2012-2013 CVN AmeriCorps Program
Director Orientation
July 23, 2012
Welcome!
Congratulations on your acceptance to the CVN
AmeriCorps Education Awards program!
This training was created to give you an overview of
the information you will find in your Program Director
handbook. Please collect your copy now or download
it from www.catholicvolunteernetwork.org.
* Significant changes or updates from last year’s
training are highlighted in RED for your convenience.
So… what is AmeriCorps?
Click here >>
* Getting things done…
CVN has partnered with the Corporation for National and
Community Service (CNCS or “the Corporation”) to “get things
done for America” as part of the National Service Movement.
The National and Community Trust Act (1993) created CNCS to
bring together a range of domestic service programs including:
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AmeriCorps (including VISTA and NCCC)
Senior Corps
Learn & Serve America
Social Innovation Fund
CVN’s AmeriCorps program engages hundreds of Members in service
throughout the country to address priority needs. Members who fill their
service commitments can earn Education Awards to pay education
costs at qualified institutions of higher education, to pay for educational
training and to repay qualified students loans.
More at: www.nationalservice.gov
* CVN AmeriCorps Priorities
CVN AmeriCorps Members fulfill unique
roles that add value to each individual site
and community. In addition to regular
volunteer opportunities, participating
programs and sites offer AmeriCorps
positions with distinct qualifications,
activities, requirements, and benefits.
CVN places Members strategically to
address community needs in:
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Education
Healthy Futures and
Economic Opportunity
Take a minute! (3:48 actually)
Click the photo (<<) to meet
Wendy Spencer, CEO of the
Corporation for National and
Community Service
http://youtu.be/HjfVTcyGsUc
This should open in a new window.
AmeriCorps Programs: cncs.gov
Volunteers In Service To America (VISTA)
• Indirect Service: Capacity building within nonprofit and
community organizations
• Full time service for 12 months, Age 17 and older
National Civilian Community Corps (NCCC)
• Work to complete projects within a specific region, but can
branch out in times of national crisis.
• Residential, team-based program for individuals aged 18 – 24.
Full time service for 10 months.
State and National (CVN AmeriCorps is part of this branch)
• Largest AmeriCorps program.
• Direct Service. State and National AmeriCorps Members
address critical needs in the areas of education, public safety,
health and the environment.
• Grantees include faith-based and community organizations,
higher education institutions and public agencies.
* Program Structure
• National Direct,
Education Award
Program
•Program Officer
CVN Member
Program
Intermediary
CVN Program
with direct
placement
CVN Program
with direct
placements,
multiple
states.
• Program places
members with various
community based
organizations
• Can be local or multistate with regional staff
• The Program is the
Member’s service site.
Can be one site or
several under one
organizational
umbrella.
• The Program runs
sites/programs in
multiple states but
Members are
essentially in the same
role.
Federal funding comes from CNCS AmeriCorps to CVN. More than 60 CVN
programs recruit and place 1,000+ Members in approved service positions
across the country. CNCS also has Service Commissions in all 50 states.
Roles
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(CNCS) CVN AmeriCorps receives its grant from CNCS. CVN
reports to a CNCS Program Officer.
CVN AmeriCorps Staff represent the primary AmeriCorps grantee
(CVN). They provide monitoring, technical assistance, training and
oversight to sustain the quality and integrity of the program.
The CVN AmeriCorps Program Director is the main liaison
between CVN AmeriCorps and the AmeriCorps Member Programs.
This individual is familiar with the AmeriCorps program and provides
direct oversight and support for the Site Supervisor and AmeriCorps
Member.
Site Supervisors oversee the day-to-day service of AmeriCorps
Members. They provide guidance, support and input into the quality
of the Member’s service.
AmeriCorps Members are participants in CVN programs who meet
eligibility and screening criteria and commit to a term of service with
AmeriCorps. Members are bound by AmeriCorps policies and have
rights and responsibilities that are outlined in handbooks provided
by CVN AmeriCorps.
Program Director Responsibilities
1.Ensure compliance with CVN AmeriCorps and AmeriCorps
policies at the program and site levels.
