Site Supervisor Training

5. Site Supervisor Training 2012-2013

6. Site Supervisor Training Program Overview

7. Program Organization

8. Role of NACHC Staff Responsibilities Include: • Administering the Community HealthCorps program (developing and managing projects) • Organize a competitive application process for choosing new program sites • Helping to interpret AmeriCorps regulations, providing technical assistance and enforcing administrative policies and AmeriCorps regulations • Monitoring for compliance of grantees • Approving navigator assignments

9. Program Coordinator-Site Supervisor Working Relationship Program Coordinators and Site Supervisors work closely together: • Program Coordinators train Site Supervisors prior to supervising a navigator (including on use of OnCorps Reports and developing assignments) • It is strongly encouraged that site supervisors be involved in the selection of navigators by reviewing applications and/or interviewing applicants • Program Coordinators coordinate the navigator performance review process, provide site supervisors with the required mid-term and end-of-term review form(s), and ensure the process is completed properly • Program Coordinators should meet with Site Supervisors at least quarterly, but both should remain in constant communication with each other • Program Coordinators and Site Supervisors should keep each other up to date with navigator trainings, team meetings, Community HealthCorps events, etc.

10. Community HealthCorps Relationship Map

11. Site Supervisor Training Role of the Site Supervisor

12. Site Supervisor Responsibilities • Provide workspace, needed equipment, and supplies • Be involved in the development of the navigator assignment • Provide navigators with a placement site orientation and assignment-specific training needed to carry out assigned tasks • Supervise day-to-day performance and evaluate the navigator at mid-term and end of term • Approve navigator timesheets and service reports in a timely manner • Provide growth opportunities, support, and mentoring to navigators • Provide training to agency staff about Community HealthCorps and the role of the navigator; introduce the navigator to key staff • Ensure that navigators are not participating in prohibited activities, including duplicating duties of employees or displacing employees

13. Site Supervisor Responsibilities continued… • Be familiar with AmeriCorps and Community HealthCorps policies and procedures • Abide by the terms and conditions of the Navigator Contract • Abide by the terms and conditions of the Memorandum of Agreement between the program site and the placement site if applicable • Communicate site specific expectations: Lunch breaks, leave, confidentiality, dress code, equipment usage, etc. • Provide navigators in advance with calendars of scheduled meetings, trainings, and service hours

14. Site Supervisor Training Community HealthCorps Navigators

15. Community HealthCorps Eligibility Requirements Applicants must meet the following criteria and provide required documentation in order to be eligible to enroll in Community HealthCorps: • Complete an online application packet • Complete program site interview process, which may include reference check (requirements vary across program sites) • Provide documentation of U.S. Citizenship or status as a U.S. National or a lawful permanent resident alien of the United States. Individuals in the U.S. under a student, work, or tourist visa are not eligible to become Community HealthCorps Navigators. • At least 18 years of age at the commencement of service (or 17 with parental permission) • Have a high school diploma or GED or agree to obtain a GED while serving • Fulfill National Service Criminal History Check requirements, which includes National Sex Offender Public Registry, state and FBI criminal registry searches

16. Employee vs. Navigator • A Community HealthCorps Navigator is not an employee of the placement site • A Community HealthCorps Navigator is not an employee of the program site • A Community HealthCorps Navigator is not an employee of NACHC or CNCS

17. General Terms of Service Community HealthCorps Navigators have made a commitment to the community they serve. • Navigators agree to serve 1700 hours (FT), average of at least 30 hours per week • Navigators may serve up to 12 months (minimum term of service is 10 months) • Navigators can serve up to four terms in AmeriCorps State & National • Navigators can receive the equivalent of two full time Education Awards if they serve multiple terms

18. Benefits of Serving • Living Allowance • Education Award earned after successful completion of agreed upon term of service, can be used to pay off federally qualified student loans and for future schooling • Health Insurance for navigators who are not otherwise covered • Child Care assistance for navigators meeting eligibility requirements • Loan forbearance and payment of accrued interest while serving upon successful completion • Unique training opportunities and experience related to community health

19. Be Familiar with the Navigator Contract! A Community HealthCorps Navigator Contract MUST be completed and signed by the navigator and Program Coordinator before the navigator begins serving. The Site Supervisor should sign prior to or very soon after the navigator’s service begins. The Navigator Contract outlines the following information: • Eligibility Verification • Term of Service • Service Description & Navigator Assignment • Benefits (including living allowance, training, child care, health care, loan forbearance) • Rules of Conduct & Disciplinary Procedure • Release or Suspension from Term of Service • Navigator Restrictions • Grievance Procedure

