Founded in 1995 by the National Association of
Community Health Centers, Community HealthCorps
is the largest health-focused, national AmeriCorps
program that promotes healthcare for America’s
underserved, while developing tomorrow’s healthcare
workforce.
The mission of Community HealthCorps is to improve
healthcare access and enhance workforce
development for community health centers through
national service programs.
The vision of Community HealthCorps is to become a
national service pipeline for careers in community
health centers that is improving access to necessary
primary and preventative care services for the
medically underserved.
For further information about Community HealthCorps,
visit www.communityhealthcorps.org
Site Supervisor Training
2014-2015
Site Supervisor Training
Program Overview
Program Structure
Corporation for National & Community Service (CNCS)
NACHC
(Parent Organization)
Community Health Center or Primary Care Association
(Program Site)
Host Site (Member Placement Site)
Community HealthCorps Relationship Map
Member
Placement/Host
Site
Program Site
NACHC
CNCS
Role of NACHC Staff
NACHC Staff Responsibilities Include:
– Administering the Community HealthCorps program (developing and
managing projects)
– Organize a competitive application process for choosing new program
sites
– Helping to interpret AmeriCorps regulations, providing technical
assistance and enforcing administrative policies and AmeriCorps
regulations
– Monitoring for compliance of grantees
– Approving Member assignments
Site Supervisor Training
The Role of a Site Supervisor
Site Supervisor Working Relationships
Working closely with Program Coordinators to ensure:
– Site Supervisors are to be trained by the Program Coordinator prior to
supervising a Member, this includes:
o The use of OnCorps Reports, Performance Measure, Great Stories,
o Developing Member Assignments,
o The Member performance review process, (mid-term and end-of-term)
– Program Coordinators should meet with you at least quarterly, and remain
in constant communication, on Member trainings, team meetings,
Community HealthCorps events, etc.
– It is strongly encouraged that you be involved in the selection of Members
by reviewing applications and/or interviewing applicants
Site Supervisor Responsibilities
– Being involved in the development of the Member assignment
– Providing a workspace, needed equipment, and supplies
– Provide Members with a placement site orientation and assignment-specific
training needed to carry out assigned tasks
– Supervise day-to-day performance and evaluate the Member at mid-term and
end of term performance
– Approve Member timesheets and service reports in a timely manner
– Provide growth opportunities, support, and mentoring to Members
– Schedule one on one check in meetings with the Members
– Provide training to agency staff about Community HealthCorps and the role of
the Member; introduce the Member to key staff
Site Supervisor Responsibilities continued…
– Provide Members in advance with calendars of scheduled meetings, trainings,
and service hours
– Communicate site specific expectations: Lunch breaks, leave, confidentiality,
dress code, equipment usage, etc.
– Be familiar with AmeriCorps and Community HealthCorps policies and
procedures
– Abide by the terms and conditions of the Member Contract
– Abide by the terms and conditions of the Memorandum of Agreement
between the program site and the placement site if applicable
– Ensure that Members are not participating in prohibited activities, including
duplicating duties of employees or displacing employees
Be Familiar with the Member Contract!
A Community HealthCorps Member Contract MUST be completed and
signed by the Member and Program Coordinator before the Member
begins serving. The Site Supervisor should sign prior to or very soon after
the Member’s service begins. The Member Contract outlines the following
information:
• Eligibility Verification
• Term of Service
• Service Description & Member Assignment
• Benefits (including living allowance, training, child care, health
care, loan forbearance)
• Rules of Conduct & Disciplinary Procedure
• Release or Suspension from Term of Service
• Member Restrictions
• Grievance Procedure
Site Supervisor Training
Creating the Member Assignment
What is the purpose of the Member
Assignment?
The assignment can make or break the placement.
• A Member Assignment charts a course of action for the
Member’s term of service.
– It provides a clear understanding of the assignment to avoid
confusion over what is expected of the Member in the year ahead.
– It helps develop short-term goals to reach a long-term plan.
– It provides direction for the Member and aids the supervisor in
talking about what is and is not working.
– It helps define the Member’s role in the team’s Performance
Measure targets.
While developing the Assignment keep in
mind…
• Be realistic – be careful not to overwhelm the Member
• Unique talents of Members
• Direct service and capacity building activities that address health
and/or human needs in the community
• Outreach to vulnerable and/or underserved populations
• Development of new position(s)
• Activities that enhance or expand availability of services being
provided and are not being done by employees
• Service that would not otherwise get done
• Direct service activities that help reach your program site’s
Performance Measure targets
• Sustainability! How can this project become sustainable?
