AmeriCorps Community Fellows Campus Administrator Orientation

1. AmeriCorps Community Fellows Campus Administrator Orientation Presented by Meghan Oakley-Henning Thursday, March 31, 2011

2. Goals of the Orientation • Clarify roles and expectations of campus administrators with regard to the program • Provide an overview of processes from recruitment to evaluation and close of service • Orient campus administrators to the enrollment process—including paperwork and background checks • Ensure grant compliance and improved member enrollment and retention

3. The Fundamentals

4. Community Fellows: By the Numbers • 500 minimum-time slots; 300-hours per slot • Education Award of $1,208* • Enrollment Packet Due Date: June 15, 2011 • Start Date: August 20, 2011 • End Date: August 19, 2012 *Based on estimated increase to the AmeriCorps Education Award for 11-12

5. Program Focus Area: College Access • Providing academic support to K-12 at-risk students; • Mentoring K-12 at-risk students; • Serving in an academic or educational enrichment program; • Volunteering in a college access or success program; • Providing workshops for at-risk students in: career awareness, study skills, or college admissions process; • Exposing at-risk students to the college environment via campus tours, sitting in on classes, or meeting with faculty;

6. Program Focus Area: College Access (Con’t.) • Serving in a public high school guidance department; • Providing one-on-one counseling on the financial aid process and/or college application process; • Providing any of these supports to veterans seeking to attend college; • Supporting a service-learning course that focuses on any of these areas; • Coordinating and supporting volunteers who serve in any of these areas.

7. Program Focus Area: Important Points • Academic enrichment or mentoring • College readiness, access, & success • Populations served: • K-8 Students • High School Students • College Students (must be a recognized program) • Members serve as volunteers or volunteer coordinators

8. Distribution of Service Time • No more than 10% of time in fundraising • No more than 20% of time in training • No more than 20% of time in other service activities • National Days of Service • Other service activities outside of program focus area • At least 50% of time in college access & success

9. What is Allowable Service? Allowable Unallowable Entirely administrative work Volunteering for a for-profit organization Sleeping time on overnights Paid internships or practicum • Volunteering or coordinating volunteers in the program focus area • Federal or State Work-Study positions • Unpaid internships • Service-learning (if direct service component is less than 20% of total grade)

10. Key Prohibited Activities on AmeriCorps Time • Direct or grassroots lobbying • Engaging in partisan politics • Assisting, promoting or deterring union organizing • Engaging in religious instruction • Providing a direct benefit for a for-profit entity • Fundraising for AmeriCorps programs NOTE: These activities are also prohibited on perceived AmeriCorps time (i.e. social media, etc). Also, this is not an exhaustive list. A comprehensive list is available upon request.

11. Roles & Expectations

12. Campus Administrators will… • Recruit, orient, and supervise Community Fellows; • Vet each Community Fellow; • Disseminate, collect, and manage all member paperwork; • Monitor AmeriCorps Community Fellows; • Maintain consistent communication with PACC staff and each AmeriCorps Community Fellow; • Evaluate members on a semi-annual basis and complete semi-annual progress reports for PACC.

13. Community Fellows will… • Be committed to completing all service requirements; • Complete all required paperwork; • Complete hour logs on a daily or weekly basis; • Manage their own time in order to complete the program by the required exit date; • Maintain consistent communication with their campus administrator throughout the year.

14. Pennsylvania Campus Compact will… • Disseminate blank copies of all member paperwork to campus administrators, collect completed, correct member paperwork, and maintain member files; • Enroll AmeriCorps Community Fellows in the eGrants system and manage all functions related to official AmeriCorps enrollment; • Provide campuses with individual access to the MyServiceLog system for tracking and signing member hours.

15. Pennsylvania Campus Compact will… (con’t.) • Provide step-by-step guides, an in-person training, and web-based tutorials on the MyServiceLog system; • Update campus administrators and members on a monthly basis with regard to member progress towards completing their 300 hours of service; • Maintain consistent communication with campus administrators.

16. Slot Allocation Process

17. Slot Allocation Process • Slot allocation included in Award Letter • All slot allocations are contingent on funding • Only guaranteed upon receipt of complete, correct enrollment packet by June 15, 2011 • All unfilled slots are forfeited after June 15, 2011 • After deadline, if there are extra slots, they will be awarded on a first come, first served basis

18. Member Recruitment & Member Eligibility

19. Member Recruitment • Responsibility of each campus administrator • When recruiting members, remember to: • Clearly outline expectations for members from the start • Vet potential members • Develop a waiting list system for alternates • What have veteran campuses done to recruit members?

