STAR AmeriCorps Program Host Site Agreement

Transcription

1 STAR AmeriCorps Program Host Site Agreement Instructions for Partner Site: 1. This Agreement must be fully executed before any Members can be placed. 2. Both Partner Site Agency authorized signer and assigned Member Mentor should read the entire agreement and STAR Manual thoroughly and discuss any concerns or suggestions for amendments with STAR AmeriCorps Financial Director, Margaret O Neal. 3. Authorized signer should print out and sign the agreement. 4. If you have a scanner, scan the entire co-signed document and send it to STAR@jedc.org. Otherwise, mail or deliver the agreement to: Juneau Economic Development Council 612 W. Willoughby Ave., Suite A Juneau, AK A JEDC executed copy of the agreement will be scanned back to you. This document defines the responsibilities of STAR and Partner Site with respect to STAR AmeriCorps Member(s) service to strengthen the community of Juneau and provide direct service in the areas of disaster preparedness, education, economic empowerment, environmental stewardship and promotion of healthy families. Member Award Partner Site is awarded the following member(s) for the program year: # How many? Full Time (1700 hours) Member(s) Awarded Questions? STAR contacts at JEDC are: Rebecca Soza Margaret O Neal Brian Holst STAR AmeriCorps Financial Director JEDC Director of Operations STAR Manager JEDC STEM Alaska Program Manager STAR Director JEDC Executive Director (office) (office) (office) (cell) (cell) (cell) rsoza@jedc.org moneal@jedc.org bholst@jedc.org

2 STAR AmeriCorps Program Host Site Agreement This Agreement is between Juneau Economic Development Council and its STAR AmeriCorps Program (hereafter referred to as STAR ) and Host Agency (hereafter referred to as the Partner Site ). Through this agreement, STAR will assign AmeriCorps member(s) (hereafter referred to as the Member ) to Partner Site for the purpose of performing service to strengthen the community of Juneau and provide direct service through Partner Site consistent with the Member s Position Description, Service Plan in one or more of the areas of disaster preparedness, education, economic empowerment, environmental stewardship and promotion of healthy families. This Agreement shall become effective on October 1, 2015, and shall terminate on the last day of service of any Member(s) assigned to the Host Site under this Agreement, unless terminated early by either partner. Any early termination of the Host Site Agreement between STAR and Partner Site will result in the termination of all provisions within this Host Site Agreement, with the exception of financial obligations outlined in Section II.B. I. JOINT RESPONSIBILITIES. A. MEMBER RECRUITMENT Recruitment is a joint responsibility between STAR and the Partner Site. Each will seek individuals with an interest in AmeriCorps service. It is the responsibility of STAR to ensure candidates meet the minimum qualifications outlined by the Corporation and it is the responsibility of Partner Site to timely select an individual who will be the best fit for the organization. 1. STAR ROLE STAR will assist Partner Site to develop Position Descriptions and advertise positions, screen applicants to ensure that they meet AmeriCorps eligibility and are a strong match with the mission of STAR and partner organizations. S TAR performs reference and initiates criminal background checks on all applicants who accept position offers before they begin their term of service or sign their acceptance letter. STAR makes all offers of positions to candidates and executes all Member Service Agreements. 2. PARTNER SITE ROLE Partner Site will recruit in a timely fashion. When STAR sends a candidate s application for a site s consideration, the Mentor will inform STAR Program Manager within two working days of intent to interview the candidate and contact the candidate to schedule an interview within a week of contacting the candidate. Partner Site must decide whether to select the candidate and inform STAR Program Manager within a week of the interview. Page 1