While developing the Assignment keep in
mind…
To include tasks that allow for tracking Performance Measure data
including:
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# of new clients served and who they are
# of volunteers recruited to serve and who they are
Amount of dollars and in-kind donations generated
Data for milestones - # of successful capacity building efforts (strategic
plans developed, programs evaluated, community assessments
completed, etc.)
Community HealthCorps’ Performance Measures
are collected through the Direct Service Reporting Excel
Spreadsheet and in OnCorps Reports through the
Volunteer Mobilization and Capacity Building reports.
Community HealthCorps’ Performance
Measures
Click here to learn about Community HealthCorps’ Performance Measures.
• ACCESS TO CARE: educating economically disadvantaged individuals about
health insurance, management of chronic conditions, and navigation of
the health care system to help increase proper utilization of preventive
and primary care services.
• FINANCIAL LITERACY: emphasizing economic opportunity with a focus on
engaging economically disadvantaged individuals in improving their
financial knowledge as it relates to health care.
• INDEPENDENT LIVING: assisting older adults and individuals with
disabilities with receiving food, transportation, or other supportive
services that help them to live independently.
Site Supervisor Training
Member Activities
Employee vs. Community HealthCorps Member
A Community HealthCorps Member is NOT:
– an employee of the placement site
– an employee of the program site
– an employee of NACHC or CNCS
When referring to a Community HealthCorps Member:
Acceptable Terms
Unacceptable Terms
Member
Employee, worker
Position, slot
Job
Service, serves with
Employment, works for
Living Allowance
Wage, salary, pay
Service Activities
Service is work that addresses unmet human needs, the
environment, public safety, and/or education. Examples include:
• Outreach & Advocacy: Conduct outreach in the community and
provide education about health insurance eligibility, available health
and related programs, and health care options
• Enrollment and Registration: Assist individuals with the enrollment
and/or registration process for health programs, health insurance
plans, and/or pharmaceutical assistance programs
• Improve Utilization of Health Services and Programs: Provide
linguistically and culturally appropriate translations, provide
transportation assistance, provide health and health-related financial
education in one-on-one or group settings, assist individuals with
navigating health and related services/programs, etc.
Service Activities continued…
Capacity Building is:
• Conducting outreach and securing resources in support of service
activities that meet specific needs in the community
• Developing collaborative relationships with other organizations
• Helping build the infrastructure of the sponsoring organization,
including:
o Conducting research, mapping community assets, or gathering other
information that will strengthen the organization’s ability to meet
community needs
o Developing new programs or services in an organization seeking to
expand
o Developing organizational systems to improve efficiency and effectiveness
o Automating organizational operations to improve efficiency and
effectiveness
o Staff and board education
Grant Writing & Fundraising Activities
Members may raise funds directly in support of their service activities
up to 10% of their total service time.
Allowable Fundraising Activities
Seek donations of books from companies and
individuals for a program in which volunteers
tutor children to read
Write a grant proposal to a foundation to
secure resources to support the training of
volunteers
Secure supplies and equipment from the
community to enable volunteers to help build
houses for low-income individuals
Seek donations from Community HealthCorps
alumni for specific service projects being
performed by current Members
Unallowable Fundraising Activities
Raise funds for his or her living allowance
Raise funds for an organization’s operating
expenses and/or endowment
Write grant applications for AmeriCorps
funding and/or any other funding provided by
CNCS
Write grant applications for funding provided
by any other federal agencies
Employee Displacement & Duplication
REMEMBERING that a Community HealthCorps Member is NOT…
– an employee of the program site, placement site, NACHC, or CNCS
– is not to be confused with a community volunteer
– is not to be confused with an intern or student
Community HealthCorps Members may not displace or duplicate the service
provided by an employee or volunteer:
Members are not allowed under any circumstances to:
– perform employee’s duties or otherwise displace employees
– fill in for an absent employee or volunteer
– perform services, or activities that had been assigned to an employee
or volunteer
– or duties assigned to an employee or volunteer who has recently
resigned or been discharged for any reason
Employee Displacement & Duplication continued…
Programs may not use Members, even temporarily, to replace staff:
– If staff is on maternity leave, and/or offsite for any reason, a Member
may not fill this duty
– If staff is out sick, on vacation, etc. a Member may not fill this duty
– If staff leaves for his/her lunch hour or break, a Member may not fill this
duty
– If staff is on strike or boycott, a Member may not fill this duty
– A Member may not assist staff to complete a duty in his/her job
