PROGRAM DIRECTORS HANDBOOK

Table of Contents

Chapter 1: Introduction.................................................................4Purpose of Handbook..................................................................................................................................4Laws, Regulations, Grant Terms and Conditions.........................................................................................5Common and Key Item Guides....................................................................................................................5NMCCV Organization Chart.........................................................................................................................7Key Forms....................................................................................................................................................8Glossary.......................................................................................................................................................8

Chapter 2: National Service and New Mexico..................................9A Brief History of National Service...............................................................................................................9National Service Programs...........................................................................................................................9CNCS Staff and Info....................................................................................................................................10History of National Service in New Mexico................................................................................................10NMCCV Mission and Vision.......................................................................................................................11Commissioners and Commission Staff.......................................................................................................11Program Directory.....................................................................................................................................11CNCS State Office and NMCCV Collaboration............................................................................................12National Days of Service............................................................................................................................12Special Initiatives and Events.....................................................................................................................12Training and Technical Assistance.............................................................................................................13

Chapter 3: Program Management - Startup...................................14Grant Award Conditions............................................................................................................................14Match Funds..............................................................................................................................................16Financial Management..............................................................................................................................17Program Policies and Procedures..............................................................................................................18

Chapter 4: Member Management - Startup...................................19AmeriCorps Members vs. Employees........................................................................................................19Member Recruitment................................................................................................................................19

Reasonable Accommodation................................................................................................................24Accommodation Requests.....................................................................................................................24

Member Eligibility.....................................................................................................................................24National Service Criminal History Checks..................................................................................................25Member Service Agreement......................................................................................................................25Member Time Tracking and Timesheets...................................................................................................26Affiliation with AmeriCorps: Using the AmeriCorps Brand........................................................................26Sample Required Language to Include in All Documents..........................................................................26

Chapter 5: Member Management – Ongoing..................................36Online Member Management (eGrants/My AmeriCorps Portal)..............................................................36Member Files.............................................................................................................................................36Member Enrollment and Exit....................................................................................................................37Service Locations.......................................................................................................................................37Member Supervision.................................................................................................................................37Conditions for Early Release......................................................................................................................38Slot Refills and Slot Conversions................................................................................................................39

Chapter 6: Program Management-Ongoing...................................40Program Performance Measurement........................................................................................................40

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Program Evaluation...................................................................................................................................40Records Retention.....................................................................................................................................41

Chapter 7: Member Training and Development.............................42Training Coordination................................................................................................................................42Required Trainings.....................................................................................................................................43Member Time and Attendance..................................................................................................................44Member Development..............................................................................................................................44

End-of-Term..........................................................................................................................................45

Chapter 8: Program and Fiscal Reporting......................................47General Overview......................................................................................................................................47Quick Reference Table...............................................................................................................................47Monthly Reporting....................................................................................................................................48

A-19......................................................................................................................................................48Periodic Expense Report........................................................................................................................48Program Income Report........................................................................................................................48Member Roster.....................................................................................................................................48Certification of Staff and Member Eligibility Form................................................................................48Monthly Status Reports........................................................................................................................49

Semi-Annual Reporting..............................................................................................................................49Budget Modifications................................................................................................................................50Budget Reconciliation................................................................................................................................50Close-Out Forms........................................................................................................................................50

Chapter 9: Financial Management................................................51Financial Standards....................................................................................................................................51Financial Reports.......................................................................................................................................52Program Income........................................................................................................................................53

Chapter 10: Program and Fiscal Monitoring..................................55General Overview and Monitoring Activities.............................................................................................55Site Monitoring..........................................................................................................................................57Random Selection Process.........................................................................................................................57Quarterly Compliance Reviews..................................................................................................................58Corrective Action Plan...............................................................................................................................58

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Chapter 1: Introduction Purpose of Handbook Laws, Regulations, Grant Terms, and Conditions Common and Key Item Guides

○ Annual Events and Reporting Calendar ○ Key Grant Reporting Deadlines○ National Service Days and NMCCV Office Closures○ Chronological Guide to Establish Member Eligibility

NMCCV Organizational Chart Key Forms Glossary

Purpose of HandbookThe AmeriCorps State Program Director Handbook has been designed as a guide for those who administer New Mexico State AmeriCorps State programs. This handbook will assist in detailing the process for monitoring, supporting, and evaluating programs and, above all, for working collaboratively to make AmeriCorps programs in New Mexico successful.

Please note that the information contained in this handbook does not include all the legal requirements of an AmeriCorps grant. It does not constitute the Corporation for National and Community Service’s official interpretation of factual or legal questions. Program Directors or individuals with particular questions should consult the National and Community Service Act of 1990 (42 U.S.C. § 12501 et seq.), the regulations issued under the Act (45 C.F.R. § 2500.1 et seq.), the AmeriCorps Grant Provisions and Grants Policy guidance that is updated annually, and relevant state law and regulations. If there is a conflict between the content of this handbook and the AmeriCorps Provisions, the Provisions are the controlling authority.

As you read through this handbook, keep in mind that it is a hard copy template that contains core policies and expectations for strong AmeriCorps program management. It was developed to be supplemented with our digital content and information found at www.nmamericorpstraining.com. On the site, and especially on the Program Directors resource page, you will find the most current and up to date forms, policies, and deadline information.

State based AmeriCorps grants in New Mexico are administered by the New Mexico Commission for Community Volunteerism (NMCCV).

Laws, Regulations, Grant Terms and Conditions There are several laws and regulations that guide the management of AmeriCorps programs. You can find links to this on the Program Directors Resource Page on the Training and Program Management website.- http://nmamericorpstraining.com/program-directors/

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Common and Key Item Guides

Annual Events, Training and Reporting Calendars For information on AmeriCorps events across the state please visit the EVENTS

CALENDAR - http://nmamericorpstraining.com/events-calendar/

For training dates and deadlines including location information please view the TRAINING CALENDAR - http://nmamericorpstraining.com/training/

For deadlines for reporting and grants management visit the REPORTING CALENDAR - http://nmamericorpstraining.com/reporting-calendar/

If you would like to include events in the events or training calendar please submit them to NMCCV.

Key Grant Reporting Deadlines

Report Due Dates Frequency

Periodic Expense Report 20th of Every Month Monthly

Grantee Progress Report April and October Semi-Annual

Informal Program Reports 20th of Every Month Monthly

Final Grantee Progress Report

First week of December Annual

Financial Status Report Last Day of the Month (January, April, July,October)

Quarterly

National Service Days and NMCCV Office Closures

Month Theme Key Connections

January Economic Opportunity/Mentoring

New Year’s Day- Office Closed Martin Luther King, Jr. Day of Service AmeriCorps VISTA Anniversary Mentoring Month, Supporting College Access

February Social President’s Day- Office Closed

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Innovation Social innovation Week for grantees and sub-grantees of Social Innovation Fund

March Public/Private Partnerships

AmeriCorps Week Cesar Chavez Day

April Environmental Service

Cesar Chavez Month of Service Mayors Day of Recognition of National Service National Volunteer Week Global Youth Service Day Earth Day

May Senior Service Senior Corps Week Older Americans Month Memorial Day- Office Closed

June Health Futures (Community Gardens)

Launch of Summer hunger-relief programs Let’s Read. Let’s Move. Summer initiative

July Inclusion Independence Day- Office Closed Anniversary of the Americans with Disabilities

Act

August Education Back to school time Anniversary of Hurricane Katrina Foster Grandparents program anniversary

September Disaster Preparedness

National Preparedness Month September 11 National Day of Service and

Remembrance Labor Day- Office Closed

October Volunteer Mobilization

Make a Difference Day Columbus Day- Office Closed

November Veterans and Military Families

Veterans Day- Office Closed Thanksgiving Day- Office Closed

December Giving Back Season of giving; good time to work with others in your community to meet the needs of the most vulnerable

Christmas Day- Office Closed

Chronological Guide to Establish Member EligibilityEstablishing eligibility for your members is a multi-step process. We have created a simple step by step guide on the required procedure and timeline for each action in the process of

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establishing member eligibility. You can find it online at http://nmamericorpstraining.com/member-eligibility/

NMCCV Organization ChartBelow you will find the organization chart for the New Mexico Commission for Community Volunteerism (NMCCV). To see names of the current individuals in these roles and the contact information for the NMCCV staff click here.

Key Forms On the Training and Program website you will find sample forms for core areas of member and program management. http://nmamericorpstraining.com/key-forms/

Please use the links below to see the sample forms available by type: Member Management Forms - http://nmamericorpstraining.com/member-management/

o Forms and documents required in member files and related to management of members

Handbooks, Policies and Templates - http://nmamericorpstraining.com/handbooks/

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o Handbooks and policy manuals along with templates and planning materials Service Member Forms- http://nmamericorpstraining.com/service-member-forms/

o Forms and documents specifically for AmeriCorps Members serving in New Mexico

Monitoring and Site Visits Forms - http://nmamericorpstraining.com/monitoring-forms/o Form and documents used by the commission for site visits and monitoring risk

Glossary Many of the terms and jargon used in national service can be confusing. Find a useful glossary of terms in our online glossary. There you also will find grant and financial management terminology specific to understanding your grant type and reporting.

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Chapter 2: National Service and New Mexico A Brief History of National Service National Service Programs

○ Corporation for National and Community Service Programs ○ AmeriCorps

CNCS Staff and Info History of National Service in New Mexico NMCCV Mission and Vision Commissioners and Commission Staff Duties of the State Commission Program Directory CNCS State Office and NMCCV Collaboration National Days of Service Special Initiatives and Events Training and Technical Assistance

A Brief History of National ServiceWhen faced with challenges, our nation has always relied on the dedication and action of its citizens. The Corporation for National and Community Service (CNCS) carries on a long tradition of citizen involvement by providing opportunities for Americans of all ages to improve their communities through service.

National Service Programs

Corporation for National and Community Service ProgramsThe National and Community Service Trust Act of 1993 initiated the Corporation for National and Community Service (CNCS). The Corporation supports a range of national and community based service programs, providing opportunities for Americans to serve as full‐time and part‐time stipend participants or volunteers, and as individuals or as teams. CNCS provides opportunities for Americans of all ages and backgrounds to serve their communities and the nation through four programs: AmeriCorps, Senior Corps, AmeriCorps VISTA, and Learn and Serve America. Members and volunteers serve with national and community nonprofit organizations, faith based groups, schools, and local agencies to help meet pressing community needs. CNCS is part of USA Freedom Corps, the White House initiative to foster a culture of citizenship, service, and responsibility, and to help all Americans answer the President's Call to Service. CNCS fosters civic responsibility, strengthens the ties that bind us together as a people, and provides educational opportunity for those who make a substantial commitment to service. The Board of Directors for CNCS working in collaboration with the field and staff developed a strategic plan in 2006. The focus areas in the strategic plan are:

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Mobilizing more volunteers Ensuring a Brighter Future for All of America's Youth Engaging Students in Service Harnessing Baby Boomer's Experience

For more information, please review the CNCS Strategic Plan (which you can find under the Laws, Regulations, Grant Terms and Conditions on the Program Directors Resource Page).

