page 56 of 73

57 ATTACHMENT 9: COMMUNITY SURVEY This survey is one opportunity you have to give Oregon Volunteers Commission for Voluntary Action and Service, feedback about your local AmeriCorps program. Your feedback will help us ensure the best services possible. Thank you for your candid and confidential responses. Local AmeriCorps Program Name: Don t Know Have you received services from this AmeriCorps Program? Yes No Have you served as a volunteer with this AmeriCorps program? Yes No Please circle your answer to the following: (1=Agree; 2=Tend to Agree; 3=Tend to Disagree; 4=Disagree;?=Don t Know) AmeriCorps Members... a) Work well together as a team ? b) Are well respected in the community ? c) Get a lot done ? d) Are courteous ? e) Are helpful ? f) Set a positive example ? The local AmeriCorps program... a) Provides needed community services ? b) Is well known in the community ? c) Uses community input to develop its services ? d) Should be continued ? Overall, how satisfied are you with this AmeriCorps program? Very, Somewhat, Neither Satisfied nor Dissatisfied, Somewhat Dissatisfied, Very Dissatisfied What I like best about this AmeriCorps program is... This AmeriCorps program would be better if... Page 57 of 73

58 ATTACHMENT 10: NATIONAL SERVICE DAY REPORT Throughout the year, AmeriCorps members should have opportunities to come together for special events related to their service. These National Service Day events remind members that they are part of a national service network and allow them to serve with community volunteers, other AmeriCorps members and other national service participants NATIONAL SERVICE DAYS Date Report Due National Day of Remembrance and Service September 11, 2016 October 11, 2016 Make a Difference Day Martin Luther King, Jr. Day Of Service Cesar Chavez Day National AmeriCorps Week Global Youth Service Day Earth Day Other: October 22, 2016 January 16, 2017 November 28, 2016 February 16, 2017 March 31, 2017 April 30, 2017 To Be Determined April 21-23, 2017 One month afterwards May 23, 2017 April 22, 2017 May 22, 2017 Name of Program Name of person completing this report Date: Number of Program AmeriCorps Members participating: Other AmeriCorps Members Number of Community Volunteers participating Description of Activities and Partnerships: Page 58 of 73

59 ATTACHMENT 11: INCLUSION REPORT Name of Sponsoring Organization: Name of AmeriCorps Program: Program Year: Please provide the following information for the program year. 1) Number of members identifying as disabled at enrollment 2) Number of members identifying as disabled later in the year 3) Number of accommodation requests received 4) Number of accommodation requests approved 4) Types of accommodation requested and follow-up 5) Qualitative measures taken to provide accommodation for applicants or members (this can be anecdotal) 6) Program initiatives created to address disability issues: accessible website recruitment materials in accessible formats recruitment strategies development of inclusive service position descriptions efforts to create an inclusive service environment other 7) Please describe your efforts for those initiatives marked in #6 above: 8) Disability related trainings attended by AmeriCorps staff. Please list topics covered: Page 59 of 73

60 ATTACHMENT 12: CREATING INCLUSIVE POSITION DESCRIPTIONS Inclusive service descriptions contain all the elements of a good service description, but also clearly demonstrate the essential and secondary functions of a position. They are a first step to creating an inclusive service environment. They will assist with outreach and recruitment and help in making good management decisions. An essential function is a task that is critical to the position. If it is not performed, then the nature of the position is fundamentally changed. Factors that make a function essential are: o The position exists to perform a specific function; o There are limited number of other participants available to perform the function or among whom the function can be distributed o A function is high specialized and the person in the position is selected for specific expertise or ability to perform it A secondary function is one that is part of a service position, but not essential. It may be a task that is done on an as-needed basis or a task that can be easily reassigned. (Examples may include: answering telephones, transporting materials, fixing snacks) Position Description Template Title Supervisor Essential Functions of Position: List all basic duties that must be performed with or without reasonable accommodations. Identify only tasks essential to the position Secondary Functions of Position: List additional duties that are preferred or are re-assignable to others or can be eliminated or otherwise do not change the nature of the position. Knowledge, Skills and Abilities: Identify the specific areas of knowledge and abilities required to be qualified for the position, as well as any required skills. Academic and Experience Qualifications: List minimum qualifications and experience required to be eligible for the position Service Conditions: Identify the conditions under which the position must be accomplished. For example, is service to be performed in a classroom, out of doors, or involve travel? Identify other specific requirements such as patience to work with children, intellectual demands of research or analysis, or understanding and use of certain equipment. Other than completion of secondary functions, the above functions may be completed with or without accommodations. This description lists the minimum duty requirements. Page 60 of 73

