Getting Geared Up for Service

1. Getting Geared Up for Service Recruitment Assistance for Placement Site Supervisors Local Initiatives Support Corporation Stacey Rapp (212) 455-9308

2. You Ought to Know . . . • Presented as a simulation recruitment assistance session to LISC AmeriCorps at one of our operating sites. • Replace LISC references with references to your own organization where appropriate. The material is a template that we encourage you to adapt. Heck, we “creatively borrowed” stuff to make our material. • Assumes that appropriate sites have been selected, probably through a competitive process. • Hold this session about 3 - 4 months prior to the start of the program.

3. The Secrets are Out . . . • Make sure that the session is interactive and taps into the wealth of knowledge your supervisors have. • Emphasize the sharing of ideas by supervisors – especially experienced program supervisors – have them take ownership for presenting components • Provide the supervisors with resources/ peer meeting opportunities. They also need a sense of being part of the mission and program

4. Agenda • Welcome & Introductions • Session Outcomes • Recruiting Members • Retaining Members: Veteran Supervisor Tips • Evaluation

5. Session Outcomes for Simulation • Provide a tool that can be adapted for your organizational needs that incorporates adult learning principles • Share best practices in putting on an recruitment workshop for host agencies • Share common challenges and solutions to providing an recruitment workshop for AmeriCorps placement sites

6. Session Outcomes • Inform LISC AmeriCorps supervisors about the main programmatic elements • Provide LISC AmeriCorps supervisors with a ready-to-use, adaptable, tool-kit that will assist in the recruitment of talented, committed members • Share common challenges and solutions when supervising LISC AmeriCorps members

7. If you had a whole day (even a half) • Inform supervisor team on your organization’s AmeriCorps Program Design • Understanding program specifics helps supervisors make informed decisions during the service placement and interview processes • Manage the Expectations of the team • Take time to correct any misconstrued expectations supervisors may have • Also helps with continuous improvement for the program – maybe we need to be better at communicating information

8. What is AmeriCorps? • Supported by taxpayer dollars • USA Freedom Corps is coordinating agency • Corporation for National & Community Service (CNCS) Administers AmeriCorps program Cool Websites www.nationalservice.org www.americorps.org www.usafreedomcorps.org

9. State Commissions Governor’s Office Non-Profit Organization Contact the State Commission Training Funds Collaboration on Projects Opportunities for finding volunteers and other potential funding National Directs AmeriCorps * VISTA Program Contacts AmeriCorps California Service Corps (Commission Contact) Karen Baker: karen.baker@csc.ca.gov LISC Contacts Kerry Sheldon: ksheldon@lisc.org Stacey Rapp: srapp@lisc.org AmeriCorps Programs

10. Partners in Prosperity LISC Goals Increase Availability of Affordable Housing Connect Neighbors Create Pipeline of Community Development Professionals AmeriCorps Goals Direct Service Strengthening Communities Encouraging Responsibility Expanding Opportunity Support CDC Initiatives

11. Why LISC AmeriCorps? Understands needs of community and has a vision for the future Provides a “live body” to undertake the project gaps identified by the CDC Assists CDC with execution of vision with cadre of resources like AmeriCorps

12. How Does LISC AmeriCorps Work? CDC recruits member and provides daily supervision as well as training opportunities to ensure project success National LISC provides grant oversight which provides funds for the member stipend, member training opportunities, Technical Assistance to the CDC, other HR Functions, marketing tools for recruitment Local LISC assists with funds for stipend and program administration, Technical Assistance to the CDC for program compliance and Member Training

13. Managing Expectations • Supervisors Expect that LISC Will . . . • Provide technical assistance and peer meetings for supervisors in the AmeriCorps program • . . .

14. Managing Expectations • LISC Expects that Members Will . . . • Attend a minimum of 10 monthly meetings and 6 trainings as required by LISC AmeriCorps • Attend the National Orientation in mid October • Submit monthly reports with the necessary and required outcome measurement tools - supporting survey documents, tools to measure impact, or results sheet – to the local LISC office in timely fashion • Complete and submit timesheets to National and Local LISC on the 15th and the last day of the month

15. Managing Expectations • LISC Expects that Supervisors Will . . . • Provide member development and mentoring opportunities • Inform LISC in the event that a service issue arises • Are available for in-person site visits and supervisor meetings • Review and possibly assist members with reporting on service activities by ensuring that they use and complete required outcome measurement tools • Sign member timesheets prior to submission • Provide 6-month and year-end performance appraisal

16. Managing Expectations CNCS Expects that LISC & Placements Sites Will. . . • Provide Grantee Assurances • No jobs will be lost or employees displaced as a result of the AmeriCorps placement. • Placement site will not discriminate against a member on the basis of race, color, religious creed, ancestry, age, sexual orientation, national origin, non-job related handicap or disability, nor political affiliation.