20. Site Supervisor Training Navigator Activities

21. Service Activities • Service: Work that addresses unmet human needs, the environment, public safety, and/or education. Examples include: • Outreach & Advocacy: Conduct outreach in the community and provide education about health insurance eligibility, available health and related programs, and health care options • Enrollment: Assist individuals with the enrollment process for health programs, health insurance plans, and/or pharmaceutical assistance programs • Improve Utilization of Health Services and Programs: Provide linguistically and culturally appropriate translations, provide transportation assistance, provide health education in one-on-one or group settings, assist individuals with navigating health and related services/programs, etc.

22. Service Activities (continued) • Capacity Building: • Conducting outreach and securing resources in support of service activities that meet specific needs in the community • Developing collaborative relationships with other organizations • Helping build the infrastructure of the sponsoring organization, including: • Conducting research, mapping community assets, or gathering other information that will strengthen the organization’s ability to meet community needs • Developing new programs or services in an organization seeking to expand • Developing organizational systems to improve efficiency and effectiveness • Automating organizational operations to improve efficiency and effectiveness • Staff and board education

23. Grant Writing & Fundraising Activities Navigators may raise funds directly in support of their service activities up to 10% of their total service time.

24. Employee Displacement & Duplication • A Community HealthCorps Navigator is not: • an employee of the program • is not to be confused with a community volunteer • is not to be confused with an intern or student • Given that navigators are not employees, they are not allowed to perform an employee’s duties or otherwise displace employees • A navigator may not fill in for an absent employee • Navigators may not, under any circumstances, perform services, or activities that had been assigned to an employee or volunteer or to an employee or volunteer who has recently resigned or been discharged • Programs may not use navigators, even temporarily, to replace staff (i.e. fill in when they are sick, on maternity leave, and/or offsite for any reason)

25. Employee Displacement & Duplication (continued) Community HealthCorps Navigators may not displace or duplicate the service provided by an employee or volunteer: • If staff resigns or is terminated, a navigator may not fill this duty • If staff is out sick, on vacation, etc. a navigator may not fill this duty • If staff leaves for his/her lunch hour, a navigator may not fill this duty • A navigator may not assist staff to complete a duty in his/her job description, unless the navigator is expanding or enhancing this service in some way

26. Prohibited Activities Community HealthCorps Navigators or staff members charging time to the AmeriCorps grant may not participate in any of the following activities: • Attempt to influence legislation • Conduct voter registration drives. • Organize or engage in protests, petitions, boycotts, or strikes • Assist, promote, or deter union organization • Provide abortion services or make referrals* for such services *A referral consists of a name, address, telephone number, and other relevant factual information such as insurance accepted.

27. Prohibited Activities (continued) • Engage in partisan political activities or other activities designed to influence the outcome of an election • Participate in, or endorse, events or activities that are likely to include advocacy for or against a political party, platform, candidate, proposed legislation, or elected officials • Engage in religious instruction, conduct worship services; construct, operate, or manage facilities devoted to religious instruction or worship; engage in any form of religious proselytizing

28. Prohibited Activities (continued) AmeriCorps members may not provide a direct benefit to: • A for-profit entity; • A labor union; • A partisan political organization; or • An organization engaged in the religious activities described earlier, unless Grant funds are not used to support the religious activities. • A nonprofit entity that fails to comply with the restrictions contained in section 501(c)(3) of U.S. Code Title 26.

29. Site Supervisor Training Creating the Navigator Assignment

30. Ideal Community HealthCorps Placements • Outreach to vulnerable and/or underserved populations • Development of new position(s) • Involve service that would not otherwise get done and/or expands availability of services • Utilizes unique talents of individual navigators • Does not displace or duplicate any paid employee providing the same or similar service at the site • Provides opportunities for Community HealthCorps Navigators to perform direct service and capacity building activities that that address health and/or human needs in the community

31. What is the purpose of the Navigator Assignment? The assignment can make or break the placement. • It charts a course of action for the navigator’s term of service • A clear understanding of the assignment helps avoid confusion over what is expected of the navigator. Use it at the beginning of the term to see what the year ahead should look like. Go back to it every few months to develop short-term plans. • If used right, the assignment provides direction for the navigator and allows supervisors to talk about what is working and what is not