2.Participate in (this) orientation with CVN AmeriCorps staff and in
conference calls as requested.
3.Attend the CVN AmeriCorps Annual Training Meeting, Tuesday,
November 13, 2012. (CVN AmeriCorps provides a travel stipend,
depending on available funds)
4.Submit mid-year and final reports and data. Projected deadlines
of late spring (mid-year) and early fall (final).
5.Engage and consult with State Service Commissions.
6.Attend to and respond to requests from CVN AmeriCorps staff.
7.Communicate any questions, concerns or incidents to CVN
AmeriCorps staff.
*As part of the National Service
Movement you are expected to:
Identify your affiliation with CVN
AmeriCorps
Refer to AmeriCorps Members as
“Members” – not volunteers, staff, interns
or employees
Use the CVN AmeriCorps logo without
alteration.
Display the CVN AmeriCorps or
AmeriCorps logo at locations where
Members are serving.
Refrain from wearing the logo or
demonstrating this affiliation if/when
engaging in any prohibited activities.
AmeriCorps Pledge:
Please click to view
Participating in National Service
CVN AmeriCorps expects
Members and Programs to get
involved in these National Days
of Service, sponsored by
CNCS:
9/11 Day of Remembrance and
Service
Martin Luther King, Jr. Day
National Volunteer Week
National Youth Service Day
Join Hands Day
United We Serve
Make A Difference Day
Family Volunteer Day
AmeriCorps Week
CVN AmeriCorps requires
programs to contact the State
Service Commission(s) where
their Members are placed.
State Service Commissions
sponsor various
celebrations, trainings, and
offer networking activities
for Members serving in their
state.
For a list of state service
commissions, please visit:
http://www.nationalservice.g
ov/about/contact/state
commission.asp
Meet the Staff
Karyn Cassella, Program Coordinator
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BA & MA (Applied Sociology: Training & Education) from American University
Former AmeriCorps supervisor and Learn & Serve grantee with 20+ years
experience in volunteer management, corporate compliance, service –learning and
program management in community based organizations and higher education
Ask Karyn about program compliance, reporting and grants management
Barbara Wheeler, Assistant Coordinator
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Graduated from the University of Virginia
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AmeriCorps Alum of Vincentian Service Corps (St. Louis, MO)
Ask Barbara about sites positions, State Service Commissions, BWBRS
troubleshooting and problem enrollments & exits
Caitlin Baummer, Program Assistant
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Graduated from the University of New Hampshire
AmeriCorps Alum of Bethlehem Farm (Alderson, WV) and Project SERVE
(Baltimore, MD)
Ask Caitlin about Member benefits, T-shirts, handbooks and forms, BWBRS,
MyAmeriCorps and performance measures
“It’s not enough to be busy,
so are the ants.
The question is,
what are we busy about?”
– Henry David Thoreau
Outcomes and
Performance Measures
* Service… to what end?
In order to assess the effectiveness and impact of CVN AmeriCorps,
Catholic Volunteer Network has established a set of performance
measures which are reported to the CNCS each year.
Collecting and tracking performance measure data are part of the
program requirements.
All programs will be expected to collect certain demographic
information to illustrate the impact of your members.
Most, but not all, programs will have Members serving in roles that
support our target outcomes. This is the “performance measures
data” that we need to collect at mid-year and year-end – and more
frequently if we are off-track!
Instructions and forms for reporting on Performance measures will be
distributed at the CVN AmeriCorps Annual Meeting.
* Housing Placement Services
AmeriCorps Priority: Economic Opportunity
Which positions are affected?
Members who are in service roles where they provide referrals to
clients in need of housing. Typical sites include homeless shelters,
domestic violence hotlines, food banks, and immigrant service centers.
How do we count?
Data should be gathered from client intake sheets, client sign-in sheets, and case
assignments.
How do we report?
Members serving in this area will keep track of individuals served through
Service Accomplishment Logs, submitted via BWBRS monthly and approved
by Program Directors.
Site Supervisors will need to complete the Service Site Impact Survey (available
July 2012, due September 2012).
Program Directors will submit an annual report (available July 2012, due
September 2012)
Mid-year Performance Measure data formats may change, expected to be
available mid-March and due mid-April.