AmeriCorpsAmeriCorps engages more than 80,000 Americans in service each year at nonprofits, schools, public agencies, and community and faith-based groups across the country. The programs were founded in 1994, since then more than 1 million AmeriCorps members have contributed more than one billion hours of service across America while confronting pressing challenges and mobilizing millions of volunteers for the organizations they serve.

AmeriCorps Programs

Along with moving communities forward, AmeriCorps programs provide pathways to opportunities for people regardless of their background. AmeriCorps places thousands of adults into service positions where they learn valuable work skills, earn money for education, and cultivate a national ethic of service.

➔ AmeriCorps State and National: This is the broadest network of AmeriCorps programs. These groups recruit, train, and place AmeriCorps members to meet critical community needs in education, public safety, health, and the environment.

➔ AmeriCorps VISTA: VISTA provides full-time members to nonprofit, faith-based and other community organizations, and public agencies to create and expand programs that bring low-income individuals and communities out of poverty.

➔ AmeriCorps NCCC: AmeriCorps NCCC is a full-time, team-based, residential program for men and women, ages 18-24. Its mission is to strengthen communities and develop leaders through direct, team-based national and community service.

CNCS Staff and InfoFor information on the current AmeriCorps Director and the staff roles at CNCS and the New Mexico State office click here.

History of National Service in New MexicoThe New Mexico Commission for Community Volunteerism (NMCCV) began to engage New Mexicans from all economic backgrounds and ages in community work in 1999. The program has continued to thrive and currently boasts 8,600 volunteers working throughout the state.

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Promoting a sense of community by addressing social, environmental, educational, homeland security and public safety is the foundation for a robust and creative approach to volunteerism in New Mexico.

NMCCV Mission and VisionThe Commission’s mission is to engage citizens of New Mexico of all ages and backgrounds in community based service; such service will address New Mexico’s human, educational, environmental, public safety, health, housing and other needs to achieve direct and beneficial results.

The Commission has for its purpose the promotion and guidance of Corporation for National Service grant expenditures in a judicious and reasonable manner, consistent with pertinent provisions of federal law and regulation.

Commissioners and Commission Staff For information on the current NMCCV staff, commissioners and the staff roles click here.

Duties of the State CommissionAs stated in the National and Community Service Act of 1990, New Mexico Commission for Community Volunteerism must exist in order for a state to apply and accept national service grants. For more information, go to the CNCS legislation website (http://nationalservice.gov/about/legislation).

According to the Code of Federal Regulations §2550.2 (l), a State Service Commission is a bipartisan or nonpartisan state entity, approved by the Corporation, consisting of 15–25 members (appointed by the chief executive officer of the state), that is responsible for developing a comprehensive national service plan, assembling applications for funding, and approved national service positions, as well as administering national and community service programs in the state.

The Commission was established in 1994 by an executive order written by then- Governor Bruce King as the New Mexico Commission for National and Community Service. In 1997 The State Commission on National and Community Service adopted their by-laws. The New Mexico Commission for Community Volunteerism (NMCCV, the Commission) was renamed in 1999 and is the Governor-designated National Service Commission in New Mexico. The purpose of the commission is to administer the AmeriCorps State grant program and to engage citizens of all ages and backgrounds in meaningful, purpose-driven community based service.

NMCCV is housed within the New Mexico Department of Workforce Solutions (NMDWS). As such, NMCCV receives administrative and fiscal support from NMDWS, and is included in the NMDWS’ budget to the state.

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Program DirectoryYour program is part of a select group of AmeriCorps programs operating in New Mexico. More information about the current programs can be found on the Training and Program Management website.

CNCS State Office and NMCCV CollaborationWhile NMCCV oversees AmeriCorps State programs, CNCS headquarters (Washington, DC) oversees AmeriCorps National programs, and the CNCS New Mexico State Office oversees AmeriCorps VISTA and Senior Corps programs in New Mexico. Even though our agencies oversee different streams of national service, we share the goal of expanding national opportunities for all New Mexico residents, as well as promoting volunteerism and service as a means to addressing vital community needs in the communities that need this support the most.

The CNCS State Director has been an ex-officio member of our State Commission and is a key participant and advisor on the direction of AmeriCorps service in our state. AmeriCorps, Senior Corps, and VISTA stakeholders often come together to plan and coordinate projects in various regions of our state. Our partners often work together on our State Service Plan, which is a three-year blueprint on the direction of volunteerism and national service initiatives in our state.

National Days of ServiceEach year CNCS encourages AmeriCorps programs to participate in national days of service with specific focus on Martin Luther King Jr. Day of Service, Cesar Chavez Day, and 9/11 Day of Service and Remembrance. National days of service present programs with a special opportunity to address unmet community needs, collaborate with other AmeriCorps programs, build AmeriCorps member morale and teamwork, promote volunteerism and service in local communities, and highlight the difference AmeriCorps members make across the nation.

Visit the Events Calendar to view specific dates and activities.

NMCCV has a high expectation that all programs participate in national days of service. Additionally, programs should develop days of service that allow the participation of community volunteers, NMCCV Commissioners, and invited elected officials. Consult your Program Officer to discuss further.

Special Initiatives and EventsIn addition to the national days of service, NMCCV often times in collaboration with the CNCS State Office, embarks on many special initiatives and events each year.

Notable events include:

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New Mexico State AmeriCorps LAUNCH (September or October) Make A Difference Day (October) MLK Day (January) AmeriCorps Week (March) Cesar Chavez Day (March) Mayor Recognition Day of National Service (April) National Volunteer Week (April) Global Youth Service Day (April) Earth Day (April) Senior Corps Week (May)

Dates are subject to change. Please refer to the Events Calendar for up to date information. NMCCV will promote all initiatives and events as they occur.

Training and Technical AssistanceBeyond the handbook, NMCCV provides many opportunities for ongoing training and technical assistance. The technical assistance provided can include: Pre-Award Consultation, New Program Orientation, Subgrantee Calls/Webinars, and Annual Subgrantee Meetings/Trainings.

The NMCCV hosts the AmeriCorps New Mexico Online Training Center to support the training and professional development of their AmeriCorps Programs. Within the platform you can access online and on demand courses developed specifically for AmeriCorps programs operating in New Mexico and AmeriCorps members serving in New Mexico.

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Chapter 3: Program Management - Startup Grant Award Conditions

o Grant Continuationo Termination of Granto Grant Period and Incremental Fundingo Fixed Amount Awardso Planning Grants

Match Fundso Overall Cost Matcho Matching Funds/Voluntary Cost Shareo Failure to Meet Match

Financial Management Program Policies and Procedures

Grant Award ConditionsThe grant agreement is a legally binding contract that establishes your program’s relationship with NMCCV. A new grant agreement is signed each year, after your program has been approved for new or continued funding. It is the most essential document for your AmeriCorps program. It includes the approved budget, total MSYs and outlines rules, regulations and key requirements (deliverables) for the program year. Program Directors and key staff persons should become familiar with the grant agreement in its entirety.

The grant award and its provisions contain many of the details and specifics governing the management of your grant. Your organization’s financial officer/financial staff should be familiar with the more detailed financial and management requirements contained in Corporation regulations, the grant and the application, Office of Management and Budget (OMB) Circulars. In order to effectively manage and implement your program, program directors need to be familiar with the principal requirements applicable to the AmeriCorps program, such as member recruitment, training, prohibitions on lobbying, terms of service, minimum hours, etc. You can review the AmeriCorps provisions for a full explanation, which are updated annually and available through the Laws, Regulations, Grant Terms and Conditions on the Program Directors Resource Page.

In addition, you should be familiar with the special limitation on use of funds that apply to AmeriCorps, such as the 5% limitation on federal funds for administrative costs and the prohibition on using budgeted member allowances and benefit funds for other program activities and expenses. All of these requirements have been recently revised and are detailed in the AmeriCorps provisions in your grant.

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NMCCV may withhold grant funds and/or disallow expenditures when a program fails to comply with any terms or conditions of the grant award or federal regulations. This may include, but is not limited to, the following:

Failure to submit the required reimbursement claims in a timely manner; Failure to submit the required progress reports in a timely manner; Failure to resolve interim or final audit exception on past or current grants in a timely

manner; Inadequate maintenance of accounting records; Failure to submit proof of liability coverage in a timely manner; Failure to cooperate with or admit NMCCV staff or representatives (e.g., audit team) to

review program and fiscal records.

Grant ContinuationPrograms that have been previously funded by NMCCV will be reviewed for compliance, including financial management, progress and annual reports, monitoring results, audit reports, and any other relevant documentation or information. Failure to comply with terms or conditions of the grant agreement may result in the denial of future awards.

Termination of GrantA determination of noncompliance will jeopardize eligibility for continued grant funding. Each grant award may be subject to suspension of payments or termination of the grant or both, and the grantee may be subject to debarment, in accordance with the requirements of Section 8356 of the National and Community Service Act, if NMCCV determines that any of the following has occurred:

The sub grantee has made a false certification under Section 8355. The sub grantee violates the certification by failing to carry out requirements of

subdivisions (a) to (c), inclusive, of Section 8355.

Grant Period and Incremental FundingFor the purpose of the grant, a project period is the entire length of time the grantee is proposed to be funded to complete approved activities under the grant. A project period may contain one or more budget periods. A budget period is a specific interval of time for which Federal Funds are being provided to fund a grantee’s approved activities and budget.

Fixed Amount AwardsFixed amount grants are not subject to the Federal Cost Principles. For Education Award Programs (EAP), the fixed federal assistance amount of the grant is based on the approved and awarded number of full-time (MSYs) member specified in the award. For full-cost and Professional Corps Fixed Amount grants, the fixed federal assistance amount of the grant is based on the approved and awarded numbers of full-time members and their completion of their terms of service.

For EAPs, the final amount of grant funds that the grantee may retain is dependent upon the grantee’s notifying CNCS’s National Service Trust of the members that it has selected (but not

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limited to the number of members allotted to the grantee as specified in the award). All such members must carry out activities to achieve the specific project objectives as approved by CNCS. At closeout, CNCS will calculate the final amount of the grant based on Trust documentation. CNCS will recover any amounts drawn down by the grantee in excess of the final grant amount allowed based on member selections documentation in the Trust.