3 B. SAFETY OF MEMBER Both parties to this Host Site Agreement shall make every reasonable effort to ensure that the health and safety of STAR AmeriCorps Members are protected during the performance of their assigned duties. Neither STAR nor Partner Site shall assign or require STAR AmeriCorps Members to perform duties that would jeopardize their safety or cause them to sustain injuries. II. PARTNER SITE RESPONSIBILITIES Partner Site agrees to meet the following requirements and responsibilities as outlined by the Corporation for National and Community Service (hereafter referred to as the Corporation ) and the STAR AmeriCorps Program Manual. A. MEMBER SUPPORT Partner Site must meet the following requirements to maintain positive status with STAR and to be eligible for future member placement. Eligibility for continued member placement does not guarantee continued participation in the program. 1. Partner Site must assign each Member a qualified and dedicated Mentor who oversees the Member s service and performance, ensuring Mentor has previous experience in supervision, manages day to day operations in STAR area where Member serves, has the flexibility and resources available to creates the necessary time to supervise the Member. a) Mentor must attend all required trainings, read and become familiar with all Program materials and processes required by STAR and the Corporation. b) Mentor must consent to and be cleared in the same criminal background check process as the assigned Member before the service year begins. Returning Mentors do not need to be rechecked every year. The third-party cost of the checks (fingerprinting and FBI fee) to be paid by the Partner Site. Checks include: i. FBI fingerprint check for covered positions with access to children, disabled adults and persons 60 years old and older, with cost paid by Partner Site; ii. iii. Alaska statewide check; and National Sex Offender registry check. c) Mentor must perform, assign appropriate accompaniment and also document accompaniment of Members for each occurrence of a Member s access to vulnerable populations prior to STAR s receiving clearance of the Member s criminal history checks. d) If Partner Site wishes to change the Mentor for any reason, selection of a new Mentor requires the approval of STAR Program Manager. Training of the new Mentor would be a joint responsibility of Partner Site and Program. If the site cannot identify a new Mentor who can adequately coach and supervise the Member, then this would be grounds for STAR ending the agreement and transferring Member to another location. e) Mentor will provide the following Member support: Page 2

4 iv. Be available a daily basis for Member and hold face-to-face weekly meetings of at least one hour with the Member. v. Advocate for Member within and translate to the rest of Partner Site organization about AmeriCorps, what is appropriate for an AmeriCorps Member and what is not appropriate. The Mentor is the first line of defense if Member is looking for support. Program STAR Program Manager will become involved if a Mentor and Member cannot resolve an important issue. vi. Be the only person at the site who gives Member assignments. If there is a situation where other site staff also need to direct the AmeriCorps Member, this must be approved by STAR Program Manager beforehand. vii. Inform Program STAR Program Manager if a Member has violated the terms of their contract in some way (unprofessionalism, repeated tardiness, not turning in work on time, etc.). STAR Program Manager can then determine what corrective action is necessary. A Mentor may not unilaterally suspend a STAR Member from their site unless they determine personal safety is endangered. viii. Provide necessary training opportunities for STAR AmeriCorps Members to be able to perform their Service Plan activities and meet the Member s professional development goals. ix. Approve Member time records on the OnCorps system. Approval of Member time requires Mentor to monitor of and verify Member hours for the timesheet categories of direct service, training, and capacity building. Program STAR Program Manager takes responsibility for verifying Corps day hours and STAR community service project hours. A Mentor has until the Wednesday after a timesheet is due to approve a timesheet once he/she has received it electronically from the Member. Mentors are responsible for following up with Members who do not complete timesheets when required. f) Partner Site, with Member participation, will write and obtain Program Manager approval for a Member Service Plan for each Member no later than 30 days after the start date of the Member, which includes service projects and allows for leadership development opportunities, correcting as soon as possible throughout the course of the Member s service year, the Member s Service Plan if a Member is unable to execute the plan, completes the plan earlier than anticipated, is behind on service hours, or if there is any substantial change in a Member s Service Plan. Any changes to the Member s Service Plan must be approved by STAR Program Manager before implementation. g) Partner Site encourages and supports: i. Member efforts to develop and implement collaborative programs involving other Members and Partner Sites to address community needs in Juneau; ii. Member time during service hours for on-site AmeriCorps related research, off-site training and development meetings scheduled by the Program, Page 3