* Transitioning to housing
AmeriCorps Priority: Economic Opportunity
Which positions are affected?
Members who are in service roles where their activities support
(directly or indirectly) transitioning individuals into permanent housing.
Case managers, housing/referrals specialists and client advocates are
most likely to report on this outcome.
How do we count?
Data should be gathered from intakes, HMIS reporting, leases, etc.
How do we report?
Members serving in this area will keep track of individuals served through
Service Accomplishment Logs, submitted via BWBRS monthly and approved
by Program Directors.
Site Supervisors will need to complete the Service Site Impact Survey (available
July 2012, due September 2012).
Program Directors will submit an annual report (available July 2012, due
September 2012)
Mid-year Performance Measure data formats may change, expected to be
available mid-March and due mid-April.
* Improving academic performance
AmeriCorps Priority: Education
Which positions are affected?
Members who are in service roles that support literacy and math skills for
academically at-risk youth (K-12) where we can measure for “improvement” using
pre/post assessments and/or on-time grade/course completion. Members serving
as teachers and tutors or as counselors in some out-of-school time programs will
report.
How do we count?
Data will draw from program enrollments/completion, test scores, school records,
pre/post assessments, etc. Details will be provided by CVN.
How do we report?
Members serving in this area will keep track of individuals served through Service
Accomplishment Logs, submitted via BWBRS monthly and approved by Program
Directors.
Site Supervisors will need to complete the Service Site Impact Survey (available July 2012,
due September 2012) and will need to review class/program rosters and confirm numbers
of youth who demonstrate progress (in the aggregate, tools provided).
Program Directors will submit an annual report (available July 2012, due September 2012)
Mid-year Performance Measure data - reports will be due early/mid-April. Specific tools and
instructions will be available at the National Meeting.
* Service Accomplishments
Members report on the number of unique individuals served in
education, healthy futures, and social services/economic opportunities.
Without the service logs, we have no way to report on the impact of the
service performed by AmeriCorps Members!
Program Directors are responsible for monitoring and approving
service accomplishment monthly, ensuring that narratives do not
include Member Prohibited Activities. Time logs won’t be
approved until service accomplishments are submitted.
Service Accomplishment should document who was served by what
activities/interventions and when. For example:
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“Completed second assessment for Peter. He gained 5 points in comprehension.
Next month we will work with him in the Comprehension Skills Builder Workbook.”
“Conducted four housing search workshops, attended by 43 people (total).”
“The week of August 6th, I completed intakes for my five families. The following week
we identified possible housing options. The third week, we prepared HPRP referrals
for four of five families…”
“Met individually with 36 clients to complete intake packets this month.”
Regulations, policies and
procedures.
As a subgrantee and a participant in the CVN AmeriCorps program,
you have agreed to comply with CNCS and CVN AmeriCorps
policies and procedures, outlined in your handbook.
The most current regulations include two sources. Bookmark now!
1. 1. Megasearch (for regs through 2010)
http://www.americorps.gov/help/ac_sn_all/2010_Megasearch_Site.html
2. 2. The 2012 updates for grantees.
http://www.americorps.gov/pdf/12_1109_americorps_pdat_disability_prov
isions.pdf
About Audits and the OIG
The National and Community Service Trust Act of 1993 created the
Office of Inspector General (OIG). The OIG conducts independent
and objective audits and investigations of CNCS programs and
operations to prevent and deter waste, fraud and abuse.
The OIG operates a Fraud Hotline to provide an opportunity for
concerned citizens, program participants, employees of CNCS
grant recipients, Volunteers, and others to report instances of
fraud, waste, abuse of authority, and mismanagement.
OIG Hotline:
• Phone: 1-800-452-8210
• Email: hotline@cncsig.gov
CVN AmeriCorps was last audited by the OIG in 2008.
CVN Monitoring
CVN program staff will use various methods to monitor for compliance,
including (but not limited to):
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Review of enrollment/exit material
Verification of background clearance records
Quarterly reviews of time logs and spot reviews of service accomplishments
Desk audits of position descriptions
Reviews of program and service site web content
Surveys and review of collected data
Site visits
Programs found to be out of compliance with AmeriCorps and/or
Catholic Volunteer Network program policies will be expected to
establish and implement corrective action plans to address issues
and adhere to deadlines in those plans.
