AmeriCorps Site Supervisor Orientation

1. AmeriCorpsSite Supervisor Orientation 2013-2014 Program Year

2. Welcoming Looking forward to a year of partnership in service.

3. Presentation Outline/Logistics • Staff Contacts • Timeline • Member Benefits/Responsibilities • Role of Site Supervisor • Inclusion Practices/Prohibited Activities and Position Descriptions • Communications and Paperwork • Performance Measurement and Evaluation • Send Off and Questions

4. JVC Northwest Staff Contacts Julia Rachel Mary Hilary

5. Program Coordinators Meg

6. A Beginning Timeline • August 5th-10th: JV member Orientation in OR • August 14th (Wednesday): First day of service • September/October: Fall area visits • October/November: 1st JVC Northwest Retreat • Mountain West/Cascades: Oct. 25th-28th • Big Sky/Alaska: Nov. 1st-4th • December 2nd: Agency Application Deadline (2014-15)

7. Member Responsibilities • 1700 hours of service • Full year of service • (to the contract date, July 31stfor most) • Participation in national days of service • Participation in JVC Northwest retreats • Duties outlined in position description • Performance measure reporting

8. Member Benefits • Living Allowance and Ed Awards • 10 days leave from service • (Not “vacation” and cannot count service hrs) • Health Insurance • JVC NW offers coverage • Worker’s Compensation • JVC NW covers all JV/ AmeriCorps members • Please notify us immediately in the event of an injury at your service site!

9. Role of Site Supervisor • Mentorship & Supervision • Member training at service site (send to Mary) • Weekly meetings for instruction/guidance/processing • Uphold member contract (service dates, prohibited activities, etc.) • Approval of timesheets in OnCorps • Performance evaluations • Mandatory Meetings (this orientation, fall area visit, performance measure training)

10. Inclusion Practices • JVC Northwest supports inclusion practices. • Provide reasonable accommodation for members with disabilities. • Focus on the Position Descriptions (pre and post interview) • Use inclusive language • Go over position description and essential tasks • Resource: http://www.serviceandinclusion.org/

11. Prohibited Activities • Code of Federal Regulations (45CFR § 2520.65) • Applies to JV AmeriCorps… • Staff • Members • As well as volunteers they recruit/manage • Online: http://www.ecfr.gov • Also in your Site Supervisor Handbook

12. § 2520.65   What activities are prohibited in AmeriCorps subtitle C programs? (a) 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 organizing; (4) Impairing existing contracts for services or collective bargaining agreements; (5) Engaging in partisan political activities, or other activities designed to influence the outcome of an election to 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; (8) Providing a direct benefit to— (i) 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; (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; and (9) Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; (10) Providing abortion services or referralsfor receipt of such services; and (11) Such other activities as the Corporation may prohibit. (b) 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.

13. Additional Notes on Positions • Non-displacement and non-duplication • No money handling • Non-clerical and non-administrative roles • only allowed if directly support program activities • No fundraising • some exceptions for limited in-kind • Notes on “red flag language”

14. Communications • Please check emails • Please put jvcnorthwest.org on your safe list • JVC Northwest’s primary form of contact • Notify of change in: • Site Supervision • JV AmeriCorps member position/schedule

15. JV AmeriCorps Identity • Poster of the Service Site • Participation in National Service days of recognition and of service • National Day of Service and Remembrance (Sept. 11th) • Make a Difference Day (October) • Martin Luther King, Jr. Day of Service (January) • AmeriCorps Week (mid-March) • Cesar Chavez Day (March) • Earth Day/Arbor Day/Global Youth Service Day (April) • Networking /collaboration with AmeriCorps programs • Jesuit Volunteer AmeriCorps member in publicity

16. Paperwork Schedule Thanks for helping keep us AmeriCorps grant compliant! • Site Supervisor Contract (8-2-2013) • Placement Agreement (8-30-2013) • Approve timesheets in OnCorps (monthly) • Site Monitoring Tool (fall area visit) • Midterm member evaluation (February) • End of the year member evaluation (July) • End of the year survey (July/August)

17. Timesheets in OnCorps • Instructions and new sign in and password will be sent for 2013-2014 year in late August • Please take time to review hours carefully • Hours need to be entered and approved after completion (i.e. no early submissions) • AmeriCorps service not considered employment…no hours for vacation, sick leave, etc… also no lunch

18. Performance Measures • Education and Health placements will be notified • Capacity Building (everyone else) • Questions, please make time to check in with Mary • Additional webinars will be held once tools have been finalized. • Also will cover the year of evaluation.

19. Evaluation • External Impact Evaluation required for our grant. • Asking agency support in the coming year • data collection • Goes beyond performance measurement. • Focus on capacity building • Our Evaluators • Kimberly Firth, Leonard Research & Evaluation, LLC • Audrey Block, Impactivism

20. Send off & Next Steps • New members arrive Wednesday, August 14th! • Site Supervisor Contract will be emailed soon. • Return and signed and dated by August 2nd. • Email mhegel@jvcnorthwest.org member training done at your site (can be post training) • Member contract (with updated position description) emailed after orientation • Placement Agreement • Will be sent out in July and is due 8-30-2013 • Performance measure training will be in Aug./Sept.

21. Questions • We welcome your questions! • If particular to your agency, please ask contact us after the webinar. 503-335-8202 • mhegel@jvcnorthwest.org • jpeters@jvcnorthwest.org