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CaliforniaVolunteers August 2008 2009 AmeriCorps RFA Outreach.

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Presentation on theme: "CaliforniaVolunteers August 2008 2009 AmeriCorps RFA Outreach."— Presentation transcript:

1 CaliforniaVolunteers August 2008 2009 AmeriCorps RFA Outreach

2 Presenters Circe Olander Director, AmeriCorps Kara Jenkins Manager, Grants and Field Outreach

3 Review guidelines outlined in the 2009 AmeriCorps RFA; Provide an overview of packaging and submitting an application for funding; and, Provide a forum for questions.

4 Overview of CV and National Service General Grant Information Program Design Grant Terms and Requirements Selection Process and Timeline Packaging Your Application

5 Attendees have reviewed the RFA; Attendees brought a hard copy to follow along; Attendees have some familiarity with AmeriCorps; and, There are areas that need clarification.

6 CaliforniaVolunteers Mission: To increase the number and impact of Californians engaged in service and volunteering.

7 State service commission established in 1994 by Executive Order to administer AmeriCorps funding within California; CaliforniaVolunteers is led by Secretary Karen Baker, the nation’s first state cabinet- level Secretary of Service and Volunteering; Supported by a bipartisan 25-member commission appointed by the Governor; and, Maria Shriver, the First Lady of California, serves as the honorary chair of the commission.

8 Secretary of Service And Volunteering Karen Baker Director, Disaster Volunteering & Preparedness Sharron Leaon Specialist, Emergency & Community Preparedness Carolyn Moussa Assistant Director, AmeriCorps Programs Bernadette Dawson Manager, Disaster Communications Jairo Moncada Specialist, Training & Technical Assistance TBD Specialist, AmeriCorps (PT) Eddie Aguero Specialist, Grants & Field Ops. Kara Jenkins Comm. Associate Matt Schmidt Grant Man. Associate PT Pam Freeman AmeriCorps Associate Rachel Hughes Program Associate Gilbert Rangel Program Associate Ia Moua Program Associate Melissa Ziebron Staff Organization Chart 2008 Director, Finance & Administration Sarah Mangum Assistant Director, External Affairs Marta Bortner Director, AmeriCorps Programs Circe Olander CaliforniaVolunteers Commission Chair: Jeff Hoffman Vice Chair: Helen Torres People of California Governor Arnold Schwarzenegger First Lady Maria Shriver, Honorary Chair Bus. Service Associate Jennifer Rudolph Receptionist Katie DiGirolamo Emergency Planning Associate Tiffani Harter CVMN Associate Kamara Aguiar Executive Fellow TBD Program Associate Becky Mutua Grant Man. Associate Jesse Delis VISTA Leader Leo Graves Assistant Director, Disaster Volunteering & Preparedness Mike Staley Manager, CVMN TBD Special Assistant Alice Rodriguez Assistant Director, Volunteer Action Nancy Olson Special Projects Associate Cindy Thomas Specialist, Operations & Training (PT) Jerry Colivas Chief of Staff Kaira Esgate Policy Associate Lupe Castillo DVP Associate TBD Student Assistant Oscar Mejia Specialist, Disaster Volunteer Programs TBD Specialist, Volunteer & Donations Management TBD

9 National Service

10

11 Four Issue Areas Education Health and Other Human Needs Public Safety Environment

12 AmeriCorps Overview

13 AmeriCorps AmeriCorps*State/NationalAmeriCorps*NCCCAmeriCorps*VISTA

14 CORPORATION FOR NATIONAL AND COMMUNITY SERVICE AmeriCorps National Service Network AmeriCorps  VISTA AmeriCorps  State / National AmeriCorps  National Civilian Community Corps Administered by Corporation for National and Community Service staff at each campus National Direct Parent Organization s State Service Commissions Indian Tribes and US Territories Education Award Sub- Grantees (Programs) AmeriCorps Project Sites AmeriCorps Sub-Grantees (Programs) 5 Campuses Sacramento, CA Denver, CO Charleston, SC Washington DC Perry Point, MD AmeriCorps Project Sites National Demonstration Projects State Office of the Corporation for National and Community Service Local VISTA Projects AmeriCorps  VISTA Leaders AmeriCorps Members

