108
Enrollment for 100 to 300 hour members: EKU APPLICATION
• For distribution of living allowances• Requires an additional application and
background check via email link: [email protected]
• MUST pass this background check before you are cleared to serve
• If not an EKU student: MUST follow instructions to start EKU email/EKU Direct accounts – HR will communicate with you via EKU email.
• Questions?
THANKS FOR YOUR APPLICATION AND ENROLLMENT PATIENCE AND
PERSEVERANCE!!!
What AmeriCorps Members Do• Help non-profits, community and faith based groups: – expand services– build capacity– raise funds– develop new partnerships– create innovative, sustainable programs
What KY READY Corps Members Do:• Help non-profits, community and faith based groups
serving vulnerable populations with disaster and emergency preparedness/mitigation: – Community Outreach and Education– Preparedness Assessments and Plans– Volunteer Coordination and SupportMember Folders: Member Position Descriptions
Member Work Plan
What is Serve Kentucky?• Created in 1994 to manage funds that support
AmeriCorps programs• Manages Kentucky’s AmeriCorps 20+ state
and national service programs, including KY READY Corps
• Encourages and recognizes volunteerism• Funded by CNCS and the Kentucky General
Assembly
KY READY Corps Mission:• Strengthen disaster readiness and resiliency in
Kentucky communities and in vulnerable populations through student centered volunteerism and service
• Prepare students for careers in public service and civic engagement
• Help Kentucky communities be resilient to disasters with less hardship on all citizens of the Commonwealth
KY READY Corps Target Vulnerable Populations
• Youth and young adults• People with disabilities, including the elderly• People with English literacy and proficiency
limitations
Youth Vulnerability
• Have yet to develop resources, knowledge or understanding to effectively cope with disasters
• Are more susceptible to injury and disease• Are more vulnerable when separated from
parents or guardians (at school or daycare)
Vulnerability of people with disabilities and the elderly
• More likely to have medical problems that put them at risk during an emergency or disaster
• More likely to have limited mobility• Limited hearing, sight and cognitive ability• May have reduced income, limited resources• Often isolated by living situations or mass
media usage, making communication difficult
Vulnerability of people with English language literacy
• Race and ethnicity are tied to socioeconomic status (SES) – employment, income, housing and education level.
• Lower SES = lack of resources needed to be ready and resilient to disasters
• Have limited ability to read, speak or write in English, and have trouble understanding public health directives when receiving emergency preparedness messages.
• Messages need to be culturally sensitive.
ACTIVITY #1: Vulnerable Populations
Deficit/Asset Activity
AmeriCorps Must Knows:
Instead of: Use:Hire EnrollJob Service
Paycheck Living AllowanceSalary Living Allowance
Volunteer MemberWorker Member
Employee MemberWork Serve
AmeriCorps Must Dos:Wear your GEAR
KY READY Corps Members Service Activities
• Per specific Member Position Description (folder)
• Member Work Plan– On form provided, and in consultation with Site
Supervisor, create a work plan, sign and return copy to Program Director within first week of service
• Member Training– Also within first week – ten days of service:
• CNCS Disaster Services Training
• Select FEMA Independent Study Courses
• Self-selected FEMA PrepTalks (2)
• On-site Training
KY READY Corps Members Service Activities
• Direct Service: – Any form of assistance provided directly to
individuals, targeted groups and communities.• Capacity Building– A set of activities that expand the scale, reach,
efficiency or effectiveness of programs and organizations. Member activities may expand services, enhance delivery of services, or generate additional resources.
KY READY Corps Members Service Activities
• Service–Direct Service–Capacity Building
• Training–For Site–For KY READY Corps–For Serve Kentucky/CNCS
• Fundraising–Limitations
ACTIVITY #2: THE DIRECT SERVICES/CAPACITY
BUILDING GAME!
DS/CB Game Instructions• Shuffle your cards and put face down on table• Choose someone to start– Player 1 chooses card– Announces service area listed at top– Reads the card and IDs whether it is DS or CB, and
why– Group comes to consensus about DS or CB– Place read cards in DS or CB stack
• Repeat with all players• When finished, discuss
Planning for an Emergency
Strategies for Identifying and Engaging At Risk Groups
CDC handout
Preparedness and Vulnerable Populations
• Social Vulnerability: Characteristics of a person or group that affect their capacity to anticipate, cope with, resist and recover from the impact of a disaster or emergency in nature or society
Preparedness and Vulnerable Populations
• A person’s vulnerability to emergencies/disasters is influenced by:– Socioeconomic status– Age– Gender– Race and ethnicity– English language proficiency– Medical issues and disability
Preparedness and Vulnerable Populations
• Four phases of the disaster cycle– Preparedness– Response– Recover– Mitigation
Preparedness and Vulnerable Populations
• Preparedness– Prepare plans to save lives and minimize damage• Evacuation and contingency plans• Conduct community outreach and engagement• Determine resource needs and allocation• Prepare shelter, supplies, transportation and
evacuation plans
Preparedness and Vulnerable Populations
• Mitigation– Develop policies to reduce risks to people and
property during a disaster/emergency• Develop hazard mitigation plans• Set up community shelters• Develop structural planning and policies
Reaching out to at-risk groups
• Survey agencies and organizations• Conduct community assessments
Discussion: Where is it likely to find at-risk groups and individuals?