5 and other relevant meetings or activities including planning, research and preparation for direct service, participation in staff meetings, time to meet with his/her Mentor, and to complete Program required timekeeping, service reports, reflection activities, etc., (minimum of two hours a day should be standard). h) Partner Site provides Member with an orientation to Partner Site organization, including but not limited to mission, structure, expectations, space, staff, and resources for support, personnel policies, and procedures. i) Partner Site helps Member comply with Member Service Agreement and notifies STAR Program Manager immediately if Member is in violation of their contract. j) Partner Site notifies STAR Program Manager immediately of any problems or concerns with the Member s well-being or their service (Program staff support and other resources are available to assist in resolving such challenges). k) Partner Site completes formal written evaluations of Member service two times per year, to be submitted December 15th and June 15th, using the forms provided by the Program. 2. Partner Site provides transportation or reimburses Member for transportation costs at Partner Site s regular mileage reimbursement rate if Member service activities require travel between service sites during regularly scheduled service hours. 3. Partner Site must provide Member a dedicated space (cubicle, desk, booth, station, etc.) which includes access to a computer, internet, office supplies, phone, fax, and other materials as necessary to complete assigned tasks. Reasonable accessibility accommodations must be provided when required. Members shall be provided access to refrigerator and microwave; and a secure place to keep personal belongings. 4. Partner Site must not ask or require Member to serve over 1,700 hours during the Member s term of service Partner Site acknowledges not all of the Member s service hours are will be served at the Partner Site. Over the course of the year, Member will serve a minimum of 100 hours on STAR collaborative community service projects and national Day of Service activities, and about 180 hours of Program Programed professional development trainings. The site should schedule their Member for an average of 35 hour service weeks during a non-corps day week and 28 hour service weeks during a Corps day week. Members with Service Plans have seasonality (ie school year or construction season) should have service schedules that reflect when more or fewer hours are required. If Member falls behind in their target hours (due to vacation or illness) to complete their 1,700 hour service commitment, the Mentor and STAR Program Manager will implement a corrective plan with Member that will increase site requirements for weekly hours served. Members must request and Mentors must approve Member time away from the site during regularly scheduled hours for STAR collaborative projects, vacation, or other reasons. Any 1 Note: STAR will recommend Members serve additional hours simply to provide a cushion in the event of possibly disallowed hours reduce the Members hours below the contract minimum Page 4

6 Member vacation length of over a week must be pre-approved by STAR Program Manager as well as the Mentor. 6. Partner Site understands if for any reason Member withdraws or is released from Partner Site or the Program, assignment of another Member may not be possible and is not guaranteed. 7. Mentor will attend Partner orientation training and a minimum of three quarterly Partner meetings. 8. Partner Site will permit STAR AmeriCorps Members to participate in three required national Days of Service, and support Member by encouraging its staff to volunteer or provide other resources to support Day of Service activities. 9. Partner Site will host site visits conducted by the Program, three times and additionally as required. 10. Partner Site will not claim ownership of intellectual property or other readily transferable products created by Member. As STAR Members are not employees of the Partner Site, products created by Member, such as curriculum, marketing materials, displays, or other materials may be shared with STAR, within the STAR network, and posted for public use on the STAR AmeriCorps Program s webpages. B. MEMBER PLACEMENT FEE Partner Site agrees to pay STAR a Member Placement Fee of $16, for each full time Member assigned to the Partner Site. 1. Payment shall be made by check to: JEDC 612 W. Willoughby, Suite A Juneau, AK If Partner Site desires to pay by debit or credit card, an additional 3% fee to defray the cost to JEDC s for processing card payments will be added to the amount due. 2. Payment may be in advance or in in two payments of $8, each. The first payment is due or before the Member s first day of service. The second payment is due January 15, Payments received after the last day of the month due will be charged a late fee of $ Failure to meet payment deadlines may result in STAR reassigning Member position to another Partner Site and may reflect negatively in subsequent year site selection process. 3. Member Placement Fee must be paid from a non-federal source, unless STAR receives written consent from the Partner Site s federal funder, at the agency level, that the funder understands and permits agency funds to support an AmeriCorps program. 4. Grant terms and conditions from the Corporation for National and Community Service state that if AmeriCorps members leave their position before their term of service is ended for any reason, and Member has completed more than 30% of their required hours (510 hours), then Page 5

