Kickoff! New Program Director Session

1. Welcome to Kickoff! New Program Director Session

2. New PD Session Agenda • Introductions • Overview of National Service, AmeriCorps, & MSA • AmeriCorps Systems and Compliance(Systems activity, PD Handbook) • Grants Process and Management • Partnership Expectations

3. Overview Corporation for National & Community Service (CNCS) Massachusetts Service Alliance AmeriCorps programs AmeriCorps members

4. Written systems help programs to… • (Review) • Standardize program operations • Bring new program staff on board • Comply with AmeriCorps Provisions • Share and replicate successful practices

5. Creating Systems

6. Creating Systems (Continued)

7. Activity! • Write a system for doing the laundry

8. Program Binder Requirements • Program Binders must have: • A section for each of the 2017-18 AmeriCorps Systems (Recruitment through Reimbursement). • A completed System Worksheet and supporting documentation for each section • For example: member application, contract, performance measurement instruments, performance evaluation tool, host site monitoring tool • Program Year Calendar (resubmitted annually)

9. Program Binder Due Dates • All continuing programs must update their systems and documentation annually • Resubmissions due late September (date TBA) • New programs’ binders are due per Program Officer instructions – staggered schedule focusing on start-up systems first • List of the Systems and Objectives and blank system worksheets available on our website: www.mass-service.org

10. Grant Management

11. Viewing Your AmeriCorps Grant • eGrants • Program narrative • Performance measures • Aligned measure for primary service activity • Program Budget • Including Budget Narrative • My AmeriCorps portal (to be covered later in Kickoff) • Member enrollment and exiting ( 30 day compliance) • Service site listing • Manage slots • My AmeriCorps tutorials: • http://www.nationalservice.gov/resources/americorps/myamericorps-support-americorps-state-commissions-and-sub-grantees-egrants-0

12. Progress Reports • Mid-year and end-of-year update with multiple components • Basic program information • Progress toward achieving Performance Measures • Also an opportunity to share accomplishments and challenges • Completed online • October 15, 2017: cumulative for 2016-17 program year • April 15, 2018: data through March 31 for 2017-18 program year • October 15, 2018: cumulative for 2017-18 program year

13. PER and Reimbursement Requests • Periodic Expense Report (PER) • Minimum quarterly • October, January, April, July • Reimbursement request no later than 30 days after submitting quarterly PER • Must submit with July 15 PER • Able to request more often; MSA recommends monthly • Reimbursement basis; no advances • Fifteen day processing time based on 15th and 30th of each month

14. Grants Process • Recompete vs. Continuations (review) • FY 2019 MSA RFP released early August 2017 • TA sessions to review instructions • Recompete concept papers due in mid- to late September • Competitive continuation applications due to MSA in Word format by early December • Application instructions will be sent by Program Officer

15. Partnership Expectations

16. Partnership • Assume positive intent • Mutually beneficial relationship • Communicate openly and frequently • Lead the service field • Use and refer to provisions to ensure compliance

17. Communication • Program Officers (primary contact) • Suzana Kantardzic, Senior Program Officer • Maura Hackett, Program Officer • Rachel Lieberman, Program Officer • Elizabeth Way, Program Officer • Other MSA Staff • July Afable, Manager of Accounting and Finance • (Open Position) Commonwealth Corps Program Manager • Steve Gallucci, Chief Financial Officer • Emily Haber, Chief Executive Officer • Lisl Hacker, Manager of Training and Technical Assistance • Shana Lothrop, Program Officer for Volunteer Initiatives • Beth McGuinness, Director of Programs • (Open Position) Administrative Coordinator • Amy Mulvena, Commonwealth Corps Assistant • Lindsay Rooney, Director of External Relations and Development

18. Branding & Recruitment DO: • AmeriCorps logo (big “A”) on service gear • “Service” in recruitment materials and position descriptions • AmeriCorps signage at service sites • Include AmeriCorps and MSA information at member and site partner orientation • Best practice: giveaway items AVOID: • “Staff” or “Employee” on service gear • “Job” or “Employment” in recruitment materials or position descriptions • Referring to or creating culture of members as staff at service sites

19. Activity: National Service Context • Program Director’s Handbook: Your best friend (2 min.) • Group 1: Skim page 5 (CNCS Mission & Strategic Plan) • Group 2: Skim page 6 through 7 (CNCS Structure and Programs) • Group 3: Skim page 6 and 7 (especially “About MSA”)

20. National Service Context • Group Activity (7 min.) • On flipchart paper • List five words that summarize most important information about: • Group 1: CNCS • Group 2: National Service Programs • Group 3: Massachusetts Service Alliance • List up to three: • Insights/learning about how this information relates to your role as AmeriCorps program manager, • Questions about this information as it relates to your role.

21. Program Directors’ Meetings • Four required meetings annually • 2017-2018 meeting dates: • October 18th • December 13th • February 14th • April 25th • Hosted by programs – MSA is looking for volunteers! • Mandatory program representation • Members should not attend

22. AmeriCorps Opening Day • Full day event on Friday, November 3rd, 2017 • Roxbury Community College • Mandatory program representation • Lindsay or Emily will talk more about this tomorrow morning

23. Training and Technical Assistance • Contact your Program Officer with questions • Lisl and Gretchen will continue providing support • Online resources • National Service Resource Center • E-newsletters and MSA grantee page • Atlantic Cluster Conference? • We will continue to talk more about T/TA throughout the Kickoff and throughout the year