Program & Fiscal Management

1. Program & Fiscal Management Reminders and What’s New for 2016-2017

2. Agenda • Systems - Quick Refreshers & Updates • Member Human Resources • Background Checks & FBI Fingerprinting • Member Support • Fiscal • Prohibited Activities & Accountability • Federal Budget • Grants Process 2016-2017 • Discussion

3. Member Human Resources Recruitment, Selection, Eligibility & Enrollment, Tracking Member Hours, & Exiting Members

4. Recruitment • BRANDING – From the beginning! • Identify/explain AmeriCorps in recruitment materials and process • Website • Position description • Partner sites • New: CNCS now requires website and social media to include AmeriCorps logo • Essential functions of the position • Inviting and inclusive language and materials

5. Recruitment • Position Descriptions • Detailed; outline specific activities • Unique for each member role/function • Required to show additional responsibility if providing a higher living allowance • Be specific • Ensure additional responsibilities do not include staff displacement or member management • Amount of additional allowance should be justified by additional responsibilities • Address position’s contact with vulnerable populations and required checks for the position

6. Selection To ensure a fair and equitable member selection process by demonstrating a consistent application process followed for each applicant

7. What we are looking for … • Consistent process • Evidence of all steps of the selection process for each member, including returning members • Policies on background checks • On-time, every time, documented • New: every program must have at least one person, or whoever is completing background checks, complete an online training • Evidence of non-discriminatory and inclusive process • Programs cannot discriminate based on race, disability, marital/family status, sexual orientation, gender, religion, national origin, birthplace, or age • Massachusetts Commission Against Discrimination: www.mass.gov/mcad/

8. NSCHC requirements • All AmeriCorps members must undergo checks prior to start of service • “Covered Staff” must also undergo checks prior to start of employment • All staff listed on your AmeriCorps grant budget • Includes those funded by match, listed as in-kind, or at sub-sites or national offices • Does not include individuals who receive financial benefit who do not otherwise perform any service to implement the program (e.g., trainers) • Which checks to complete:

9. NSOPW • National Sex Offender Public Registry/Website (NSOPW) • Only valid sex offender check • SORI, the MA check, is neither required nor sufficient • Check your language • All covered staff and AmeriCorps members must undergo this check • Use NSOPW.gov • Make sure all states, territories included are reporting • Verify and document results, check any results returned

10. State Criminal History Registry Checks • Must use designated state repositories/CNCS-approved alternative or request alternate search protocol • MA CORI: http://www.mass.gov/eopss/crime-prev-personal-sfty/bkgd-check/cori/ • If State of Residence check is required, and BOTH must be initiated before the start of service/employment • State of Residence can be difficult to determine, especially for college students or those living and working in different states. Guidance from CNCS FAQ: • “The state where a candidate resides is the location that the person considers his or her place of residence at the moment in time that he or she applies to serve or work.” • For college students “A person applying to serve or work who is enrolled full-time in college is deemed to be residing in the state where he or she lives for the purpose of attending the school… Programs may not opt to use any other basis for identifying the student’s residence state, e.g., such as the student’s family home.”

11. FBI Criminal History Record Check • We still do not have a state repository in Mass, but this year we have a CNCS approved channeler: Fieldprint! • Fieldprint is only for FBI checks • Average completion time is 3-5 business days (according to CNCS) • Very helpful Fieldprint introductory webinar recorded by CNCS on YouTube • Programs are not required to use Fieldprint • Please let us know if you plan to use the Departmental Orders (DO) process, which is the official name for when fingerprints are sent directly to the FBI

12. Documented Accompaniment • No unaccompanied access to vulnerable populations pending State Check(s) or FBI check • A person is accompanied when he or she is in the physical presence of a person cleared for access to a vulnerable population. • An employee or representative of a placement site may provide accompaniment if that person’s clearance was established under the placement site’s rules. • Accompaniment must be documented contemporaneously or it is not compliant • Person accompanying must be noted, as well as dates and times • Timesheets are best place to document accompaniment

13. Criminal History Check – FINAL RULE • Alternate Screening Protocol (ASP) • Cost to the program is prohibitive • Program is not authorized or is otherwise unable under state or federal law to access the FBI’s national criminal history background check system • Program cannot comply for “good cause”, determined by CNCS • Approval process • Submit request to MSA • MSA will submit to CNCS

14. Criminal History Checks • NSOPW check completed before service/work begins • Criminal history check(s) initiated no later than start of service/work • Verify identity with government photo identification • Obtain written authorization • Document understanding that selection is subject to the checks • Determine where the checks must be obtained from • Pay for the checks • Provide opportunity for review of findings • Keep information confidential • Accompaniment when checks are pending & in contact with vulnerable populations • Maintain the results of the checks • Document that you verified identity and conducted the checks • Document that you considered the results of the checks in selection

