February PD Meeting Updates & Announcements

1. February PD MeetingUpdates & Announcements Phoenix Charter Academy Network February 15, 2017

2. Agenda • Program Presentation • PD Open Mic* • Grants Process • Compliance Site Visits • AmeriCorps Week • Conferences • AmeriCorps Alums • Calendar Updates • After Lunch: Training Update from Lisl

3. 2017-18 Grants Process Timeline- Competitive Competitive Timeline shifted earlier by CNCS • Clarification for Continuations: March 2nd - March 10th • Clarification for New/Recompeting: March 20th - March 27th • Results of the competition announced: by April 7th • Resolution for all successful applicants (New/Recompete and Continuation): April 28th- May 22nd For programs recompeting next year • Late July/early August - 2017-2018 grants process will begin with the MSA RFP release for concept papers

4. 2017-18 Grants Process Timeline- Formula Formula timeline • Holding additional Formula process this year • RFP will be released soon • Notifications in May or June • Formula continuations due to PO in spring, check with your PO for draft deadline (March/April)

5. Compliance: NSCHC Updates • Taken together, MSA’s programs are not anywhere close to 100% compliance again this year • Only a few 100% compliant • OIG Report on CNCS • Very concerning, background checks at forefront of agency issues according to report • IPERIA (formerly known as IPERA) • Of all improper payments, only one(!) file was not background check related • Disallowance • Your PO will calculate 16-17 amount in March, we will be using most recent Member Tracking document, please review last submission • MSA is looking into levying fines beginning in 2017-2018 • We will keep you updated on this once the process has been determined

6. Compliance: Member Eligibility • This year, one AmeriCorps program accidentally provided a member stipend to an ineligible member • Very serious issue, fiscally and otherwise • Extreme example of something that has happened in previous years • Remember to stick to written processes for documenting member eligibility and enroll them in eGrants within 30-day window • Let your Program Officer know if you have any questions about eligibility for AmeriCorps service

7. AmeriCorps Week AmeriCorps week is March 4- 11th • Invite partners or those you’d like to be your partners to serve with you for a day  • Share posts with the #AmeriCorpsWorks and #IamAmeriCorps as your hashtags • Thank the partners and funders that make your service possible • Use AmeriCorps facts (see links below) • Share your AmeriCorps Week plan with your PO • CNCS resources: • AmeriCorps Week basic info: http://www.nationalservice.gov/programs/americorps/americorps-week • AmeriCorps Week landing page: https://www.nationalservice.gov/programs/americorps/current-members/americorps-week/americorps-week-2017 • Marketing guide:https://www.nationalservice.gov/sites/default/files/documents/2012_impact_guide_lowres_0.pdf

8. MSA Updates • FY18 State Budget Update - Level funding in Governor’s FY18 budget proposal for the MSA’s line item • Mid-year Progress Report • Link to form will be sent mid-March, due on 4/15 • PER/FSR also due 4/15

9. 2017 Atlantic Cluster Conference • Save the dates: June 4-7th in Baltimore, MD • Programs should have funds in their budget to attend • Registration will open in late March, MSA will share updates • More information here: http://www.nationalservicetraining.org/atlantic.html

10. MA Conference on Service and Volunteerism • MSA’s biennial conference • Monday, June 12th at the Sheraton in Framingham • Call for Presenters RFP still open, due by February 28th • Workshop Guidelines and the link to the online RFP can be foundhere. • Nominate someone for the Service and Volunteerism Awards, categories are: • Getting Things Done Award: Service Corps members or alums • Working Together Award: An Outstanding Collaboration in Service & Volunteerism between two organizations • Making A Difference Award: An Outstanding Impact in Service & Volunteerism • More information on awards here

11. FY16 Site Visit Season • Risk Assessments being completed now • Site visits typically March-May • All programs: one visit during three-year cycle • New programs: site visit in first year • Administered according to risk level determined in Risk Assessment • Programmatic and Fiscal • To hold MSA and programs accountable to the AmeriCorps grant provisions • To strengthen the field by sharing best practices between programs • To identify the fiscal and programmatic compliance issues programs may not be aware of and to offer technical assistance

12. Site Visits Site Visit Agenda • Meet organization and program staff • Systems 1–10 • Discuss your processes • Review your documents • Member Interviews • Member file check • Site Partner Interviews (if applicable) • Informal feedback Preparing for site visit • Start with the Binder, Desk Systems and Objectives • Use the MSA monitoring tools as a guide • Ensure eGrants 30 day compliance (enrollment and retention, etc.) • Talk to your Program Officer!

13. Common Compliance Findings Last Year’s Findings to note: • Position descriptions do not fully identify positions as AmeriCorps service, missing AmeriCorps in position title, logos, etc. • Documentation of data and data collection tools unavailable • Employment/work terminology in materials rather than service • Members do not receive personal/professional development beyond training for activities • Formal member supervision not occurring • Stakeholders not involved in continuous improvement • Member time sheets (dates and signatures), or non-compliant electronic time keeping system • Returning members supervising other members

14. Site Visit Follow-up • Program Officers e-mail written report to program within 30 days • Program has 30 days to respond to compliance issues • Best Practice and Continuous Improvement sections are for future reference • When all compliance issues are resolved, the site visit process is complete

15. Upcoming AmeriCorps Alums Events • Current Member Game Night:Thursday, 2/23 at Knight Moves Somerville (1159 Broadway, Somerville, MA 02144) • Free for current AmeriCorps members! • Round Robin/Higher Ed. Event: April at City Year • Date/time TBA • For registration information and other event information, follow AmeriCorps Alums on Facebook: https://www.facebook.com/ACAlumsBoston or feel free to email Elizabeth at eway@mass-service.org

16. Calendar Updates • March 5 -12: AmeriCorps Week • March 2 -10: Clarifications for Continuations • March 20-27: Clarifications for New/Recompeting • March 31: Provide independent financial audit to MSA • March/April: Formula Continuations • April 7: Competitive decisions • April 15: Mid-year Progress Report Due; FSR Due • April 23- 29: National Volunteer Week • May 17: PD Meeting (AmeriCorps Cape Cod hosting!) • June 2 - 5: Atlantic Cluster Conference, Baltimore MD • June 12: Mass. Conference on Service and Volunteering

17. Wrap-up QUESTIONS? We’ll see you next on May 17th at Barnstable County AmeriCorps Cape Cod!