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Get Geared Up For Service! 2007 Best Practices Conference Jacksonville, FL. Conducting Orientations for Operating Site Staff, Members & Placement Site Supervisors Local Initiatives Support Corporation Stacey Rapp (212) 455-9308. You Ought to Know . . .

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Get geared up for service 2007 best practices conference jacksonville fl l.jpg

Get Geared Up For Service!2007 Best Practices ConferenceJacksonville, FL

Conducting Orientations for Operating Site Staff, Members & Placement Site Supervisors

Local Initiatives Support Corporation

Stacey Rapp (212) 455-9308


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You Ought to Know . . .

  • Workshop is based on LISC experience as a National Direct AmeriCorps program and presented as a simulated “orientation” to national service and LISC.

  • The material is a template that we encourage you to adapt. Heck, we “creatively borrowed” stuff to make our material what it is.

  • We will be stepping in and out of our roles as facilitators.


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First Step in Any Training: Assess the Situation

  • Structure

    • What is covered?

  • Timing

    • When will you have a critical mass in attendance?

  • Location

    • Is your program geographically challenged?

  • Length

    • How long is too long?


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First Step in Any Training: Assess the Situation

  • Learning Styles

    • How do you keep all of the different learning styles tuned-in?

  • Different Cultures

    • How do you be mindful and respectful of what could be “triggers?”

  • Experience

    • How can you draw on the experience in the room?


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Strategies for Successful Service

An Orientation to LISC AmeriCorps Service

San Diego LISC

Kerry Sheldon (619) 239-6691 ext 8 Stacey Rapp (212) 455-9308


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Agenda

  • Welcome & Introductions

  • Speak Now!

  • Session Outcomes

  • Understanding CNCS and AmeriCorps

  • Managing Member & Supervisor Expectations

  • Break

  • Tune into KWII-FM

  • Evaluation

  • Bonus Tracks!


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Welcome to LISC AmeriCorps


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Session Outcomes for Simulation

  • Provide a tool that can be adapted for your organizational needs that incorporates adult learning principles

  • Share best practices in putting on an orientation to national service and host agencies

  • Share common challenges and solutions to providing an orientation to AmeriCorps service


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Session Outcomes for Orientation

  • Provide members and supervisors with a framework of national service and LISC AmeriCorps

  • Convey expectations associated with being a LISC AmeriCorps member

  • Provide information on LISC AmeriCorps Performance Measurement standards and skills members and supervisors will need to complete PM Worksheets and report on outcomes monthly


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What is AmeriCorps?

  • Supported by taxpayer dollars

  • USA Freedom Corps is coordinating agency

  • Corporation for National & Community Service (CNCS) Administers AmeriCorps program

Cool Websites

www.nationalservice.org

www.americorps.org

www.usafreedomcorps.org


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State Commissions

Governor’s Office

Non-Profit Organization

Contact the State Commission

Training Funds

Collaboration on Projects

Opportunities for finding volunteers and other potential funding

National Directs

AmeriCorps * VISTA

Program Contacts AmeriCorps

California Service Corps (Commission Contact)

Karen Baker: [email protected]

LISC Contacts

Kerry Sheldon: [email protected]

Stacey Rapp: [email protected]

AmeriCorps Programs


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Partners in Prosperity

LISC Goals

Increase Availability of Affordable Housing

Connect Neighbors

Create Pipeline of Community

Development Professionals

AmeriCorps Goals

Direct Service

Strengthening Communities

Encouraging Responsibility

Expanding Opportunity

Support CDC Initiatives


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Why LISC AmeriCorps?

Understands needs of community and has a vision for the future

Provides a “live body” to undertake the project gaps identified by the CDC

Assists CDC with execution of vision with cadre of resources like AmeriCorps


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How Does LISC AmeriCorps Work?

CDC recruits member and provides daily supervision as well as training opportunities to ensure project success

National LISC provides grant oversight which provides funds for the member stipend, member training opportunities, Technical Assistance to the CDC, other HR Functions, marketing tools for recruitment

Local LISC assists with funds for stipend and program administration, Technical Assistance to the CDC for program compliance and Member Training


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Managing Expectations


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Managing Expectations

  • Members expect that LISC/ CDC Supervisor will:

    • Provide training to assist us in being successful in our service positions

    • Provide an opportunity for us to meet monthly and discuss our achievements and challenges

    • Provide . . .

    • Provide . . .


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Managing Expectations

  • LISC Expects that Members Will . . .

