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Site Supervisor Orientation Program Year 2013-2014.

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Presentation on theme: "Site Supervisor Orientation Program Year 2013-2014."— Presentation transcript:

1 Site Supervisor Orientation Program Year 2013-2014

2 Introductions

3 Agenda 1.Program Overview 2.Overview of Site Supervisor Responsibilities 3.Member Recruitment 4.Member Management 5.Providing Evaluation Data 6.Communication 7.Grant Management

4 Program Overview: AmeriCorps 1993- National and Community Service Act, creating the Corporation for National and Community Service (CNCS) 1993- National and Community Service Act, creating the Corporation for National and Community Service (CNCS) 1994- AmeriCorps Launched as CNCS program 1994- AmeriCorps Launched as CNCS program Mission: Mission: Getting things done Getting things done Strengthening Communities Strengthening Communities Encouraging Responsibility Encouraging Responsibility Expanding Opportunity Expanding Opportunity

5 Program Overview: AmeriCorps National Priority Areas Education Education Human Needs Human Needs Environment Environment Public Safety Public Safety

6 Program Overview: AmeriCorps Hierarchy Corporation for National and Community Service (federal agency) California Volunteers (state agency) Silicon Valley HealthCorps (AmeriCorps program)

7 Program Overview: Silicon Valley HealthCorps 1.Increase fruit and vegetable consumption through ongoing garden-based nutrition education 2.Increase food security through distribution of free or reduced cost produce 3.Recruit, train, and coordinate community volunteers to support HealthCorps programs 4.Increase AmeriCorps member skills

8 Program Overview: Silicon Valley HealthCorps 24 full-time members 24 full-time members 10 Sites 10 Sites The Health Trust The Health Trust Collective Roots Collective Roots Community Alliance with Family Farmers Community Alliance with Family Farmers Valley Verde Valley Verde Sacred Heart Community Service (La Mesa Verde) Sacred Heart Community Service (La Mesa Verde) Santa Clara University (Bronco Urban Gardens) Santa Clara University (Bronco Urban Gardens) Schmahl Science Workshops Schmahl Science Workshops Rocketship Education (5 schools) Rocketship Education (5 schools) Veggielution Veggielution CommUniverCity CommUniverCity

9 Program Overview: Silicon Valley HealthCorps Begins Sept 1, 2013 (AND when enrollment complete) Begins Sept 1, 2013 (AND when enrollment complete) Ends August 31, 2014 Ends August 31, 2014 2 nd year of 3 year grant cycle 2 nd year of 3 year grant cycle

10 Program Overview: Silicon Valley HealthCorps Member Benefits Living Allowance Living Allowance Health Insurance (AmeriCorps Benefits) Health Insurance (AmeriCorps Benefits) Child Care Assistance Child Care Assistance The Segal Education Award The Segal Education Award

11 Program Overview: Silicon Valley HealthCorps

12 Overview of Site Supervisor Responsibilities Member Recruitment Member Recruitment Member Management Member Management Data for Evaluation Data for Evaluation Communication Communication Grant Management Grant Management

13 Member Recruitment 1 Position Description 2 Positions Posted 3 Applications Forwarded 4 Interviews 5 Applicants Selected

14 Member Recruitment

15 Member Management Provide Adequate Resources Provide Adequate Resources Supervise Member Activities Supervise Member Activities Approve Timesheets Approve Timesheets Approve Mileage Forms Approve Mileage Forms Allow Training Attendance Allow Training Attendance Provide Feedback Provide Feedback Mediate Disputes Mediate Disputes

16 Provide Adequate Resources Workplace Workplace Desk Desk Phone Phone Computer supplies Computer supplies Office Supplies Office Supplies Orientation and training Orientation and training

17 Member Activities: Approved Activities Approved activities are outlined in our Performance Measure Worksheet Approved activities are outlined in our Performance Measure Worksheet These were approved by California Volunteers These were approved by California Volunteers Members can only perform activities under the following performance measures: Members can only perform activities under the following performance measures: Healthy Eating Knowledge and Behavior Change Healthy Eating Knowledge and Behavior Change Produce Availability and Affordability Produce Availability and Affordability Volunteer Recruitment Volunteer Recruitment