15. New Hours/NSCHC tracking sheet for 2016-17: Instructions

16. New Hours/NSCHC tracking sheet for 16-17:Instructions • Submit 30 days after program start date, and with every reimbursement request • Every member and covered staff-person must be listed with background check dates, including returning members and staff • There are two tabs to complete, one for covered staff and one for members • The members tab includes hours information • Note date hours are counted through

17. New Hours/NSCHC tracking sheet for 16-17:Helpful Information • Read instructions page, please • FBI Check initiation date: for DO, remains the same; for Fieldprint it is the date fingerprints are taken • We know this is more stringent than CNCS requires, MSA has concerns about considering a check initiated when member/staff may not have shown up for appointment • We will use the data you provide to calculate disallowance, so please double check information before submitting • Be kind to your PO: please do not put additional characters in cells, use the notes column instead

18. Risk-based Disallowance • Last year, CNCS came up with a new system for determining consequences of noncompliance • Less impact on members for programs’ mistakes • Consequences vary based on severity of noncompliance or “risk” • CNCS funds are disallowed; program cannot spend them • Disallowance Guide is technically interim, but CNCS indicated that guidance will not undergo any major revisions for 16-17

19. CNCS Mitigation Matrix

20. Mitigation Levels in Plainer Language

21. CNCS Disallowance Determination

22. Background Check Update Continued • Disallowance Results • Only six programs with 100% compliance • Most programs had <15% noncompliance • Five programs had very significant (15-50%) noncompliance • Three had extreme noncompliance (>50%) • Disallowance amount is taken from unexpended funds, fiscal staff should plan accordingly

23. Tools and Resources • NSCHC Clearinghouse on Knowledge Network: • http://www.nationalservice.gov/resources/criminal-history-check • Disallowance Guide: • http://www.nationalservice.gov/sites/default/files/resource/Interim_Disallowance_Guide_for_Staff_and_Grantees_Updated_September_9_2015_0.pdf • Required NSCHC training: • http://cncstraining.articulate-online.com/4240214797 • CNCS NSCHC FAQ: • http://www.nationalservice.gov/sites/default/files/resource/FAQs_Version_070716_1.pdf • Regulations: • http://www.ecfr.gov/cgi-bin/text-idx?ID=9e5466ae66b0b60241f448502b41433b&mc=true&tpl=/ecfrbrowse/Title45/45chapterXXV.tpl • Instructions on how to request an ASP: • http://www.nationalservice.gov/sites/default/files/resource/ASP_and_Exemption_Guidance.pdf

24. Eligibility and Enrollment To ensure that the program has all necessary paperwork and information for each member in their member files

25. What we are looking for… • Eligibility documentation (age) • Contract (signed on or before the enrollment date) • Selection documentation • Background check verification • With dates initiated and cleared, initialed by staff • All timesheets (signed by member and supervisor) • Member evaluations • Member enrollment/exit forms (if applicable) • Documentation of requests for reasonable accommodation • Documentation of cause or compelling personal circumstances for members exited early (if applicable)

26. Enrollment • My AmeriCorps portal • Member section (new process for 2015/request required for staff portal enrollments) • Program Director section • 30 day enrollment period • 30 day service location entry period

27. Tracking Member Hours • To ensure that timesheets are kept in a manner that is • consistent with AmeriCorps requirements and members are on track to meeting the required number of hours of service

28. Tracking systems need to… • Ensure that paper copies of time sheets in members files are maintained • Ensure that electronic timesheet tracking system is in place that adheres to CNCS guidelines • Ensure first time sheet coincides with enrollment date and contract date • Ensure a correct percentage of training and direct service • Ensure members are on track to meeting the required number of hours

29. Exiting Members To ensure a consistent process for exiting members that includes exit forms, documentation for early release if applicable (cause or compelling circumstances) and exiting out of the My AmeriCorps Portal with correct hours within 30 days of the end of the term of service.

30. What we are looking for… • Process • My AmeriCorps portal • hours reconciliation • Member section (new process for 2015/request required for staff portal exits) • Final evaluation • Documentation • Personal and compelling circumstances • Cause

31. Enrollment, Member Hours & Exiting • 30 day rule • Enrollment in portal • Service location in portal • Timesheets submitted • Suspension and return from suspension in portal • Exit in portal • Exit survey completion rate is low, we can send instructions on how to unlock the survey earlier • Dates coinciding • Contract date on or before enrollment • Enrollment date on or before the first day of service • Last day of service and exit date

32. Child Care Changes • New this year: notice must now be provided to the child care provider within 5 days if a members’ status changes and they are no longer eligible for the child care benefit • The program can now be held liable for child care costs incurred if this timely notice is not provided

33. Member Support Orientation, Training, Supervision, and Evaluation

34. Developing & Implementing Member Training To ensure that members are prepared for service, civic engagement, and personal development through a planned, consistent, and structured method.

