promise fellow program & recruitment webinar · host site’s recruitment role posting your...
TRANSCRIPT
Introduction
Hannah Zelmer
Director of Operations
& Finance Manager
Kyle Kline
Recruitment Manager
Sarah France Ullmer
National Service
Director
Bette Benson
Compliance &
Program Manager
Tech support: Maria [email protected] or
320.241.4883
Agenda
▶ Promise Fellow Program Overview
▶ Recruitment
▶ Applications & Member Placement
▶ Onboarding
▶ Training
▶ Next Steps
Tech support: Maria [email protected] or
320.241.4883
Promise Fellow Focus List Qualifiers
New! For CBO’s: Creating
a community site
attendance threshold to
qualify for the Focus List
Recruitment
Kyle Kline
Recruitment Manager
Recruitment Updates!
46 Current Promise Fellow Applicants!
13 currently in screen process, 21 in Host Site interview process, 12
accepted positions for next year.
The Alliance’s Recruitment Role
▶ Posting generic Promise Fellow
postings on college career boards, MCN
Job board & major job sites
▶ Attending career fairs - from UW-
Superior to Luther College and
everywhere in between
▶ Creating site specific recruitment flyers
▶ Tabling at community events (let Kyle
know if your site is hosting any)
▶ Tapping into our Alumni Network
▶ Press Releases about recruiting PFs to
the major metro papers
A customizable
press release will be
sent in the follow up
email!
Host Site’s Recruitment Role
▶ Posting your specific positions on
college job boards, MCN and your own
hiring portal.
▶ Making social media posts with a call
to action i.e. “Tag someone who might
be interested!”
▶ Sharing across your networks -
parent letters, PTO, newsletters,
individual “shoulder taps” work the
best!
▶ Do what you would normally do
when hiring a permanent position
▶85% of AmeriCorps
members found out about
their position through host
site/alum referral
Share your Promise Fellow position openings with people connected
to your site: staff at your site, parents, current Fellows, Alumni students,
Board of Directors, community partners, etc.
Don’t Lose Great Candidates
▶80% of candidates apply to more than one
Host Site
▶What This Means:
▶Contact Candidates immediately after receiving iCIMS
▶Sell Your Site
▶Check iCIMS for candidate status updates
▶Communicate with the Alliance (Kyle) regularly
▶Ask your members now if you want to them to
return (May 1 deadline)
Applications & Member
Placement
Promise Fellow Start Dates
Important Tip:
Make a plan for
summer month
recruitment!
Candidate Process
TRACK ONE:
Candidate Applies through iCIMS
Candidate is Submitted to Host Site
for Review/Interview
TRACK TWO:
Candidate is Found/Prelim Interviewed
by Host Site
Candidate Applies through iCIMS
Candidate is Submitted to Host Site for
Review/Interview
(if necessary)
iCIMS: Candidate Information
▶When a candidate is submitted to your portal,
please view:
▶Application (iForms tab)
▶“AmeriCorps 2019-2020 Application”
▶Phone Screen 19-20 (iForms tab)
▶Person Screening Questions (Screen tab)
▶Member Application Steps & Guidelines
CNCS Reasonable Accommodation
▶ When interviewing AmeriCorps members,
please keep in mind:
▶ Cannot ask about disability status or
require disability disclosure
▶ Candidates are qualified to serve if they
can do the essential functions of the
position with or without accommodation
▶ Do have a process to allow members to
make requests & loop in the Alliance as
needed
▶ CNCS Resource
AmeriCorps Member Benefits
▶ Alliance acts as HR/Employer & Members are not considered
“employees”
▶ Living allowance, Health/Dental Insurance,
Childcare Assistance, Worker’s Comp,
Education Award, SNAP,
Employment Verifications,
▶ NEW: $1 Metro fares
▶ Please Note: 30/20 hour positions have different benefits - health
insurance, childcare assistance are NOT included
Please direct
benefit
questions to us!
Can you change your slot request?
2019-2020 Cash Match & Focus List Breakdown:
▶40 Hr/Week Promise Fellow = $8,500/member
(30 student focus list)
▶30 Hr/Week Promise Fellow = $6,600/member
(21 student focus list)
▶20 Hr/Week Promise Fellow = $4,800/member
(15 student focus list)
YES !