Planning GrantsPlanning grants are for one year only and do not support AmeriCorps members. During the planning period, the applicant designs an AmeriCorps program which addresses a need in their community or communities. Planning grants may be offered by NMCCV or by CNCS for multi-state or tribal programs. However, they are not offered every year. You much review the current Notice of Funding Opportunity closely to determine if and how you can apply for a planning grant for the current year’s competition.

Match Funds

Overall Cost MatchSubject to the requirements of § 2521.45, and except as provided in paragraph (b), your overall share of program costs will increase as of the fourth consecutive year that you receive a grant, according to the following timetable. (This is not applicable to Fixed Award grant programs). A grantee must have contributed matching resources by the end of a grant period in an amount equal to the combined total of the proposed or minimum overall annual match for each year of the grant period.

Year 1 2 3 4 5 6 7 8 9 10

Minimum Overall Share

24% 24% 24% 26% 30% 34% 38% 42% 46% 50%

Programs may bill a maximum 5% of the Corporation funds actually expended in the operation of the program to the administration line of the budget. Programs must meet this requirement by the end of the program year. Programs may choose to use one of the two methods to calculate allowable administrative costs—a Corporation fixed percentage method or a federally approved indirect cost rate method. No matter which of the options is chosen, the Corporation’s share of administrative costs is limited by statute to 5% of the total Corporation funds actually expended under this grant.

Matching Funds/Voluntary Cost ShareCash or in-kind matching contributions that exceed the required minimum will be considered voluntary cost share. Programs that cannot meet the amount of voluntary cost share proposed in their application may submit a request to reduce the amount of cost share their program will contribute. However, the cost share/match cannot be reduced below the minimum percentage requirements as indicated below.

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Failure to Meet MatchPrograms should meet proposed match every quarter. Programs that are not meeting proposed levels of match at the end of the second quarter may be required to submit a letter explaining why the match was not met and how the organization plans on to meet the match by the end of the program year. As a result of not meeting the match, Corporation funds may be reduced by the NMCCV in order to bring the program in line with the match requirements as submitted in the application.

Financial ManagementUnder CNCS regulations, grantees must maintain financial management systems that provide accurate, complete, and current disclosure of AmeriCorps grant finances. Subgrantees must adhere to the Office of Management and Budget (OMB) Guidance.

Components of a financial management system include:

Adequate practices that address regulatory requirements Written policies and procedures Documentation of expenses Cash management systems An efficient accounting system Budget controls Time AND activity documentation Documentation of matching requirements AND in-kind contributions Timely, complete, and accurate reporting Internal controls

The following are several important financial management facts for new subgrantees:

➔ Each AmeriCorps grant must be tracked separately from other grants and programs.➔ Staff identified on the AmeriCorps grant budget – whether paid with CNCS funds or

match (called “Grantee Share” in the eGrants budget), must maintain timesheets that document the actual amount of time spent on the AmeriCorps grant and on other activities.

➔ If a subgrantee is found to be out of compliance with grant requirements, CNCS and NMCCV will hold the subgrantee liable for disallowed costs.

Please note that there are companies that offer training on federal grants management. Such courses would be especially helpful for subgrantee organizations that have no or minimal experience with federal grants management. While these trainings do not focus on the specifics of managing finances for an AmeriCorps program, they provide general guidance on federal requirements and setting up sound accounting practices. It is the subgrantee’s responsibility to ensure that adequate financial systems and well-trained staff are in place to manage the AmeriCorps resources.

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Program Policies and ProceduresDuring the start-up period, you should develop and document policies and procedures that lay the framework for how your program will be managed. A well-written and comprehensive set of policies and procedures will help your program run more efficiently and effectively, while also ensuring compliance with regulatory requirements. Some policies are mandated by grant requirements, but you will want to create other policies as well that are tailored to your program and your organization.

Your program policies must ensure compliance with grant requirements, including, but not limited to:

Non-Discrimination Prohibited Activities Reasonable Accommodation Drug-free Workplace Grievance procedures National Service Criminal History Check AmeriCorps member safety “safeguards” Site selection criteria and process Recordkeeping Member eligibility documentation Member information confidentiality

Other key policies and procedures may include:

Member leave Member selection, evaluation, and termination Standards of member conduct, attendance requirements, and dress codes Requirements of sites for progress reporting, raising and documenting match and

promoting AmeriCorps identity Communication hierarchies, etc.

The above-mentioned policies that you develop will serve as the basis for your site and member agreements, which will be discussed later in this document. These policies should be included in any program manual or handbook that you distribute to sites and members. Throughout the life of your program, it is a good idea to continue to develop and refine policies and procedures that guide your program implementation.

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Chapter 4: Member Management - Startup AmeriCorps Members vs. Employees Member Recruitment

o Term of Serviceo Planning for the Term of Serviceo Prohibited Activitieso Allowable Activitieso Tutoring Requirementso Position Descriptionso Non-discrimination and Non-Harassment o Inclusion

Reasonable Accommodation Accommodation Requests

Member Eligibility National Service Criminal History Checks Member Service Agreement

o Grievance Procedureo Member Benefits

Member Time Tracking and Timesheets Affiliation with AmeriCorps: Using the AmeriCorps Brand Sample required language to include in all documents

AmeriCorps Members vs. EmployeesAmeriCorps members are NOT employees. By law, an AmeriCorps member is defined as a “participant” in an approved national service position. By rule, “a participant shall not be considered to be an employee of the organization receiving assistance under the national service laws through which the participant is engaging in service.” (42 USC 12511 30B) Furthermore, the US Department of Labor has clarified that an AmeriCorps participant is not an employee of the program for purposes of the Fair Labor Standards Act and is ineligible for unemployment insurance. A document with resources and more information about this is available online in Member Management Forms.

Member RecruitmentA successful recruitment strategy is the foundation to a thriving AmeriCorps program and the initial step necessary for programs to reach their desired community impact goals. AmeriCorps members are the face of any program; selection and placement of members is crucial to the overall health of AmeriCorps at the national, state, and local level. Being up front about both the benefits and challenges can help place members who are more likely to complete their service

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term. This information should be included in a comprehensive AmeriCorps Member Position Description. Examples can be found online in Member Mangement Forms.

AmeriCorps recruits for diversity. Programs must be accessible to all persons with or without reasonable accommodation. CNCS embraces both a non-discrimination and non-harassment policy.

Successful member recruitment may look different in each community. Here are some general suggestions:

Newspapers or Online Sources such as Craigslist Organization’s Website Service Year Website High Schools and Colleges Career and Volunteer Fairs Word of Mouth – Members and Alumni

For additional strategies on recruitment, visit the National Service Knowledge Network (which you can find through the Key Websites on the Program Directors Resource Page.

Programs must develop their own selection process (i.e. screening and interviewing) and implement the process consistently. To document recruitment and selection, at a minimum, the program should retain an application or resume and two references.

Term of ServiceMembers should have a schedule that allows for sufficient accumulation of hours to satisfy the requirements to successfully complete service. The grantee must ensure that each member has sufficient opportunity to complete the required member of hours of service to qualify for the education award. The member and program may change the term of service, in writing, due to compelling personal circumstances. Regardless of changes in dates, members must complete the required hours – not including vacation, holiday or sick days – to qualify for an Education Award. A maximum of 20% of the hours served may be spent on training, education, or other similar approved activities. A maximum of 10% of the hours served may be spent on fundraising on approved activities. Travel time to and from activities does not count towards service, fundraising, or training hours. Additionally, each full‐time member (and any other type of member serving in a full‐time capacity) must include a lunch break on their timesheets. Lunch breaks are not allowed to be counted toward service hours.

If the member discontinues his/her term of service due to compelling personal circumstances, he/she will cease to receive benefits under the program. Should a program not be renewed, a member who was scheduled to continue in a term of service may either be placed in another program, where feasible, or if the member has completed at least 15% of the service hour requirement, a member may receive a prorated education award.

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Planning for the Term of ServiceThe grantee must develop member positions that provide for meaningful service activities and performance criteria that are appropriate to the skill level of members. The grantee is responsible for ensuring that the positions do not include or put the AmeriCorps member in a situation in which the member is at risk for engaging in any prohibited activity, activity that would violate the non-duplication and non-displacement requirements, or prohibited fundraising activity. The grantee must accurately and completely describe the activities to be performed by each member in a position description. Position descriptions must be provided to CNCS upon request. The grantee must ensure that each member has sufficient opportunity to complete the required number of hours to qualify for an education award. In planning for the member’s term of service, the grantee must account for holidays and other time off, and must provide each member with sufficient opportunity to make up missed hours.

Prohibited ActivitiesWhile charging time to the AmeriCorps Program, accumulating service, training hours, or performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in the following activities, and the sub-grantee may not use grant funds (Corporation, NMCCV, or matching funds supporting staff or member time and effort) to support the following activities:

Attempting to influence legislation; Organizing or engaging in protests, petitions, boycotts, or strikes; Assisting, promoting or deterring union organizing; Impairing existing contracts for services or collective bargaining agreements; Engaging in partisan political activities or other activities designed to influence the

outcome of an election to any public office; 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;

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 proselytizing;

Providing a direct benefit to: o A for‐profit entity; o A labor union; o A partisan political organization; o An organization engaged in the religious activities described in the preceding sub

clause, unless Grant funds are not used to support the religious activities; or o A nonprofit entity that fails to comply with the restrictions contained in section

501(c) (3) of U.S. Code Title 26; o Voter registration drives by AmeriCorps members is an unacceptable service

activity. In addition, Corporation funds may not be used to conduct a voter registration drive;

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o Other activities as NMCCV determines will be prohibited, upon notice to the AmeriCorps*State sub-grantee.

Providing abortion services or referrals

AmeriCorps members may 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. Individuals may exercise their rights as private citizens and may participate in the above activities on their initiative, on non-AmeriCorps time, and using non-Corporation funds. The AmeriCorps logo should not be worn while doing so.

Also, a member’s service activities may not include:

Raising funds for his or her living allowance; Raising funds for an organization’s operating expenses or endowment; Writing grant applications for AmeriCorps funding or for any other funding provided by

the Corporation for National and Community Service; Writing grants applications for funding provided by any other federal agency.

Allowable ActivitiesAfter reading the list of prohibited activities there may be questions about allowable service activities.

The most important piece of information to relay is that at least 70% of member time must be spent doing direct service. A maximum of 20% of program time can be dedicated to education/training and a maximum of 10% of each member’s time can be dedicated to fundraising.

