Instructions for Illinois Public Health Association AmeriCorps Program Host Site Application

Transcription

1 Instructions for Illinois Public Health Association AmeriCorps Program Host Site Application

2 INFORMATION ABOUT IPHA AMERICORPS PROGRAM WHAT IS AMERICORPS? AmeriCorps is a National Service movement with roots in the Peace Corps and the Civilian Conservation Corps (CCC). AmeriCorps provides thousands of Americans of all ages and backgrounds with an opportunity to address pressing community needs by completing a year of service. In exchange for their service, AmeriCorps members receive a moderate living allowance and an education award. Nationwide, there are hundreds of AmeriCorps programs providing service to communities in the areas of Disaster Services, Economic Opportunity, Education, Environmental Stewardship, Healthy Futures, and Veterans and Military Families. AmeriCorps programs are funded by the Corporation for National and Community Service (CNCS) and in Illinois, they are supported by the Serve Illinois Commission. WHAT IS THE ILLINOIS PUBLIC HEALTH ASSOCIATION (IPHA) AMERICORPS PROGRAM? The Illinois Public Health Association (IPHA) AmeriCorps program is a State AmeriCorps program that works to strengthen the field of public health through the development of skilled and committed leaders. The IPHA AmeriCorps Program serves as a valuable opportunity to mentor individuals into the field of public health and human services. Members who serve in the program receive extensive orientation, mentoring, and guidance in exploring the public health field as a career and potentially working within Illinois communities. Full-time IPHA AmeriCorps Members serve 1,700 hours over an 11-month period. The majority of a member s hours are spent in service for the Host Site and fulfilling other IPHA AmeriCorps Program requirements. Up to 20% of a member s hours may be devoted to training and member professional development. Approximately 50% of the program s funding comes from the Corporation for National and Community Service. The remaining portion is raised locally through the Host Site cash and in-kind match. Please see cash match information on page 6 of this packet for more information. WHO ARE IPHA AMERICORPS MEMBERS? IPHA AmeriCorps Members provide 11 months of service to Illinois communities in a full-time capacity. IPHA AmeriCorps Members come from varying social, cultural, and educational backgrounds. Anyone 18 years of age or older can serve, and most members have college degrees. We expect Host Sites to follow Equal Employment Opportunity policies when recruiting and selecting AmeriCorps Members. HOW DO IPHA AMERICORPS MEMBERS SERVE? Full-time members will serve 1,700 hours each over an 11-month period called a term of service. The full-time term of service begins in mid-september with member orientation. IPHA AmeriCorps Members are placed at organizations called Host Sites where they address locally identified community needs through direct service to the organization and community. At least 80% of the member s hours are spent in service for the Host Site and fulfilling other IPHA AmeriCorps Program requirements. The remaining hours may be dedicated to training and professional development opportunities. Members attend IPHA AmeriCorps and Serve Illinois Commission sponsored trainings and activities, participate in National Days of Service, attend quarterly team trainings, participate in monthly team conference calls, and have the opportunity to participate in optional development activities. WHAT DO MEMBERS RECEIVE FOR THEIR SERVICE? IPHA AmeriCorps Members that are serving a full-time term of service receive a taxable education award of $5,815 to assist with future education expenses or to repay qualified student loans, a taxable living allowance of $1,200 per month (members only receive a stipend while serving) and health insurance (if not currently covered). Members may also qualify for student loan forbearance and childcare assistance. Beyond these benefits, all members have the opportunity to gain personal and professional development skills, take on leadership roles, work with community partners, and build professional networks. 1

3 APPLICATION INFORMATION GENERAL GUIDELINES 1. Applications must demonstrate that the placement of an AmeriCorps Member will address a significant unmet need. 2. Members must be placed in a service position for the entire term of service (11 months for 1700 hours). 3. Service activities must not duplicate routine functions of, or displace, current or former paid employees. 4. The impact of service provided must be measurable. 5. Host organization must commit to providing documentation of at least $3,500 of in-kind match for each member placed at the organization, or pay an additional $3,500 cash match instead of providing in-kind match. 6. Host organization must demonstrate ability to meet the cash match requirement outlined on page The member s activities must not include any of the prohibited activities for AmeriCorps Members outlined on page 3. PROGRAM TIMELINE Host Site Application Due to IPHA July 16, 2018 Notification of Status July 20, 2018 Member Recruitment July August 2018 Candidate Interviews and Selection August 2018 Member Positions Offered August 2018 Host Site Organization Orientation/Training (Required for All Host Site Supervisors) Members Attend IPHA AmeriCorps Program Orientation Late August (date TBD) September 17-19, 2018 Members First Day at Host Site Organization September 20,