18 Member Activities: Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs Youth in grades 3-12 Youth in grades 3-12 At school gardens or classrooms At school gardens or classrooms Once a week for at least 45 minutes Once a week for at least 45 minutes Minimum of 8 weeks Minimum of 8 weeks

19 Member Activities: Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs Nutritional Makeup for Fruits and Vegetables Nutritional Makeup for Fruits and Vegetables Organic and Sustainable Farming Organic and Sustainable Farming Composting Composting Growing Growing Harvesting Harvesting Food Preparation, Cooking, and Tasting Food Preparation, Cooking, and Tasting

20 Member Activities: Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs Curricula: Curricula: CAFF Farm-to-School Program CAFF Farm-to-School Program Lessons from California State Science Standards Lessons from California State Science Standards Life Lab Science Programs Life Lab Science Programs 2-5 Hours Per Week Lesson Planning 2-5 Hours Per Week Lesson Planning Modifying Curricula Modifying Curricula Collecting Garden/Farming Supplies (provided by site) Collecting Garden/Farming Supplies (provided by site)

21 Member Activities: Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs High School Youth High School Youth Workshops through leadership programs Workshops through leadership programs Youth become Workday Managers- Youth become Workday Managers- Work an organic farm Work an organic farm Manage volunteers during garden/farm events Manage volunteers during garden/farm events Workshops year round for 2 days a week during the summer 5 days a week for 5 weeks Workshops year round for 2 days a week during the summer 5 days a week for 5 weeks

22 Member Activities: Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands Planning, coordination, and construction of new community, backyard, and school gardens Planning, coordination, and construction of new community, backyard, and school gardens Support general garden maintenance Support general garden maintenance Provide fresh, affordable produce for high need families Provide fresh, affordable produce for high need families

23 Member Activities: Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands Schedule operation of year-round community based farm stands Schedule operation of year-round community based farm stands At least one day a week, manned by members and volunteers At least one day a week, manned by members and volunteers

24 Member Activities: Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands Technical Assistance with New Gardens Work with school staff and community members Work with school staff and community members Scouting possible locations Scouting possible locations Determining tools and systems Determining tools and systems Advice on Crops Advice on Crops

25 Member Activities: Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands 2-5 Hours per month on reporting requirements Online entry of number new gardens Online entry of number new gardens Lbs of produce grown Lbs of produce grown How produce distributed How produce distributed

26 Member Activities: Approved Activities Volunteer Recruitment: Recruit volunteers to support garden-based education programs and local food production Recruit, train, coordinate volunteers Recruit, train, coordinate volunteers Deliver presentations and conduct outreach Deliver presentations and conduct outreach Utilize online volunteer recruitment resources Utilize online volunteer recruitment resources Establish and implement volunteer training and recognition activities Establish and implement volunteer training and recognition activities Support creation and maintenance of school and community gardens Support creation and maintenance of school and community gardens Fundamentals of using those gardens for education Fundamentals of using those gardens for education

27 Member Activities: Approved Activities Member Development: Give members content knowledge as well as strong leadership and core skills to be successful in their service activities and to enhance their esprit de corps. Training Training Working with the supervisor Working with the supervisor

28 Member Activities: Approved Activities Stick to PMW Stick to PMW Stick to Position Description Stick to Position Description Contact Elena if you have any questions Contact Elena if you have any questions

29 Member Activities: Prohibited Activities AmeriCorps members and staff may not perform the following in the course of their duties, while charging time to the AmeriCorps program, or in any way that would associate the national service program or the Corporation with these activities- Lobbying Lobbying Political Activities Political Activities Religious Activities Religious Activities Advocacy Activities Advocacy Activities Full List Available in Supervisor Manual, Pages 12-13 Full List Available in Supervisor Manual, Pages 12-13

