Site Supervisor Training

5. Site Supervisor Training 2014-2015

6. Site Supervisor Training Program Overview

7. Program Structure

8. Community HealthCorps Relationship Map

9. Role of NACHC Staff NACHC Staff Responsibilities Include: • Administering the Community HealthCorps program (developing and managing projects) • Organize a competitive application process for choosing new program sites • Helping to interpret AmeriCorps regulations, providing technical assistance and enforcing administrative policies and AmeriCorps regulations • Monitoring for compliance of grantees • Approving Member assignments

10. Site Supervisor Training The Role of a Site Supervisor

11. Site Supervisor Working Relationships Working closely with Program Coordinators to ensure: • Site Supervisors are to be trained by the Program Coordinator prior to supervising a Member, this includes: • The use of OnCorps Reports, Performance Measure, Great Stories, • Developing Member Assignments, • The Member performance review process, (mid-term and end-of-term) • Program Coordinators should meet with you at least quarterly, and remain in constant communication, on Member trainings, team meetings, Community HealthCorps events, etc. • It is strongly encouraged that you be involved in the selection of Members by reviewing applications and/or interviewing applicants

12. Site Supervisor Responsibilities • Being involved in the development of the Member assignment • Providing a workspace, needed equipment, and supplies • Provide Members with a placement site orientation and assignment-specific training needed to carry out assigned tasks • Supervise day-to-day performance and evaluate the Member at mid-term and end of term performance • Approve Member timesheets and service reports in a timely manner • Provide growth opportunities, support, and mentoring to Members • Schedule one on one check in meetings with the Members • Provide training to agency staff about Community HealthCorps and the role of the Member; introduce the Member to key staff

13. Site Supervisor Responsibilities continued… • Provide Members in advance with calendars of scheduled meetings, trainings, and service hours • Communicate site specific expectations: Lunch breaks, leave, confidentiality, dress code, equipment usage, etc. • Be familiar with AmeriCorps and Community HealthCorps policies and procedures • Abide by the terms and conditions of the Member Contract • Abide by the terms and conditions of the Memorandum of Agreement between the program site and the placement site if applicable • Ensure that Members are not participating in prohibited activities, including duplicating duties of employees or displacing employees

14. Be Familiar with the Member Contract! A Community HealthCorps Member Contract MUST be completed and signed by the Member and Program Coordinator before the Member begins serving. The Site Supervisor should sign prior to or very soon after the Member’s service begins. The Member Contract outlines the following information: • Eligibility Verification • Term of Service • Service Description & Member Assignment • Benefits (including living allowance, training, child care, health care, loan forbearance) • Rules of Conduct & Disciplinary Procedure • Release or Suspension from Term of Service • Member Restrictions • Grievance Procedure

15. Site Supervisor Training Creating the Member Assignment

16. What is the purpose of the Member Assignment? The assignment can make or break the placement. • A Member Assignment charts a course of action for the Member’s term of service. • It provides a clear understanding of the assignment to avoid confusion over what is expected of the Member in the year ahead. • It helps develop short-term goals to reach a long-term plan. • It provides direction for the Member and aids the supervisor in talking about what is and is not working. • It helps define the Member’s role in the team’s Performance Measure targets.

17. While developing the Assignment keep in mind… • Be realistic – be careful not to overwhelm the Member • Unique talents of Members • Direct service and capacity building activities that address health and/or human needs in the community • Outreach to vulnerable and/or underserved populations • Development of new position(s) • Activities that enhance or expand availability of services being provided and are not being done by employees • Service that would not otherwise get done • Direct service activities that help reach your program site’s Performance Measure targets • Sustainability! How can this project become sustainable?

18. While developing the Assignment keep in mind… To include tasks that allow for tracking Performance Measure data including: • # of new clients served and who they are • # of volunteers recruited to serve and who they are • Amount of dollars and in-kind donations generated • Data for milestones - # of successful capacity building efforts (strategic plans developed, programs evaluated, community assessments completed, etc.) Community HealthCorps’ Performance Measures are collected through the Direct Service Reporting Excel Spreadsheet and in OnCorps Reports through the Volunteer Mobilization and Capacity Building reports.