15 Formula based on population AmeriCorps $$$$$ National Direct State Funding Formula Based on Population Approximately $9.5 million Competitive $40 million Your State $$$

16 2008-2009 AmeriCorps Portfolio 52 programs Approximately $26 million in federal funding Support 4,000+ service opportunities Issue areas:  Education: 42 percent  Health & Other Human Needs: 41 percent  Environment: 7 percent  Public Safety: 10 percent

17 Tutoring Home visiting Supporting afterschool programming Watershed restoration and education Intensive mentoring and other interventions Volunteer recruitment and management For examples, please see page 19 of the RFA

18 AmeriCorps Specifically AmeriCorps strives to: Get things done; Strengthen communities; Encourage responsibility; and, Expand opportunity.

19 Living Allowance Health Insurance Student Loan Deferment/Forbearance Education Award Child Care (if eligible)

20 General Grant Information

21 Grants range from $160,342 to $1.3 million; Available competitive funding - $40 million; Available formula funding - $3.5 million; Actual available funding dependent on final congressional appropriations; and, Expect to have more applicants than available funds.

22 Formation of a Partnership; Must have a minimum of three independent members, with at least one public and one private (non-profit or for-profit); and, These three members must maintain a significant role in the planning, operating, and sustainability of the program.

23 Characteristics Shared vision for community change Shared ownership and commitment Benefit to All Partners Mutual Support for Program Design Communication is Valued

24 New Applicants Defined as those in which none of the following have ever developed a funded operating grant proposal: –Legal applicant; –Primary partners; or, –Individuals, such as consultants, grantwriters, or previous AmeriCorps program, Commission, or Corporation staff members. New applicants will receive 10 percent addition to final score.

25 Other Applicants Recompeting Programs – current programs entering the final year of their grant period Experienced Applicants – have previously operated an AmeriCorps program, but propose a new one Previously Funded Programs – applicants that have operated the same AmeriCorps program in the last 5 program years

26 Grant Size Limits New and Experienced applicants may apply for up to $425,000 in formula funds; Previously Funded and Recompeting AmeriCorps programs may apply for up to $850,000 in formula funds; and, Applicants exceeding these limits must apply for competitive funding.

27 Minimum Program Size Applicants must request no fewer than 20 member service years (MSYs); Exceptions will be reviewed based on justification provided by applicants in program narrative; and, CV may not approve exceptions below 10 MSYs.

28 Grant Types Operating Grants – funding to support all program operating costs. Education Award – funding in the form of a small administrative grant ($600 per MSY), where programs use their own or other resources for the member’s living allowance and other program costs. See page 16 of the RFA

29 Corporation Funding Priorities Corporation Focus Areas for 2006-2010Corporation Focus Areas for 2006-2010 Volunteer Recruitment and SupportVolunteer Recruitment and Support Ensuring a Brighter Future for YouthEnsuring a Brighter Future for Youth Engaging Students in CommunitiesEngaging Students in Communities Engaging Baby Boomers in ServiceEngaging Baby Boomers in Service Helping communities recover from and prepare for disastersHelping communities recover from and prepare for disasters *In 2009, the Corporation will also give special consideration to programs designed to engage veterans as service recipients or providers

30 Program Design

31 Needs and Service Activities - direct service activities that address the identified need Member Development - member training activities Strengthening Communities – volunteer recruitment and support, as well as infrastructure development.

32 Activities Chart Needs and Service Activities Strengthening Communities Member Development At least 80 percent Not more than 20 percent Direct service Activities Getting Things Done! Volunteer recruitment and/or support activities. Infrastructure development. Fund raising – no more than 10% of term of service. Member skills training, personal and professional development.

