JV AmeriCorps Member Site Supervisor Orientation

1. JV AmeriCorps MemberSite Supervisor Orientation 2014-2015 Program Year

2. Welcoming JV AmeriCorps members keeping calm and getting things done.

3. Orientation Outline • Highlight of Updates for Returning Agencies • Staff Contacts • Important Dates • Member Benefits/Responsibilities • Role of Site Supervisor • Prohibited Activities and Position Descriptions • Communications and Paperwork • Performance Measurement and Evaluation • Send Off and Questions

4. Updates for Returning Agencies • New Staff & Evolving Structure • Program Integration efforts • Starting with combined Partner Agency & Site Supervisor handbook • 20th Anniversary continues • September 12th events nationwide • AmeriCorps Alums partnership • Evaluation efforts continue to be strengthened

5. JVC Northwest Staff Contacts Mary Hilary Laurie Amy Rachel

6. The 2014-2015 PC Team Montana Carolyn ALASKA Sally CASCADES Chloe & Moryah MOUNTAIN WEST Matt & Stephen

7. Program Coordinators

8. Important Dates • August 4th-9th: JV member Orientation in OR • August 13th (Wednesday): First day of service • August/September : Capacity Building Training • September/October: Fall Area Visit by PC • October/November: First JVC Northwest Retreat • December 1st: Agency Application Deadline (2015-16)

9. Member Responsibilities • 1700 hours of service • Full year of service • to the contract date July 31st • Participation in national days of service • Participation in JVC Northwest retreats • Duties outlined in position description • Performance measure reporting

10. AmeriCorps Member Benefits • Living Allowance and Ed Awards • 10 days leave from service • (does not count as service hrs) • Health Insurance • JVC NW offers coverage • Worker’s Compensation • JVC NW covers all JV/ AmeriCorps members • Please notify us immediately in the event of an injury at your service site!

11. Role of Site Supervisor • Mentorship & Supervision • Member training at service site • Weekly meetings for instruction/guidance/processing • Uphold member contract (service dates, prohibited activities, etc.) • Approval of timesheets in OnCorps • Assistance with data collection • Performance evaluations • Mandatory Meetings (this orientation, fall area visit, performance measure training)

12. Prohibited Activities • Code of Federal Regulations (45CFR § 2520.65) • Applies to JV AmeriCorps… • Staff • Members • As well as volunteers they recruit/manage • Online: http://www.ecfr.gov • Also in your Partner Agency/Site Supervisor Handbook

13. § 2520.65   What activities are prohibited in AmeriCorps subtitle C programs? (a) While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in 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 any 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 devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; (8) Providing a direct benefit to— (i) A business organized for profit; (ii) A labor union; (iii) A partisan political organization; (iv) A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; (v) An organization engaged in the religious activities described in paragraph (g) of this section, unless Corporation assistance is not used to support those religious activities; and (9) Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; (10) Providing abortion services or referralsfor receipt of such services; and (11) Such other activities as the Corporation may prohibit. (b) Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so.

14. Additional Notes on Positions • Non-displacement and non-duplication • Includes temporarily replacing staff • No money handling • Non-clerical and non-administrative roles • only allowed if directly support program activities • No fundraising • some exceptions for limited in-kind • Notes on “red flag language”

15. Inclusion Practices • JVC Northwest is committed to non-discrimination in the selection of our JV/AmeriCorps members • Work to provide reasonable accommodation for members with disabilities. • Hope to learn from and collaborate more with partner agencies • Resources: • www.jan.wvu.edu • http://www.serviceandinclusion.org/

16. Communications • Please check emails • Please put jvcnorthwest.org on your safe list • JVC Northwest’s primary form of contact • Notify of change in: • Site Supervision • JV AmeriCorps member • position/schedule/service location

17. Identity Also, please remember the Northwest! • Members should wear gear while serving - every day! • “Serving Here” Poster at the Service Site • Participation in National Service days of recognition and of service • 20th Anniversary Events (September 11-12th) • National swearing in across the country! • Martin Luther King, Jr. Day of Service (January) • Cesar Chavez Day (March) • Earth Day/Arbor Day/Global Youth Service Day (April) • Networking /collaboration with AmeriCorps programs • Jesuit Volunteer AmeriCorps member in publicity

18. 20th Anniversary – September 12th • Fly those A’s • National celebration of the first AmeriCorps members • Regional events • Livestream of President • National service education • Celebrate alums • All members to participate!!!

19. Paperwork Schedule Thanks for helping keep us AmeriCorps grant compliant! • Site Supervisor Contract (8-1-2014) • Placement Agreement (8-29-2014) • Capacity Building Paperwork (beginning /end of year) • Approve timesheets in OnCorps (monthly) • Site Monitoring Tool (fall area visit) • Midterm member evaluation (February) • End of the year member evaluation (July) • End of the year survey (July/August)

20. Timesheets in OnCorps • Instructions will be sent for 2014-2015 year in late August • Please take time to review hours carefully • Hours need to be entered and approved after completion (i.e. no early submissions) • AmeriCorps service not considered employment…no hours for vacation, sick leave, etc… also no lunch

21. Performance Measures • Capacity Building -Primary Measure • Most positions & most complex • Additional webinar will be held once tools have been finalized • Education & Health • Member training at orientation & individual follow up throughout the year

22. Strengthening the Evaluation • CNCS requiring us to continue beef up our efforts • Continued focus on Capacity Building • 100% return rate on organizational assessments • Projects should flow from these • New or enhanced systems or processes • Additional survey at year end • Our External Evaluators • Kimberly Firth, Leonard Research & Evaluation, LLC • Audrey Block, Impactivism

23. Send off & Next Steps • Site Supervisor Contract will be emailed soon. • Return signed and dated by August 1st. • New members arrive Wednesday, August 13th! • Placement Agreement • Will be sent out in July and is due 8-29-2014 • Capacity Building training will be in Aug./Sept. • Organizational Assessments due to follow

24. Questions • We welcome your questions! • If particular to your agency, please contact us after the webinar. 503-335-8202 • mhegel@jvcnorthwest.org • llaird@jvcnorthwest.org • apotthast@jvcnorthwest.org