Senior Corps Compliance Monitoring Training

1. Senior CorpsCompliance Monitoring Training North Carolina State Office For comments, contact nc@cns.gov Revised December, 2010

2. North Carolina State Office Staff • Betty Platt, State Program Director • Bob O’Harra, Program Specialist • Michelle Teare, Program Specialist • Tynetta Darden, Program Specialist • Frank DiSilvestro, Program Specialist • Phone: (919) 856-4732 • FAX: (919) 856-4738

3. Corporation for National and Community Service Our Mission: Improve lives, strengthen communities, and foster civic engagement through service and volunteering.

4. Why Compliance Monitoring? • Test compliance with legal, regulatory, and policy requirements. • Identify and minimize potential risks to CNCS. • Identify specific technical assistance needs. • Document effective practices. • Recognize accomplishments.

5. Senior Corps Programmatic Issues • MOUs do not contain non-discrimination clause. • MOUs are expired. • No verification for volunteer stations that are non-profits. • No annual assessment of safety at volunteer stations. Common Site Visit Findings: Volunteer Stations

6. Senior Corps Programmatic Issues Ensure that the language below is included in your MOUs. Sample language is provided. The Volunteer Station will not discriminate against volunteers in the operation of its program on the basis of race; color; national origin, including limited English proficiency; sex; age; political affiliation; sexual orientation; religion; or on the basis of disability, if the volunteer is a qualified individual with a disability. How to Resolve? --MOUs do not contain non-discrimination clause

7. Senior Corps Programmatic Issues Create a tracking system to ensure that MOUs are current and that one is in the file. MOUs must be updated at least once every three years. How to Resolve? -- Expired MOUs

8. Senior Corps Programmatic Issues Obtain a copy of the organization’s 501(c) (3) document and keep in the file. How to Resolve? --Verification of Non-Profit status at Volunteer Stations.

9. Senior Corps Programmatic Issues Each year the Sponsor will conduct an assessment of safety at stations. Each volunteer station will send an annual assurance of safety to the sponsor via email. How to Resolve? --Annual Safety check of volunteer stations.

10. Senior Corps Programmatic Issues FGP volunteers are assigned to children in groups or in inappropriate activities, instead of one-on-one relationships. SCP volunteers are assigned to groups of seniors in day programs or are assisting individuals who cannot live independently. Common Site Visit Findings: Assignment plans for FGP and SCP

11. Senior Corps Programmatic Issues Ensure that stations place FGPs into appropriate person-to-person assignments and that those assignments are reflected in written assignment plans. * Sample provided How to Resolve? -- FGP Assignment Plans.

12. Senior Corps Programmatic Issues Poor documentation for in-service training. Volunteers are not being provided 4 hours of training each month on topics related to their service. No record of volunteers who attend in-service training. Common Site Visit Findings: Documentation of In-Service Training for FGP and SCP

13. Senior Corps Programmatic Issues Retain copies of the Agendas and sign-in sheets. Create a training calendar at the beginning of the project year that documents the topics, service activities, dates and trainers. How to Resolve? --Documentation of In-Service Training.

14. Senior Corps Programmatic Issues Encourage substantive trainings related to FGP or SCP service activities that build volunteers’ skills. Consider using training materials from National Service Resource Center. CNCS requires 40 hours of training (20 delivered pre-service) and four hours of ongoing training each month. How to Resolve? -- Four hour per month training requirement.

15. Senior Corps Programmatic Issues Annual assessments are not conducted. Common Site Visit Findings: Annual Assessment

16. Senior Corps Programmatic Issues Sponsor must assess the accomplishments and impact of the project on identified needs or in the case of FGP and SCP, the client population in the community every year. Determine who is responsible for collecting the data and developing the report. How to Resolve? -- Annual Assessments.

17. Senior Corps Programmatic Issues Sponsor must provide substantive results. The annual assessment is more than a satisfaction or phone survey. Annual assessments must be submitted to CNCS at least once every three years. How to Resolve? -- Annual Assessments cont.

18. Senior Corps Programmatic Issues No assignment descriptions for RSVP volunteers. Common Site Visit Findings: RSVP Assignment Descriptions

19. Senior Corps Programmatic Issues Volunteers should receive descriptions before service starts. Projects may keep copies in the volunteer station file, a notebook, a database, in the volunteer file or with Sponsor records. How to Resolve? -- RSVP Assignment Descriptions

20. Senior Corps Programmatic Issues Lack of adequate measurement tools in the work plans. Lack of documentation for outcomes reported in Progress Report. Common Site Visit Findings: Documentation of Performance Measurement Outcomes

21. Senior Corps Programmatic Issues Don’t reinvent the wheel!! Project Star has created tools on the Resource Center website that are available for all projects. National Service Resource Center http://www.nationalserviceresources.org/ Boomer Resources http://nationalserviceresources.org/search/etr/Boomers How to Resolve? -Lack of adequate measurement tools in work plans.

22. Senior Corps Programmatic Issues Retain before and after results for all Performance Measurement Activities. Retain completed data collection tools and other information used to document accomplishments. How to Resolve? -Lack of documentation for outcomes reported in Progress Report.

23. Questions? • Clarifications? • Comments? • Thank You!!