7 the position may only be refilled if the STAR has unused position slots available. 5. Provided Partner Site has materially complied with the terms of this Agreement, material compliance to be determined solely by STAR, a portion of placement fees paid may be refunded, as follows: C. IN-KIND MATCH a) If STAR releases an assigned Member for any reason within the first 30 calendar days from the first day of the Member s service year, STAR will retain $2, of Member placement fee and refund the balance of Member Placement Fee. b) If STAR releases an assigned Member for any reason after the 31st day of the Member s term of service and up to November 15, 2015, STAR will retain $8, c) If STAR releases an assigned Member for any reason after November 15, 2015, and on or before May 1, 2016, then STAR will retain the first payment of $8,150.00, and Partner Site will be responsible to pay $1, for each calendar month or part of month that Member serves in Partner Site from November 2015 through April d) If STAR releases an assigned Member for any reason after April 1, 2016, there will be no refund. e) If STAR reassigns an assigned Member at any time due to Partner Site noncompliance with this agreement, there will be no refund. 1. Partner Site will assign a Mentor for each Member, who will be responsible for assisting in Member recruitment and daily Member management including the following activities: scheduling, day-to day performance oversight, training, performance evaluation, compliance with ethical standards, and communication with Program staff. Mentor time related to mentoring the Member(s) and other Program-related activities performed by Mentor including reporting and evaluation and participation in Program meetings and trainings shall be reported to STAR monthly using the OnCorps web platform. 2. Mentor will allocate at least 20 hours a month of his/her work-time to STAR Program and Member support as in-kind hours. This portion of the Mentor s salary must come from a nonfederal source, unless STAR receives a written documentation, from the Mentor s federal funder at a national level, that the funder approves using federal resources to supporting another federal agency through AmeriCorps. 3. Partner Site must disclose to Program the amount of Mentor s fully loaded salary (total wage plus benefits, leave accrual, holiday pay, etc.) in order to calculate the site in-kind contribution. This information is kept confidential by Program. Partner Site is required to update Mentor s loaded salary amount whenever there is a change. 4. Mentors must submit in-kind hours each month by 5 th day of the following month. D. COMMUNICATION AND DOCUMENTATION 1. Partner Site is responsible for tracking, archiving, communicating, and following through on all information presented at site visits, Mentor meetings, future communications, and Page 6

8 additional information shared by STAR regarding terms of placements, member rules of conduct, grievance procedures, prohibited activities, and all other program expectations and conditions. 2. Partner Site will document, evaluate and report quarterly on Member service impact and communicate with STAR concerning development and attainment of performance measures and achievement of Members such as volunteers mobilized, direct service outcomes for community residents, capacity building projects, etc. 3. Partner Site will complete mid-term and end of service performance evaluations as required by STAR and CNCS. 4. Partner Site is responsible for immediately informing STAR of any changes in the leadership of the Partner Site, either of the Mentor or within the Mentor's direct chain of supervision. Partner Site will update contact information whenever a change is made. In no event will a Member serve without a single assigned Mentor for guidance and support. 5. Partner Site must notify STAR Program Manager immediately regarding unscheduled changes of status and conditions of STAR AmeriCorps Members, such as arrests, hospitalization, and absence without leave. Partner Site may advise a Member not to report back to the site until a conflict has been resolved, but Partner Site cannot unilaterally dismiss Member without agreement from the Program. 6. Partner Site will maintain records and assist STAR to maintain complete records pertaining to Members and the execution and impact of service projects as required by STAR and the Corporation for National Community Service (CNCS). This includes, but is not limited to, , postal, and fax correspondence that may aid in the investigation of the Member s service and completion or termination. Partner Site agrees to retain such records for a period of five years after completion of service or termination of the project, or longer if required for administrative proceedings and/or litigation purposes, and to provide access to such records to the Corporation for the purpose of litigation, audit, or examination. 7. Partner Site will reference and promote STAR and AmeriCorps in any internal or external communications that reference projects that include Member service activities. 8. Partner Site will display an AmeriCorps sign provided by Program to identify the site as an AmeriCorps site. The sign should be placed in a public space at the site. 9. Partner Site will provide letters of support to help STAR raise funds to support STAR if requested to do so. 10. Partner Site will release Members to aid in relief efforts related to natural or man-made disasters at the direction of Program staff. 11. Partner Site will make Member and/or Mentor and/or service site available if requested by Serve Alaska and/or CNCS. Page 7