20. Member Eligibility • Must be US Citizens or Permanent Residents • F-1 or J-1 visa holders are not eligible • Must be 17 years of age • Must have obtained a high school diploma • Campus Administrators verify member eligibility, based on these criteria, and may be asked to produce supporting documentation

21. Limits on AmeriCorps Service • A person can only: • Serve four (4) terms in AmeriCorps*State & National • Receive the value* of two (2) full-time education awards *For 2010-2011, $10,700

22. Examples of Limits on AmeriCorps Service**Based on 2010-2011 Education Award Figures

23. 10-Minute Break

24. Enrollment Process Enrollment Paperwork & Required Background Checks

25. Overview of Enrollment Process • Enrollment packets now available on PACC’s website • Complete, correct enrollment packet due no later than June 15, 2011 • Incomplete packets will not be acceptedand: • May prevent a member from serving at all • Enrollment packets include: • Four (4) required documents • Four-Five (4-5) required background checks

26. Enrollment Packet Cover Sheet • Basic member information • Checklist of what is included • Most common mistakes: • Not enclosed • Illegible member information • Incomplete or missing member information

27. Enrollment Packet Cover Sheet Sample

28. AmeriCorps Enrollment Form • Official enrollment form for AmeriCorps • Member completes pgs. 1 & 2; PACC completes pg. 3 • NOTE: Certifying Official always refers to PACC staff • Date should match date on Member Contract • Use member state of residency for permanent address • Most common mistakes: • Not enclosed • Incomplete member information • Not signed or dated by the member • Date does not match Member Contract

29. AmeriCorps Enrollment Form Sample

30. AmeriCorps Enrollment Form Sample (Con’t.)

31. Member Contract • Confirms that the member is: • Eligible to serve • Available for the term of service • Knowledgeable about Individual Service Plan, prohibited activities, and policies • Date should match date on AmeriCorps Enrollment Form • Most common mistakes: • Not enclosed • Unsigned or dated by member • Unsigned or dated by campus administrator • Date does not match AmeriCorps Enrollment Form

32. Member Contract Sample

33. Member Contract Sample (Con’t.)

34. National Service Criminal History Check Verification Form • Pg. 1 completed by Campus Administrator; Pgs. 2-3 completed by Member--throughout the process of conducting checks • Can be pending (if checks pending) on June 15, 2011 • Must be received with pending background checks • Must be received by August 20, 2011 • Most common mistakes: • Not enclosed • Incomplete checkboxes or missing dates • Missing member signatures • Missing campus administrator signatures

35. National Service Criminal History Check Verification Form Sample

36. National Service Criminal History Check Verification Form Sample (Con’t.)

37. National Service Criminal History Check Verification Form Sample (Con’t.)

38. FBI Criminal History Check How it works

39. FBI Criminal History Check • Can be pending on June 15, 2011 • Must include copy of registration confirmation in its place • Must be ultimately received by August 20, 2011 Most common mistakes: • Pre-existing check • Checks must have been conducted after August 20, 2010

40. FBI Criminal History Check What to send to PACC

41. FBI Criminal History Check (Con’t.) What to send to PACC

42. FBI Criminal History Check (Con’t.) What to send to PACC

43. Pennsylvania State Police Criminal Registry Check How it works

44. Pennsylvania State Police Criminal Registry Check • Can be pending on June 15, 2011 • Must include copy of online request in its place • Must be ultimately received by August 20, 2011 Most common mistakes: • Pre-existing check • Checks must have been conducted after August 20, 2010

45. Pennsylvania State Police Criminal Registry Check What to send to PACC

46. Childline Child Abuse Clearance How it works

47. Childline Child Abuse Clearance • Application for clearance must include copy of FBI or PA State Police Criminal History Check • Utilize a waiver to speed-up process • Available at www.paccompact.org/cfcampusadministrators • Can be pending on June 15, 2011 • Must include copy of application for clearance in its place • Must be ultimately received by August 20, 2011 Most common mistakes: • Pre-existing check • Checks must have been conducted after August 20, 2010

48. Childline Child Abuse Clearance What to send to PACC

49. National Sex Offender Registry Check Results How it works

50. National Sex Offender Registry Check Results • Make sure to conduct national search • All jurisdictions must be available • If hits, verify with Campus Administrator initials that each hit is not member Most common mistakes: • Not enclosed • National search not performed • Jurisdictions unavailable • Hits that were not verified by Campus Administrator