Programs that fail to show progress may be put on probation first, and
then CVN AmeriCorps may terminate the Program Agreement.
Programs may be held financially liable for some violations.
Programs that are terminated will not be eligible to apply to the CVN
AmeriCorps until after one full grant cycle has passed.
Regs: Member Eligibility
In order to be eligible to participate in AmerICorps, applicants must:
Be a U.S. citizen or U.S. national or a lawful permanent resident of the
United States.
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Individuals who are in the United States under a student, work, or tourist visa are not
eligible to become AmeriCorps Members.
Be at least 17 years of age, or at least 16 years of age if the Member is
out of school (i.e., a dropout) and a participant in a youth corps or a
program for certain disadvantaged individuals.
Have a high school diploma or equivalent, or agree to obtain one
before using the education award.
Be engaged in allowable AmeriCorps service activities in the United
States or U.S. territories only.
*Regs: Citizenship Verification
CNCS now screens Members for identity and citizenship verification. If
one of your Members is selected, the following will happen:
1.
Program Director will receive an email from CNCS forwarded by CVN
AmeriCorps staff requesting faxed copy of documents to verify
citizenship or identity
2. Program Director must fax a copy of one of the requested documents to
CNCS. Follow all directions listed in the email.
3. Program Director must contact the CVN staff to confirm that the task
has been completed.
Failure to comply within stated deadlines will result in disallowing member
service hours.
Though a Member does not have to provide his/her Social Security Card at
enrollment (only the number itself), a copy of the Social Security Card may be
requested by CNCS for verification.
If the Member’s Social Security Card has been lost or stolen, the Member
should apply for a new card with the Social Security Administration and retain the
receipt for this request so that it can be retrieved in the event that such
documentation is requested.
* Regs: Criminal History Checks
All CVN AmeriCorps Members are required to complete a criminal
history check that includes a state registry check in the state from
which the Member applied to AmeriCorps, a state registry check in
the state the Member will serve in, an FBI fingerprint check and a
NSOPR check.
The criminal history check MUST be initiated (or completed) on or
before the Member’s start of service. Hours served before checks
are initiated will be disallowed.
Until criminal history check results have cleared, an AmeriCorps
Member may not have access to vulnerable populations without
being accompanied by an authorized program representative who
has been cleared by the placement site for such access.
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Vulnerable populations include children under 18 years of age, persons aged 60
years and older and persons with disabilities, as defined by the Rehabilitation Act.
Please refer to the 2012-2013 Program Director Handbook and
webinar resources for new documentation procedures for and
more information regarding criminal history check requirements.
View the hour-long webinar: https://vimeo.com/45991813 password: americorps
* Regs: Documenting the screening
Program must be able to document the date of initiation and
completion for each individual check.
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NSOPR check must be completed on or before the Member enrollment date. Print a
date-stamped copy of the screen shot/rap sheet, initial to show that you’ve reviewed
results and file in the Member file. Enter date in BWBRS and enrollment form.
FBI and State Background checks must be initiated on or before the Member
enrollment date. Documenting that you initiate depends on the way you conduct your
search. When you obtain results, you must document that you’ve reviewed them
(sign or initial). Update completion dates in BWBRS.
While waiting for clearance results, Members with recurring contact
with vulnerable populations must be accompanied in their direct
service by someone who has satisfied the clearance requirements
as determined by the service site. Accompaniment may be
provided by a staff member, a parent, another volunteer, or even a
Member who has satisfied requirements. Accompaniment MUST
be documented. CVN AmeriCorps’ policy is that accompaniment
should be noted using the comment box in the BWBRS monthly
hour logs.
* Regs: Risks and Consequences
If using a third party vendor, the program must be able to verify that
vendor is in compliance with AmeriCorps regulations and
provisions and must document that you have reviewed the results
and determined that the Member is cleared to serve.