61 ATTACHMENT 13: REQUIRED REPORTS & MEETINGS Fiscal Reports REPORT DESCRIPTION DUE Programs must file these reports through the Oregon Volunteers Financial Transaction Report (FTR) system. (This report must be filed whether reimbursement is requested in a given month or not.) Periodic Expense Report (PER) Monthly by the 21 st of the month for the previous month Request for Reimbursement (RFR) Federal Financial Report (FFR) FFR Documentation Source Documentation Sample Documentation Claim for reimbursement of costs (auto-fills from the PER). Report of financial transactions filed on Oregon Volunteers Financial Transaction Report (FTR) Copies of General Ledger, excel spreadsheets, other backup documentation that agrees with expenses on FFR Invoices, match receipts, letter of acknowledgement for donation, etc. Sample of all documents used to record in-kind and cash match for grant Monthly by the 21 st of the month for the previous month Due: April 21 (Mid-Year) & October 21 (Year-End) As requested with a one month notice. As requested As requested Program Reports REPORT DESCRIPTION DUE Sample documents utilized for members, site supervisors, recruitment and monitoring. Program Documents Inclusion Report Report on recruitment, placement and training of disabled applicants and members. No later than 30 days past member start. No later than 30 days past the proposed program end date. Progress Report Service Day Reports Staff Change Update Report on progress toward performance measures using the Oregon Volunteers AmeriCorps Program Reporting Form. Report on Member Service Day activities for at least 2 National Service Days. Report on any program-related staff changes (any position explicitly included in the grant). January 21 (Preliminary); April 21 (Mid-Year); October 21, (Year-End) Dates may vary depending on program start date and contract No later than 30 days past date of activity No later than 30 days past staff replacement. Page 61 of 73

62 Required Meetings EVENT DESCRIPTION DATE Program Directors Meetings Staff of AmeriCorps State and National programs meet to share information and receive updates on CNCS directives and requirements. Required for OVfunded programs. In-Person January 10, 2017 April 4, 2017 July 11, 2017 Program-Facilitated Conference Calls November 10, 2016 February 7, 2017 May 2, 2017 AmeriCorps Kickoff OV-Facilitated Conference Calls December 6, 2016 March 7, 2017 June 6, 2017 Opening Event for all members in Oregon training and team building. September 29, 2016 CNCS Cluster Conference Site Monitoring Visit Program staff training for all AmeriCorps and Senior Corps programs in the CNCS Pacific and SW Cluster. Required for OV-funded programs. OV Staff visit sites to monitor as needed based on program history and risk assessment rating. These visits are scheduled individually with sites. Arizona spring 2017; dates TBD New Sub-grantees: Aug- Sept Other Sub-grantees: Sept Oct 2016 Page 62 of 73

63 ATTACHMENT 14: SAMPLE SUMMARY TIME SHEET LOG Member Name: Start Date: MONTH Direct Service Hours Member Development Hours Fundraising/ Admin Hours TOTAL HOURS TO DATE TOTAL % OF TOTAL Must be 70% or more Must be 20% or less Must be less than10% Page 63 of 73

64 ATTACHMENT 15: GRANT PROGRAM CIVIL RIGHTS AND NON- HARASSMENT POLICY The Corporation for National and Community Service (CNCS) has zero tolerance for the harassment of any individual or group of individuals for any reason. CNCS is committed to treating all persons with dignity and respect. CNCS prohibits all forms of discrimination based upon race, color, national origin, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, or military service. All programs administered by, or receiving Federal financial assistance from CNCS, must be free from all forms of harassment. Whether in CNCS offices or campuses, in other service-related settings such as training sessions or service sites, or at service-related social events, such harassment is unacceptable. Any such harassment, if found, will result in immediate corrective action, up to and including removal or termination of any CNCS employee or volunteer. Recipients of Federal financial assistance, be they individuals, organizations, programs and/or projects are also subject to this zero tolerance policy. Where a violation is found, and subject to regulatory procedures, appropriate corrective action will be taken, up to and including termination of Federal financial assistance from all Federal sources. Slurs and other verbal or physical conduct relating to an individual s gender, race, ethnicity, religion, sexual orientation or any other basis constitute harassment when it has the purpose or effect of interfering with service performance or creating an intimidating, hostile, or offensive service environment. Harassment includes, but is not limited to: explicit or implicit demands for sexual favors; pressure for dates; deliberate touching, leaning over, or cornering; offensive teasing, jokes, remarks, or questions; letters, phone calls, or distribution or display of offensive materials; offensive looks or gestures; gender, racial, ethnic, or religious baiting; physical assaults or other threatening behavior; or demeaning, debasing or abusive comments or actions that intimidate. CNCS does not tolerate harassment by anyone including persons of the same or different races, sexes, religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site employee or supervisor; a non-employee (e.g., client); a co-worker or service member. I expect supervisors and managers of CNCS programs and projects, when made aware of alleged harassment by employees, service participants, or other individuals, to immediately take swift and appropriate action. CNCS will not tolerate retaliation against a person who raises harassment concerns in good faith. Any CNCS employee who violates this policy will be subject to discipline, up to and including termination, and any grantee that permits harassment in violation of this policy will be subject to a finding of non-compliance and administrative procedures that may result in termination of Federal financial assistance from CNCS and all other Federal agencies. Any person who believes that he or she has been discriminated against in violation of civil rights laws, regulations, or this policy, or in retaliation for opposition to discrimination or participation in discrimination complaint proceedings (e.g., as a complainant or witness) in any CNCS program or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI). Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence may not be accepted in a formal complaint of discrimination. No one can be required to use a program, project or sponsor dispute resolution procedure before contacting OCRI. If another procedure is used, it does not affect the 45-day time limit. OCRI may be reached at (202) (voice), (202) (TTY), eo@cns.gov or through Page 64 of 73

65 ATTACHMENT 16: LETTER OUTLINING CHANGES TO OREGON CRIMINAL HISTORY CHECK PROCESS Page 65 of 73