Additional Resources
▶ Recruitment resources available on Alliance
website: https://mnyouth.net/americorps/toolboxes/supervisor-
toolbox/#recruiting
▶ Please direct questions
to Kyle Kline at
Onboarding
Bette Benson
Compliance & Program Manager
Onboarding Flow
Host Site Steps: ✓ Site make Offer
Request in iCIMS
✓ Service Site chosen
Member Steps:✓ Paperwork in iCIMS
✓ FBI Fingerprinting
✓ In-Person
Onboarding Meeting
✓ Member Agreement
Alliance sends
Offer to Final
Candidate (site cc’d)
Alliance confirms
Member Start Date(site cc’d)
1 2
3 4
Onboarding: Site Steps
▶ Confirmed final candidates will receive an official
offer email from the Alliance once sites make an
“Offer Request” in iCIMS
▶ If you need help navigating this final recruitment piece
– contact Kyle!
▶ The Alliance will begin sending members to
onboarding in mid-April
▶ Sites indicate service location and supervisor
Service Location and Supervisor
▶Please make every effort to decide the
member’s primary service site at time
of offer request
▶ i.e., physical location (school name)
▶We aren’t able to generate the
Member Agreement until the
supervisor and service site have been
determined
▶ Indicate supervisor and service site
in the “Submittal Notes” section
when moving candidate forward in
iCIMS
▶MA’s will be sent out starting in July
Onboarding: Member Steps
▶ The Alliance will guide members through
the following steps:
▶ Online enrollment paperwork (iCIMS) and
background checks/FBI Fingerprinting
▶ In-person verification of identification documents
(at Onboarding Meeting)
▶ Online Pre-Service Forms and Member Agreement
(member & supervisor)
▶ Alliance will confirm a member’s Start Date
with sites when onboarding is complete
AmeriCorps Background Checks
▶ NSCHC screen for basic ineligibility:
▶ Registered to be listed as sex offender
▶ Convicted of murder
▶ Alliance receives confirmation if member is eligible
through CNCS vendors (no results list)
▶ Sites are strongly encouraged to run their own
background checks
▶ Sites must list any additional requirements on position descriptions and
be approved by the Alliance - contact Kyle to make changes!
▶ Please initiate upon position acceptance to be done by the member’s
start!
Onboarding Meetings @ Alliance
Every new Promise Fellow meets with Alliance Staff
prior to service to complete required in person
onboarding tasks. These meetings: ▶ Allow for us to intentionally welcome and introduce service to new members
▶ Spend time answering questions and provide additional resources
▶More support earlier to members such as applying for and navigating
benefits
Returning
Members do
not need to
attend.
▶Members are asked to make every effort to attend one of
these dates, however we’ll continue to make
accommodations on a 1:1 basis with members
Meeting Dates: Onboarding
Deadline:
Member
Start Date:
May 1
June 4
July 1, July 13
Aug 8, Aug 15
TBD: Northern/Southern MN options
Aug 16 Sept 1
Aug 19, Aug 29 Aug 30 Sept 16
Sept 12 Sept 13 Oct 1
Sept 27 Sept 30 Oct 16
Oct 17 Oct 18 Nov 1
Pre-Service Overview
Pre-Service is separate from service; it captures any
optional days members may be on site prior to their official
start date to engage in training or orientation activities
offered by your site
▶Majority of sites do not participate in pre-service, their
member’s first day on site is their start date
▶iCIMS form - please talk through your plans with the
Alliance first
▶All Pre-Service must be pre-approved by the Alliance;
contact Bette, [email protected]
Pre-Service
Limitations/Considerations
Pre-Service is optional - which means that: ▶All required site-based orientation must be offered after a
member’s official start date
▶Members cannot count hours or earn living allowance during
this time
▶Pre-service cannot be a requirement of service: members must
be allowed to opt in/out without consequences
▶Members are not enrolled by the Alliance - we cannot mediate
if situations arise
▶Asking members to attend pre-service can place members in a
weird dynamic
Pre service must be distinct from their Promise Fellow Role
Pre-Service Requirements
Volunteer Pre-Service▶ Limited to a 1-2 day orientation event
▶ Works well with staff welcome days or short orientation that would
be optional and beneficial for member to attend
Temporary Employment at Site
▶ If more than an orientation day, sites are able to temporarily hire
members for a training period, limited to 5 days
▶ Sites will need to submit a temporary employment position
description to the Alliance for approval
▶ Sites are responsible for compensation and benefits during this
time
Pre-Service Forms
▶ Pre-service forms are sent at time of onboarding -
supervisors will complete a pre-service form in iCIMS for
each member
▶ Can be: Voluntary, Temp. Employment, or N/A
▶ Alliance will work with supervisors to review and approve, and
send to members to accept
▶ Must be completed and signed by all parties before pre-service
period begins
▶ Plan ahead: have your questions answered by the
Alliance ahead of time to be prepared for the pre-service
conversation with your members by time of offer.