How do we best engage them in preparedness initiatives?
KY READY Corps Preparedness Training
Required MemberSelf-guided Training
• Creates “baseline” disaster and emergency preparedness and resilience training for members
• Complete during first week – ten days of service
• Site supervisors informed
Required MemberSelf-guided Training
• CNCS Disaster Services Training via Litmos• https://www.nationalservice.gov/resources/di
saster-services/cncs-disaster-services-online-orientation
• Must create account on Litmos to access (follow instructions on Litmos site)
• Send screen shot of course completion screen to [email protected]
Required MemberSelf-guided Training
• Select FEMA Independent Study Courses– IS-909 Community Preparedness: Implementing
Simple Activities for Everyone– IS-244.b Developing and Managing Volunteers
https://training.fema.gov/is/crslist.aspx
Required MemberSelf-guided Training
• FEMA PrepTalks: https://www.fema.gov/preptalks
• Select two of interest• When completed, write a one page reflection
on what you learned and send to: [email protected]
Homework: Required Baseline Disaster/Emergency Preparedness
Courses
KY READY Corps: At your service!PSO PART 2: 9/13/2019
Stratton 3009:30 – 4:00 p.m.
KY READY CorpsPre-Service Orientation
Day 2 – September 13, 2019
Ask An AmeriCorps Member!Courtney Ballard
EKU Prep
Member HandbookGeneral
• Description of CNCS, Serve Kentucky, KY READY Corps
• Basic eligibility• Service Terms• Additional Service Requirements• Benefits
Member Handbook Living Allowance
–Subject to taxes–Lump sum divided and distributed
twice per month in equal increments (not hourly)– Distributed through partnership with
EKU Human Resources and Payroll–Member communication with HR• See contact information in folder
Member HandbookOther Benefit Information
–Part-time AmeriCorps Programs do not have Health Care or Child Care coverage–Education Award:
https://www.nationalservice.gov/programs/americorps/segal-americorps-education-award/use-your-education-award –Student Loan Forbearance and Interest
Payment Waiver (in folder) https://www.nationalservice.gov/programs/americorps/segal-americorps-education-award/using-your-segal-education-award/postponing
Member Standards of ConductWhile acting as an AmeriCorps Member:–BE PROFESSIONAL–KEEP CONFIDENTIALITY– Communicate and avoid ABSENCES AND
TARDINESS–TRUTHFULLY REPORT–OBEY ALL SITE AND PROGRAM POLICIES
AND LAWS
Member Violations Policies• Upon Site Supervisor notification• Violations can include:– Rules of Conduct– Any behavior that affects Member’s ability to
perform the service assignment, or– That is not in the best interest of the sponsoring
organization (site) or its project
Member Interventions• Three Level Process• #1: Verbal warning, Site Supervisor and
Member notified• #2: Written warning, meeting with Member
and Site Supervisor• #3: Written warning and member release from
program
Member Interventions• Assignment of additional on-site training• On-site adjustments to the Work Plan• Help from additional site staff• If issue is not resolved, it may be in the best
interests of the site and organization to release the Member.
• Member may be reassigned, suspended, or released for cause
Member Release From Service• For compelling personal circumstances–Satisfactory Service–Completed 15% of term, education award
• NOT a compelling circumstance:–To enroll in school–To obtain employment–Because of dissatisfaction with the
program
Member Release From Service• Suspension–Reinstatement possible– Education award available after
reinstatement and completion of service hours
Member Release From Service• Release For Cause–Any other early exit–No education award–Eligibility for future service may be
compromised if service completed is NOT satisfactory
Site Supervisor Responsibilities• Develop Work Plan and copy Program Director• Provide necessary equipment and space for
Member to successfully serve• Provide Member with necessary hours to
complete service• Reimburse or otherwise compensate Member
for project travel• Ensure Member does not engage in Prohibited
Activities
Site Supervisor Responsibilities• Track and approve Member Service hours
using OnCorps• Approve and document Member remote
service• Assist Member in collecting required data• Meet with Member regularly (at least once
a week face to face)• Participate in required site visits and
Member evaluation
Site Supervisor Responsibilities
• Support the Member in:–Wearing Gear–Displaying AmeriCorps signage on site–Allow member(s) to attend required
trainings for CNCS, Serve KY and/or KY READY Corps
Upcoming Required Member Training:
• Statewide AmeriCorps Launch–October 14 and 15, 2019– Louisville, venue TBA– Training activities, community service
projects–Possible KY READY Corps training of interest
Upcoming Member Days of Service
• 911 Day of Service• MLK Day of Service• Periodic local community service
opportunities (optional)• AmeriCorps Week, Spring 2020• Community Service ideas: talk to
Hayley!