33 Issue Area FocusIssue Area Focus –Know your area of expertise –Focus on partnership strengths –Do not address multiple issue areas unless they are complementary Members per Placement SiteMembers per Placement Site –CV requirement –Place members in teams of two or more –Strong member supervision

34 Needs/Service Activities

35 Document compelling community need valued by community –Provide statistics relevant to the need your program proposes to address –Provide local data that matches the area to be served –Identify “high need” target population Community Involvement Identifying needs and activities Gap in services – why AmeriCorps? See page 21 of the RFA

36 Member activity and roles Program structure Measurable outputs and outcomes Best practices and research models *Federal requirements for tutoring programs (see page 21, 22 of the RFA)

37 When will service occur? Where will service occur? How often will members have contact with beneficiaries? AugustJuly June

38 Member Development

39 No more than 20 percent of service hours; Must include training related to service activities; Must include adequate member supervision. See page 27 of the RFA

40 Member Orientation Initial Member Training Site Specific Orientation Ongoing Training –Training related to member service activities; –Volunteer recruitment and support training; –Ethic of Service/Civic Responsibility training; and, –Life After AmeriCorps.

41 Map out the service hours for the 12-month program period; Identify appropriate service terms; Account for “down time;” Selection process; and, Training calendar.

42 Minimum Number of Hours MSY Conversion1 MSY = Number of Members 1,7001.01 9000.52 6750.3752.67 4500.254 3000.25

43 Program responsibility to verify: –Must be at least 17 years of age; –U.S. Citizen or lawful permanent resident alien; and, –High school diploma or its equivalent. Criminal Background Checks See page 30 of the RFA

44 Member Recruitment –Responsibility of the program –Must identify as an AmeriCorps position –Must list on national recruitment website Diversity Reasonable Accommodations Selection Process Partners and Host sites

45 Term of Service Minimum Number of Hours Minimum Living Allowance Maximum Living Allowance Full-time1700$11,400$22,800 Half-Time900$5,876$12,070 Reduced Half-Time675$4,407$9,050 Quarter-Time450$2,938$6,035 Minimum-Time300$1,958$4,025

46 Calculated as part of budget: –Health Insurance NOT Calculated as part of budget: –Child Care –Education Awards –Student Loan Deferment and Forbearance

47 AmeriCorps Pledge/Swearing-in –Encouraged following the completion of Member Orientation and Initial Member Training Service Gear –May purchase standard Service Gear package Recognition/Graduation Ceremonies –Provide ongoing recognition to members –Graduation ceremonies following completion of term of service

48 Member Supervision –Programs must provide adequate supervision from qualified supervisors –Members may not supervise one another Member Performance Reviews –All members must receive an end-of-term evaluation Grievance Procedures Member Refill Policy –Programs may not enroll members until they have a fully executed contract with CV

49 Attempting to influence legislation; Organizing or engaging in protests, petitions, boycotts, or strikes; Assisting, promoting, or deterring union organizing; Impairing existing contracts for services or collective bargaining agreements; Engaging in partisan political activities/influencing elections to public office; Continued…

50 Engaging in religious instruction, conducting worship services or religious proselytization; Organized fund raising; Direct benefit to: –for-profit business, political organization,labor union –an organization engaged in religious activities unless Grant funds are not used to support religious activities

51 Strengthening Communities

52 Volunteer Recruitment (required) Indirect service activities (optional)

53 Volunteer recruitment required of all programs; Volunteer Recruitment – recruiting community volunteers to participate in program-associated activities; Volunteer Support – volunteer training, supervision, and recognition; and, Programs are encouraged to engage long-term volunteers. See pages 25 and 26 of the RFA

54 AmeriCorps members can recruit, screen, train, supervise, retain, recognize, and support volunteers; Program design considerations: –Full-time role for a few members; or –Partial role for all members.

55 Members involved in these activities must receive appropriate training; Volunteers may be recruited for one-time or long- term volunteer commitments – priority will be given to long-term volunteer commitments; Common performance measure requirement; and, Volunteer activities must be consistent with prohibited member activities if members are involved.

56 Expectation to participate in days of service and other national service activities; Raise the profile of the AmeriCorps program in the community; and, Community participation and opportunity to recruit community volunteers. Please see page 27 of the RFA.

57 Make a Difference Day – October National Family Volunteer Day - November Martin Luther King Day of Service – January National Volunteer Week – April National Youth Service Day – April AmeriCorps Week - May

58 Greater flexibility in AmeriCorps member activities: –Fundraising –Community outreach –Partnership development No more than 10% of their service hours on fundraising activities; and, Must develop performance measures for all infrastructure development activities.