    • Attend a minimum of 10 monthly meetings and 6 trainings as required by LISC AmeriCorps

    • Attend the National Orientation in mid October

    • Submit monthly reports with the necessary and required outcome measurement tools - supporting survey documents, tools to measure impact, or results sheet – to the local LISC office in timely fashion

    • Complete and submit timesheets to National and Local LISC on the 15th and the last day of the month


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Managing Expectations

CNCS Expects that LISC & Placements Sites Will. . .

  • Provide Grantee Assurances

    • No jobs will be lost or employees displaced as a result of the AmeriCorps placement.

    • Placement site will not discriminate against a member on the basis of race, color, religious creed, ancestry, age, sexual orientation, national origin, non-job related handicap or disability, nor political affiliation.


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Managing Expectations

  • Not Allow Members to Engage in Prohibited Activities

    • Service activities should not include clerical functions that exceed 20% of member time at the site. Although projects will probably include some clerical functions.

    • Members can not be involved in voter registration or other overtly political activities (organizing labor unions, etc.).

    • Members can spend time up to 10% of their time on fundraising and capacity building activities. However they can not apply for federal funds or be involved in capital campaigns.


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What if I am unsure if an activity is prohibited?

Call the AmeriCorps Hotline at

(212) 455-9308


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How are we doing so far?

  • You are putting me through my paces! Slow down.

  • I’ve gotten some good pointers and things to think about. I’m on top of it!

  • I’m more interested to get a cup of Joe. Pick up the pace a bit.

Break time?


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Tune into KWII-FM


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Program Information:Living Allowance & Benefits

  • Members earn an $18,000 living stipend

  • Members are entitled to “paid” time off

  • Members can choose to enroll in the health care and/or child care benefit


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Program Information:Segal Education Award

  • If a member completes the full term of service and meets the required hours, s/he is eligible for the Segal AmeriCorps Educational Award

    • Can be used to return to a higher education institution or to pay off existing student loans

      Existing student loans can be placed into forbearance for the term of service. CNCS will also pay the interest accrued during the year

      This is all accomplished on line by member: no more paperwork!

      www.americorps.org/for_individuals/online/index.sap


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Member Benefits: Government Assistance

  • Segal AmeriCorps Education Award

    • Loan Forbearance

    • Interest Accural

    • Taxation

    • Consolidation

  • Other Public Assistance Benefits

    • Eligibility

    • Impact of stipend


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Member Benefits: Housing Assistance

  • San Diego Housing Commission

    • http://sdhc.org

      • Housing & Rental Assistance

      • Family Self Sufficiency Program: Free career planning, job training, and family support services if living in public housing or receiving rental assistance

      • First time homebuyer assistance

      • Home Repair

      • Emergency Housing, Fair Housing, Mediation Resources


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Member Benefits: Food Assistance

  • California Department of Social Services

    • www.cdss.ca.gov

      • Food Assistance

        • Citizens & Permanent Residents who are considered low income

        • Apply at local County Welfare Department

        • Food Stamps Pre-Screening Eligibility Tool is on line


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Member Benefits: Other Assistance

  • California Department of Social Services

    • www.cdss.ca.gov

      • Employment

      • Transportation

      • Special Services

      • Cash Aid and Services

      • Health

      • Day Care


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Progressive Discipline:

  • If a problem arises with performance, there are steps will be followed

    • Informal Verbal Warning

    • Written Warning

    • Suspension

    • Termination


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Member Benefits: Training Opportunities

  • National Leadership Training

    • National Orientation

      • Provides members with leadership skills needed to be successful in service

      • Cultural Competence, Team Building, Community Service, etc.

  • Local Training

    • Topics as identified by the LISC office, members, site supervisors, and others

    • Provide a “local flavor” – ex: Issues in affordable housing in the San Diego

  • CDC Training Responsibilities

    • Specific skill development for projects/ member activities as deemed necessary. For example, the CDC may send the member to a “Basics of Financial Management” seminar as the member will be staffing an program to promote individual asset building

    • Forums, seminars, industry association meetings/ trainings directly related to the members’ service


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What Else Do You Need To Know?


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Evaluation


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Strategies for Successful Service: Day 2

Supervisor Meeting


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Meeting Agenda

  • LISC AmeriCorps

  • What are your expectations of LISC? Member? CNCS?

  • Member Basics

    • Benefits

    • Progressive Discipline

  • Retaining Members

  • Supervisors Speak

  • Evaluation


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What is AmeriCorps?

