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Program design overview
Pre-contract to post-program year
Office on Volunteerism and Community Service
This Presentation
Overview of broad elements of Program Design
What they are, why they’re important
Role of Program Design in your program’s success!
Following this, you should review the detailed individual presentations for each Program Design element, in the training folder
Appendix 1 of the Program Guidance Manual is the Program Design and Handbook
Program Design and Handbook
Must be completed by the Program Director, and reviewed and approved by OVCS, during the pre-contract period
What is the Program Design?
Document containing ALL information necessary to understand, implement, and manage your program!
The thing you would hand to anyone that needs to know what you’re doing (board member, interested community member, site supervisor, President of the US)
What is the Program Design, cont.
“WHAT-WHY-WHO-WHERE-HOW-WHEN” Program Purpose Policies (Background Check review,
Fiscal) Process/Procedures (Training,
recruitment) Expected Outcomes and Measurements Timelines/Responsibility
Items 1-13 are the Program
Design Elements, the subject of this presentation
Item 14, handbook items, see separate PowerPoint
# 1- Funding Announcement and Service Area Inclusion
Show Me The Money
amount received in the grant, the amount of match that is pledged and from where
# 1- Funding Announcement and Service Area Inclusion, cont…
Describe the Specific Service Sites and Service Area
#2- Organizational Authorization
Info from your Certification of Authorization
legal name and address
individuals that will have authority to sign contracts and requests for reimbursement.
#3- Program Purpose and Objective
organization’s mission and activities
immediate and long-term objectives for your AmeriCorps program
How measured
Community impact
#3- Program Purpose and Objective, cont…
Why you have sought out and are utilizing AmeriCorps Members to accomplish these activities
#4- Program Staff
Part One
Who are they
What is their role
How/which members interact with them
#4- Program Staff, cont…. Part Two
Staff training
What/How/When/Why
AmeriCorps specific, member management
#4- Program Staff, cont….
Part 3
documentation of time for match purposes
criminal history requirements/process for each
#5- Member Recruitment
Processes and methods
Ensuring Inclusion (underrepresented,disabled)
#5- Member Recruitment, cont…
List all member types/slots
Detail member benefits, what applicants are given in recruitment process to understand benefits/commitment, etc….
#6- Member Training
SPECIFIC, COMPLETE TRAINING PLAN/CALENDAR
Types, Trainer, Location
Emergency Preparedness Plan
Training members to respond
#7- Program Documentation
Position Descriptions
Member Contracts
#7- Program Documentation, cont…
How all files will be developed and maintained
Follows Member File Checklist?
Member Documentation
Member’s Name: _______________________________ Date: _____/_____/_____ Member Eligibility Documentation:
1. Verification of Identity Consideration of Background Checks Form
2. Evidence of Age (ex. – driver’s license)
3. Evidence of Citizenship - or – Residency (ex. - birth cert, passport)
4. Social Security Card
Background Checks Documentation:
1. National Sex Offender Registry
2. Child Protective Services Check
3. Virginia Criminal History Check
4. FBI Fingerprint Check
Member Contract Forms:
1. Contract
2. Position Description
3. Grievance Procedures
CNCS Required Forms:
1. Application
2. Background Checks Authorization Form
3. Enrollment Form
4. Confidentiality Agreement
5. Drug Free Workplace Policy Agreement
6. High School Diploma, GED or Self-Certification
7. Informed Consent Statement
8. Non Discrimination Clause Agreement
9. Publicity Release Form
OVCS Required Forms:
1. Emergency Notification Form
2. Grievance Procedure Statement
3. Receipt of Member Handbook Statement
4. Sexual Harassment Policy Agreement
5. Substance Abuse Policy Agreement
Member Benefits Documentation:
1. W-4 Tax Form
2. Health Care Acceptance or Waiver
3. Child Care Acceptance or Waiver
4. Loan Forbearance Acceptance or Waiver
Enrollment Documentation
1. Member Enrolled in eGrants in 30 days
2. Enrollment document printed and filed
Exit Documentation
1. Member Exited in eGrants in 30 days/Form printed
2. Documentation for Release for Cause
3. Documentation for Personal Compelling Circumstances
#7- Program Documentation, cont…
Background Check process and documentation
Member and staff
#8- Program Management
Receiving, reviewing, and approving timesheets
Communication between PD, Site Supervisor, Members
Maximizing the use of OnCorps for reporting
#8- Program Management, cont…
Management plan with responsibility chart
Partnership agreements, communication and oversight of sites/partners
Member Retention Plan (proper resources, coaching/feedback, clear goals, recognition, opportunities for development)
#9- Fiscal Management and Documentation Keeping the Fiscal Director informed
process and individuals in payments and reimbursements
#9- Fiscal Management and Documentation, cont….
Approving/executing payment of living allowance
Withholding payment?
#10- Utilizing Media
social media plan
papers, radio, and TV.
website
E-mail signature, logos, branding
#11- Service Days
activities that members will coordinate or participate in on required service days
Member involvement in planning/execution?
#12- Program Evaluation
Purpose of evaluation
Questions to be answered by evaluation
Methods/Designs
Approach
#13- Grievance Procedures
Description of process
Handbook Sections beginning at Item 14 Items that must be included in your
handbook, and suggested items for inclusion
Detailed in a separate PowerPoint
Program Design Appendices Appendices A. Program Management Plan B. Partnership Agreements C. Disability Self-Assessment D. Position Descriptions E. Member Contract F. Training Calendar for Staff G. Training Calendar for Members H. Financial Module C I. Member Benefits List (if not detailed in narrative) J. Certification of Availability of Match Funds K. Certification of Approval for use of Federal Funds L. Certification of Organization Authorization
Final Document Signed by Program and OVCS (after
revision/approval)
Living Document (can be revised)
Important program tool that clearly outlines all aspects of your program