ExpectationsKY READY Corps Members
• Must serve minimum number of hours per service slot, by end of service contract• 65% of member service should be project
activities– Training (20%, required or otherwise)– Fundraising (maximum 10%)– Required data collection and reporting (maximum
5%)
Break & Brain Break
Prohibited Political Activity and Advocacy
Prohibited Religious Activities
Other Prohibited Activities
Non-Duplication/Non-Displacement
• KY READY Corps projects must not duplicate or replicate any activity that is already available in your program
• Members MUST NOT displace an employee or position, or volunteer
• Members MUST NOT perform services or duties or engage in activities that would otherwise be performed by an employee
Fundraising by Members
• In direct support of program service activities ONLY
• ONLY 10% of service hours on fundraising• MAY NOT: raise funds for living allowances• MAY NOT: raise funds for operating expenses
or endowment• MAY NOT: Write grant application to CNCS or
any other Federal agency
Drug Free Workplace
• Must adhere to Drug Free Workplace Act, 41 U.S.C. 701 et. Seq.
• Unlawful manufacture, distribution, dispensation, possession or use of controlled substances is prohibited
• Member must notify the Program Director of any conviction within five (5) days
• Members may be terminated for violations
Civil Rights Requirements
• CNCS prohibits all forms of discrimination• Complaints may be filed with local and state
agencies responsible for resolution; complaints may also be brought to CNCS
• Contact information for complaints
Grievance Policy
• 4 step process• Document in writing• No later than one year after the alleged
occurrence
Member Evaluation• Site Supervisors Evaluation of Members AND Member Self
Evaluation– Two or more semester service, mid- and end of term– One semester, end of term– Meet with site supervisor to discuss– Copy to member file
• Sites– End of Term Site Satisfaction Survey, assessing successes
and challenges of the project and member placement
Member Handbook Questions?
Sign Member Contract
LUNCH!
Grab Your KY READY Corps Gear!
Performance Measures and Data Collection
• Raw material used to measure KY READY Corps performance
• Improves service quality and outcomes• Accountability• Requires planning between member and site
supervisor• May require assistance of KY READY Corps
staff to identify ways to gather data
KY READY Corps Performance Measures
• Number of individuals or institutions that received CNCS-supported (by KY READY Corps members) services in disaster preparedness
• Number of individuals vulnerable to disasters who have increased awareness due to preparedness activities and protective actions.
KY READY Corps Data Collection
• Data could be collected via:– Surveys– Sign-in sheets– Referral logs– Client tracking database– Call center records– Other?
KY READY Corps Data Collection• Examples of organization or member led activities
with data collection possibilities: – Inventory/Interview of vulnerable individuals re:
disaster preparedness– Creation of listing of vulnerable individuals and
disaster preparedness plans for them– Development of personalized preparedness plans,
individual and organizational– Create and deliver disaster preparedness curriculum– Create and assist with drills– Other?
KY READY Corps Data Collection Reporting
• Within OnCorps– Direct Service Activities
OnCorpshttps://ky.oncorpsreports.com
• How we track time– Time in and Time Out– Lunches, if necessary– Service Hours (define)– Training Hours (define)– Fundraising Hours– Reflection (each time sheet, in Comments)
• Activity Log– Direct Service Activities– Capacity Building Activities
• Great Stories
OnCorps ReportsMember and Supervisor Introduction
1. Login Process
1. Navigate to https://ky.oncorpsreports.com
2. Select your Program year (2017-2018 or 2018-2019). Default is current year).
3. Find your program and click the correct user level link.
Username and Password
Year and Program
Forgotten Password
4. Enter your login information
Members always have a link at top to their next timesheet which shows the due date
Home PageLinks to logout or quickly
change your password/email*Menu options might be slightly different depending
on your program
2. General Features
Look for the Orange page menu to see options for that page. Some common options:• Help: Get more information about the page you are on• Create PDF: Print a PDF image of the entire page• Export: Open a reporting tool to export data into Excel, Word, and other formats
The bottom of every page contains quick links to common features
3. Timesheets
2.3.