description, unless the Member is expanding or enhancing this service in
some way
Prohibited Activities
Community HealthCorps Members or staff members charging time to the
AmeriCorps grant may NOT participate in any of the following activities:
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Attempt to influence legislation
Conduct voter registration drives
Organize or engage in protests, petitions, boycotts, or strikes
Assist, promote, or deter union organization
Engage in partisan political activities or other activities designed to
influence the outcome of an election
• Participate in, or endorse, events or activities that are likely to include
advocacy for or against a political party, platform, candidate, proposed
legislation, or elected officials
• Provide abortion services or make referrals* for such services
*A referral consists of a name, address, telephone number, and other relevant
factual information such as insurance accepted.*
Prohibited Activities (continued)
AmeriCorps members may not provide a direct benefit to:
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A for-profit entity;
A labor union;
A partisan political organization; or
A nonprofit entity that fails to comply with the restrictions contained
in section 501(c)(3) of U.S. Code Title 26
• Engage in religious instruction, conduct worship services; construct,
operate, or manage facilities devoted to religious instruction or
worship; engage in any form of religious proselytizing
• An organization engaged in the religious activities described earlier,
unless Grant funds are not used to support the religious activities
Site Supervisor Training
Member Training & Development
Training Conducted by the Program
Coordinator
Pre-Service Orientation (PSO): is conducted at the beginning of the program year, and
when Members begin service throughout the year
• It provides an in-depth introduction to the Community HealthCorps, its
objectives, performance measures, and policies and procedures
On-Going Training: All programs are required to provide 12 hours per month of
training/development to Members
• Prescription for Success Curriculum - required for all Members by April 30 of
the program year
• Regularly scheduled team meetings
• Life After AmeriCorps - Designed to provide Members with the necessary tools
to transition from a year of service to a professional career or further
schooling, and should build professional skills
• Other examples include Member Development calls hosted by NACHC and
local training opportunities when available
Training Conducted by the Site Supervisor
Placement Site Orientation – conducted by the site supervisor and other health center
staff during the first few weeks at the placement site. Which introduces the new
Community HealthCorps Member to:
– Community culture
– Organizational culture
– Member-Supervisor relationship and communication
– Project-specific skills
– Safety policies
On-Going Training – Conducted at key points in a Member’s term of service. For
example:
– Early in the term – develop knowledge & skills the Member and supervisor
identified as required in reviewing the Member Assignment
– Should a development opportunity present itself (i.e. local training
opportunities)
Member Development & Training
• The Corporation for National and Community Service allows up to 20% of
total service time to be dedicated to training
• Members may earn no more than 10% of a Members total service hours
(as part of the 20% cap on training hours), can be earned through an
approved college/GED coursework. This must be pre-approved by the
Program Coordinator
• For the complete guidance and requirements on Member Training &
Development, please see the “Tools for Program Staff” section of the
Community HealthCorps website
• NACHC encourages Program Coordinators and Site Supervisors to work
together to meet all Member training and development needs
Site Supervisor Training
Managing Members
Member are expected to….
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Show respect for the program staff, agency staff, the community, and fellow Community
HealthCorps Members at all times
Act as an appropriate role model with service recipients and within the community
Follow directions as set forth by the program
Uphold all privacy regulations as set forth by the agency
Direct concerns, problems and suggestions to their Site Supervisor and/or Program
Coordinator
Abstain from engaging in prohibited activities while earning service hours and/or wearing
the AmeriCorps and/or Community HealthCorps logos
Communicate effectively and respectfully with site supervisors, program coordinators, and
other program staff
Be present and punctual for service
Satisfactorily complete service assignments as defined in the Member Assignment, and
determined by the Program Site
Consistent and reliable attendance is essential to providing service
Members are expected to report to their service sites as scheduled and be ready to serve at
the scheduled time
Member must certify the integrity of data contained in surveys and other reporting tools. *
Review the Rules of Conduct found in the Community HealthCorps Member Contract.
When to call the Program Coordinator
Site Supervisor should call the Program Coordinator if…
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The Member doesn’t show up for service
The Member is hospitalized
The Member is arrested
The Member is not performing and you tried dealing with the challenges
You want to terminate the Member
The Member is doing a wonderful job!!