9 E. LEGAL COMPLIANCE 1. Partner Site will ensure that Partner-site staff and Member(s) hosted by their organizations will not engage in the Corporation s Prohibited Activities in any manner during service or in-kind hours 2. While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps Program or the Corporation, staff and members may not engage in the following activities: a) Attempting to influence legislation; b) Organizing or engaging in protests, petitions, boycotts, or strikes; c) Assisting, promoting, or deterring union organizing; d) Impairing existing contracts for services or collective bargaining agreements; e) Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; f) Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; g) Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; h) Providing a direct benefit to iii. iv. A business organized for profit; A labor union; v. A partisan political organization; vi. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent AmeriCorps Members from engaging in advocacy activities undertaken at their own initiative; and vii. An organization engaged in the religious activities described in Paragraph g. above, unless CNCS assistance is not used to support those religious activities; i) Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive. j) Providing abortion services or referrals for receipt of such services; and 2 Mentors must, before approving timesheets, be sure Member(s) were not engaged in any of the Prohibited Activities described. Page 8

10 k) Such other activities as CNCS may prohibit 3. l) AmeriCorps Members, while completing service hours or while engaging in service-related activity, will not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. m) AmeriCorps Members may exercise their rights as private citizens and may participate in the above activities on their own initiative, on non-americorps time and using non-corporation funds. The AmeriCorps logo should not be worn while doing so. 2. Ensure grant-funded activities are compliant with non-supplantation, non-duplication and non-displacement restrictions. (a) Supplantation. Corporation assistance may not be used to replace State and local public funds that had been used to support programs of the type eligible to receive Corporation support. For any given program, this condition will be satisfied if the aggregate non-federal public expenditure for that program in the fiscal year that support is to be provided is not less than the previous fiscal year. (e) Nonduplication. Corporation assistance may not be used to duplicate an activity that is already available in the locality of a program. And, unless the requirements of paragraph (f) of this section are met, Corporation assistance will not be provided to a private nonprofit entity to conduct activities that are the same or substantially equivalent to activities provided by a State or local government agency in which such entity resides. (f) Nondisplacement. An employer may not displace an employee or position, including partial displacement such as reduction in hours, wages, or employment benefits, as a result of the use by such employer of a participant in a program receiving Corporation assistance. 3. With prior Program approval, which may be withheld at the sole and absolute discretion of the Program, Partner Site may employ and compensate Member for time spent above and beyond contracted AmeriCorps hours. However, the duties during this paid time and hours committed to paid employment must: a) Be entirely separate and substantially different from and subordinate in priority to the Member s AmeriCorps service. b) Be submitted in writing to STAR for approval before any commitment to employ a Member is made. c) Not distract or limit a Member s ability to successfully complete service hours and service project. 4. Partner Site may not compensate Member for service, whether or not service hours extend beyond the 1,700 required in Member Service Agreement. Page 9

11 5. Partner Site will not engage Member in general administrative duties, including filing, photocopying, collating, and/or mailing. These activities are allowed only if directly related to and if they supplement the duties describe in the Member s Position Description and Service Plan as approved by the Program. 6. STAR AmeriCorps Members may raise funds directly in support of their specific project s service activities, described in the Member s Position Description and/or Service Plan, that meet local, environmental, educational, public safety, homeland security or other human needs. Examples of fundraising activities Members may perform include, but are not limited to the following: a) Seeking technology donations from companies; b) Writing a grant proposal to a foundation to secure resources to support the training of volunteers. c) Securing supplies and equipment from the community to enable volunteers to help build houses for low-income individuals; d) Seeking a donation from alumni of STAR for specific service projects being performed by current Members. e) Partner Site must ensure Member s service activities do not include the following: viii. Charging clients or users of services of STAR member. All services provided by STAR Member must be free to the public. ix. Raising funds for the Member s living allowance or the Partner Site s Member Placement Fee; x. Raising funds for an organization s operating expenses or endowment; xi. Writing grant applications for AmeriCorps funding or for any other funding provided by the Corporation for National and Community Service; and xii. Writing grant applications for funding provided by any other federal agencies. 7. Partner site will ensure Members do not assist, promote, or deter union organization, as well as not violate the Hatch or Federal Anti-lobbying Acts. 8. STAR is an Equal Opportunity/Affirmative Action program, providing equal opportunities to all those qualified without regard to factors such as race; color; national origin; sex; sexual orientation; religion; age; disability; political affiliation; marital or parental status; military service; or religious, community, or social affiliations. Reasonable accommodations will be provided upon request. Partner Site will abide by this same policy when interviewing, selecting, and supervising the Member. Partner Site will maintain and preserve a service environment that is free from sexual and other forms of harassment or retaliation, including retaliation following a Member s grievance. 9. Partner Site will follow the guidelines of the Drug-Free Workplace Act of 1988 (41 USC 701 et seq.) Page 10