It’s not enough to show that you initiated- you must also show that
you’ve reviewed results. If an audit shows non-compliance on
member hours could be disallowed.
This slide show is NOT sufficient training in criminal history check
procedures. Please review your handbook and the webinar to
ensure that your policies and procedures are compliant.
* Member Orientation
Please use the CVN Member Orientation materials with your Members.
In your orientation, please note:
Late or incomplete paperwork may result in a change of enrollment
date and/or disallowed hours.
Enrollment forms are due to CVN within 15 calendar days of the
AmeriCorps enrollment date (as on the Contract). Late submissions
will result in changed enrollment dates.
Exits must also be received by CVN within 15 calendar days. Members
who fail to address outstanding issues within stated deadlines at
exit risk forfeiting their Education Awards.
Time logs and service accomplishments must be completed on-time
each month or hours may not be credited.
You MUST review prohibited activities at Member Orientation.
Orientation must introduce Members to the national service movement
and must reflect your affiliation with CVN AmeriCorps.
Regs: Allowable Activities
Members may only count hours spent on allowable activities towards
the AmeriCorps education award. Allowable activities include:
Direct Service: working directly with community members to address a
need.
Training and Enrichment: T&E hours can include any orientation, on
the job training, workshops, seminars, etc. that a Member attends
during their term.
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Hours may not exceed 20% (averaged across Members in the program).
Members may also participate in capacity building activities that
increase the efficiency and effectiveness of their placement site.
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However, CVN has a narrow interpretation of this and will generally not allow
fundraising and positions that involve more administrative work than direct service.
Regs: Prohibited Activities
While charging time to the AmeriCorps program, accumulating service or training
hours, or otherwise performing activities supported by the AmeriCorps program or
the Corporation, staff and Members may not engage in the following activities:
1.Attempting to influence legislation;
2.Organizing or engaging in protests, petitions, boycotts, or strikes;
3.Assisting, promoting, or deterring union organization;
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 any 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 devoted to religious instruction or
worship, maintaining facilities primarily or inherently devoted to religious
instruction or worship, or engaging in any form of religious proselytization;
Regs: Prohibited Activities
8.
Providing a direct benefit toi.
A business organized for profit;
ii.
A labor union;
iii. A partisan political organization;
iv. A nonprofit organization that fails to comply with the restrictions
contained in section 501(c)(3) of the Internal Revenue Code of 1986
except that nothing in this section shall be construed to prevent
participants from engaging in advocacy activities undertaken at their
own initiative; and
v. An organization engaged in the religious activities described in
paragraph (g) of this section, unless Corporation assistance is not
used to support those religious activities;
9. Conducting a voter registration drive or using Corporation funds to conduct
a voter registration drive;
10. Providing abortion services or referrals for receipt of such services; and
11. Such other activities as the corporation may prohibit.
Regs: Prohibited Activities
B. AmeriCorps Members may not engage in the above activities directly or
indirectly by recruiting, training, or managing others for the primary purpose of
engaging in one of the activities listed above. Individuals may exercise their rights
as private citizens and may participate in the activities listed above on their
initiative, on non-AmeriCorps time, and using non-Corporation funds. Individuals
should not wear the AmeriCorps logo while doing so.
C. The Member is expected to, at all times while acting in an official capacity as
an AmeriCorps Member:
1. Demonstrate mutual respect towards others.
2. Follow directions.
3. Direct concerns, problems, and suggestions to your Site Supervisor,
Program Director, or to CVN AmeriCorps.
MORE>>
Regs: Prohibited Activities
The Member understands that the following acts also constitute a violation of the
AmeriCorps rules of conduct:
1. Unauthorized tardiness.
2. Unauthorized absences.
3. Repeated or gross violation of professional norms and standards of
conduct.
4. Repeated use of inappropriate language (i.e. profanity) at a service site.
5. Failure to wear appropriate clothing to service assignments.
6. Stealing or lying.
7. **Engaging in any activity that may physically or emotionally damage other
Members of the program or people in the community.
8. **Unlawful manufacture, distribution, dispensation, possession or use of
any controlled substance or illegal drugs during the term of service.
9. **Consuming alcoholic beverages during the performance of service
activities.