  • Supported by taxpayer dollars

  • USA Freedom Corps is coordinating agency

  • Corporation for National & Community Service (CNCS) Administers AmeriCorps program

Cool Websites

www.nationalservice.org

www.americorps.org

www.usafreedomcorps.org


Americorps programs40 l.jpg

State Commissions

Governor’s Office

Non-Profit Organization

Contact the State Commission

Training Funds

Collaboration on Projects

Opportunities for finding volunteers and other potential funding

National Directs

AmeriCorps * VISTA

Program Contacts AmeriCorps

California Service Corps (Commission Contact)

Karen Baker: [email protected]

LISC Contacts

Kerry Sheldon: [email protected]

Stacey Rapp: [email protected]

AmeriCorps Programs


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Partners in Prosperity

LISC Goals

Increase Availability of Affordable Housing

Connect Neighbors

Create Pipeline of Community

Development Professionals

AmeriCorps Goals

Direct Service

Strengthening Communities

Encouraging Responsibility

Expanding Opportunity

Support CDC Initiatives


Why lisc americorps43 l.jpg

Why LISC AmeriCorps?

Understands needs of community and has a vision for the future

Provides a “live body” to undertake the project gaps identified by the CDC

Assists CDC with execution of vision with cadre of resources like AmeriCorps


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How Does LISC AmeriCorps Work?

CDC recruits member and provides daily supervision as well as training opportunities to ensure project success

National LISC provides grant oversight which provides funds for the member stipend, member training opportunities, Technical Assistance to the CDC, other HR Functions, marketing tools for recruitment

Local LISC assists with funds for stipend and program administration, Technical Assistance to the CDC for program compliance and Member Training


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Managing Expectations


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Managing Expectations

  • Supervisors Expect that LISC Will . . .

    • Provide technical assistance and peer meetings for supervisors in the AmeriCorps program

    • . . .


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Managing Expectations

  • Members Expect that Supervisors Will . . .


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Managing Expectations

  • LISC Expects that Supervisors Will . . .

    • Provide member development and mentoring opportunities

    • Inform LISC in the event that a service issue arises

    • Are available for in-person site visits and supervisor meetings

    • Review and possibly assist members with reporting on service activities by ensuring that they use and complete required outcome measurement tools

    • Sign member timesheets prior to submission

    • Provide 6-month and year-end performance appraisal


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Managing Expectations

  • LISC Expects that Members Will . . .

    • Attend a minimum of 10 monthly meetings and 6 trainings as required by LISC AmeriCorps

    • Attend the National Orientation in mid October

    • Submit monthly reports with the necessary and required outcome measurement tools - supporting survey documents, tools to measure impact, or results sheet – to the local LISC office in timely fashion

    • Complete and submit timesheets to National and Local LISC on the 15th and the last day of the month


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Managing Expectations

CNCS Expects that LISC & Placements Sites Will. . .

  • Provide Grantee Assurances

    • No jobs will be lost or employees displaced as a result of the AmeriCorps placement.

    • Placement site will not discriminate against a member on the basis of race, color, religious creed, ancestry, age, sexual orientation, national origin, non-job related handicap or disability, nor political affiliation.


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Managing Expectations

  • Not Allow Members to Engage in Prohibited Activities

    • Service activities should not include clerical functions that exceed 20% of member time at the site. Although projects will probably include some clerical functions.

    • Members can not be involved in voter registration or other overtly political activities (organizing labor unions, etc.).

    • Members can spend time up to 10% of their time on fundraising and capacity building activities. However they can not apply for federal funds or be involved in capital campaigns.


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What if I am unsure if an activity is prohibited?

Call the AmeriCorps Hotline at

(212) 455-9308


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Program Information:Living Allowance & Benefits

  • Members earn an $18,000 living stipend

  • Members are entitled to “paid” time off

  • Members can choose to enroll in the health care and/or child care benefit

  • Member start date is 9/1/07

  • Member end date is 8/31/08


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Program Information:Segal Education Award

  • If a member works the required hours and completes the full term of service, s/he is eligible for the Segal educational award

    • Can be used to return to a higher education institution or to pay off existing student loans

      Existing student loans can be placed into forbearance for the term of service. CNCS will also pay the interest accrued during the year


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Member Benefits: Training Opportunities

  • National Leadership Training

    • National Orientation

      • Provides members with leadership skills needed to be successful in service

      • Cultural Competence, Team Building, Community Service, etc.