19. Community HealthCorps’ Performance Measures Click here to learn about Community HealthCorps’ Performance Measures. • ACCESS TO CARE:educating economically disadvantaged individuals about health insurance, management of chronic conditions, and navigation of the health care system to help increase proper utilization of preventive and primary care services. • FINANCIAL LITERACY:emphasizing economic opportunity with a focus on engaging economically disadvantaged individuals in improving their financial knowledge as it relates to health care. • INDEPENDENT LIVING:assisting older adults and individuals with disabilities with receiving food, transportation, or other supportive services that help them to live independently.

20. Site Supervisor Training Member Activities

21. Employee vs. Community HealthCorps Member A Community HealthCorps Member is NOT: • an employee of the placement site • an employee of the program site • an employee of NACHC or CNCS When referring to a Community HealthCorps Member:

22. Service Activities Serviceis work that addresses unmet human needs, the environment, public safety, and/or education. Examples include: • Outreach & Advocacy: Conduct outreach in the community and provide education about health insurance eligibility, available health and related programs, and health care options • Enrollment and Registration: Assist individuals with the enrollment and/or registration process for health programs, health insurance plans, and/or pharmaceutical assistance programs • Improve Utilization of Health Services and Programs: Provide linguistically and culturally appropriate translations, provide transportation assistance, provide health and health-related financial education in one-on-one or group settings, assist individuals with navigating health and related services/programs, etc.

23. Service Activities continued… Capacity Buildingis: • Conducting outreach and securing resources in support of service activities that meet specific needs in the community • Developing collaborative relationships with other organizations • Helping build the infrastructure of the sponsoring organization, including: • Conducting research, mapping community assets, or gathering other information that will strengthen the organization’s ability to meet community needs • Developing new programs or services in an organization seeking to expand • Developing organizational systems to improve efficiency and effectiveness • Automating organizational operations to improve efficiency and effectiveness • Staff and board education

24. Grant Writing & Fundraising Activities Members may raise funds directly in support of their service activities up to 10% of their total service time.

25. Employee Displacement & Duplication REMEMBERING that a Community HealthCorps Member is NOT… • an employee of the program site, placement site, NACHC, or CNCS • is not to be confused with a community volunteer • is not to be confused with an intern or student Community HealthCorps Members may not displace or duplicate the service provided by an employee or volunteer: Members are not allowed under any circumstances to: • perform employee’s duties or otherwise displace employees • fill in for an absent employee or volunteer • perform services, or activities that had been assigned to an employee or volunteer • or duties assigned to an employee or volunteer who has recently resigned or been discharged for any reason

26. Employee Displacement & Duplication continued… Programs may not use Members, even temporarily, to replace staff: • If staff is on maternity leave, and/or offsite for any reason, a Member may not fill this duty • If staff is out sick, on vacation, etc. a Member may not fill this duty • If staff leaves for his/her lunch hour or break, a Member may not fill this duty • If staff is on strike or boycott, a Member may not fill this duty • A Member may not assist staff to complete a duty in his/her job description, unless the Member is expanding or enhancing this service in some way

27. Prohibited Activities Community HealthCorps Members or staff members charging time to the AmeriCorps grant may NOT participate in any of the following activities: • Attempt to influence legislation • Conduct voter registration drives • Organize or engage in protests, petitions, boycotts, or strikes • Assist, promote, or deter union organization • Engage in partisan political activities or other activities designed to influence the outcome of an election • Participate in, or endorse, events or activities that are likely to include advocacy for or against a political party, platform, candidate, proposed legislation, or elected officials • Provide abortion services or make referrals* for such services *A referral consists of a name, address, telephone number, and other relevant factual information such as insurance accepted.*