17. Managing Expectations • Not Allow Members to Engage in Prohibited Activities • Service activities should not include clerical functions that exceed 20% of member time at the site. Although projects will probably include some clerical functions. • Members can not be involved in voter registration or other overtly political activities (organizing labor unions, etc.). • Members can spend time up to 10% of their time on fundraising and capacity building activities. However they can not apply for federal funds or be involved in capital campaigns.

18. What if I am unsure if an activity is prohibited? Call the AmeriCorps Hotline at (212) 455-9308

19. Recruiting Members

20. Experience Tells Us . . . • AmeriCorps is not a “JOB” being offered by the placement site. It is an opportunity to perform “SERVICE” • Recruit on commitment • Don’t “oversell” the program • Inform members of AmeriCorps program requirements/ information up front • Know what qualities a member must possess to fit into your organization’s culture • Know what skills the service requires • Assess what skills the member already possesses and identify what skills can be taught or learned • Find a member to compliment your management style

21. Develop a Service Description not a Job Description or Position Posting • AmeriCorps is not a “JOB” being offered by the placement site. It is an opportunity to do service • Elements of a Service Description include: • Service title • Start and End dates • Specific Duties • Required & Preferred Qualifications • Contact information – organization and supervisor • Brief description of agency and preferably LISC as well • Benefits – Stipend, Health Care, Child Care, Segal Education Award

22. The AmeriCorps position is an opportunity to do service From the beginning have members document best practices and procedures and/or build systems for sustainability Have AmeriCorps members recruit volunteers Train others (volunteers) to do their work Identify opportunities to fund the activity/ position on an on-going basis Try to find ways to bring the member on as staff Tips from Supervisors for Supervisors Approaches Challenge

23. Recruitment Planning • Recruit on COMMITMENT! • It is easier to teach skills than it is to teach commitment. • What motivates people to join AmeriCorps? • What encourages people to volunteer at your organization? • Do the members have a support system in place? • Are members aware of the federal, state, local, benefits that can help mitigate the living allowance? • Are they already a part of the community?

24. Recruitment Planning • Be very clear on what role a member will play in your organization. • What’s in it for the Member? • Why should he/she serve at your organization? • How clear is your vision of the project/ program? • Do you really need a full-time member or will a part-time member do or do you need both?

25. Making the Plan • Where are you currently advertising for members? • Who are you targeting through theses avenues? • Are there other avenues that can be targeted to expand the campaign? • Are you using “Targeted” or “Warm Body Recruitment”?

26. How do CDCs find the best AmeriCorps member? Assistance from LISC Word of mouth recruitment Place an advertisement in the local paper, use non-profit websites, job posting boards & your own networks www.craigslist.org www.idealist.org www.servenet.org www.opportunitiesnocs.org Network with the other AmeriCorps Supervisors Partner with local schools/ universities Tips from Supervisors for Supervisors Approaches Challenge

27. Don’t “oversell” the program • Inform members of AmeriCorps program requirements/ information up front • This should be placed in the service description • Make sure that the member knows what the LISC program benefits/ requirement are • Living Allowance & Benefits • Segal AmeriCorps Education Award • Member Training Opportunities • Stipend is an important consideration

28. Program Information: Living Allowance & Benefits • Members earn an $18,000 living stipend • Does not effect all state and federal aid programs • Members are entitled to “paid” time off • Members can choose to enroll in the health care and/or child care benefit • Length of Service • Member start date is 9/1/07 • Member end date is 8/31/08

29. Program Information: Segal Education Award • If a member completes the full term of service and meets the required hours, s/he is eligible for the Segal AmeriCorps Educational Award • Can be used to return to a higher education institution or to pay off existing student loans Existing student loans can be placed into forbearance for the term of service. CNCS will also pay the interest accrued during the year This is all accomplished on line by member. No more paperwork! www.americorps.org/for_individuals/online/index.sap