  • Local Training

    • Topics as identified by the LISC office, members, site supervisors, and others

    • Provide a “local flavor” – ex: Issues in affordable housing in the San Diego

  • CDC Training Responsibilities

    • Specific skill development for projects/ member activities as deemed necessary. For example, the CDC may send the member to a “Basics of Financial Management” seminar as the member will be staffing an program to promote individual asset building

    • Forums, seminars, industry association meetings/ trainings directly related to the members’ service


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Bang for the Buck:Retain Your Member

  • Orient member to your organization

  • Provide clarity on your expectations

  • Set service goals prior to member being hired

  • Have an open door policy

  • Provide periodic feedback on performance

  • Supervise the member how they need to be supervised which may not necessarily be how you prefer to supervise


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Progressive Discipline Procedures

If a problem arises, there are steps that should be followed

  • Informal Verbal Warning

  • Written Warning

    • To member, cc Kerry Sheldon

    • Describe unacceptable behavior, what acceptable behavior is, give time frame to revisit behavior

  • Suspension

    • Call Kerry Sheldon to discuss procedures

  • Termination


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Experience Matters


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What if a member is not performing and needs to be disciplined?

If a problem arises, there is a process to be followed

Progressive Discipline Procedures

Informal Verbal Warning

Written Warning

Suspension

Termination

Tips from Supervisors for Supervisors

Approaches

Challenge

TIME

OUT


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This position is new within the CDC and there is limited time to supervise a new person; or this is the first time the supervisor is acting in that capacity

Communicate big picture vision for the job – scope and limitations

Perform regular check-ins

Be open to adjusting aspects of the position as you go to take advantage of individual talents

Teach the member to be his/her own advocate

Take steps to help avoid stress

Tips from Supervisors for Supervisors

Approaches

Challenge


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LISC AmeriCorps members are energetic, idealistic and driven. They want to jump in, shake things up, and get the job done!

Give members responsibility/ ownership over their project

If there are problems with suggested projects, make time to explain the concerns but still show that their input is valued

Identify the member’s strengths

Learn what the member expects from you as a supervisor

Tips from Supervisors for Supervisors

Approaches

Challenge


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Members might have more than one supervisor, depending on the activities

Each member should only have one supervisor. If not possible:

Coordinate with other staff

Come to an understanding about how much time will be spent on each project

Make sure that everyone knows about the understanding

Make sure that everyone knows which projects have priority

Tips from Supervisors for Supervisors

Approaches

Challenge


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Members sometimes need specific guidance and training

Send members to trainings

Make the time to do regular check-ins

Allow opportunities to learn by doing

Encourage members to attend staff meetings

Provide constructive criticism

Tips from Supervisors for Supervisors

Approaches

Challenge


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The AmeriCorps position is a one year contract

From the beginning have members document best practices and procedures and/or build systems for sustainability

Have AmeriCorps members recruit volunteers

Train others (volunteers) to do their work

Identify opportunities to fund the activity/ position on an on-going basis

Try to find ways to bring the member on as staff

Tips from Supervisors for Supervisors

Approaches

Challenge


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The AmeriCorps member’s service will require them to represent your organization despite their lack of experience

Model behavior

Check in a lot and make sure they understand the politics of a situation

Promote professionalism in appearance and presentation

Have the member partner with experienced staff

Invite them to meetings in order to for them to meet “the players”

Tips from Supervisors for Supervisors

Approaches

Challenge


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Many AmeriCorps members have a fresh and sometimes critical perspective on the “work to be done”

Explain organizational goals and expectations

Give the history/ big picture – especially with respect to bureaucratic tasks

Explain why things are the way they are

Be open

Think of members as internal consultants

Show that you value their insight

Tips from Supervisors for Supervisors

Approaches

Challenge


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Strategies for Successful Service: Day 2

An Orientation to LISC AmeriCorps Service

San Diego LISC

Kerry Sheldon (619) 239-6691 ext 8 Stacey Rapp (212) 455-9308


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Greetings & Welcome from San Diego

Session Outcomes

Performance Measurement 101

Performance Measurement 201

Putting Performance Measurement to Work

Reporting for Impact

Wrap- up

Lunch

Supervisor Meeting

Program Overview – Lingering Questions?

Tips from Supervisors for Supervisors

Supervisor Expectations

Agenda: Day 2


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Session Outcomes

  • Provide information on LISC AmeriCorps Performance Measurement standards and skills members and supervisors will need to complete PM Worksheets and report on outcomes monthly

  • Reinforce framework of national service and LISC AmeriCorps for members and supervisors

  • Convey expectations associated with being a LISC AmeriCorps participant


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Performance Measurement

  • It is the art and science of assessing how well an organization is achieving goals. It is a systematic way of measuring the amount of goods produced/ services delivered and the benefits experienced by recipients in the community.


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Why performance measurement?

  • Government Performance and Results Act of 1993.

