CHANGES TO PROGRAM MANUAL AND NDMVA FORMS

At the beginning of each service year AmeriCorps holds a National Grantee meeting to discuss changes in AmeriCorps rules and regulations. While the manual will be updated to meet the new regulations this page will outline all of the pertinent changes in a concise format, and indicate where in the manual you can find this information. This section will also discuss changes made to NDMV policies and procedures for Site Director and National Office staff convenience.

NOTE:

(NDMV) Indicates a change to NDMV practices of which Site Directors should be aware.

(AmeriCorps) Indicates a change to AmeriCorps policies and procedures that we are required to follow as federal grant recipients.

PROGRAM MANUAL

Changes as of August 1, 2011

Section 3.2 Enrolling and Managing Members (AmeriCorps)

E.  Criminal History Check

National Service Criminal History Checks must be conducted on all AmeriCorps members and grant-funded employees. Beginning in 2011, an allowable check consist of a search of Statewide criminal history records in the applicant’s state of residence at the time of application and the primary state of service, a national FBI Criminal History check, as well as a National Sex Offender Public Registry (NSOPR) check. See Site Director Website for all criminal history forms.

NEW! CRIMINAL BACKGROUND CHECKS MUST BE COMPLETED AND APPROVED PRIOR TO MEMBERS BEGINNING THEIR VOLUNTEER SERVICE AT A PARTNERING SITE. If the criminal history check is not completed, the member can work ONLY IF directly supervised by a staff member at all times. Contact the Recruitment Coordinator for more information.

Section 3.5 Exiting Members (AmeriCorps)

C.  Extending End Date Beyond July 27

NEW! If a member needs to extend their end date beyond July 27th the Site Director must contact the Recruitment Coordinator to discuss the circumstances and extension procedures in the event that their exit date can be changed. Extending a member’s end date DOES NOT necessarily extend living allowances as the living allowance cannot exceed $12,100.

Changes as of May 26, 2011

Section 3.7 Procedures for a Member Staying a Second or Third Term (NDMV)

B.  NEW! Third Year Members

IMPORTANT: One of the Corporation's guiding purposes, by statute, is to "encourage citizens of the United States * * * to engage in full-time or part-time national service", and its long standing policy has been to "limit the number of terms an individual may serve... to ensure that there are opportunities available for all Americans to serve." In that vein, it is our understanding that the Corporation sees these amendments as an opportunity for increased flexibility to support individuals during more than two terms as less-than-full-time members. Though the provisions do not explicitly prohibit members who have served two full-time terms from serving again, we have chosen to keep our focus on providing opportunities for first- and second-year members.

Accepting third year members is considered a special circumstance that involves the discernment of the Site Director, reapplication to the program, and special review of the applicant by the Recruitment Coordinator. It is important that the member fully understand these guidelines before deciding to reapply.

The National Office takes third year requests very seriously for several reasons:

·  If the member has already received two Education Awards, there is less incentive for the member to stay for the full year.

·  As Site Directors do similar trainings each year, having a third year member requires additional attention and planning on the part of the Site Director to keep them engaged.

·  AmeriCorps is not employment, and is not intended to be a long-term arrangement. If a member wants to stay at their site for more than two years, and the site is intent on keeping them as opposed to a new member, then the Partnering Site should be considering hiring the member as a full-fledged employee.

· 

Information for the member:

·  The member must fully reapply and will be considered in the same pool of applicants as all first year applicants.

·  The member must write a detailed letter of intent explaining why they would like to be considered for a 3rd term and how this will differ from their first and second terms as an AmeriCorps member.

Information for the Site Director:

·  The Site Director and Partnering Site must outline the benefits of an additional term for the member as well as a plan for how they will continue to engage the member. This will be submitted to the Recruitment Coordinator prior to acceptance into the program.

Once submitted, the National Office will review the application and speak with the Site Director about the member.

NDMVA is not required to accept third or fourth year members into the program. As stated in AmeriCorps Rules and Regulations “[t]he amendments do not guarantee that an individual may serve more than two terms of service, nor do they direct the Corporation to provide an individual with the opportunity to serve more than two terms of service.” (See Term Limits for AmeriCorps State and National (§2522.235) for details).

Section VIII Media Outreach (NDMV)

ENTIRE SECTION IS NEW

Changes as of May 5, 2011

Section 2.3 Site Director Meetings (NDMV)

Entire segment is new

Section 2.4 Resource Center (NDMV)

Check out the Resource Center (formerly known as the Google Site) and the Site Director’s Website for the most current and up to date policies, procedures, and forms needed for NDMVA – All forms referenced in the program manual can be found on the Site Director’s Website.