30. Member Benefits: Training Opportunities • National Training • National Leadership Orientation • Provides members with leadership skills needed to be successful in service • Cultural Competence, Team Building, Community Service, etc. • Local Training • Topics as identified by the LISC office, members, site supervisors, and others • Provide a “local flavor” – ex: Issues in affordable housing in the San Diego • CDC Training Responsibilities • Specific skill development for projects/ member activities as deemed necessary. For example, the CDC may send the member to a “Basics of Financial Management” seminar as the member will be staffing an program to promote individual asset building • Forums, seminars, industry association meetings/ trainings directly related to the members’ service

31. Know Thyself • Know what qualities a member must possess to fit into your organization’s culture • What type of person is likely to succeed versus experience problems at our organization? • Does your organization have the ability to manage diversity of culture, faith, sexual orientation, gender, age, etc.? • Why is the candidate interested in serving?

32. Wish List: Develop a Recruitment Network • What skills does a member need to possess to be successful in the position? • What qualities does a member have to possess to be successful at our organization? • What training can we provide to the member to help make him/ her successful?

33. What is Your Style? • Find a member to compliment your management style • Directing • Coaching • Supporting • Delegating

34. Share the Wealth

35. How are we doing so far? • You are putting me through my paces! Slow down. • I’ve gotten some good pointers and things to think about. I’m on top of it! • I’m more interested to get a cup of Joe. Pick up the pace a bit. Break time?

36. Bang for the Buck: Retain Your Member • Orient member to your organization • Provide clarity on your expectations • Set service goals prior to member being hired • Have an open door policy • Provide periodic feedback on performance • Supervise the member how they need to be supervised which may not necessarily be how you prefer to supervise

37. What if a member is not performing and needs to be disciplined? If a problem arises, there is a process to be followed Progressive Discipline Procedures Informal Verbal Warning Written Warning Suspension Termination Tips from Supervisors for Supervisors Approaches Challenge TIME OUT

38. LISC AmeriCorps members are energetic, idealistic and driven. They want to jump in, shake things up, and get the job done! Give members responsibility/ ownership over their project If there are problems with suggested projects, make time to explain the concerns but still show that their input is valued Identify the member’s strengths Learn what the member expects from you as a supervisor Tips from Supervisors for Supervisors Approaches Challenge

39. Members sometimes need specific guidance and training Send members to trainings Make the time to do regular check-ins Allow opportunities to learn by doing Encourage members to attend staff meetings Provide constructive criticism Tips from Supervisors for Supervisors Approaches Challenge

40. This position is new within the CDC and there is limited time to supervise a new person; or this is the first time the supervisor is acting in that capacity Communicate big picture vision for the job – scope and limitations Perform regular check-ins Be open to adjusting aspects of the position as you go to take advantage of individual talents Teach the member to be his/her own advocate Take steps to help avoid stress Tips from Supervisors for Supervisors Approaches Challenge

41. Members might have more than one supervisor, depending on the activities Each member should only have one supervisor. If not possible: Coordinate with other staff Come to an understanding about how much time will be spent on each project Make sure that everyone knows about the understanding Make sure that everyone knows which projects have priority Tips from Supervisors for Supervisors Approaches Challenge

42. Many AmeriCorps members have a fresh and sometimes critical perspective on the “work to be done” Explain organizational goals and expectations Give the history/ big picture – especially with respect to bureaucratic tasks Explain why things are the way they are Be open Think of members as internal consultants Show that you value their insight Tips from Supervisors for Supervisors Approaches Challenge

43. The AmeriCorps member’s service will require them to represent your organization despite their lack of experience Model behavior Check in a lot and make sure they understand the politics of a situation Promote professionalism in appearance and presentation Have the member partner with experienced staff Invite them to meetings in order to for them to meet “the players” Tips from Supervisors for Supervisors Approaches Challenge

44. Sealing the Deal • San Diego Orientation • September 5 – September 6 • Program Start Date: • September 1, 2007 • Member Commitment Letters sent by San Diego • August 21, 2007 • LISC recommendations on candidates • August 14, 2007

45. Evaluation

46. Thanks for Coming • Did we answer all your questions? • Do you have any lingering concerns? • Are there any issues still burning? • Evaluation