32. While developing the Assignment keep in mind… • Be realistic – be careful not to overwhelm the navigator • Include direct service and capacity building activities • Include activities that enhance or expand services being provided, and are not being done by employees • Utilize the unique talents of navigators • Think sustainability! How can this project become sustainable? • Include tasks that develop systems for tracking data • # of new clients served and who they are • # of volunteers recruited to serve and who they are • Amount of dollars and in-kind donations generated • Data for milestones - # of successful capacity building efforts (strategic plans developed, programs evaluated, community assessments completed, etc.)

33. Navigator Assignment Logistics • A complete Navigator Assignment must be submitted in OnCorps for each active navigator within the first 14 days of the navigator’s enrollment date • Specific member activities listed in the Navigator Assignment must align with the Navigator Service Description and the primary performance measures of the program year • A new Navigator Assignment should be submitted if the navigator’s duties change significantly or if a new Site Supervisor or Program Coordinator is in place • Navigator Assignments are approved in OnCorps, and then signed by the navigator, Site Supervisor, and Program Coordinator

34. Community HealthCorps’ Performance Measures Delivery of Health Services Enroll new people in a health insurance, health services, or other health benefits program. Provide language translation services. Community HealthCorps’ Primary Measure Volunteer Generation Reducing Childhood Obesity Recruit and coordinate new non-AmeriCorps volunteers to participate in health center activities, such as distributing health promotion material around communities or health fairs. Encourage children/youth to participate in physical activities that are designed to target and reduce childhood obesity. Secondary Measures

35. What are Community HealthCorps’ PMs? (continued) Delivery of Health Services (PRIMARY MEASURE)

36. What are Community HealthCorps’ PMs? (continued) Reducing Childhood Obesity (secondary measure) OUTPUT Unduplicatedchildren and youth participating in in-school or after school physical education activities with the goal of reducing childhood obesity. INTERMEDIATE OUTCOME Unduplicatedparticipatingchildren and youth will experience an 8% increase in aerobic fitness during in-school or afterschool physical education.

37. What are Community HealthCorps’ PMs? (continued) Volunteer Generation (secondary measure) • OUTPUT • Unduplicated non-AmeriCorps volunteers recruited & coordinated. • Special populations: • Disadvantaged children & youth • College students (must be enrolled in a degree-seeking program) • Baby boomers (those born between 1946 & 1964) • Data is collected in OnCorps Reports through Direct Service, Volunteer Mobilization, and Capacity Building reports. • Site supervisors are able to review and reject these reports.

38. Site Supervisor Training Navigator Training & Development

39. Training Conducted by the Program Coordinator Pre-Service Orientation (PSO): Program Coordinators are responsible for holding a PSO at the beginning of the program year, and when navigators begin service throughout the year • Provides an in-depth introduction to the Community HealthCorps, its objectives, performance measures, and policies and procedures On-Going Training: All programs are required to provide 12 hours per month of training/development to navigators • Prescription for Success Curriculum - required for all navigators by April 30 of the program year • Regularly scheduled team meetings • Life After AmeriCorps - Designed to provide navigators with the necessary tools to transition from a year of service to a professional career or further schooling, and should build professional skills • Other examples include Navigator Development calls hosted by NACHC and local training opportunities when available

40. Training Conducted by the Site Supervisor Placement Site Orientation – conducted by the site supervisor and other staff, introduces the new Community HealthCorps Navigator to the community, organization, project, and assignment description during the first few weeks at the placement site • Assignment • Organizational culture • Community culture • Navigator-Supervisor relationship and communication • Project-specific skills • Safety policies On-Going Training – Conducted at key points in a navigator’s term of service. For example: • Early in the term – develop knowledge & skills the navigator and supervisor identified as required in reviewing the Navigator Assignment • Should a development opportunity present itself (i.e. local training opportunities) • Life After AmeriCorps – Designed to provide navigators with the necessary tools to transition from a year of service to a professional career or further schooling, and should build professional skills