59 Member fundraising activities MUST: –Support community need and not benefit the budget or endowment of placement site; –Not raise matching funds for member support costs; –Not prepare grant applications for federal agencies, including the Corporation; and, –Be outlined and agreed to by member. See pages 24 and 25 of the RFA

60 Terms and Requirements

61 I. Performance Measures: annual measure to see if targets were met II. Evaluation: research to investigate the effectiveness of the program III. Reporting: Each target in a PMW is required to be reported on quarterly. For details see RFA Application page 37

62 Performance Measurement determines if targets specific to an activity were met. bigger Evaluation determines if the outcomes are attributed to the program & how the program operated—the bigger picture.

63 because Evaluation Determines the merit or worth of the service. Did outcome occur because of program intervention? What program factors contributed to outcomes and how? Performance Measurement Were outcome targets met?

64 Performance Measures [PM] are annual goals to track progress on the community needs members serve All member activity should fall under one of your Performance Measurement Worksheets [PMW]

65 A PMW displays the logical flow of your project design It takes the reader from the problem statement [community need] all the way through to change [targets] expected from the amount of work [member hours] put into the activity conducted Each component flows logically to the next component What are the components?

66 1. Community Need: the foundation of the PMW 2. Result: reflects stated community need 3. Indicator: to gauge progress toward the result 4. Amount: of program effort/time 5. Participants: beneficiaries of member service 6. Activity: what members do to achieve results 7. Data & Instruments: measurement of targets 8. Targets: what the member activity will achieve 9. Previous Data: track record

67 RFA Forms and Instructions have 3 PMWs: 1. PRIMARY Needs and Service PMW [required] For needs & service activity containing most member hours Fully Aligned—end outcome, intermediate outcome, output 2. Common Member Development PMW [required] For member training and member impact 3. Common Strengthening Communities PMW [required] For volunteer recruitment output For details see RFA Application page 38

68 Use additional worksheets for any direct service activities not captured, Use additional worksheets for all hours not captured on common PMWs. Include output and end outcomes (no intermediate needed).

69 1. The primary activity is the one where most of member hours are used 2. The primary PMW must be fully aligned and used only for the primary activity 3. Fully aligned means it contains an end outcome, intermediate outcome, and an output

70 1. Community Need: the same for all PMWs 2. Result: fully aligned result required 3. Indicator: fully aligned indicator required 4. Amount: the same for all PMWs 5. Participants: the same for all PMWs 6. Activity : the same for all PMWs 7. Data & Instrument: fully aligned measure required 8. Targets: fully aligned target required 9. Previous Data: fully aligned data required

71 The non-primary PMW is exactly the same as the primary PMW…… except….. it does not have an intermediate outcome

72 Because member development is required, CV has developed a PMW to be used by all programs. Although some of the PMW components are filled in, you must complete all information to reflect your program’s design—amount, participant, activity, target numbers, & previous data

73 Because volunteer recruitment is required, CV has developed a PMW to be used by all programs. Although some of the PMW components are filled in, you must complete all information to reflect your program’s design—amount, participant, activity, target numbers, & previous data

74 Outputs – Measures of the amount of service that members complete—counts, tallies Outcomes – Identifies the changes that have occurred in the lives of beneficiaries and/or members. – Should reflect a significant and lasting benefit/change

75 ● End Outcome – Significant change or benefit that occurs in beneficiary’s life. This is usually a change that has long term impact ● Intermediate Outcome - Likely precondition to long-term gain. It can be a sign that your project is on track to achieve the related end outcome

76 ● Community Need: make sure it is supported by current, local data [evidence]. ● Result: reflects community need rather than an activity. Most communities don’t need tutoring or mentoring. These are not results—these are activities that might meet the community need to improve social or behavioral skills.