35. Orientation • What MSA looks for… • Date/time and location • Agenda • AmeriCorps 101 • Contract • Prohibited activities • Expectations • Service specific training • Team building • Civic engagement training • Sign-in sheets • Evaluations • Plan for orienting members enrolled after initial orientation • Reasonable accommodations

36. Ongoing Training & Development • What MSA looks for… • Training plan/schedule • Supporting members in attaining GED • Encouraging members to vote • Supporting members in making the transition after end of service – Life After AmeriCorps • Structured activities for members to reflect on service • Strengthen connection to National Service and identity as AmeriCorps members (reinforced in updated provisions) • Agendas and sign-in sheets • Plan for involving members in selection of training • Participation in National Days of Service

37. Supervision & Evaluation To ensure members receive appropriate supervision, that reasonable accommodations are made when appropriate, and that supervisors evaluate member performance at the required times during the service year.

38. Supervision • What MSA looks for… • Implementation of the supervision plan • How and when did supervision take place? • What supervision topics were covered? • Identification of members and service sites as AmeriCorps • service gear • signage • language • Ensure prohibited activities do not take place • Evaluations

39. Evaluation • What MSA looks for… • Mid-term evaluation (full and half time) • End-of-term evaluation (all) • Action steps if member is not meeting performing adequately

40. End-of-Term Evaluation • Requirements • Did the member complete the required number of hours; • Did the member satisfactorily complete assignments; and • Did the member meet other performance criteria that were clearly communicated at the beginning of the term of service. • Other program specific requirements • Member and Supervisor signoff • Exit interview • Reflect on member’s service experience • Tie service into his/her future plans • Request evaluation of his/her host site • Request suggestions that would help future members • Provide information for letters of recommendation

41. Tracking, Recording & Reporting Progress, Site Partner Management, Continuous Improvement, Fiscal Systems

42. Tracking, Recording, Reporting To ensure the program is collecting, documenting, and reviewing necessary data; that it is on track to meet its stated objectives; and that it submits accurate and timely reports of AmeriCorps-related performance measure objectives.

43. Tracking & Recording Progress • Data collection tools • Data collection timeline/schedule • Data tracking systems • Reporting schedule • MSA reports • Additional stakeholders • http://www.nationalservice.gov/resources/performance-measurement/training-resources#collection

44. Progress Reports • 2015-2016 Final Report – October 15, 2016 • Will require Program Impact Statement • 2016-2017 Mid-Year – April 15 (through March 31) • Combines national and applicant-determined measures • 2016-2017 Final Report – October 15, 2017 • Will require Program Impact Statement • Change: Ongoing vs. episodic volunteers • If you can categorize volunteers as episodic or ongoing, there will be an option for that in the 2015-2016 final Progress Report • If not, categorize all as episodic • Track separately moving forward

45. Site Partner Management • Ensure all site partners are aware of prohibited activities • Site partner agreements • Site partner orientation agenda • Site partner identification as AmeriCorps • Site monitoring • evaluation tool • schedule • Program feedback • evaluation tool • schedule

46. Continuous Improvement • To ensure the program evaluates the quality of its service activities, which includes involving extensive broad-based representation from the following: • the community served • current and potential members • site partners • foundations • businesses • community-based agencies with a demonstrated record in providing services

47. Fiscal Systems • Financial Management Systems • Documentation of Matching Funds • Reimbursement

48. Financial Management Systems To ensure that grant-related expenses are properly reported and that the program maintains financial management systems that include written cost allocation procedures and systems that distinguish expenditures attributable and not attributable to this Grant, and that adequate supporting documents for expenditures are maintained.

49. Documentation of Matching Funds • To ensure the program has sufficient matching funds available for upcoming program year and that these funds are properly documented. • Cash or in-kind match acceptable • Documenting in-kind match – must include: • Date service provided and who provided it • Description of service provide • Value/how calculated • Signature of donor/service provider

50. Reimbursement To ensure the program submits accurate and timely reimbursements including a signed Reimbursement Request Cover Sheet with Program Initials, a PER, a General Ledger, and a clear reconciliation report tying expenses in the PER to the General Ledger.