    (Federal agencies are accountable for achieving program results)

  • Distinguish yourself in tight economic times among your competitors for funding

  • Helps identify what works and is a good practice

  • Gives a voice to volunteers, community residents, participants in your activities

  • Continuous program improvement

  • It works!


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How does it all fit together?

Community Need

Beneficiaries

CHANGE

A count of goods procured, services delivered, and who is reached

# participants

# services delivered

The “So What Factor”

Intermediate Outcomes: Changes or benefits experienced

End Outcomes: Significant lasting changes


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Impact of Activities Cycle

  • Performance Measurements:

    • Logic Model across all LISC AmeriCorps Sites

    • Includes all CDCs

  • Member performance Measures:

    • Primary Member Activities – Needs & Human Services/ Community Strengthening

    • Set at start of member’s service year

  • Impact Tools & Monthly Reporting

    • Surveys, Logs & Tally sheets

    • Evaluate Sound Processes and Report to Funder


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Developing the LISC System

Community Outcomes

  • Community outcomes

    • Long-term outcomes derived from LISC strategy

  • Client outcomes

    • Intermediate outcomes experienced by clients

  • Outputs

    • Specific outputs that support client outcomes

  • Activities

    • Member tasks that produce the outputs

  • Members

Client Outcomes

Outputs

Activities

Members

Each level supports higher measures


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LISC AmeriCorps Model


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Member Activities

  • Activities support at least one (and often several) outputs

  • All within the scope of Member activity


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Performance Measures: Grant Award

  • Needs & Human Services

    • #1: Increase Housing Opportunities – Housing Counseling for Homeownership

    • #2: Increase Housing Opportunities – Housing Development

    • #3: Create Safe Spaces for Children to Learn and Grow

  • Community Strengthening

    • #4: Volunteer Recruitment

    • #5: Forming Neighborhood Groups/ Associations

    • #6: Strengthen Neighborhood Groups/ Associations

    • #7: Revitalize Neighborhoods (Clean-ups/ Gardens)


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Performance Measures: Other Activities

  • Needs & Human Services

    • Increase Housing Opportunities – Housing Counseling Rental Assistance

    • Increase Housing Opportunities – Minor Repair/ Rehab Programs

    • Increase Economic Opportunities for Low and Moderate Income Families

  • Community Strengthening

    • Revitalize Neighborhoods (Plan Special Events, Restore Other Public Spaces, Administer/ Manage Façade Improvement Programs/ grants, Improve Parks)

    • Increase Awareness of Community Resources/ Services


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LISC AmeriCorps

Commonality

CDC Service

Uniqueness


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Completing LISCAmeriCorps PMW

Select Member’s primary activities and add description of those activities


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Completing LISCAmeriCorps PMW

What cultural demographic of people in your CDC’s neighborhood will a member’s service benefit?

How many?


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Completing LISCAmeriCorps PMW

What will the outputs be for the member?

Note not for whole department


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A count of goods procured, services delivered, and who is reached

Examples

# of participants

# services delivered

# of community volunteers recruited

# homes in development stages

What are Outputs?


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Completing LISCAmeriCorps PMW

What will the outcomes be for the member?

Note not for whole department


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Outcomes are the “so what factor”. We want to keep track of outcomes that are both intermediate – result in small term change – and those outcomes that are end – result in long term change.

Intermediate Outcomes:Changes or benefits experienced (raised awareness, changed attitudes, provided knowledge, increased skills)

End Outcomes:

Significant lasting changes (counseling led to a home purchase, EITC program led to greater income; crime watch group led to increased community safety)

What are Outcomes?


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Completing LISCAmeriCorps PMW

ALWAYS, ALWAYS, ALWAYS,

MEASURE IMPACT!!!!


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Create SMART Goals

  • Specific

  • Meaningful

  • Achievable

  • Realistic

  • Timely


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My SMART Goals


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My SMART Goals


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Get a Jump on the Service Year:Set Your PMWs


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Reporting: Outputs &Outcomes

Notice the outputs look exactly like the PMW.

Members count up their activity for the month


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Reporting: Outputs &Outcomes

Notice the outcomes look exactly like the PMW.

Members use the surveys to arrive at outcome numbers.

No Surveying = No Outcomes


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Reporting: Narrative

  • Tell LISC Program officer:

  • What took place

  • Challenges and steps to address

  • Successes

  • How arrived at outcomes


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How’d We Do So Far?

  • Did we answer all your questions?

  • Do you have any lingering concerns?

  • Are there any issues still burning?

  • + / 


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Thanks for Coming

  • Did we answer all your questions?

  • Do you have any lingering concerns?

  • Are there any issues still burning?

  • Formal Evaluation


  • Login