4 APPLICATION INFORMATION (CONTINUED) PROHIBITED ACTIVITIES The Corporation for National and Community Service (CNCS) prohibits AmeriCorps Members from engaging in certain activities during service and training hours. Individuals may exercise their rights as private citizens and may participate in these activities on their initiative, on non-americorps time, but should not associate such activities with the AmeriCorps Program. Questions regarding permissible activities should be directed to IPHA AmeriCorps Program staff. The following are prohibited activities for members while charging time to the AmeriCorps Program: 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 i. A business organized for profit; ii. A labor union; iii. A partisan political organization; iv. 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 participants from engaging in advocacy activities undertaken at their own initiative; and v. 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 k. Such other activities as CNCS may prohibit. Individuals may exercise their rights as private citizens and may participate in the above activities on their initiative and on non-americorps time. The AmeriCorps logo should not be worn while doing so. 3

5 APPLICATION INFORMATION (CONTINUED) IPHA AMERICORPS HOST SITE RESPONSIBILITIES Hosting an AmeriCorps Member through IPHA is a unique opportunity for organizations to increase capacity and meet community needs while providing a meaningful service and development experience for the AmeriCorps Member. IPHA has established the following requirements in order for both members and Host Sites to maximize the benefits of an AmeriCorps Member placement. SUPERVISION AND MENTORING The Host Site will provide a designated site supervisor who will: Attend a full-day IPHA Host Site Orientation in late August Prepare your organization for hosting an AmeriCorps Member. Develop the member s work plan with realistic objectives and timelines. Meet with the member one-on-one for a minimum of one hour each week to review activities, discuss performance, etc. Be available on an as-needed basis to help clarify activities and answer questions for both the AmeriCorps Member and IPHA AmeriCorps Program staff. Assist the member in identifying opportunities to meet professional development goals. TRAINING Provide the member with: A comprehensive orientation to the host organization, community, and need the member s activities will address. Any formal site and project specific skills trainings. PROJECT SUPPORT The Host Site will: Provide the member with a well-defined position that has clear goals and objectives and addresses the identified community need(s). Provide adequate office space, office equipment, tools and materials needed for the member to perform service. The member should have reasonable access to a desk, telephone, internet, copier, fax machine or scanner, and computer. Provide transportation (mileage reimbursement or an organization vehicle) in accordance with Host Site policies if Host Site related travel is required. RECRUITMENT AND SELECTION Play an active role in conducting outreach to recruit a member for the site. Schedule and conduct interviews with at least 5 applicants. Sites are encouraged to consider all qualified individuals with disabilities and with diverse backgrounds. Submit top applicants to IPHA AmeriCorps Program staff by specified deadline. REPORTING Complete and submit evaluation of member performance during the service year using the form provided. Report in-kind match on a monthly basis by specified deadlines using the forms provided. Assist members with the evaluation and tracking tools necessary to complete IPHA AmeriCorps Program monthly reports. Review and approve member s monthly reports and timesheets by specified deadlines. Report immediately to IPHA AmeriCorps Program staff any work-related accidents. Report immediately to IPHA AmeriCorps Program staff and document any concerns regarding unsatisfactory performance of the member. Disciplinary and/or termination process is determined by the AmeriCorps program provisions. Report immediately to the IPHA program staff if the AmeriCorps member is convicted of any drug violation occurring in the workplace or during performance of any program project, in accordance with the Drug-Free Workplace Act. 4

6 APPLICATION INFORMATION (CONTINUED) SUPPORT PROVIDED BY IPHA Provide guidance and technical assistance to applicant organizations. Notify all Host Site applicants of awards as approved. Draft Partner Agency Agreement between Illinois Public Health Association and each Host Site organization. Provide training for Host Site supervisors to assure clear understanding of IPHA AmeriCorps Program policies and compliance with program regulations. Provide Host Sites with a calendar of events and trainings to mitigate any conflicts in scheduling. Advise Host Site supervisors of reporting requirements and timelines. Assist organizations with recruiting and placing AmeriCorps Members. Approve selection of AmeriCorps Members to serve with Host Sites and make position offers. Work with Host Sites to provide reasonable accommodations for members with disabilities. Schedule and conduct background checks of all members. Background checks will include the National Sex Offender Public Registry, a background check from their state of residence, a background check from the State of Illinois and a fingerprint background check through the FBI. Schedule and provide training for members during monthly conference calls, quarterly team meetings, as well as additional training (as determined). Communicate regularly with site supervisors during the term of service to monitor member s progress and address any concerns. Provide support to AmeriCorps Members and Host Site supervisors throughout the term of service. Distribute the living allowance to members. Act as liaison between CNCS, Serve Illinois Commission, Host Sites, and members. Maintain records required by CNCS. Compile all site reports into a comprehensive report and submit to CNCS. Comply with CNCS policies and procedures and ensure host organizations and members are aware of and adhere to such regulations. 5