77 Indicator: This is what you look at to gauge progress toward the result. It mirrors the result--not an instrument. Indicator: Often, the indicator can be uncovered by combining “The percent/number of…” phrase on PMW, with the result statement [See Sample PMW] Participant: direct beneficiaries are direct recipients of member services

78 Activity: Describe what the member will do—don’t make readers guess. For example: Saying “members will conduct enrichment activities” does not tell us much. Are members designing, leading, and/or assessing these enrichment activities? What are these enrichment activities? How they different than other after school activities? Activity: Draw a picture. For example, information like: -members will work 1:1 for 30 minutes 2x per week with 6 students. -members will design & co-lead enrichment activities [e.g. cultural cooking, ballroom dancing, play writing, and home safety].

79 Data & Instruments: Be sure that each indicator has an instrument. Data & Instruments: Use the most direct method possible to measure end outcomes. Depending on your program design, opinion surveys may be viewed as “soft” or “weak” methods to gauge lasting significant change. Target: Follow the directions. Be sure outcomes have the 4 necessary components. Target: Each instrument needs 3 years of targets.

80 OutputOutcome Needs & Service Activities (up to 80% of member hours) Primary Service Activity Use PRIMARY Needs and Service PMW Other Service Activities Use NON-Primary PMW Member Development Member Training Plan Use Common Member Development PMW Direct impact on Member Use Common Member Development PMW Strengthening Communities Volunteer Recruitment Use Common SC PMW Infrastructure Development Activities (if applicable) Use Non-Primary PMW Infrastructure Development Activities (if applicable) Use Non-Primary PMW

81 Each Applicant is required to submit an Evaluation Plan with the AC Application EAP are also required to conduct an evaluation. For details see RFA Application page 39

82 because Evaluation Determines the merit or worth of the service. Did outcome occur because of program intervention? What program factors contributed to outcomes and how? Performance Measurement Were outcome targets met?

83 All grantees with average annual grants of $500,000 or more must arrange an independent evaluation Competitive programs that do not meet this threshold must complete an internal evaluation Formula programs that do not meet this threshold should plan to complete an internal evaluation.

84 In the Evaluation Plan, applicants should describe: – The program’s evaluation question(s); – Potential methods to be used; – Time period of the evaluation; – Who will conduct the evaluation; and, – How the evaluation will be funded. Budget should include evaluation expenses. For details see RFA Application pages 39-40

85 1. Make it a participatory process 2. Carefully select an evaluator 3. Be aware of the timeline Year 12009-10: Program start up-September 2009 Year 22010-11 Year 32011-12: Final Evaluation Report due October 2011, with your AmeriCorps re-application

86 CV requires quarterly reports on all PMWs. Progress Report will be used as part of the review process. Reports always focus on progress toward your PMW targets

87 Budgets

88 Section I - Program Operating Costs –Staff Salaries and Benefits –Travel - Staff and Members –Equipment, Supplies, and Consultants –Training - Staff and Members –Evaluation –Other Section II - Member Costs –Member Living Allowances and Benefits Section III - Administrative Costs

89 Member MSY –1,700 hours = 1 member MSY –900 hours = 0.5 member MSY Member MSY x Cost per MSY = Total Budget Cost per MSY cannot exceed $15,675 Matching Funds Requirements

90 Year 1Year 2Year 3Year 4Year 5Year 6Year 7Year 8Year 9Year 10 Minimum Overall Share 24% 26%30%34%38%42%46%50%

91 Entering Year of AmeriCorps FundingMaximum Cost per MSY 1-4$15,675 5$15,215 6$14,755 7$14,295 8$13,735 9$13,375 10$12,915 11$12,455 12$11,995 13$11,535

92 Staffing Requirement –must have at least 1.0 MSY staff member –consider other staffing needs, including site supervisors, clerical/support staff, training providers Monitoring and Filling Slots CV-sponsored Training Events –all programs must be represented at CV training events Non-duplication of Efforts

93 Selection Process and Timeline

94 Program Design - 50 percent –Needs and Service Activities –Member Development –Strengthening Communities Organizational Capability - 25 percent Budget/Cost Effectiveness - 25 percent

95 Needs and Service Activities –Connection between need, member service activities, and program impact –Evidence of previous program outcomes or impact (recompeting or previous programs) Member Development –Plans to recruit, train, and support members –Evidence of successful member recruitment and support activities (recompeting or previous programs) Strengthening Communities –Volunteer recruitment and support – long-term vs. one- time episodic –Community partnerships –Infrastructure Development