A.  Site Directors (NDMV)

Bonner Foundation and Hands On Network new resource links

Section 3.1 Member Handbook (NDMV)

Entire segment is new

Section 3.2 Enrolling and Managing Members (NDMV) (AmeriCorps)

A.  Recruitment (NDMV)

NEW! Site Directors should begin the recruitment process in February. Recruitment includes establishing agreements with veteran partnering sites, establishing new partnering sites if needed, and recruiting members.

D. Member Accounts on my.americorps.gov (NDMV)

NEW! After creating an applicant account, when members are enrolled they need to

create a member/alum account. This account gives them access to important forms like Loan Forbearance and Interest Accrual. This account is also how members access their Education Award upon completion of the program. Loan Forbearance and Interest Accrual Forms do not need to go through the National Office; they can be filled out online.

E. Criminal History Checks (AmeriCorps)

Entire segment is new

F. How to Enroll New Members and Use My Service Log (AmeriCorps)

How to Add a Service Site

6. i. Please note that the words tutoring and mentoring will not be used in position or service descriptions for NDMVA members. In order to use this language NDMVA would have to comply with specific training requirements for tutoring and mentoring. NDMVA does not provide these types of training and therefore, cannot use the language in an official manner. We suggest using language such as ‘providing academic assistance,’ ‘providing one on one support’ as alternatives, and ‘providing small group instruction’.

7. i. The Description box under Position Information is very important. Enter a brief position description for your member in this box. If you have multiple members at the site, this description can be customized in another step. Remember that position descriptions should be brief yet outline the position accurately. The description should summarize all the roles and duties of the position in as concise a format as possible. This description is incredibly important and must be completed within the first few weeks of service.

Time Sheets

Entire section new

Hour Log Process

NEW! Site Directors still need to keep copies of the signed timesheets. Time sheets must be printed and signed WEEKLY. Site Directors must send all member time sheets to the national office monthly.

Section 3.3 Member Contract (AmeriCorps)

Changes made to entire segment. Note additions to (B) Terms of Service, (D) Rules of Conduct, (F) Release From Terms of Service, and (G) Grievance Procedure Sections

Section 3.5 Exiting Members (AmeriCorps)

C.  Extending the Date Beyond July 27

NEW! If a member needs to extend their end date beyond July 27 they must fill out the Notre Dame AmeriCorps Extension of Service Form (See Site Director’s Website for form). This form must be signed by the member, the member’s Site Director, and be approved by the National Office. Extending a member’s end date DOES NOT necessarily extend living allowances as the living allowance cannot exceed $12,100.

Section 3.8 Retention (AmeriCorps)

Changes made to entire segment

Section 3.9 Life After AmeriCorps (NDMV)

Entire segment is new

Section 4.2 OS Management - Visiting Partnering Sites (NDMV)

Entire segment is new

Section 4.3 How to choose a Partnering Site (NDMV)

Entire segment is new

Section V: Progress Reporting (NDMV) (AmeriCorps)

ENTIRE SECTION IS NEW – COMING SOON

Section 6.3 Mid Year Conference (NDMV)

Entire segment is new

Section 7.4 Match (NDMV) (AmeriCorps)

As part of our grant agreement with AmeriCorps, NDMVA matches 50% of the grant received by AmeriCorps. This means that AmeriCorps provides 50% of our total budget and NDMVA matches that to create the remaining 50%. NDMVA’s portion of the match is comprised of Partnering Site Fees, in-kind donations, private donations, and a few small grants we receive on the local level.

Section 7.5 Member Living Allowance (NDMV)

Direct deposits will not be offered at the beginning of the 2011 year. The program will evaluate options to introduce direct deposit at the discretion of the Executive Director.

FORMS

The following documents have been modified to include new important rules and regulations. Please review these documents. See Section III and the Site Director’s website for details.

Changes as of May 5, 2011

Prohibited Activities: NDMV has revised the list of prohibited activities and included the revised list in the Member Contract, Partnering Site Agreement, and Operating Site Agreement. (AmeriCorps)

Member Contract: NDMV has changed its policy to require the local Site Director, instead of the Executive Director, to sign the member contract. (AmeriCorps)

Reasonable Accommodations: NDMV has created a revised reasonable accommodation policy that will be provided to and signed by members with the rest of the enrollment documents. (AmeriCorps)

Non-Discrimination Policy: NDMV has created a revised non-discrimination policy that will be provided to and signed by members with the rest of the enrollment documents. (AmeriCorps)

Partnering Site Agreement: NDMV has created a revised Partnering Site Agreement that includes a section of prohibited activities of which the members cannot engage. (AmeriCorps)