7 CASH AND IN-KIND MATCH CASH MATCH: Without Contributing In-Kind: $14,900 With Contributing In-Kind: $11,400 IN-KIND MATCH: In order for IPHA to meet the required CNCS match, Host Sites must either provide documentation of in-kind match contributions or pay an additional $3,500 cash match. In-kind match may include the value of site supervisor time spent directly supervising the member and the member s Host Site related transportation and training expenses that have been paid for by the host organization. If the organization will contribute supervisor time as part of the in-kind contribution, a letter from the Host Site s HR Department stating the name of the AmeriCorps Host Site supervisor, his/her hourly rate of pay (which can include benefits), and percentage breakdown of revenue sources for Supervisor s salary will be requested from the organization. Any in-kind contributions cannot be those that are charged to Federal grants. In-kind match must be documented and submitted to IPHA AmeriCorps Program staff on a monthly basis. Documentation forms will be provided during site supervisor orientation. SELECTION PROCESS 1. Submit both a signed and original application, as indicated on the application checklist, by Monday, July 16, IPHA AmeriCorps Program staff will review all applications. 3. The target date for IPHA to notify applicants of the status of their application is July 20, Acceptance may be contingent upon the applicant providing additional information or making revisions. The following factors will be considered in determining host site selection: 1. Completeness and quality of all sections of application, including sufficient amount of detail when answering application questions. 2. Quality of Position Description. Host Site should be able to provide meaningful service activities. 3. Previous experience in hosting an AmeriCorps Member (preference given to those sites that provided member with meaningful experience, appropriate supervision, complied with program requirements, etc.) 4. Recruitment potential (consideration given to past experience/issues in recruiting candidates for the service area). 5. Location (preference given to sites in an area not currently being served by the program). 6. Ability to pay the cash match investment by December 31, Current IPHA Affiliate membership. IPHA Affiliate members will receive priority consideration. IPHA reserves the right to re-open the application process if deemed necessary. 6

8 IPHA AMERICORPS MEMBER POSITION DESCRIPTION GUIDELINES Host Site applicants are asked to complete a position description using the template provided on page 8 of the Application that summarizes primary duties of the position for recruitment and contract purposes. Selected members will use the Position Description as their principal guidance for day-to-day activities designed to achieve the outcomes expected by the Host Site. The Position Description must be adhered to during the term of service and can only be modified with Program Director approval. Members cannot perform duties of displaced employees nor should they be used as a temp or for secretarial duties. Position Focus - Provide a focus for the position. Position focus examples include Health Education, Emergency Preparedness, Volunteer Recruitment/Management, etc. Host Site Information- Provide the name, address, and website of your organization where applicants can learn about your organization and the surrounding community. Position Location - Provide the address of the location where the member will report on a regular basis if different from the organization s location listed in the Host Site Information section. Primary Responsibilities - List at least 10 tasks that the member will complete during the term of service. Other duties as assigned is unacceptable and cannot be listed on the Position Description. A majority of the tasks listed should be able to be measured. Host Site Preferred Qualifications - Provide up to 7 preferred qualifications that are specific to the position. The qualifications should be a list of recommended skills that an AmeriCorps Member should have to successfully complete the expected tasks. Please note that participation in AmeriCorps is a professional development and service opportunity. Members may not have the same educational and professional experience you might expect for a full-time employee. Some examples of preferred qualifications include: 2 years college coursework in health or human services field. Bachelor s degree in health or human services preferred. Good verbal and written communication skills. Proficient computer knowledge, skills, and experience. Teaching or experience presenting in front of large groups a plus. Transportation information AmeriCorps Members will be reimbursed by IPHA for travel expenses incurred for orientation, team trainings, and group service projects. Host Sites are responsible for reimbursing members for travel expenses incurred for Host Site related trainings and activities. Please delete the bullet points in the Transportation Information section that do not apply to the position/host Site. 7