96 Organizational Capability –Ability and track record of legal applicant and partnership to administer proposed program Budget/Cost Effectiveness –Matching funds – diverse sources, beyond minimum requirements –Competitive cost per MSY –Adequate budget to support program design – necessary components included

97 Peer Review Process Staff Interview Process New Applicants Geographic Distribution

98 August 4, 2008:RFA Released August 18 – 29:RFA Outreach Sessions August 25:Notice of Intent to Apply Due September 18:Applications Due Sept. 29 – Oct. 3:Peer Review Process October 15:Interview Invitations Issued Oct. 27 – Nov. 14:Interviews Nov. 24:Preliminary Funding Announcements December 18:Competitive Applicant Preparation Late May, 2009:Final Funding Announcements

99 Additional Technical Assistance Performance Measure and Evaluation Two tele-conferences on PMWs September 4, at 1:00 p.m. September 9, at 10:00 a.m. Check FUNDING 4-1-1 for call-in information

100 For More Information FUNDING 4-1-1 www.CaliforniaVolunteers.org FUNDING 4-1-1 Widget RFA and accompanying documents Frequently Asked Questions PowerPoint posted Please contact via email: Funding@cv.ca.gov

101 Preparing Your Application

102 An application consists of: Online Components –State Title Pages and Partnership Forms Paper Components –Forms and Instructions (Word Document) –Budget Narrative and Budget Forms (Excel Spreadsheet)

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109 STATUS –New Applicant –Recompeting Program –Experienced Applicant –Previously Funded Program

110 DUNS Number Issue Areas Type of Service Legal Applicant Characteristics Program Abstract Federal Priorities Budget Counties with AmeriCorps Member Placements

111 Partner Record Number Employer ID Number Site Placement Information Partner Roles, Responsibilities, Resources

112 May not exceed one page, single spaced Summary should include: –Statement of Need –Mission –Expected Impact –Summary of Program Design

113 Cost Per MSY and Member Information –Member information includes members enrolled and all members exited, with or without an award. Performance Measures –Provide information on the three most recent years completed. –Include up to 3 in the area of Needs and Service Activities, one performance measure in Strengthening Communities and one performance measure in Member Development.

114 May not exceed 25 pages, double spaced Do not assume reviewers know anything about your program, partnership or the legal applicant organization Respond to the prompts in order - reviewers will look for information in a specific sequence

115 Required charts and forms are not counted against 25 page limit Graphs and tables can be embedded in the narrative Page length guidelines are included with narrative prompts

116 Complete the budget narrative first. Information from the budget narrative is automatically transferred to the budget Do not wait until the last minute to complete the budget narrative and budget Check to ensure that the Cost per MSY meets requirements for your program Include descriptions of matching funds Ensure that the budget is consistent with the charts and narrative

117 Complete the checklist after the budget and budget narrative are complete Use the checklist to confirm that your submission is accurate and complete This check list is a resource for the applicant and is not required for submission

118 Legal applicant should review Assurances and Certifications There is no separate form for the Assurances and Certifications Signature page only

119 Evaluation plan is required by the Corporation. Discuss your plans to carry out an evaluation of your AmeriCorps program: –Evaluation question; –Potential method; –Period of time; –Evaluator; and, –Funding.

120 Only required for previously funded and recompeting programs Evaluation does not encompass progress reports completed for CV, program officer site visit reports, etc.

121 Submit the legal applicant’s most recent A-133 audit or other financial statements Only organizations covered under the Single Audit Act are exempt from the requirement to provide an audit

122 Notice of Intent to Apply was due August 25, 2008. Applications –Due by 5:00 p.m. on Thursday, September 18, 2008. –Instructions on checklist cover the number of copies required. –One copy of: Partnership Form(s) State Title Pages Program Evaluation Summaries Financial/Audit Information

123 APPLICATION CHECKLIST

124 Other Instructions –Use binder clips. Do not bind (coil, tape, etc.) or staple application. –Do not insert divider pages. –Do not include unsolicited attachments.

125 Q and A

126 CaliforniaVolunteers August 2008 2009 AmeriCorps RFA Outreach


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