Direct service addresses human need or the environment in one form or another. It is engaging directly with people to support change, or performing service that is involved in creating community impact. Administrative tasks necessary to perform direct service are inherent. However, programs should caution against excessive administrative tasks or administrative tasks unrelated to direct service. Direct service that members perform must be outlined in an awarded grant and further defined in member Position Descriptions.

Indirect service, defined as education/training and fundraising, is limited. You can find more information on the federal regulations on education/training, fundraising and tutoring and academic support activities under the Laws, Regulations, Grant Terms and Conditions on the Program Director Resource Page

All AmeriCorps service activities will take place within the State of New Mexico only, unless otherwise approved. If you have questions about prohibited or allowable activities contact your Program Officer.

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Tutoring RequirementsAny program whose primary goal is to increase academic achievement in reading or other core subjects through planned, consistent, one-to-one or small-group sessions and activities that build on the academic strengths of students in kindergarten through 12th grade and target their academic needs must comply with tutoring requirements. Any program focusing on supplemental academic support other than tutoring (as defined) is not subject to such requirements.

You can find the federal regulations on this on these policies through the link on the Program Directors Page under Laws, Regulations and Grant Terms and Conditions

Position DescriptionsEvery AmeriCorps member must have a Position Description. The Position Description is developed at the program level and is either embedded into the Member Service Agreement or maintained as an independent document referenced in the Member Service Agreement.

Single-focused programs in which AmeriCorps members all have the same Position Description find it easiest to place the Position Description directly in the Member Service Agreement. While multi-focused programs in which AmeriCorps members have differing Position Descriptions find it easiest to maintain individual Position Descriptions referenced as addendums in Member Service Agreements.

In either case, a Position Description should include the following:

Organization/Program Operating Site (if different than the program) Supervisor Position Title Days/Hours of Service Program/Site Overview Description of Position Responsibilities and Related Tasks Required/Desired Qualifications Reference to AmeriCorps Prohibited Activities

Additionally:

It is recommended that programs use Position Descriptions to reflect whether or not the position serves vulnerable populations and if a corresponding 2-part or 3-part criminal history check is required.

Include AmeriCorps and organization/program logos. Use “serve” instead of “work” and “position” instead of “job”. Avoid language such as “other duties as assigned” (all Position Descriptions should be

specific, removing any perception of prohibited activities).

A Position Description template can be found in Member Forms and Documents.

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Non-Discrimination and Non-HarassmentAmeriCorps is available to all, without regard to race, color, national origin, disability, age, sex, political affiliation, or, in most instances, religion. By legislation or design, some programs are tailored to particular age groups.

CNCS has zero tolerance for the harassment of any individual or group of individuals for any reason.

For more detailed information on the non-discrimination and non-harassment policy, please refer to CNCS General Grant Terms and Conditions, section II.K., page 8 (which you can find through the Key Websites on the Program Directors Resource Page).

InclusionAmeriCorps is committed to promoting inclusion of people of all abilities in National Service Programs. For Disability Inclusion resources view the key websites on the Program Director Resources Page.

Reasonable AccommodationPrograms and activities must be accessible to persons with disabilities, and the subgrantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation.

Accommodation RequestsThe vast majority of accommodations are inexpensive. For those cases where reasonable accommodations are more costly, there is a limited amount of money available through CNCS. Contact your Program Officer for instructions on requesting disability accommodation funds.

Member EligibilityAn AmeriCorps member must:

Be at least 17 years of age at the commencement of service; or under special circumstances be an out-of school youth 16 years of age at the commencement of service.

Have a high school diploma or GED or agree to obtain prior to using the education award; or under special circumstances obtain a waiver.

Be a citizen, national, or lawful permanent resident alien of the United States. Satisfy the National Service Criminal History Check eligibility criteria.

To document age: passports, government issued birth certificates, driver’s licenses, are most common examples of documents to confirm a member is old enough to serve. For members under age 18, parental consent is required

To document educational attainment: Enrolling in My AmeriCorps portal requires members

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to certify their high school status. Such certification fulfills the subgrantees verification requirement.

To document citizenship: Passports, government issued birth certificates, certificates of naturalization, and INS Forms I-551 are the most common examples of documents that confirm citizenship. Individuals under Deferred Action for Childhood Arrivals (DACA) do not meet citizenship requirements.

For the step by step instructions on establishing member eligibility go to http://nmamericorpstraining.com/member-eligibility/

National Service Criminal History ChecksThe National Service Criminal History Check (NSCHC) is a screening procedure established by law to protect the beneficiaries of national service. Since November 23, 2007, CNCS has had regulations setting requirements for subgrantees to perform a NSCHC on individuals with recurring access to a vulnerable population. On October 1, 2009, regulations went into effect implementing Section 189D of the National and Community Service Act of 1990, as amended by the Serve America Act, expanding the positions subject to the NSCHC to include any individual receiving a living allowance, stipend, national service education award, or salary through a program receiving assistance under the national service laws, regardless of their level of contact with a vulnerable population. For more detailed information including forms, timelines and procedures please visit National Service Criminal History Check Policy.

Member Service AgreementMember Service Agreements are a critical part of administering AmeriCorps programs. Member Service Agreements provide the legal basis or contract by which the terms, conditions and rules regarding participation are delineated. This contract between the program and member is the legal document which would be used to resolve any issues between the program and a member.

CNCS outlines the minimum requirements in the their Terms and Conditions for AmeriCorps State and National Grants, section V.B., page 7 (which you can find through the Key Websites on the Program Directors Resource Page). Programs should consult with their organization in collaboration with the requirements to fully meet the needs of the program.

To ensure members understand their rights and responsibilities, members are required to sign the agreement on or before the first day of service.

A Member Service Agreement template and examples can be found here.

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Grievance ProcedureGrievance procedures are required as part of the Member Service Agreement and overall organizational policy. Specific procedures are outlined in federal regulation which you will find on the Program Directors Page under Laws, Regulations and Grant Terms and Conditions.

Member BenefitsPerhaps the first and biggest benefit people get from volunteering is the satisfaction of incorporating service into their lives and making a difference in their community and country. The intangible benefits alone--such as pride, satisfaction and accomplishment--are worthwhile reasons to serve. But there are other benefits as well--tangible benefits such as awards, job and education certifications, professional development, and more. To view member benefits in detail visit Member Service Agreement and Benefits.

Member Time Tracking and TimesheetsThe subgrantee is required to ensure that time and attendance recordkeeping is conducted by the AmeriCorps member’s supervisor. This time and attendance record is used to document member eligibility for in-service and post-service benefits. Time and attendance records must be signed and dated both by the member and his/her supervisor before the program counts or “certifies” the hours in the year to date total.

A member timesheet template and a program time tracking tool can be found online in Member Forms and Documents.

Affiliation with AmeriCorps: Using the AmeriCorps BrandCNCS outlines its policy on AmeriCorps affiliation in the CNCS Terms and Conditions for AmeriCorps State and National Grants, section III., page 3 (which you can find through the Key Websites on the Program Directors Resource Page).

Service GearProviding members and staff with appropriate service gear is required. Programs can opt to create their own apparel, but must use the AmeriCorps New Mexico logo when doing so. AmeriCorps gear and apparel is also manufactured by two vendors: Good Deed and National Service Gear (links to both can be found through Key Websites on the Program Directors Resource Page)

The AmeriCorps New Mexico logo(s) can be found online at http://nmamericorpstraining.com/key-forms/

Marketing and Media ResourcesCNCS has an abundance of online information, including a CNCS Ordering System for free publications and a Marketing and Media resource page. You can find links to these resource on the Program Directors Resource Page.

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Sample Required Language to Include in All Documents

1 Living Allowance Distribution

A living allowance is not a wage and is not paid on an hourly basis. The living allowance is paid in regular increments {fill in schedule} Payments will not fluctuate based on the number of hours served in a particular time period and will cease when a member concludes a term of service. If a member serves all required hours and the program and site have permitted them to conclude their term of service before the originally agreed upon end of term, the program cannot provide a lump sum payment to the member. Similarly if a member is selected after the program's start date the program will provide regular living allowance payments from the member's start date and may not increase the member's living allowance incremental payment or provide a lump sum to make up any missed payments.

2 Prohibited Activities An approved national service position may not be used for the following activities: (1) attempting to influence legislation; (2) Organizing or engaging in protests, petitions, boycotts, or strikes; (3) Assisting, promoting, or deterring union organizing; (4) Impairing existing contracts for services or collective bargaining agreements; (5) Engaging in partisan political activities or other activities designed to influence the outcome of an election to Federal office or the outcome of an election to a State or local public office; (6) 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; (7) 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 primarily or inherently devoted to religious instruction or worship or engaging in any form of proselytization; (8) Providing a direct benefit to any (A) business organized for profit; (B) labor union; (C) partisan political organization; (D) non-profit organization that fails to comply with the restrictions contained in section 501(c) of the Internal Revenue Code of 1986 except activities undertaken at their own initiative; and (E) organization engaged in the religious activities described in paragraph 7 unless the position is not used to support those religious activities; (9) Providing abortion services or referrals for receipt of such services; (10) Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; or (11) Carrying out such other activities as the corporation may prohibit.

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3 Grievance Procedures

Programs that receive assistance under the National and Community Service Act must maintain a procedure for the filing and adjudication of grievance from participants, labor organizations, and other interested individuals concerning projects that receive assistance including grievances regarding proposed placements of participant.DEADLINE FOR GRIEVANCES. Except for a grievance that alleges fraud or criminal activity, a grievance shall be made not later than 1 year after the date of the alleged occurrence of the event that is the subject of the grievance.DEADLINE FOR HEARING AND DECISION. A hearing on any grievance shall be conducted not later than 30 days after the filing of such grievance. Hearings shall be held by person (s) not involved in previous decisions on this issue.DECISION: A decision on any such grievance shall be made not later than 60 days after the filing of such grievance.ARBITRATION: In general:JOINTLY SELECTED ARBITRATOR: In the event of a decision on a grievance that is adverse to the party who filed such grievance, or 60 days after the filing of such grievance if no decision has been reached, such party shall be permitted to submit such grievance to binding arbitration before a qualified arbitrator who is jointly selected and independent of the interested parties.APPOINTED ARBITRATOR: If the parties cannot agree on an arbitrator, the Chief Executive Officer shall appoint an arbitrator from a list of qualified arbitrators within 15 days after receiving a request for such appointment from one of the parties to the grievance. DEADLINE FOR PROCEEDING: An arbitration proceeding shall be held no later than 45 days after the request for such arbitration proceeding, or if the arbitrator is appointed by the Chief Executive Officer not later than 30 days after the appointment of such arbitrator. DEADLINE FOR DECISION: A decision concerning a grievance shall be made not later than 30 days after the date such arbitration proceeding begins.