28. Prohibited Activities (continued) AmeriCorps members may not provide a direct benefit to: • A for-profit entity; • A labor union; • A partisan political organization; or • A nonprofit entity that fails to comply with the restrictions contained in section 501(c)(3) of U.S. Code Title 26 • Engage in religious instruction, conduct worship services; construct, operate, or manage facilities devoted to religious instruction or worship; engage in any form of religious proselytizing • An organization engaged in the religious activities described earlier, unless Grant funds are not used to support the religious activities

29. Site Supervisor Training Member Training & Development

30. Training Conducted by the Program Coordinator Pre-Service Orientation (PSO): is conducted at the beginning of the program year, and when Members begin service throughout the year • It provides an in-depth introduction to the Community HealthCorps, its objectives, performance measures, and policies and procedures On-Going Training: All programs are required to provide 12 hours per month of training/development to Members • Prescription for Success Curriculum - required for all Members by April 30 of the program year • Regularly scheduled team meetings • Life After AmeriCorps - Designed to provide Members with the necessary tools to transition from a year of service to a professional career or further schooling, and should build professional skills • Other examples include Member Development calls hosted by NACHC and local training opportunities when available

31. Training Conducted by the Site Supervisor Placement Site Orientation – conducted by the site supervisor and other health center staff during the first few weeks at the placement site. Which introduces the new Community HealthCorps Member to: • Community culture • Organizational culture • Member-Supervisor relationship and communication • Project-specific skills • Safety policies On-Going Training – Conducted at key points in a Member’s term of service. For example: • Early in the term – develop knowledge & skills the Member and supervisor identified as required in reviewing the Member Assignment • Should a development opportunity present itself (i.e. local training opportunities)

32. Member Development & Training • The Corporation for National and Community Service allows up to 20% of total service time to be dedicated to training • Members may earn no more than 10% of a Members total service hours (as part of the 20% cap on training hours), can be earned through an approved college/GED coursework. This must be pre-approved by the Program Coordinator • For the complete guidance and requirements on Member Training & Development, please see the “Tools for Program Staff” section of the Community HealthCorps website • NACHC encourages Program Coordinators and Site Supervisors to work together to meet all Member training and development needs

33. Site Supervisor Training Managing Members

34. Member are expected to…. • Show respect for the program staff, agency staff, the community, and fellow Community HealthCorps Members at all times • Act as an appropriate role model with service recipients and within the community • Follow directions as set forth by the program • Uphold all privacy regulations as set forth by the agency • Direct concerns, problems and suggestions to their Site Supervisor and/or Program Coordinator • Abstain from engaging in prohibited activities while earning service hours and/or wearing the AmeriCorps and/or Community HealthCorps logos • Communicate effectively and respectfully with site supervisors, program coordinators, and other program staff • Be present and punctual for service • Satisfactorily complete service assignments as defined in the Member Assignment, and determined by the Program Site • Consistent and reliable attendance is essential to providing service • Members are expected to report to their service sites as scheduled and be ready to serve at the scheduled time • Member must certify the integrity of data contained in surveys and other reporting tools.* Review the Rules of Conduct found in the Community HealthCorps Member Contract.

35. When to call the Program Coordinator Site Supervisor should call the Program Coordinator if… • The Member doesn’t show up for service • The Member is hospitalized • The Member is arrested • The Member is not performing and you tried dealing with the challenges • You want to terminate the Member • The Member is doing a wonderful job!! Members are trained to call the Program Coordinator if… • They feel they were discriminated against • They had a family emergency and need to get home • They were arrested • They have a work-related injury • The site supervisor attempted to terminate the Member • The site supervisor asked them to perform unallowable activities

36. Timekeeping • Timesheets are to be completed by the Member in the OnCorps online reporting system each pay period • Members enter in and out time rounding to the nearest quarter (.25) hour • Members note their daily activities by choosing a service category and using the “activity description” box each day • Members submit the timesheet electronically, and the Site Supervisor approves the timesheet, certifying that the Member served the hours indicated • Program Coordinator is responsible for final approval • Timesheets must be approved in OnCorps within 2 weeks after the end of the pay period • If errors are found on the timesheet please contact the Program Coordinator to ensure that the timesheet is corrected and approved