10. **Being under the influence of alcohol or any illegal drugs during the
performance of service activities.
11. **Failing to notify the Program/CVN AmeriCorps of any criminal arrest or
conviction that occurs during the term of service.
** May result in immediate dismissal.
Regs: Prohibited Activities
AmeriCorps Members may participate in religious
activities, fundraising, lobbying, political, or advocacy
activities as private citizens, as long as it is done on their
own time, at their own expense, and at their own initiative.
Members may not wear AmeriCorps service gear or
represent themselves as AmeriCorps Members in such
instances.
Prohibited Activities
A video demonstration created by AmeriCorps WV.
(This is not an official AmeriCorps training video, and the
examples presented here do not represent the views of CVN.
http://youtu.be/6_zCDBD1xj4
This should open in a new window.
Eligibility for the Ed. Award
To be eligible for the Education Award, Members must successfully
complete the program. This means:
1.The Member has met the requirements of their Volunteer Program as
well as the requirements for CVN AmeriCorps.
2.The Member has turned in ALL Forms, hour logs and service
accomplishments complete and on time.
3.The Member has met the minimum hour requirement.
Term of Service: 3 types
CVN AmeriCorps offers three types of AmeriCorps service term:
• Full Time (1700 hours, for up to 12 months)
• Part Time (900 hours, for up to 12 months)
• Minimum Time (300 hours, for up to 12 months)
As an Education Award program, CVN AmeriCorps does not offer a
Corporation funded living stipend for AmeriCorps Members.
Volunteer Programs may offer additional benefits that are not funded
through the CVN AmeriCorps.
Please note that there are maximum living allowance amounts for
Members, as follows:
• $24,200 for Full Time
• $12,800 for Part Time
• $4,300 for Minimum Time
Changing service terms
It is important to understand that once a Member has enrolled in
AmeriCorps, they are locked in to the minimum hour requirement for
their designated term of service.
However, based on slot availability, a Member may be able to change
their term of service if a compelling circumstance beyond the
Member’s control necessitates a change.
If a Member must change their term, a request form must be submitted
to CVN AmeriCorps within 90 days of the Member start date.
Requests cannot be accepted after the 90 day window has closed.
CVN AmeriCorps will not approve requests simply to provide less than
a full-time hour commitment.
Please refer to the Program Director Handbook for more detailed information.
Member Suspension
Members may be suspended by the Volunteer Program or CVN
AmeriCorps for disciplinary reasons, but also for temporary illness
or injury that prevents them from serving.
While a Member is suspended, no hours may be credited, but if a
Member has been suspended for compelling reasons, the time
needed to complete service will be extended after the Member is
reinstated.
If suspension is necessary, the Program Director must submit a
Suspension Request Form to CVN AmeriCorps.
Please refer to the Program Director Handbook for more detailed information.
Early Exits
A Member may exit due to Compelling Personal Circumstances if the
following requirements are met:
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The Member has completed at least 15% of the minimum hour
requirement for their term.
The Member is exiting due to a situation that is beyond their control.
The Member has served satisfactorily.
If a CPC exit is approved, the Member may qualify to receive a partial
education award, based on the number of hours served.
A Member may also be released for cause.
• Release for Cause is when a Member is exited early from their
program for any reason other than compelling personal
circumstances.
• Members will not receive any portion of the education award.
Please refer to the 2012-2013 CVN AmeriCorps Program Director Handbook for
more specific information regarding these policies.
Guidance on Member Dismissal
Be clear about the expectations and requirements of the program.
Review the policies in place for documenting disciplinary actions, or
establish a policy if you do not have one.
Give the Member the opportunity to respond to or to correct
action/behavior, and be clear about the consequences if there is no
change.
Review or develop a process for evaluating a Member’s poor
performance.
Document any incident as soon as it occurs.
Grievance Procedures
In case of grievance, CVN AmeriCorps encourages embers to first
make use of the Volunteer Program’s conflict resolution process.
A Member may, however, file a grievance with CVN AmeriCorps at any
time.