12 F. NON COMPLIANCE STAR may transfer a Member from one Partner Site to another if STAR determines that Partner Site has a consistent pattern of not meeting the obligations of this agreement and, after attempts at redress, Program judges it unlikely that necessary compliance from Partner Site will be met. G. SERVICE IS DIFFERENT 1. Partner Site shall use and habituate its staff to use Corporation approved language when referring to their Member. Use of AmeriCorps unique language is meant to highlight and reinforce that national service is unique from both employment and volunteering. Use of AmeriCorps terminology also serves to highlight the impact that AmeriCorps makes in our communities, and not confuse AmeriCorps with staff replacement which is forbidden. Specifically, Partner Site should use: AmeriCorps Member not AmeriCorps volunteer, staff, worker or employee Living allowance not wage, salary or paycheck Serve or service not work Service position not job Service Site not job, worksite or jobsite Position Description not job description Education Award not scholarship 2. Partner Site acknowledges Member provides direct service to community beneficiaries (individuals, families, and/or groups) while hosted and mentored by the Partner Site. Member is not an employee, intern, or volunteer of the Partner Site; they are participants in a national service program. Member does not serve an organization; they serve the community through direct service supervised by the Partner Site. While Partner Sites are encouraged to integrate Member into the overall staff as fully as possible, Member activities are to remain within the limits of STAR approved Position Description and Member Service Plan. 3. Partner Site will ensure Member wears AmeriCorps service gear during service hours. III. STAR RESPONSIBILITIES A. MEMBER PLACEMENT AND SUPPORT. STAR s primary programmatic responsibility is the success of the Member. STAR will directly and/or indirectly provide Member with the following: 1. Members living allowances on a semi-monthly schedule along with related Member benefits and payroll taxes. 2. Post-service education award when Member successfully completes their term of service. 3. Health Insurance if Member qualifies for such coverage. 4. Child Care assistance if Member qualifies for such coverage. 5. AmeriCorps service gear for all Members. Page 11

13 6. Appropriate support in situations or life events that may delay or prevent Member from successfully completing their service year. 7. Appropriate support when a situation with Partner Site or Mentor prevents Member from successfully completing their service year. 8. Consistent communication. 9. Notice of any activities prohibited by CNCS or Serve Alaska subsequent to execution of this agreement. 10. STAR will make every effort to match Partner Site with Member(s) who provides the best fit in terms of qualifications, time commitment, and personal development goals. 11. STAR has sole authority to formally discipline Members and alter the terms of Member Service Agreements. Including: a) Dismissal or suspension of Member from the STAR AmeriCorps Program or Partner Site in accordance with the rules of the Corporation and the STAR s policies and procedures. b) Reassignment of Member to another Partner Site or change the number of contracted service hours as necessary to support Member s successful completion of his/her term of service. 12. Provide Member and Host Site training including: a) Orientation to AmeriCorps service and STAR policies and procedures. Participants will receive information and training on: i. Instruction on time and activity reporting, and other documentation on AmeriCorps and Program personnel policies and grievance procedures; ii. The AmeriCorps and the National Service movement and STAR operation, goals and objectives; and iii. Member development and supervision. b) Regular training and technical assistance to Members, Mentors and Partner Site staff as required throughout STAR year. Such assistance includes: i. Development and implementation of regularly scheduled Member professional development and corps building training sessions, Member meetings, assistance with community service projects, and statewide Member events; ii. Instruction of Partner Site and Members on systems used by STAR for the effective evaluation of their Member(s) performance, including time and activity reports, monthly, semi-annual and annual reports, Member evaluations, and training session evaluations. iii. Confirming with Partner Site a schedule of training dates and other Page 12