37. Member Leave and Civil Duty • Timesheets must be submitted for every day of a Member’s term of service, unless the Member is suspended • Community HealthCorps Members do not earn vacation leave or sick leave; however, it is understood that circumstances may arise that require a Member to take a day off • Record days off on the timesheet as 0 hours • Leave should always be approved by the site supervisor • Leave policies should be communicated to the Member at the beginning of the term of service VOTING • Members who cannot vote before or after service hours should be allowed to take time off to vote without penalty • Members may not earn service hours for voting JURY DUTY • While serving on jury duty, Members may accrue service hours

38. Breaks & Travel DAILY BREAKS REQUIREMENTS Lunch Breaks (Members do not accrue service hours during lunch breaks) • Members must be scheduled for a 30 minute lunch break if the Member is scheduled for a 6-8 hour service day Breaks • Breaks are designed for Members to use the restroom, get water, etc. Members are authorized a 15 minute break for every 4 hours served MEMBER TRAVEL • No hours should be earned for travel to and from home to the service site each day • If attending an event or training, service hours may be earned for travel that exceeds the distance the Member would normally travel to get to the service site *For example, if the Member’s normal commute is 30 minutes, but they are attending a training that requires a 60 minute commute, the Member will earn 30 minutes of service hours.*

39. Member Performance Reviews • Every Member should receive 2 reviews: • Mid-term: Within 30 days of the half-way point of a Member’s service • End-of-term: Must occur within 30 days prior to the expected end date • Review is focused on skills, quality and quantity of work, job knowledge, work habits, adaptability, cooperation, dependability, attendance, etc. • Used to determine whether the Member is eligible to serve a second term • Review is ideally conducted by the site supervisor • Communicate review to Member(s) verbally and in writing • Members will receive a copy of their evaluation • Use the Community HealthCorps Performance Review form

40. Disciplinary Procedure • Written Warning- It is at the discretion of the program site and placement site to decide when to issue a written warning based on the severity and/or frequency of the violation(s) • Suspension – Upon continued refusal to comply after a written warning, the Member may be suspended for one day or more, at the discretion of the program site, during which time his/her living allowance is pro-rated. The Member will not be able to make up those days and/or hours for which Member is suspended for disciplinary actions • Release for Cause – Upon continued refusal to comply after the Member has been suspended, the Program Site may terminate the Member, and the Member will receive no part of the education award Program Coordinators and Site Supervisors should always document any issues or concerns with a Member, and/or disciplinary action taken on a Member.

41. Suspension & Termination • ONLY the Program Coordinator can terminate or suspend a Member • Members can be terminated in 2 ways: • For compelling personal circumstances • Circumstances that make completing the term of service very difficult or impossible (i.e. personal injury or illness, injury or illness of a family member whom the Member must care for) • May receive a pro-rated education award if the Member served at least 15% of his/her term • For cause • All other reasons that are not compelling personal circumstances • Member receives no part of the Education Award • Be sure to keep the Program Coordinator informed if you are having problems or issues with the Member’s performance so that you can work together on disciplinary problems, suspension and / or termination

42. Successful Completion of Service Members have successfully completed service when: • The Member has earned at least 1700 hours, and • Served an average of at least 30 hours per week, and • Served their agreed upon term of service (as defined in the Member Contract which can be no less than 9 months), and • Satisfactorily completed PSO, the Prescription for Success curriculum, and any related service assignment training, and • Satisfactorily completed service assignments as defined in the Member Assignment, and determined by the Program Site

43. The Hotline and Resources Community HealthCorps Hotline: 301-347-0481 The Community HealthCorps Hotline is designed to allow callers to report important information to NACHC anonymously and confidentially.