Specific information regarding CVN AmeriCorps’ grievance procedure
can be find in the 2012- 2013 CVN AmeriCorps Program Director
Handbook.
We know that conflicts can be difficult and stressful for all
involved. It is especially important that you use the grievance
procedures that CVN and your program have established.
Deviations weaken policies and procedures. Consider reviewing
these policies before your periodic site visits, mid-year
evaluations and scheduled retreats.
* What’s in a Member file?
Member files in the program office must contain:
Member Application
All Enrollment Paperwork (copy, originals to CVN)
Proof of Citizenship or Allowable Legal Status document
Proof of GED or H.S. diploma
All Criminal Background Check Documentation
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Both States
FBI Criminal History Check
NSOPR Check
Site Supervisor Contract
Service Site Description Form (as approved by CVN)
BWBRS Position Description
All Exit Paperwork (copy, originals to CVN)
Mid-Term and End-Term Evaluations (copy, originals to CVN)
Change of Status/ Early Release Form (where applicable)
Documentation of Personal/Compelling Circumstance (where applicable)
Proof of Healthcare Enrollment (Full-Time Member’s only)
Service Positions
Programs are required to review Position Descriptions before they are
submitted to CVN AmeriCorps. Positions MUST be submitted using
a complete “Service Description Form.”
The CVN AmeriCorps approved Position Description on the Service
Site Description Form is considered part of the Member Service
Contract. The Member must fill in the name of their position and
service site in part IV.B. of the Member Service Contract. A copy of
the Service Site Description Form and Position Description must be
kept in the Member’s file.
Only AmeriCorps Eligible activities should be included in the Member
Position Description. Positions must comply with the nondisplacement, non-duplication policy.
CVN AmeriCorps staff members have the authority to suspend service
or deny credit for hours if a position is deemed ineligible.
Non-duplication, non-displacement
Member Positions are required to abide by the Non- supplementation,
non-duplication and non-displacement policy.
This policy stipulates that AmeriCorps Member positions cannot
displace, replace, supplant, or duplicate current staff or volunteer
responsibilities.
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Tasks must be unique to the Member’s role. “Assisting” other employees or
volunteers in completing their employee responsibilities would violate this policy.
Member cannot be assigned to roles that are held by other volunteers. If a Member
is to perform similar tasks, the Member’s description must feature additional/unique
tasks. (Ie, When there are other tutors, the Member has to do more than just tutor –
the Member can coordinate the tutors, compile assessment data, develop
curriculum, etc.)
Members MAY serve in professional roles when we can demonstrate need
If a AmeriCorps Member position is found to be in violation of this
policy at any point the Member will be removed from service until
an appropriate placement is found or the Member is exited due to
noncompliance.
*Site Supervisors
The Site Supervisor is the AmeriCorps Member’s immediate
supervisor, someone who is on-site and can verify the
record of hours served.
Provides direct supervision and support to the Member at the
Service Site.
The Site Supervisor is responsible for monitoring, verifying and
maintaining a record of Member’s service hours.
*Site Supervisor Change or
Absence
Site Supervisor Absence: If a Site Supervisor will be temporarily**
unavailable to sign hour logs within the 30 day deadline, the Site
Supervisor must leave a note in the comment box clarifying the late
approval. (Example: “Site Supervisor signature was late because
he/she was absent due to family emergency”)
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**Meaning that the Site Supervisor will be unavailable for less than 30 days. If
the Site Supervisor is absent for more than 30 days, a new Site Supervisor
must be designated.
Change in Site Supervisor: A Member may need to change Site
Supervisors during their term of service. If this happens, the new
Site Supervisor must notify the AmeriCorps Program Director to
complete Site Supervisor Orientation and a new Site Supervisor
contract. The Program Director must contact the CVN AmeriCorps
Office to designate a new Site Supervisor within 30 days.
*Verifying Hours
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All CVN AmeriCorps Programs are required to use BWBRS to
report Hour Logs and Service Accomplishments.
Time Logs must be submitted for each month a Member is actively
serving in AmeriCorps.
Service Accomplishments should be used to track the number of
unique individuals served.
Logs must be approved within 30 days of the last day of the month.