41. Navigator Development & Training • The Corporation for National and Community Service allows up to 20% of total service time to be dedicated to training • Navigators may earn up to 10% of their training hours through approved college/GED coursework. This must be pre-approved by the Program Coordinator. • For the complete guidance and requirements on Navigator Training & Development, please see the “Tools for Program Staff” section of the Community HealthCorps website • NACHC encourages Program Coordinators and Site Supervisors to work together meet all navigator training and development needs

42. Site Supervisor Training Managing Navigators

43. Navigator Expectations • Show respect for the program staff, agency staff, the community, and fellow Community HealthCorps Navigators at all times • Act as an appropriate role model with service recipients and within the community • Follow directions as set forth by the program • Uphold all privacy regulations as set forth by the agency • Direct concerns, problems and suggestions to their Site Supervisor and/or Program Coordinator • Abstain from engaging in prohibited activities while earning service hours and/or wearing the AmeriCorps and/or Community HealthCorps logos • Communicate effectively and respectfully with site supervisors, program coordinators, and other program staff • Be present and punctual for service • Satisfactorily complete service assignments as defined in the Navigator Assignment, and determined by the Program Site • Consistent and reliable attendance is essential to providing service • Navigators are expected to report to their service sites as scheduled and be ready to serve at the scheduled time Please review the Rules of Conduct found in the Community HealthCorps Navigator Contract.

44. Always call the Program Coordinator when… • The navigator doesn’t show up for service • The navigator is hospitalized • The navigator is arrested • The navigator is not performing but you tried dealing with the performance challenges • You want to terminate the navigator • The navigator is doing a wonderful job!!

45. All Community HealthCorps Navigators are trained to call the Program Coordinator if… • They feel they were discriminated against • They had a family emergency and need to get home • They were arrested • They have a work-related injury • The site supervisor attempted to terminate the navigator • The site supervisor asked them to perform unallowable activities

46. Disciplinary Procedure • Written Warning- It is at the discretion of the program site and placement site to decide when to issue a written warning based on the severity and frequency of the violation(s) • Suspension – Upon continued refusal to comply after a written warning, the navigator may be suspended for one day or more, at the discretion of the program site, during which time his/her living allowance is suspended. The navigator will not be able to make up those days and/or hours for which navigator is suspended for disciplinary actions. • Release for Cause – Upon continued refusal to comply after the navigator has been suspended, the Program Site may terminate the navigator, and the navigator will receive no part of the education award A navigator can only be suspended or terminated by the Program Coordinator. Program Coordinators and Site Supervisors should always document any issues or concerns with a navigator, and/or disciplinary action taken on a navigator.

47. Timekeeping • Timesheets are to be completed by the navigator in the OnCorps online reporting system each pay period • Navigators enter in and out time rounding to the nearest quarter (.25) hour • Navigators note their daily activities by choosing a service category and using the “comments” box each day • Navigators submit the timesheet electronically, and the Site Supervisor approves the timesheet, certifying that the navigator served the hours indicated • Program Coordinator is responsible for final approval • Timesheets must be approved in OnCorps within 2 weeks after the end of the pay period • If errors are found on the timesheet the Program Coordinator must ensure that the timesheet is corrected and approved

48. Leave • Timesheets must be submitted for every day of a navigator’s term of service, unless the navigator is suspended • Community HealthCorps Navigators do not earn vacation leave or sick leave; however, it is understood that circumstances may arise that require a navigator to take a day off • Record days off on the timesheet as 0 hours • Leave should always be approved by the site supervisor • Leave policies should be communicated to the navigator at the beginning of the term of service

49. Breaks & Travel DAILY BREAKS REQUIREMENTS Lunch Breaks • Navigators must be scheduled for a 30 minute lunch break if the navigator is scheduled for a 6-8 hour service day • Navigators do not accrue service hours during lunch breaks Breaks • Breaks are designed for navigators to use the restroom, get water, etc. Navigators are authorized a 15 minute break for every 4 hours served. NAVIGATOR TRAVEL • No hours should be earned for travel to and from home to the service site each day • If attending an event or training, service hours may be earned for travel that exceeds the distance the navigator would normally travel to get to the service site (For example, if the navigator’s normal commute is 30 minutes, but they are attending a training that requires a 60 minute commute, the navigator will earn 30 minutes of service hours.)

50. Voting & Jury Duty VOTING • Navigators who cannot vote before or after service hours should be allowed to take time off to vote without penalty • Navigators may not earn service hours for voting JURY DUTY • While serving on jury duty, navigators may accrue service hours