EntryThere are a couple of ways members can get to their current timesheet:
• On the home page, click the timesheet link.
• Navigate to Time Tracking > Enter Timesheets and select the correct period from the dropdown.
Timesheet Example
LOG SUMMARY OF ACTIVITIES IN GENERAL COMMENTS (above)
ApproveThere are a couple of ways supervisors can access submitted timesheets:
• Supervisors receive an email notification when a member submits which includes a link to the approval page for that timesheet.
• Check your home page for submitted timesheet notifications.
• Navigate to Timesheets > Member Service Hours > Approve Member Timesheets and search.
Approval Choices: Supervisors can either approve, or reject. If the supervisor rejects the timesheet it will be returned to the member to edit and resubmit.
*The approval language for your program may be slightly different
Any comments will be sent to the member when they edit their timesheet.
Time Tracking ReportsHours Dashboard
Member Total Hours by Date
4. Service Reports
Great Stories
View Service ReportsSupervisors can view and filter all great stories for members they supervise
Supervisors can simply view a list by date of other service reports
5. Help
F.A.Q
Request Help Form
Help Resources
KY READY Corps Google Suite/Drive• kyready.net• Communication and sharing tool for members in
the KY READY Corps Program• Account set up – look for email to access and
change password• Email• Team Drive• Shared Tools and Resource Folders• Use of Google Forms for evaluations, surveys, etc.• Google Classroom
EKU Travel Voucher
• Instructions and updated form in kyready.netTeam Drive
• Use Rand McNally Mileage Calculator and attach to voucher
• http://maps.randmcnally.com/mileage_calculator
• Can take 2-3 weeks for reimbursement
http://www.forms.eku.edu/docs/blank travel_expense_voucher_04-01-19_to_06-30-19
Travel Expense Voucher Eastern Kentucky University PLEASE TYPE INFORMATIONName of Employee: Amount
EKU Department Name:
Campus Phone: Campus Address:
Employee Work Station
0.00
Home Address City: State: Zip Code: Voucher #
Reference #
KY & US High-Rate
*Breakfast $7.00 $8.00
*Lunch $8.00 $9.00
*Dinner $15.00 $19.00
Month Day Left a/p
Returneda/p
City-to-City Mileage
Vicinity Mileage
Parking & Tolls Lodging Subsistence Total
B
From: To: L 0.00
Purpose: D
B
From: To: L 0.00
Purpose: D
B
From: To: L 0.00
Purpose: D
B
From: To: L 0.00
Purpose: D
Totals for this page: 0.00 0.00 0.00 0.00
Total Mileage: 0.00 x .41 per mile = Total Mileage expense: 0.00
Other Expense page(s) total: 0.00
Continuation page(s) total: 0.00
Grand Total 0.00
Claimant's Signature Date
Supervisor's Signature Date
Accounting & Financial Services' Signature Date
0.00
TRAVEL EXPENSE RECONCILIATIONGrand Total: 0.00
Total Amount Owed To Traveler 0.00
NOT TO EXCEED:Reimbursement LIMIT
*Only claim meals if there is an overnight stay
Total Amount Prepaid by EKU
THE BOTTOM PORTION OF THE OTHER EXPENSE PAGE.
THESE ITEMS WILL BE DEDUCTED FROM YOUR REIMBURSEMENT.
Subsistence Chart (meals, taxes, tips)
Total Amount Paid
for any of the expenses listed on this Travel Expense Voucher.
We certify that the amounts claimed are proper charges by a statutory employee of the Commonwealth in the
discharge of official duties and that this claim is true and correct to best of our knowledge (see KRS 523.100).
I certify that I have not been reimbursed nor will I be reimbursed by any other organization
FUND-ORG-ACCT-ACTIVITYFinancial Manager's Signature(s)
Employee ID No.
453706-750010
5:00 pm to 9:00 pm
MUST BE IN TRAVEL ENTIRE TIME FRAME
College of Justice and Safety
INSTRUCTIONS FOR COMPLETION OF THIS TRAVEL EXPENSE VOUCHER CAN BE FOUND AT
www.eku.edu/travel/
DO NOT CLAIM MEALS INCLUDED IN REGISTRATION FEE OR PROVIDED W/ LODGING
6:30 am to 9:00 am
11:00 am to 2:00 pm
IF YOUR TRAVEL CONTAINS PREPAID ITEMS, PLEASE COMPLETE
Questions?
AmeriCorps Pledge!
KY READY Corps:At your service!
