Program Orientation: Part 2 October 27, :00-2:30 p.m.
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1 Program Orientation: Part 2 October 27, :00-2:30 p.m. Cole Forstedt, MS Student Ambassador Program Manager Carly Smith Civic Engagement Specialist
2 Participating Colleges
3 Using Zoom To submit questions, use the chat panel, type your question and press enter. Questions will be answered at the end of the presentation. Presentation materials and webinar recording will be available at If you have any technical issues, you can
4 Site Supervisor Training Series Program Orientation Part I: This training will introduce the AmeriCorps program. Oct 16, :00-1:30 p.m. Member Recruitment and Onboarding: This training will cover tools and processes for member recruitment and onboarding and introduce egrants. Oct 24, :00-1:30 p.m. TODAY Program Orientation Part II: This training will cover the site supervisor and site data collection roles and reporting requirements of the program. Oct 27, :00-2:30 p.m. Work-Based Learning Focus (only attend if your members will work in this focus area) Oct 31, 2017, Part 1: 11:00 a.m.-12:00 p.m. and Part 2: 1:00-2:00pm Health and Wellness (only attend if your members will work in this focus area) Nov 7, :00-1:30 p.m. OnCorps Portal Overview: This training will introduce the portal used for timesheets and tracking member service hours. Nov 14, :00-1:30 p.m.
5 Agenda General Program Updates Recruitment Reminders Contract Process Roles of Site Supervisor and Data Collector Reporting Requirements Volunteer Recruitment Member Schedules Next steps and resources available
6 General Program Reminders Submit reviewed Work Plan Reply to with contract process information so we can move the forward Reply to with Data Collector contact information and any other changes to your program contacts
7 Reminder: Timeline for Recruitment and Onboarding Students must complete requirements and be in place for service by November 17 Now: Advertise your service opportunity to students you work with or new students ASAP o Sample language and talking points forthcoming Late October-Early November: Conduct interviews (optional) o Sample interview questions forthcoming Early November: Ensure students understand program requirements and can commit to the full 900 hours
8 Early November: o Once selected, direct students to complete application in the MyAmeriCorps portal o Please allow enough time, this process can take several days to be approved and applicants must use the system to have two references complete required information o Alert Foundation staff by ing americorps@foundationccc.org with applicant name so we can expedite processing of application Mid November: Once approved, you ll be notified to initiate the Foundation Member Onboarding process Mid November: Once all is cleared, Member Contract must be signed and training and/or service may begin immediately November 17: Students must complete requirements and be in place for service
9 Contract Process
10
11 STEP 1 Early November: Please reply to sent 10/24 with The contract will be sent directly to Please return the contract to the following o Once information selected, direct students to the complete Responsible application Administrator. in We the MyAmeriCorps contracts@foundationccc.org portal o Please allow enough time, this process ask that the can Administrator take several route days the to be approved and applicants must 1. Legal Name of College/District that will be used use for the contract. system to have two references agreement complete for review to required all applicable information internal departments first (i.e. Legal, o Alert Foundation staff by ing americorps@foundationccc.org with Contract applicant name so we can 2. Responsible Administrator: (who Accounts Payable, Department Chairs, expedite processing of application will manage the contract process on behalf of the College/District?) Mid November: Once approved, you ll be notified to initiate the Foundation Member Onboarding Name, Title, and Phone process 3. Name of two Authorized Signers: Name, Title, Address, Address Mid November: Once all is cleared, Member Contract must be signed and training and/or service may 4. Accept begin e-signature? immediately Yes or No 5. Please briefly explain the contracting November process 17: at your Students must complete requirements and be in place for service college/district and timeline Deans etc.) STEP 2 If redlines to the contract are requested ALL redlines/comments must be made in tracked changes on the contract provided and submitted by the Administrator. We are unable to accept separate s from various departments with requested revisions. The contract terms are standard. Please be aware ALL substantive requested revisions will delay your contract execution. In the subject line type: Contract Number (Foundation will issue) AmeriCorps In the body of the indicate the two options below: 1. All the terms are acceptable and College/District is ready to proceed with signature. Foundation will finalize, remove draft watermark and process for signature. 2. Revisions are requested and provided in track changes on the contract. Compliance: STEP 3 Compliance documents to be provided during signature process.