14 events during which Member will be away from his/her service site. 13. Site visits by STAR staff three or more times a year; and 14. Other support and guidance as needed by Mentors, Partner Site staff and Members. B. Maintain and update Member service records including timesheets, enrollment and eligibility documentation, Member agreements, status changes and exit forms as required by the Corporation for National and Community Service. C. Provide accounting and fiscal management services. D. Discipline or release a Member from service early either for cause or for compelling personal circumstance according to the policies and procedures set out in STAR Manual. E. Complete an assessment of the host site at mid-year and end-year for compliance with the agreement. This review tool serves as an indicator to assist STAR Program Manager in determining current and future partnership with the site. See Appendix A for a copy of Site Review Tool. IV. TERMINATION AND MODIFICATION A. This Agreement can be terminated by mutual agreement of the parties or by either party giving thirty (30) days written notice prior to the effective date of the termination. STAR may, with five (5) days written notice, suspend or terminate the Agreement in whole or in part whenever STAR determines there is a material failure or threat of failure to comply with the applicable terms and conditions of the Agreement. B. This Agreement may be amended at any time by mutual written agreement executed by authorized representatives of STAR and the Partner Site. V. AUTHORIZATION & EXECUTION Juneau Economic Development Council/STAR (Program) and Partner Site hereby acknowledge by their signatures that they have read, understood, and agreed to the terms of this document, and are authorized to do so. Host Agency Juneau Economic Development Council X By: NAME Its: Executive Director Date: X By: Brian Holst Its: Executive Director Date: Page 13

15 VI. MENTOR ACKNOWLEDGEMENT Mentor Name & Contact: Name: Title: Phone: I have read and understand this Agreement and agree to provide Mentorship to the Member s assigned to me according to the provisions of this Agreement. X By: Mentor Name Date: Page 14

16 APPENDIX A to Host Site Agreement STAR SITE VISIT REVIEW TOOL Program Year: Mentor Name: Site Location: Date of Visit: # Years in STAR Program: # Years in AmeriCorps Program(s): Directions: Mentors, please print and complete prior to visit by STAR Program Manager. STAR EXPECTATIONS YES NO COMMENTS The Site has provided adequate space and resources for Member s service Site played an active role in recruiting for their Member Site is following up with potential candidates in a timely manner Member and Mentor meet on at least a weekly basis at a regularly scheduled time Mentor is responsive to Member needs Member s Service Plan is appropriate to the talents of Member and has the right mix of direct service and capacity building activities Member has an average of two hours a day when they are uninterrupted by clients to better concentrate on service projects, direct service preparation, professional development, and required performance reporting Member is not involved in any general site fundraising or other prohibited activities Mentor has let STAR Program Manager know if a Member has violated the terms of their contract in some way Page 15

17 STAR EXPECTATIONS YES NO COMMENTS Member is not replacing the work of staff or volunteers at the site Site is reimbursing Member for travel if traveling between service sites during the day, or the conditions of the service require new travel beyond what Member had originally agreed upon at the beginning of his/her term Mentor is the only staff Member who gives Member service tasks, or STAR has approved an alternate system Mentor approves Member timesheets by the 5 th day after the service period. Mentor responds to calls or s from STAR in a timely manner Mentor submits in-kind hours monthly by 5 th day after month end. Mentor is providing at least 20 hours a month to STAR program Mentor attended STAR Mentor meetings STAR received Placement Fee by due date Mentor submits data reporting and other required tasks to STAR complete and on time Site has implemented plan to collect and report performance measure data SITE FEEDBACK FOR STAR PROGRAM MANAGER YES NO COMMENTS STAR Program Manager responds to site questions Page 16

18 SITE FEEDBACK FOR STAR PROGRAM MANAGER YES NO COMMENTS in a timely manner STAR Program Manager has clear and respectful communication style STAR Program Manager is helpful in resolving member conflicts, if any STAR tools and processes are clear and easy to understand OTHER? Your feedback helps! OTHER? OTHER? Areas agreed for improvement by Host Site: Areas agreed for improvement by STAR: Partner Site Organization (MENTOR): Juneau Economic Development Council X By: Its: Date: X By: Rebecca Soza, STAR Program Manager Date: Page 17