▶ Qs? Contact Bette [email protected] or 651-340-0758
Member Communication
▶The Alliance will be in touch with candidates periodically
over the summer
▶July - Member Agreements will be sent out and then on
a rolling basis following Onboarding Meetings
▶August - members will receive the most communication
from the Alliance – including the full Training Calendar
Member Training
Sarah France Ullmer
National Service Director
Promise Fellow Orientation▶ Members will be on site the first day of service,
Alliance Kickoff! (full day training with Alliance) to
follow based on start date.
▶ For 9.1 starts, Kickoff! will be Wed, Sept 4th
▶ 9.16 & 10.1 starts -> Wed, Oct. 2nd
▶ 10.16 & 11.1 starts -> Mon, Nov. 4th
Promise Fellow Training
▶ Promise Fellow
101, 102, 103, 104
Members will choose what
dates works the best for them
and RSVP. We will not have
Small Corps.
▶ November Training
Institute Nov 13th - 15th
Promise Fellow Orientation at Sites
▶In August, sites will be asked to create an Onsite
Orientation and Training (OSOT) Plan to help plan for
the arrival of members
▶All required site-based orientation (safety procedures,
policies, etc.) must be offered after a member’s start
date
▶Please take some time to plan out and be mindful of
your member’s orientation experience
▶ If your site has an all staff orientation day prior to Sept 1
that you want to open up to members, this is considered
Pre-Service
PF Supervisor Training Calendar
▶ Thur., August 15th - Metro (Alliance)
New Supervisors: 8:30am - 12:30pm, Returning Supervisors 1:30 - 4:30pm
▶ Thur., August 21st - Southern (Northfield)
New & Returning Supervisors: 10:00am - 2:30pm
▶ Tue., August 27th - Northern (TBD)
New & Returning Supervisors: 10:00am - 2:30pm
▶ Wed., August 28th - Metro (Alliance)
Returning Supervisors: 8:30am - 11:30pm, New Supervisors 12:30 - 4:30pm
Promise Fellow Supervisors will attend two other required trainings throughout
the year in October and January. Dates will be provided in August.
Next Steps for Host Sites
Hannah Zelmer
Director of Operations
& Finance Manager
AmeriCorps Funding
▶ Federally funded, this is a re-application
year for our grants (3 year cycles)
▶ We traditionally receive a final
confirmation of our grant award from
CNCS in mid-May
▶ We will notify all sites at that time!
▶ This is when Promise Fellow position offers
are no longer contingent on funding - you’ll
see this language update on our end
▶ Positions will continue to be contingent on
successfully passing all background checks
Cash Match & Host Site Agreement
▶ Agreement sent to Lead Contacts and Supervisors
in June
▶ Due July 16th
▶ Sites are responsible for the deposit per awarded
slot
▶ Cash Match invoices will be sent out in August
only for filled slots
▶ For questions about cash match, please contact
Hannah Zelmer at [email protected]
Important Due Dates
May 1 Recommended Returning Promise Fellow
Selection Deadline
June RSVP for August Supervisor Training
Rolling basis Recruitment ongoing through summer
July 16 Host Site Agreements Due
August Cash Match invoices sent out
Aug 15 Last Onboarding Meeting (9/1 starts)
We couldn’t do it without you!!
Stay in touch with the Alliance through Facebook, Twitter, or
Instagram for highlights on our current members and to learn about
our other initiatives!
Questions? Contact us:
Bette Benson
Compliance and Program
Manager
Phone: 651-340-0758
Kyle Kline
Recruitment Manager
Phone: 651-272-7959
Supervisor Toolboxhttps://mnyouth.net/americorps/toolboxes/supervisor-toolbox/