4 Unemployment AmeriCorps members serving in New Mexico are not eligible to receive unemployment benefits. Members are not employees of their site, sponsor or AmeriCorps. ORS 657.067 amended by Senate Bill 970 states that "employment" does not include service performed by participants in an AmeriCorps program.

5 Non-discrimination It is against the law for organizations that receive federal financial assistance from the Corporation for National and

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Community Service to discriminate on the basis of race, color, national origin, disability, sex, age, political affiliation, or in most cases, religion. It is also unlawful to retaliate against any person who or organization that files a complaint about such discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you want more information contact: {fill in} or Office of Civil Rights and Inclusiveness/CNCS/ 1201 New York Ave. NW Washington, DC 20525 or eo@cns.gov.

6 Waive the Living Allowance

A member may waive all or part of the payment of a living allowance if they believe their public assistance may be lost or decreased because of the living allowance. Even if the living allowance is waived, the amount may be deemed available. A member who has waived the living allowance may revoke the waiver at any time and begin receiving the living allowance but may not receive any portion that accrued during the waiver period.

7 Terms of Service A member may serve up to four terms of service in AmeriCorps State and National regardless of type of term. However, a member may only receive the value of two full-time education awards.A program may use funds from the Corporation for member support costs for a member who has already received the value of two full-time education awards if the member has not yet served four terms total. A program may not use funds from the Corporation for member support costs for a member who has already served the maximum number of terms for that stream of service.AmeriCorps State and National – 4 termsVISTA – 3 termsNCCC – 2 termsMembers who have received the value of two full-time education awards are eligible for forbearance during their service terms and to have their accrued interest paid after successfully completing their service.

8 Use of the Education Award

The education award can be used in the following ways, or in a combination of the following ways:

To repay qualified student loans. To pay all or part of the current education expenses to

attend a qualified institution of higher education

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(including certain vocational programs).

Beginning with terms of service that start on or after Oct. 1, 2009, the education award may be used to pay expenses incurred in enrolling in an educational institution or training establishment that is approved under the GI Bill.

A member may use the education award up to seven years after his or her last day of service. A member may apply for an extension if:

he/she is unable to use the award for some reason during that time that is outside of his or her control such as a serious illness; or

he/she enrolls in another term of service in an approved program.

To be considered for an extension, a member must apply for an extension before the end of the seven year period.

Legislation was passed in 2009 to allow certain members 55 year old and older to transfer their Segal AmeriCorps Education Awards to their children or grandchildren under specific conditions.

9 Taxability of Education Award

The education award is taxed in the year it is used. For example, if a member uses all or part of the education award for college in the fall of 2010, that member must pay taxes on the portion of the award used when he or she files 2010 taxes.The Corporation for National and Community Service (CNCS) does not withhold taxes from the award.By the end of January each year, the Corporation sends a 1099 Form to all AmeriCorps members who have made payments from their education awards and for whom interest payments have been made during the previous year totaling more than $600.00. The 1099 Form does not need to be submitted to the IRS with a member’s tax return, but it reflects the amount that CNCS reports to the IRS as taxable miscellaneous income.

10 Transfer Education Award

To transfer an education award you must: (1) have earned the award in an AmeriCorps State or National program; (2) have been aged 55 or older on the date you began the approved term of service; and (3) have begun the term of service on or after October 1, 2009. You may transfer all or a portion of your unused education award. Once transferred you may revoke any unused amount prior to the expiration of the award. You can only transfer each award once. You may transfer the award to your child, grandchild or foster child. The recipient to whom

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you transfer the award can use the award to pay the cost of attendance at qualified institutions of higher learning or to pay qualified student loans. The recipient can receive transfers from multiple education awards but only up to the current value of two full-time education awards.

11 Family Medical Leave

At the program’s discretion, temporary leave may also be authorized for the reasons allowed under FMLA to AmeriCorps members who do not otherwise meet the eligibility requirements for FMLA leave as described in the regulations. If temporary leave is appropriate, grantees have the flexibility to determine the duration of the absence for up to 12 weeks, and may choose to continue providing health benefits to the member during the period of absence. The member must be suspended during the period of temporary leave.

The length of the leave must be based on two considerations: (1) the circumstances of the situation; and (2) the impact of the absence on the member’s service experience and on the overall program. If the disruption would seriously compromise the member’s service experience or the quality of the program as a whole, then the grantee may offer the member the option of rejoining the program in the next class or completely withdrawing from the program.

12 Armed Forces Reserves

Generally, the Reserves of the U.S. Army, U.S. Navy, U.S. Air Force, U.S. Marine Corps, U.S. Coast Guard, the Army National Guard, and the Air National Guard require reservists to serve one weekend a month plus 12 to 15 days a year (hereafter referred to as the two-week active duty service). To the extent possible, we seek to minimize the disruption in AmeriCorps service as a result of discharging responsibilities related to reservist duties. If members have a choice of when to fulfill their annual two-week active duty requirement, they should do so when it will not disrupt their AmeriCorps service. In instances where the dates of active duty are inflexible and conflict with AmeriCorps service, members will be granted a leave of absence for the two-week period of active duty service in the Reserves.

Members may not receive time-off for additional Reserves-related service beyond the two-week active duty service. No AmeriCorps service credit is earned for the once-a-month weekend service in the Reserves. We will credit members for AmeriCorps service hours during their two weeks of active duty service in the Reserves if it occurs during their AmeriCorps service. The member would receive credit for the number of

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hours he or she would have served during that period had there been no interruption. For example, if a full-time member is signed up to serve 30 hours of AmeriCorps service one week and 40 hours of AmeriCorps service on the following week, she or he would receive 70 hours of AmeriCorps service credit for the two weeks of active duty service regardless of the actual number of hours served in the Reserves.

Reservists in the U.S. Armed Forces receive compensation for their mandatory two weeks of active duty service. The compensation regulations governing the Army and Air National Guard may vary by state. We will continue to pay the living allowance and provide health care and child care coverage for the two-week period of active duty.

13 Voting Programs should encourage all eligible members to register and vote. However, the grantee is prohibited from requiring members to register or to vote, and from attempting to influence how members vote. Members who are unable to vote before or after service hours should be allowed to do so during their service time without incurring any penalties. The site supervisor should determine the length of absence.

14 Disability Inclusion Topics

Inclusive etiquette and language Inclusive service position descriptions (essential v.

marginal functions) Inclusive recruitment Disability disclosure and confidentiality Reasonable accommodations Member disability file management and protocol Moving from “Accessibility” to “Inclusion” Where to go with disability related questions

15 Inclusion Language for Member Service Agreement

Reasonable accommodation is a logical adjustment made to a service environment to enable a person with a disability to perform the essential functions of the job. Reasonable accommodation will be determined on a case-by-case basis. Disabilities affect people differently and an accommodation that is successful for one person may not be appropriate for another, despite their having the same disability 1) Once in service, a member may disclose a disability or make a request for a reasonable accommodation at any time by contacting (insert your program contact person and number/email).2) The (insert your program) is committed to working with and supporting diverse members throughout the service placement. As part of this commitment, we will work closely with our

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community placement organizations to provide reasonable accommodation to the known mental or physical disabilities of our members. If you believe that you need accommodation to complete the essential functions of your position, please let us know as soon as possible so we can support you. 3) It is always up to the member who discloses to decide how much information to share about a disability. If a member discloses a disability, that information must be/will be maintained confidentially and cannot be disclosed to others unless the member provides approval in writing or in another verifiable method.

16 Inclusive Service Position

Essential = Position exists to perform a specific function; function must be performed by member; function is specialized Marginal = Preferential or secondary to essential functions; tasks is done on an “as-needed” basis; can be traded or done by another volunteer. Examples: answering telephones, transporting materials, fixing snacks. Suggestion: list functions in order of priority, estimate percent of time spent on functions. Review functions with low percent of time required = Marginal activities.

17 Hidden Disabilities Hidden disabilities are those disabilities that cannot be directly identified through observation. They can include cognitive, chronic health, and psychological disabilities. Hidden disabilities are real and can substantially limit major life activities just as much or more than a disability that is visible. It is important to remember that many people with visible disabilities also have hidden disabilities. It is very difficult to recognize hidden disabilities. If someone does not disclose that they have a disability, there may be some indicators that may signal a possible disability. These include: Frequent requests to have information repeated; Difficulty paying attention; Confusion; Difficulty following directions ; Impulsive behavior ; Sudden changes in mood ; Significant fatigue; Difficulty sitting still or standing for long periods; Sudden weight loss or gain; Frequent medical appointments or treatments.

Asking about a hidden disability can be a very delicate issue and should be handled with the utmost care and respect for the individual’s wishes, concerns, and decisions related to disclosing any information about their disability.

Ensure confidentiality of any information that the member chooses to reveal about their disability.

The reason for asking for any disability related

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information should be made very clear. The decision to disclose any information should be

completely voluntary. Questions about the presence of a disability should

ONLY relate to the need for accommodations or eligibility for additional services.

18 AmeriCorps Identification

All AmeriCorps programs, staff and members must affiliate themselves as part of the AmeriCorps National Service Network and document this appropriately. Specific requirements in the 2016 AmeriCorps Terms and Conditions include:

1. Identification as an AmeriCorps Program or Member. The grantee, sub-grantee and host/placement site must identify the program as an AmeriCorps program and eligible members as AmeriCorps members. All partnership agreements/MOUs related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided.

2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of the Corporation for National and Community Service. CNCS provides a camera-ready logo. All grantee, sub-grantee and host/placement site websites must clearly state that they are an AmeriCorps program or service site and must prominently display the AmeriCorps logo. Grantees and sub-grantees, except for Education Award Programs (EAPs), must use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on-line position postings or other recruitment materials, orientation materials, member curriculum materials, signs, banners, press releases and publications related to their AmeriCorps program in accordance with CNCS requirements. EAPs are strongly encouraged to use the AmeriCorps name and logo on such materials.

To publicize the relationship between the program and AmeriCorps, the grantee should use one of the following phrases when describing their program: “The AmeriCorps National Service Network,” “an AmeriCorps program,” or “a proud member of the AmeriCorps national service network.” Grantees must provide information or training to their AmeriCorps members and host/placement sites about how their program is part of the national AmeriCorps program and about the other national service programs of CNCS. Grantees, sub-grantees and host/placement sites must place signs that include the

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AmeriCorps name and logo at their service sites and may use the slogan “AmeriCorps Serving Here.” AmeriCorps members should state they are AmeriCorps members during public speaking opportunities.