12 Roles of the Site Supervisor and Data Collector
13 Supervisor Ensures Student Ambassadors perform service activities according to their member contract Trains and orients member on site Steers member to complete activities that help achieve outlined performance measures Regular required weekly check-in meetings to provide opportunity for guidance and to address any issues or barriers to completing tasks Open door policy Recognizes and acknowledges member contributions and success Completes midterm and final performance evaluation Approves member timesheets in OnCorps Responsible for overall success of program on site including staff and member onboarding
14 Data Collector Maintains and tracks data collected via sign-in sheets or other program related data Familiar with performance measures and helps steer member activities in absence of supervisor Mindful of progress towards goals and keeps both supervisor and member aware Submits required monthly and quarterly reports with compiled data from site to Foundation as requested before deadlines Submits Supervisor and Data Collector time sheets by monthly deadline along with invoice May help facilitate OnCorps member time and activity reporting
15 Progressive Discipline Step 1 - Verbal Warning/Counseling In many situations a verbal warning/counseling is sufficient Clarify policies and expectations Step 2 - Written Warning If repeated or additional problems occur within 6 months of a verbal warning, the supervisor should follow up with a written warning in the form of a letter Step 3 - Final Written Warning Work with Foundation staff in the event this need arises Additional written letter/documentation Step 4 Early Termination Work closely with Foundation staff in the event this need arises before taking action Additional written letter/documentation
16 Reporting Requirements
17 Tentative Reporting Requirements to Expect Monthly o Supervisor and Data Collection Administrator time sheets (TBD) o Member time sheets approved (OnCorps) o Logs for member activities, volunteer recruitment, attendance at fairs/events as requested (template to be provided or potentially OnCorps) Quarterly o Additional narrative data as requested such as great member stories or program success stories
18 Sample Performance Measure Log (Additional details will be provided in the near future) Ambassador Category Intervention Type Intervention Sub-Type Date Duration (hrs) # Students Served Description Health and Wellness College-Community Partner EngagemeMeeting with Faculty and Staff 0.5 Work-Based Learning General Student Education Meeting with Community Partners 1 1-on-1 Student Outreach/Assistance Career Fair 2 Evaluation Student Organization Presentation 3 Other (Description Required) Classroom Presentation 4 Workshop Coordination, Content Development and/or Delivery 5 1-on-1 Student Outreach/Coaching 6 1-on-1 Public Benefits Application Assistance 7 1-on-1 Work-Based Learning Assessment Assistance 8 Mid-term Evaluation with Students Served Other (Description Required) Final Evaluation with Student Served Other (Description Required)
19 Communication We will communicate with you as items are due to the Foundation o These requirements are subject to change as this pilot year continues o Our goal is to make this program in general and reporting requirements as easy as possible for you and the Student Ambassadors o We are here to help: when in doubt, please communicate with us
20 Volunteer Recruitment
21 AmeriCorps members will research and recruit opportunities for "volunteers" to assist or volunteer time around Work-Based Learning and/or Health and Wellness activities Volunteers will assist AmeriCorps members with education and reaching out to target population about opportunities and resources in the community Volunteers will also be recruited to support at least one national Service Day o Campus shall recruit at least 8 volunteers (to complete at least 3 volunteer hours each) for one-time activities o Examples include: volunteer time to train AmeriCorps members on resources, oncampus presentation, workshop, vendors at a health or WBL information fair, etc. o Volunteer log (provided) - each campus will record volunteer hours
22 Member Schedule and Training Opportunities
23 Member Schedule Members need to complete 900 hours Somewhat flexible schedule Majority of planning, meetings, etc. should happen out of the provided workspace, however some may happen externally due to nature of program Meetings, trainings, presentations, career fairs, outreach, etc. count for service hours o When in doubt if something counts towards hours, please ask us Holiday break: planning for Spring semester outreach, research, special projects All service hours must be related to program goals, established work plan and must include progress towards performance measures
24 Timeline for Completing Member Hours Training and planning hours heavy in November/December January to October 2018: hours per month (17-20 hours per week) 900 hours must be completed by end of October, 2018 o Can be completed earlier if possible o Education Award and stipend available only after completing hours within one year New cohort potentially starting at beginning of Fall semester 2018, potential for some overlap if current members are still completing hours o This helps with program sustainability
25 Member Training AmeriCorps members will receive training to increase knowledge around WBL and/or health and wellness to provide quality service to the campus student community. AmeriCorps members will be appropriately trained to perform the services assigned, to increase both professional skills and community development skills and to enhance their AmeriCorps experience. Members will receive training from Site Supervisors, Foundation, community partners, etc. Training can include a community college class that aligns with either WBL or health and wellness. AmeriCorps members will receive 8 hours of orientation by site supervisor, 10 hours of ongoing supervisorial training, 10 hours of training from experts in the field, or through courses offered at their campus (62 hours). Training log (provided) - each member will record training hours Save the Date: December 7 from 1:30-3:00pm for a Student Ambassador AmeriCorps member webinar hosted by the Foundation for California Community Colleges
26 Service Day Requirement AmeriCorps members will participate in at least one National day of service- such as Martin Luther King Jr. Day, 9/11 or other recognized service days AmeriCorps members will research and participate in at least one day of service within their region of service Foundation staff will help by sharing resources as service days approach Hours of service logged in timesheet and complete brief summary of service experience
27 Questions? To submit questions, use the chat panel. Type your question and press enter.
28 Next Steps Recruit! Watch for resources coming your way soon o template, short program descriptions, program talking points, sample interview questions Return reviewed Work Plan with any changes Reply to with contract process information and data collection staff contact name Budget information and contract to you as soon as we have approval Attend upcoming webinars
29 Thank you. Please direct questions to Next webinar: Work-Based Learning Focus Only attend if your members will work in this focus area. You must attend both sessions. Tuesday, Oct 31, 2017 Part 1: 11:00-12:00 p.m. Lunch Break Part 2: 1:00-2:00 p.m.
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