Members are trained to call the Program Coordinator if…
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They feel they were discriminated against
They had a family emergency and need to get home
They were arrested
They have a work-related injury
The site supervisor attempted to terminate the Member
The site supervisor asked them to perform unallowable activities
Timekeeping
• Timesheets are to be completed by the Member in the OnCorps online
reporting system each pay period
• Members enter in and out time rounding to the nearest quarter (.25) hour
• Members note their daily activities by choosing a service category and
using the “activity description” box each day
• Members submit the timesheet electronically, and the Site Supervisor
approves the timesheet, certifying that the Member served the hours
indicated
• Program Coordinator is responsible for final approval
• Timesheets must be approved in OnCorps within 2 weeks after the end of
the pay period
• If errors are found on the timesheet please contact the Program
Coordinator to ensure that the timesheet is corrected and approved
Member Leave and Civil Duty
• Timesheets must be submitted for every day of a Member’s term of
service, unless the Member is suspended
• Community HealthCorps Members do not earn vacation leave or sick
leave; however, it is understood that circumstances may arise that require
a Member to take a day off
• Record days off on the timesheet as 0 hours
• Leave should always be approved by the site supervisor
• Leave policies should be communicated to the Member at the beginning
of the term of service
VOTING
• Members who cannot vote before or after service hours should be allowed to take
time off to vote without penalty
• Members may not earn service hours for voting
JURY DUTY
• While serving on jury duty, Members may accrue service hours
Breaks & Travel
DAILY BREAKS REQUIREMENTS
Lunch Breaks (Members do not accrue service hours during lunch breaks)
• Members must be scheduled for a 30 minute lunch break if the Member is
scheduled for a 6-8 hour service day
Breaks
• Breaks are designed for Members to use the restroom, get water, etc.
Members are authorized a 15 minute break for every 4 hours served
MEMBER TRAVEL
• No hours should be earned for travel to and from home to the service site
each day
• If attending an event or training, service hours may be earned for travel
that exceeds the distance the Member would normally travel to get to the
service site
*For example, if the Member’s normal commute is 30 minutes, but they are
attending a training that requires a 60 minute commute, the Member will earn 30
minutes of service hours.*
Member Performance Reviews
• Every Member should receive 2 reviews:
– Mid-term: Within 30 days of the half-way point of a Member’s service
– End-of-term: Must occur within 30 days prior to the expected end
date
• Review is focused on skills, quality and quantity of work, job knowledge,
work habits, adaptability, cooperation, dependability, attendance, etc.
• Used to determine whether the Member is eligible to serve a second term
• Review is ideally conducted by the site supervisor
• Communicate review to Member(s) verbally and in writing
• Members will receive a copy of their evaluation
• Use the Community HealthCorps Performance Review form
Disciplinary Procedure
• Written Warning- It is at the discretion of the program site and placement
site to decide when to issue a written warning based on the severity
and/or frequency of the violation(s)
• Suspension – Upon continued refusal to comply after a written warning,
the Member may be suspended for one day or more, at the discretion of
the program site, during which time his/her living allowance is pro-rated.
The Member will not be able to make up those days and/or hours for
which Member is suspended for disciplinary actions
• Release for Cause – Upon continued refusal to comply after the Member
has been suspended, the Program Site may terminate the Member, and
the Member will receive no part of the education award
Program Coordinators and Site Supervisors should always document any issues or
concerns with a Member, and/or disciplinary action taken on a Member.
Suspension & Termination
• ONLY the Program Coordinator can terminate or suspend a Member
• Members can be terminated in 2 ways:
– For compelling personal circumstances
• Circumstances that make completing the term of service very difficult or
impossible (i.e. personal injury or illness, injury or illness of a family
member whom the Member must care for)
• May receive a pro-rated education award if the Member served at least
15% of his/her term
– For cause
• All other reasons that are not compelling personal circumstances
• Member receives no part of the Education Award
• Be sure to keep the Program Coordinator informed if you are having
problems or issues with the Member’s performance so that you can work
together on disciplinary problems, suspension and / or termination
Successful Completion of Service
Members have successfully completed service when:
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The Member has earned at least 1700 hours, and
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Served an average of at least 30 hours per week, and
3.
Served their agreed upon term of service (as defined in the Member
Contract which can be no less than 9 months), and
4.
Satisfactorily completed PSO, the Prescription for Success curriculum, and
any related service assignment training, and
5.
Satisfactorily completed service assignments as defined in the Member
Assignment, and determined by the Program Site
The Hotline and Resources
Community HealthCorps Hotline: 301-347-0481
The Community HealthCorps Hotline is designed to allow callers to report important
information to NACHC anonymously and confidentially.
Website Name
Web Address
Purpose
Community HealthCorps
www.communityhealthcorps.org
Up to date program
information & materials
OnCorps Reports
http://healthcorps.oncorpsreports
.com
Approve Member
timesheets & service
reports; OnCorps tutorials
Resource Center
www.nationalserviceresources.org
Tools for managing an
AmeriCorps Member
AmeriCorps
www.americorps.gov
CNCS website with
information about
AmeriCorps programs and
managing AmeriCorps
grants