The grantee may not alter the AmeriCorps logo, and must obtain written permission from CNCS before using the AmeriCorps name or logo on materials that will be sold, or permitting donors to use the AmeriCorps name or logo in promotional materials. The grantee may not use or display the AmeriCorps name or logo in connection with any activity prohibited in these grant Terms & Conditions.

19 AmeriCorps Disclaimer

Host/placement site and member agreements should include the following statement:All public reports and documents generated by AmeriCorps members and staff must include the following statement:This material is based upon work supported by the Corporation for National and Community Service (CNCS) under AmeriCorps Grant No. ____. Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, CNCS or the AmeriCorps program.

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Chapter 5: Member Management – Ongoing Online Member Management Member Files Member Enrollment and Exit Service Locations Member Supervision

o Member Orientation and Trainingo Member Performance Reviews

Conditions for Early Releaseo Release for Compelling Personal Circumstanceso Release for Cause

Slot Refills and Slot Conversions

Online Member Management (eGrants/My AmeriCorps Portal)

Subgrantees are required to use an online member management system known as My AmeriCorps. The portal to My AmeriCorps is found via eGrants. A series of tutorials has been developed to train and assist programs in learning the My AmeriCorps requirements and functionality. These tutorials and other resources can be found through the Key Websites on the Program Directors Resource Page.

Member FilesAmeriCorps member files are similar to personnel files and should be treated as secure documents. Subgrantees are required to keep individual files on all members. Member files may contain many program related documents, but at minimum are required to have the following information:

Application and/or Resume W-4 (for members receiving a living allowance) Government-Issued Photo Identification (example: driver’s license, passport, etc.) Proof of Citizenship and Age (example: passport, birth certificate, I-151, etc.) Criminal History Checks (may be kept in central filing system in lieu of member file) Member Service Agreement Position Description (if separate from the member service agreement) Media Release (if separate from the member service agreement) Health Insurance Enrollment or Waiver Form Performance Reviews Timesheets (may be kept in central filing system in lieu of member file) Documentation of Personal and Compelling Circumstances (if applicable)

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Parental Consent Form (if applicable)

While not required, NMCCV also suggests including:

1. File Checklist (suggested)2. Two References (suggested)

Member Enrollment and ExitCNCS requires programs to enroll and exit members electronically in eGrants/My AmeriCorps Portal within 30 days of the member start date and end date.

Using eGrants/My AmeriCorps Portal, the program initiates the process in the system and members are electronically notified to complete their portion of enrollment. Once the member completes their portion, program staff finalize the process electronically. Programs should regularly check the status of member completion in order to ensure compliance with CNCS timeliness standards.

In rare cases, such as a member’s limited computer/internet access or skill-based barriers, program staff can utilize the CNCS paper copies of enrollment and exit forms. This should not be common practice. When using paper copies, members and program staff will complete one form. Program staff will then need to transfer that information electronically into eGrants/My AmeriCorps Portal. Once enrolled electronically, save the paper copy in the member file.

Paper copies of the CNCS enrollment/exit forms can be found online in Member Forms and Documents.

Service LocationsAssigning each member to a service location is also required upon enrollment within 30 days of the member start date. If a member is serving at multiple service locations, the program must assign the one where the member serves a majority of his or her hours, however, all service locations must be created and listed in the portal.

Member SupervisionSubgrantees must provide members with adequate supervision by qualified supervisors consistent with the approved grant application.

Member Orientation and TrainingThe subgrantee must conduct an orientation for members. Orientation begins the on boarding process for members and ongoing training reinforces it. A Member Orientation and Training Plan provides valuable information on important requirements, pieces of information they will use throughout the service year, and other useful knowledge, skills, and abilities they will need to conduct themselves properly and have a successful year.

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Member Performance ReviewsSubgrantees must conduct and keep a record of at least a midterm and an end-of-term written evaluation of each member’s performance for Full and Half-Time members and an end-of-term written evaluation for less than Half-time members. The end-of-term evaluation should address, at a minimum, the following factors:

Whether the member has completed the required number of hours; Whether the member has satisfactorily completed assignments; and Whether the member has met other performance criteria that were clearly communicated

at the beginning of the term of service.

NOTE: Programs should develop a performance review tool that best suits their member development goals and program design goals. Programs can either incorporate the required language into their tool or use the NMCCV End-Of-Term Evaluation Addendum. While signatures are not required, NMCCS believes it is best practice to have a member and supervisor sign the performance review in acknowledgement of (not necessarily agreement with) the process. If the program develops a form that contains signature lines, signatures are needed.

Conditions for Early Release

Release for Compelling Personal CircumstancesA member that has performed satisfactorily, has completed at least 15% of the required term of service, and meets the conditions for compelling personal circumstances, may be awarded a pro-rated education award. A member awarded a pro-rated education award is considered a positive exit and does not negatively affect retention rates. Programs may not refill positions that are exited with award.

Compelling personal circumstances do not include leaving a program to enroll in school or to obtain employment (other than in moving from welfare to work or in leaving a program that includes in its approved performance measures the promotion of employment among its members).

Release for CauseA release for cause encompasses any circumstance other than compelling personal circumstances. Members released for cause are not eligible for a pro-rated education award. However, it is possible for a member to receive a satisfactory performance review and be released for cause. A satisfactory performance review allows an individual to serve again in the future. When a member is released for cause a program’s retention rate declines. Under certain circumstances, a program can refill the member position.

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CNCS outlines its policy on Release From Participation in the CNCS Terms and Conditions for AmeriCorps State and National Grants, section VII., page 11 (which you can find through the Key Websites on the Program Directors Resource Page).

Note: Programs new to this process should consult with their Program Officer.

Slot Refills and Slot Conversions

Slot RefillsPrograms that have fully enrolled their awarded member slots are allowed to replace any member who is released for cause provided that the member was released prior to completing 30% of their term and provided that the program year stills allows for adequate time to support the completion of a new service term. Programs may not refill the same slot more than once.

Slot ConversionsPrograms have the ability to convert slot types. For example, a program with one unfilled full- time position finds it no longer has enough time in the service year to support a single member serving 1700 hours. This program can, however, support two members serving 900 hours simultaneously. In this case, the program may choose to convert one full-time position into two half-time positions.

More details on Program Slots can be found in the CNCS Terms and Conditions for AmeriCorps State and National Grants, section VI., page 9 (which you can find under Laws, Regulations, Grant Terms and Conditions on the Program Directors Resource Page)

Note: Programs new to this process should consult with their Program Officer.

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Chapter 6: Program Management-Ongoing Program Performance Measurement Program Evaluation

o Independent vs. Internal Evaluation Records Retention

Program Performance MeasurementThe National Service Knowledge Network has multiple resources in this area. Please refer to the CNCS Performance Measurement Framework page (which you can find through the Key websites on the Program Directors Resource Page ) for information on how priority measures link with the Corporations focus areas and overall strategic plan. Online courses ranging from Performance Measurement Basics to Theory of Change to Data Collection and Instruments can also be found on the Performance Measurement Core Curriculum page also available through Key Websites on the Program Directors Resource Page - http://nmamericorpstraining.com/program-directors/.

Program Evaluation

Independent vs. Internal EvaluationAll AmeriCorps*State sub‐grantees that receive an average annual CNCS grant of $500,000 or more must conduct an independent evaluation. An independent evaluation uses an external evaluator who has no formal or personal relationship with, or stake in the administration, management, or finances of the grantee or of the program to be evaluated. AmeriCorps funds can be used for an independent evaluator if it was approved as part of the grant.

All other AmeriCorps*State grantees must conduct an internal evaluation. An internal evaluation is designed and conducted by qualified program staff or other stakeholders, such as, board members, partners, or volunteer affiliates. Please note that the $500,000 threshold represents Corporation funding, not total budget with match. The $500,000 threshold is calculated by averaging your Corporation grant over the last three years you have received Corporation funding, at the time you re-compete. Only 21% of State sub‐grantees receive an average annual grant of $500,000 or more and are required to provide an independent evaluation. For these sub‐grantees, participation in national or statewide evaluation studies also satisfies the requirement. All evaluations must cover at least one year of Corporation‐ funded service activity. AmeriCorps*State programs must submit results of the internal or independent evaluation within thirty days from completion to the NMCCV AmeriCorps Program Officer.

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If you are a... You will submit a(n)...

State formula grantee with an average annual CNCS grant under $500,000

Internal Evaluation

State competitive grantee with an average annual CNCS grant under $500,000

Internal Evaluation

State formula grantee with an average annual CNCS grant of $500,000 or more

Independent Evaluation.

State competitive grantee with an average annual CNCS grant of $500,000 or more

Independent Evaluation.

Records RetentionAll records related to any programs funded by NMCCV must be retained by the program for at least three years from the date of the termination of the grant or the date the final Federal Financial Report (FFR) is submitted to NMCCV, whichever is later.

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Chapter 7: Member Training and Development Training Coordination

o Annual Evento Pre/Post-Kickoff Evento Member Orientation

Required Trainingso Member Training

Member Time and Attendance Member Development

o Member Development Plano Supervising Memberso Performance Reviewo Member Recognition

Training Coordination

NMCCV provides support to program staff and members in the coordination and implementation of training and events. These include:

Annual EventHosted by NMCCV this event occurs in October and celebrates all AmeriCorps members across the state, including AmeriCorps*VISTA and National Direct program members. Members break out by regions to become familiar with others serving in their area and receive training and teambuilding throughout the day

Pre/Post-Kickoff Event

Subject to funding availability, NMCCV Provides optional training events in coordination with the Kickoff to allow programs and members the opportunity to select a day long training experience in the areas of Volunteer Management and/or Leadership.

Member Orientation

Member orientation should prepare members for their year of service. Orientation can help them acquire the skills and knowledge they need to “get the job done”. A strong orientation will pay off the program outcomes, with members who know the purpose of their service and have the skills to accomplish program objectives. NMCCV has created a comprehensive orientation to National Service for members in the training center and has developed a course on designing a strong member orientation to support Program Directors.

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Required TrainingsListed below are items the Corporation mandates to be covered in the orientation of members:

➢ Member rights and responsibilities➢ Specific skills and knowledge to perform service➢ Program’s code of conduct➢ Prohibited Activities➢ Drug Free Workplace➢ Suspension and Termination Rules➢ Grievance Procedures➢ Equal Opportunity, Affirmative Action, Non-Discrimination activities➢ Sexual Harassment Awareness Education➢ Introduction to National Service and AmeriCorps➢ My AmeriCorps Portal

It is required that all AmeriCorps State programs document that each member has received an orientation. Documentation includes:

A copy of the orientation agenda(s) Signed confirmation by the members that have received an orientation

This information can be kept in each member’s file or separately with program administration files. In order to ensure the program is offering quality and accurate trainings and orientations utilize the New Mexico Online Training Center. Additional ideas and resources are available through the CNCS Knowledge Network. A link to Member Development Resources is included in the Key Websites on the Program Directors Resource Page.