Please refer to the CVN AmeriCorps Calendar for specific due
dates.
It is the responsibility of the Site Supervisor to verify hours served
at the Placement Site and it is the responsibility of the Program
Director to review logs to ensure that they are properly
documented.
Hour logs must be signed and dated by both the Member and the
Site Supervisor before the Program Director can sign.
The Program Director is not allowed to sign on behalf of the
Site Supervisor.
*Change in Service Site or Position
A Member may change services sites during their term of service. In order for the
Member to continue to log hours and receive his/her education award, the
following must happen prior to the change:
1.Program director must collect for program files and signed original contract.
2.Develop Service Site and Position Description
3.Send New Service Site Description Form and Position Description to CVN
AmeriCorps office for approval
4.Once CVN AmeriCorps has approved New Service Site Description Form and
Position Description, enter the New Position Description into BWBRS
5.Complete Site Supervisor Orientation and obtain Signed Site Supervisor
Contract if there is a new Site Supervisor
6.Have Member complete a new Member Service Contract with the New Service
Site and Position Description named on Page 2
7.Send original of new Member Service Contract to CVN AmeriCorps
8.Member begins in serving and logging hours in new Position
*If the new Service Site and/or Position Description do not comply with
AmeriCorps policy and requirements, Member may not be eligible to log hours
and receive his/her Education Award.
*Info for Forms
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If there is a form for it, it is required. Failure to submit required paperwork may result in
suspension and/or loss of the education award.
All paperwork submitted must be a signed, dated, original document. Photocopies and
documents missing signatures and/or dates will not be processed.
Do not use whiteout to make corrections. Simply initial any changes made.
CVN AmeriCorps must receive enrollment forms within 15 calendar days of Member
AmeriCorps enrollment date, as stated in Member Service Contract. Late enrollment
packets will result in a delayed enrollment date.
CVN AmeriCorps must receive exit forms within 15 calendar days of Members’ last date
of service. Late exit packets may result in the loss of the education award.
You must keep a copy of one of the documents required to verify citizenship or
permanent residency (see Eligibility Verification Form).
You must keep a copy of Member’s government-issued photo ID. This is required for
the criminal history check form. A government-issued photo ID may be a passport, drivers’
license or state ID.
Member Service Contracts must be signed on or before the AmeriCorps enrollment
date. Otherwise Member’s enrollment date will be changed.
Time logs must be signed by the Member, Site Supervisor and Program Director within
the 30 days. If time logs are signed late, the Member or program must leave a comment
on BWBRS to verify the reason.
Service Accomplishment Logs must be filled out every month or your hours will not be
credited
Resources
Catholic Volunteer Network Website
Catholicvolunteernetwork.org
AmeriCorps Website
Americorps.gov
CVN Webinars on Vimeo
http://vimeo.com/user4756061/videos
AmeriCorps Alums
http://www.americorpsalums.org
Social Media
More Resources
The AmeriCorps website offers information, tools and
resources regarding national service: www.americorps.gov
AmeriCorps Connect facilitates easier access to the various
AmeriCorps initiatives: www.americorpsconnect.org
The National Service Resource Center provides training
templates, courses and publications to help programs
manage an AmeriCorps project:
www.nationalserviceresources.org
Programs can find AmeriCorps promotional materials here:
pubs.nationalservice.gov and AmeriCorps Gear here:
www.nationalservicegear.com
The National Service Inclusion Project provides resources and
assistance on topics related to the inclusion of individuals
with disabilities: www.serviceandinclusion.org
Contact
Catholic Volunteer Network AmeriCorps
6930 Carroll Ave., Suite 820
Takoma Park, MD 20912
Toll Free: 1-800-543-5046
General Email: CVNAmeriCorps@catholicvolunteernetwork.org
Karyn Cassella, CVN AmeriCorps Coordinator, ext. 17
kcassella@catholicvolunteernetwork.org
Barbara Wheeler, CVN AmeriCorps Assistant Coordinator, ext. 20
bwheeler@catholicvolunteernetwork.org
Caitlin Baummer, CVN AmeriCorps Program Assistant, ext. 23
cbaummer@catholicvolunteernetwork.org