NMCCV acknowledges orientation can lead to “information overload.” Keep in mind different learning styles and incorporate activities such as team-building exercises, small group work, teach-back sessions, and service projects. Programs report increased interaction helps to increase retention of knowledge.

Member Training

Training should be an ongoing part of your program, including:

Training for assigned service activities including skills training (such as conducting organizational assessments, volunteer recruitment, volunteer project management and development), working with volunteers, cross-cultural sensitivity, and team building.

Training to develop member which may include communication, conflict resolution, CPR/First Aid, “life after AmeriCorps”, and other training topics.

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Supervisors/directors should also use service experiences to help members improve their skills, internalize project goals and increase their insight.

Member Time and AttendanceAmeriCorps Program Directors are responsible for verifying the accuracy of and signing the member time sheets the detailed time sheets are important because they:

Help keep track of the member’s time and ensures that they will complete the required number of hours to qualify for an Education Award;

Distinguish between the member’s hours (training, direct service, fundraising) to comply with all federal regulations;

Document where the member’s service is completed.

An AmeriCorps Program can utilize an Electronic Timekeeping System if the Program meets the following minimum requirements (AmeriCorps FAQ C.7.):

1. The Program has established written policies establishing the use of electronic timekeeping systems as their system of record and this policy is submitted to NMCCV for approval,

2. The Program has a secure, verifiable electronic signature system that:a) Identifies and authenticates a particular person as the source of the electronic signature,b) indicates such person’s approval of the information contained in the electronic message,

3. Once appropriate electronic signatures have been applied, no changes may be made unless there is a clear, auditable record of the revision.

Note: The use of regular e-mail to communicate approval is not a secure, verifiable electronic signature system.

Member Development

Member Development Plan

Each site must use service experiences to help members achieve the skills and education needed for productive, active citizenship, including the provision, if appropriate, of structured opportunities for members to reflect on their service experience. Specifically, supervisors work with members to create a “Personal Development Plan” which outlines personal development

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goals to be achieved during the term of service, and how the AmeriCorps Supervisor will support attaining these goals.

Supervising Members

AmeriCorps State programs must provide opportunities for professional and personal development for each member as one of its goals. The member also provides an opportunity for your organization to build capacity and offer increased services in communities. Quality supervision and mentorship is critical in helping to maximize the benefits of service for the member and the organization.

Remember to:

Provide ongoing supervision through regularly scheduled meetings with your member(s) Focus on reviewing and developing service plans to achieve objectives Maintain open communication with member(s); identify and document training needs and

opportunities for professional development for the member; Involve the member in appropriate staff meetings, retreats and training events; Provide direct and honest feedback on all aspects of the member’s performance on

regular basis—positive aspects as well as constructive criticism. Establish MOUs and provide proper training on AmeriCorps, prohibited activity, and

branding with Site Supervisors

Performance Review

NMCCV has the following expectations regarding appraisal of a member’s performance:

Evaluate the member mid‐term and at the end of his or her agreed upon term of service. Use your own organization’s appraisal form if it more accurately reflects the feedback process you have established with the member. A copy of both the mid‐term and the end of term evaluations must be placed in the member’s file. Both evaluations must be signed and dated by the member and the supervisor;

The evaluation should provide a summary of the feedback given to the member over time and a summary of the member’s service hours at the time of the evaluation. It should not contain any surprises.

End-of-Term

End-of-Term Evaluations must include the following: (AmeriCorps Provision 20-08 IV.D.4; AmeriCorps Rulemaking published in the Federal Register Vol.73, No.181. Whether:

1. The member complete the required number of hours making them eligible for an Education Award

2. The member was released with compelling and personal circumstances making them eligible for an Education Award

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3. The member was released for cause making them ineligible for an Education Award4. A discussion on the member’s ability to satisfactorily complete assignments5. A discussion on the member’s ability to meet other performance criteria outlined in the

member contract

Note: Both a Mid‐Term and an End of Term Performance Evaluation is required for all Full Time and Half Time members; Only an End of Term Performance Evaluation is required for less than Half Time members; Mid‐Term Performance Evaluations are not required for members who exit before the mid‐point of their service term, but an End‐of‐Term Performance Evaluation is required for all members.

Member Recognition

By publicly recognizing your member’s contributions, you can help them feel that their work is worthwhile. At the same time, you can also promote your program and its mission in the community. While recognition is often tied to the end of the service term (or the end of the school year), it can be an ongoing way of motivating and encouraging members and volunteers to continue their service to their community.

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Chapter 8: Program and Fiscal Reporting General Overview Quick Reference Table Monthly Reporting Semi-Annual Reporting

o Semi- Annual Progess Reportso Federal Finacial Report

Budget Modifications Budget Reconciliation Close Out Forms

General OverviewEach Sub-Grantee shall submit Progress and Financial Reports on a monthly basis, due no later than the 20th of each month. Sub-Grantees shall adhere to the reporting requirements outlined and communicated by the Commission for the program year.

The Sub-Grantee shall submit such additional periodic, grant award closeout, monitoring, grant making, or ad-hoc reports on the operation and performance of this grant award deemed necessary by the Commission. The Commission’s request shall provide a reasonable time of response, in consideration of the nature and availability of the information requested. Extensions of communicated deadlines will be granted only when:

The report or document cannot be furnished in timely manner for reasons, in the determination of the Commission, legitimately beyond the control of the Sub-Grantee, AND

The Commission receives a written request explaining the need for an extension before the due date of the report.

Failure to submit any report or document in full as required shall become part of the Sub-Grantee performance record and will result in the issuance of a Notice of Noncompliance.

Quick Reference Table

Fixed-Amount Grants

Cost-Reimbursement Grants

Monthly:

A-19 Invoice X X

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Periodic Expense Report (PER) X

Program Income Report X

Member Roster X X

Certification of Eligibility (only months new members are enrolled or new staff hired)

X X

Monthly Status Report X X

Semi-Annually or Other:

Federal Financial Report (FFR) X

Other Federal Funds X

Semi-Annual Progress Report X X

Monthly Reporting

A-19The A-19 invoice simply reflects the request for monthly award payments.

Periodic Expense ReportCost-Reimbursement grants only. The Periodic Expense Report (PER) is a detailed line item budget reflecting the grant award budget, the current monthly expenditures, and the total expenditures to date.

Program Income ReportCost-Reimbursement grants only. The Program Income Report consolidates the subgrantee’s revenue (cash and in-kind) received on a monthly basis. It documents the contribution source, source type, amount, and a brief description.

Member RosterAll invoices packages must include a copy of the member roster found in the online member management system known as My AmeriCorps (via eGrants).

Certification of Staff and Member Eligibility FormThe Certification of Staff and Member Eligibility form is included in the invoice package during any month in which a new staff is hired or a new member is enrolled. The form, along with the member roster (when applicable), certifies the program has verified each staff/member is eligible to work/serve and corresponding eligibility documents are on file.

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Monthly Status ReportsThe Monthly Status Report provides The New Mexico Commission with a quick snapshot of program recruitment/retention, successes, challenges, needed training and/or technical assistance, and highlights of great stories. Each section should be fully completed, even if the response is simply, for example, “we have no training and technical assistance needs at this time.” Pictures, especially those reflecting the AmeriCorps logo, are highly recommended to accompany great stories and should be submitted electronically in .jpeg formats. The Monthly Status report should not exceed 2-3 pages.

Semi-Annual Reporting

Semi-Annual Progress ReportsThe Semi-Annual Progress Report occurs near the mid-year point and the end-of-year point based on the New Mexico’s Commission’s prime CNCS grant and not the subgrantee service year. In this case, programs may be at different points in their service year when reporting.

The Semi-Annual Progress Report is considerably larger in both length and content to the Monthly Status report. New programs and/or new staff should review the Semi-Annual Progress Report template to understand what the requirements of the report are and begin to implement necessary data tracking procedures well before the report is due.

The major focus areas of the Semi-Annual Progress Report are:

Member Information Demographic Information Performance Measurement Reporting Program Narratives

Pictures, especially those reflecting the AmeriCorps logo, are required to accompany this report and should be submitted electronically in .jpeg formats. The length of the Semi-Annual Progress Report is dependent on the number of performance measures awarded. Expectations for narrative lengths can be found within the report instructions.

Submit the report by email to your Program Officer.

Federal Financial ReportCost-Reimbursement grants only. The Federal Financial Report reflects the cumulative actual federal funds, unliquidated obligations incurred, local matching contributions and the unobligated balance of federal funds. The FFR also includes the Other Federal Funds worksheet.

Submit the report by email to your Program Officer and OFM Fiscal Grants Officer. Any documents requiring signature should be a scanned original.

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Budget ModificationsCost-Reimbursement grants only. Subgrantees may transfer funds among approved line items when the cumulative amount of such transfers does not exceed 10% of the total budget. Line items may reflect under-spending or over-spending as long as the budget total remains positive. Significant over-spending in any one line item requires notification to and approval from your Program Officer via email. Formal budget modifications are only required when the cumulative amount of such transfers exceeds 10% of the total budget. Such an occurrence is rare and should be discussed with your Program Officer.

Budget ReconciliationFixed-Amount grants only. At the end of each month, subgrantees should request reimbursement for actively enrolled members only. During the final month, subgrantees should notify their Program Officer via email when all members have been officially exited in eGrants. At that time, your Program Officer will perform a reconciliation of payments based on retention of members to determine final payment. Once final payment is determined, this amount will be requested by the program using the same monthly invoice package process.

Close-Out FormsNMCCV will notify each affected subgrantee when the closeout of a prime grant occurs and what documentation is required.

Close-Out forms include:

Equipment Inventory Inventory of Residual Supplies Certification of Sub Grant Closeout

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Chapter 9: Financial Management Financial Standards

o Financial Management Systemso Consistency of Treatmento Auditso Consultant Serviceso Invoicing and Required Documents

Financial Reportso Reporting Other Federal Fundso Request for Extensionso Final Project and Financial Reportso Financial Reports for Fixed Amount Grants

Program Incomeo Generalo Excess Program Incomeo Fees for Service

Financial Standards

Financial Management Systems

The grantee must maintain financial management systems that include standard accounting practices, sufficient internal controls, a clear audit trail, and written cost allocation procedures, as necessary. Financial management systems must be capable of distinguishing expenditures attributable to this grant from expenditures not attributable to this grant. The systems must be able to identify costs by program year and by budget category, and to differentiate between direct and indirect costs, or administrative costs. For further details about the grantee’s financial management responsibilities, refer to OMB Circular A-102 and its implementing regulations (45 CFR Part 2541) or A-110 (2 CFR Part 215) and its implementing regulations (2 CFR Part 205 and 45 CFR Part 2543), as applicable.

Consistency of Treatment

To be allowable under an award, costs must be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the organization. Furthermore, the costs must be accorded consistent treatment in both federally financed and other activities, as well as between activities, supported by different sources of federal funds.

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Audits

Grantee organizations that expend $500,000 or more in total federal awards in a fiscal year shall have a single program-specific audit conducted for that year in accordance with the Single Audit Act, as amended, 31 U.S.C. 7501, et seq., and OMB Circular A-133 for that year. However, it must continue to conduct financial management reviews of its subgrantees, and records must be available for review and audit.

A recipient of a Federal grant that is a pass-through entity is required, in accordance with paragraph 2CFR §200.331 , to do the following with regard to its subrecipients: 1) identify the Federal Award and funding source, 2) advise subrecipients of all requirements imposed on them, 3) monitor subrecipient activities and compliance, 4) ensure subrecipients have single audits when required, 5) issue decisions and ensure follow-up on audit findings in a timely manner, 6) where necessary, adjust its own records and financial statements based on audits, and 7) require subrecipients to permit access by the pass-through entity and auditors to records and financial statements, as necessary, for the pass-through entity to comply with 2CFR 200.

Consultant Services

Payments for consultant services under this grant will not exceed $750 per day (exclusive of an indirect expenses, travel supplies, etc.) unless procured consistent with 45 CFR § 2543.44.

Invoicing and Required Documents

In order to be paid in a timely manner every month programs are required to send their monthly invoices to the Program Officer on or before the 20th of each month for the month prior. Along with these invoices programs are required to send in backup documentation in order for NMCCV to determine allowability of charges. Your Program Officer will use the invoice submitted to NMCCV, along with the backup documentation, matches with the OnCorps report before approving payment for the following month. Attached you’ll find an invoice template, this is the invoice you will be directly sending to the Program Officer.

Financial Reports

Reporting Other Federal Funds

The grantee shall report the amount and sources of federal funds, other than those provided by CNCS, used to carry out its programs. This includes other federal funds expended by subgrantees and operating sites. This information shall be reported annually on the financial report due October 31st. Fixed Amount grantees are not required to report this information.

Request for Extensions

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Each grantee must submit required reports by the given dates. Extensions of reporting deadlines will be granted only when 1) the report cannot be furnished in a timely manner for reasons, in the determination of CNCS, legitimately beyond the control of the grantee, and 2) CNCS receives a request, in writing, explaining the need for an extension before the due date of that report.

Extensions of deadlines for financial reports may only be granted by the Office of Grants Management and extensions of deadlines for progress reports will only be granted by the AmeriCorps Program Office.

Final Project and Financial Reports

A grantee must submit, in lieu of the last semi-annual project and financial reports, a final project and financial report. These final reports are due within 90 days after the end of the grant.

Financial Reports for Fixed Amount Grants

Fixed Amount grantees are not required to submit the financial reports to CNCS, including the final financial report.

Program Income

General

Income, including fees for service earned as a direct result of the grant-funded program activities during the award period, must be retained by the grantee and used to finance the grant’s non-CNCS share.

Excess Program Income

Program income earned in excess of the amount needed to finance the grantee share must follow the appropriate requirements of 45 CFR § 2541.250, 45 CFR § 2543.24 or 2 CFR § 215.24, 2 CFR Part 225, 2 CFR Part 215, or 2 CFR Part 220 and be deducted from total claimed costs. Grantees that earn excess income must specify the amount of the excess in the comment box on the financial report.

Fees for Service

When using assistance under the grant, the grantee may not enter into a contract for or accept fees for service performed by members when:

The service benefits a for-profit entity The service falls within the other prohibited activities set forth in these grant provisions The service violates the non-displacement provisions of 45 U.S.C. § 12637.

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Chapter 10: Program and Fiscal Monitoring General Overview and Monitoring Activities

o Program Conference Callso Risk-Based Assessment

Site Monitoring Random Selection Process Quarterly Compliance Reviews Corrective Action Plan

General Overview and Monitoring ActivitiesAs stewards of public funding, The New Mexico Commission of Community Volunteerism has developed robust monitoring practices to ensure CNCS-funded organizations comply with federal compliance requirements and seeks to improve overall operations.

NMCCV views its management obligations as a positive force to:

Maximize the benefits provided to communities where members serve; and To provide assurances that the experience of AmeriCorps members and volunteers meets

or exceeds the expectations of the public and private stakeholders who support national service.

NMCCV’s goals include:

To be supportive of programs so they can achieve the highest standards of program and fiscal accountability and effectiveness;

To identify and remedy problems before they lead to larger unallowable costs; and To work collaboratively with all programs to improve management systems.

Programs receive comprehensive, continuous monitoring through ongoing phone and email communication, desk monitoring, administrative and fiscal site visits, and self-assessment. The specific monitoring activities implemented for each program are based on risk assessment. This process has been outlined on the Program Assessment and Monitoring section of the Training and Program Management website.

Forms utilized by the NMMCV for desk and on site monitoring and risk assessment are available in the key forms section of the website under Monitoring and Site Visit Forms. Tools are subject to change without notice but as soon as possible new forms will be added to the website. Tools are completed by New Mexico Commission for Community Volunteerism staff and should not be completed by the program.

Program Conference CallsNMCCV requires at least one staff member from each program call into the monthly conference calls. These calls will cover upcoming reports, conduct any trainings/orientations, and/or

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encourage programs to assist one another through common barriers throughout the year. Programs which have never hosted and managed a grant from NMCCV or CNCS will also be required to attend an additional conference call every two months, in order to help better address the needs of those new organizations. To see the current schedule for the calls please visit the Training Calendar and Reporting Calendar.

Risk-Based Assessment

NMCCV staff will assess the risk associated with each subgrantee on an annual and mid-year basis (September, around May) using the weighted risk factors outlined in the Programmatic Risk Assessment Form (Available online with Monitoring and Site Visit Forms). Based on this risk assessment, staff will visit with each subgrantee, as appropriate, according to the identified risk factors and risk categories outlined below.

Note : All new subgrantees will receive a minimum of two visits during the program year regardless of their assigned risk level.

The assessment focuses on four major areas:

1. Organizational Effectiveness 2. Member Management 3. Program Compliance 4. Financial Management

An associated monitoring plan is then developed based on the following risk level guidance.

Risk Level Monitoring Plan Guidelines

High(66-90)

New Programs

(50-42)

Monitoring Plan : NMCCV monitoring staff will focus on those factors contributing to the risk factor of these programs. Staff will prepare a status report for each program in this category detailing any continuous improvement or compliance issues. Based on this report, NMCCV may revise previously approved monitoring/site visit plans as appropriate. All first-year programs will be considered high risk and will receive a minimum of two (2) site visits in year one.

Site Visits: NMCCV staff will conduct a minimum of two (2) programmatic and/or financial management site visits per year. The first visit will be conducted within 3 months (or earlier as appropriate to the situation) of the program start date and the second visit conducted approximately 6-8 months into the program year. Each visit may include a review of member files; review of program’s evaluation process, tools and accomplishment data; interviews with program staff and/or members; or a review of financial management systems. Visits will focus intensively on those areas contributing to the high

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risk designation for the program.

Medium(31-65)

New Programs

(34-41)

Monitoring Plan: NMCCV monitoring staff will focus on those factors contributing to the risk factor of these programs. Staff will prepare a status report for each program in this category summarizing achievements, activities, and any continuous improvement and compliance issues. Any follow-up necessary as a result of prior compliance or continuous improvement issues, including site visit or audit findings will be conducted via email whenever possible.

Site Visits: NMCCV staff will conduct a minimum of one (1) visit per year which may consist of a review of member files; review of accomplishment data; tour of service site(s); interviews with program staff and members; or a review of financial management systems. Additional visits may be conducted on an as-needed and/or requested basis.

Low(18-30)

New Programs

(26-33)

Monitoring Plan: Monitoring programs in this category will occur through desk monitoring using, for example, eGrants member enrollment and exit timeliness compliance, member timesheets, member position descriptions, and member service agreements, as deemed necessary by NMCCV staff.

Site Visits: One (1) visit per year may be conducted by NMCCV staff.

Site MonitoringNMCCV uses administrative site visits to gather general information about programs and to look more closely at program operations to ensure compliance with AmeriCorps grant provisions. Site visits are used to assess the overall capacity of the organization to develop and operate a high quality program; to provide specific feedback and assistance to programs; and to determine if specific technical assistance is required.

The NMCCV Program Manager performs at least one site visit per year to all subgrantees. Site visits will also help programs with technical assistance needs, program changes and overall AmeriCorps experience.

Please visit Program Assessment and Monitoring for more details including procedures, timelines, and forms.

Random Selection ProcessBackground: As part of its subgrantee monitoring and oversight, the New Mexico Commission for Community Volunteerism (NMCCV) conducts a review of member files to determine if individuals enrolled by subgrantees’ met the eligibility requirements established by the Corporation for National and Community Service.

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Purpose: NMCCV is formalizing the random selection process to test whether or not the individuals enrolled by NMCCV subgrantees are in compliance with AmeriCorps program requirements.

Random Selection Methodology: NMCCV will generate a Member Roster from the eGrants system to randomly select a sample of member files from three categories:

1. Did Not Earn an Award; 2. Earned an Award; and3. Earning an Award.

The sample will be based upon the number of slots filled at the time of the review versus the total slots awarded. A secondary review may be necessary for programs with a summer component or a mid-year enrollment window that represents a significant number of the total slots awarded.

Note: The sample is based upon slots not Member Service Years

Number of Slots Filled Percentage of Files Reviewed

0 – 30 100%

31 – 50 50%

51 –100 25%

101 – 249 20%

250 and above 10%

Quarterly Compliance ReviewsThe New Mexico Commission also conducts quarterly compliance reviews in the following areas:

Timeliness of Enrollments Timeliness of Exits Enrollment Rate Retention Rate

Program Officers send notices of compliance during the months of January, April, July, and October. If a program is found to be out of compliance, an improvement plan will be requested.

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Corrective Action PlanPrograms that consistently do not meet reporting deadlines, file incorrect or incomplete reports, or fail to make a proper response to compliance requests will be required to develop a corrective action plan with NMCCV. This plan includes actions the program needs to take to address identified issues; NMCCV’s monitoring strategy and consequences of non-compliance which may range from withholding payment to grant closure.

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