30 Member Activities: Prohibited Activities Fundraising is NOT an approved activity for SVHC members! Fundraising is NOT an approved activity for SVHC members! This includes the following: This includes the following: Seeking and applying for grants Seeking and applying for grants Actively raising money for the site Actively raising money for the site Looking for in-kind donations (books, soil, etc) Looking for in-kind donations (books, soil, etc) If you have any questions, please contact Elena If you have any questions, please contact Elena

31 Member Activities: Prohibited Activities Unauthorized tardiness Unauthorized tardiness Unauthorized absences Unauthorized absences Repeated use of profanity Repeated use of profanity Failure to wear appropriate clothing Failure to wear appropriate clothing Stealing or lying Stealing or lying Physically or emotionally damaging staff or community members Physically or emotionally damaging staff or community members

32 Member Activities

33 Member Activities: Workplan Workplan clarifies: Workplan clarifies: Primary Responsibilities Primary Responsibilities % of Time Spent on Responsibilities % of Time Spent on Responsibilities Goals Goals Done at the beginning of the year with member Done at the beginning of the year with member Revised every few months Revised every few months Keep an overall plan in mind for year- especially for summer! Keep an overall plan in mind for year- especially for summer!

34 Member Activities: Workplan

35 Timesheets: Overview Supervisors monitor and approve member service hours and activities and submit timesheets by 7 th of month

36 Timesheets: Hours Overview Minimum of 1700 service hours Minimum of 1700 service hours Minimum of 190 training hours Minimum of 190 training hours Holidays, leave time, and other absences not counted towards service hours Holidays, leave time, and other absences not counted towards service hours No hours spent on fundraising No hours spent on fundraising

37 Timesheets: Offsite Hours Hours served away from assigned site Hours served away from assigned site Must be pre-approved by supervisor Must be pre-approved by supervisor Member and supervisor must create a dated and signed workplan before member serves the hours Member and supervisor must create a dated and signed workplan before member serves the hours Tasks Tasks Deliverables Deliverables Member must submit hard copy deliverables to supervisor afterwards Member must submit hard copy deliverables to supervisor afterwards Workplan and hard copy deliverables must be submitted with timesheet Workplan and hard copy deliverables must be submitted with timesheet

38 Timesheets: The Process Lunch Lunch Must have lunch if 6-8 hour day Must have lunch if 6-8 hour day Lunch break minimum of 30 minutes Lunch break minimum of 30 minutes No service hours during lunch No service hours during lunch Not beginning or end of shift Not beginning or end of shift Smaller breaks Smaller breaks 15 minutes/4 hours 15 minutes/4 hours Service hours during smaller breaks Service hours during smaller breaks

39 Timesheets: Process PowerPoint Switch! PowerPoint Switch!

40 Mileage Forms Member travel during service hours Member travel during service hours 50 cents/mile 50 cents/mile Hard copy (or scanned) Hard copy (or scanned) Signed by member and supervisor Signed by member and supervisor Submitted by 7 th of month Submitted by 7 th of month

41 Timesheets and Mileage Forms

42 Trainings Training to provide quality service to the community Training to provide quality service to the community Minimum of 190 training hours Minimum of 190 training hours Maximum of 20% of time on training Maximum of 20% of time on training Types of trainings Types of trainings Mandatory Orientation Days in September Mandatory Orientation Days in September Monthly Mandatory Training Monthly Mandatory Training National Service Days National Service Days Other Training Other Training

43 September Orientation Tuesday, September 10: Orientation Tuesday, September 10: Orientation Wednesday, September 11: Cultural Diversity Training Wednesday, September 11: Cultural Diversity Training Thursday, September 12: Garden Training Thursday, September 12: Garden Training Thursday, September 19: Farm Training Thursday, September 19: Farm Training Friday, September 20: San Jose Environment, Compost Training Friday, September 20: San Jose Environment, Compost Training

44 Monthly Mandatory Training Why? Why? Member Requests Member Requests Help meet 190 requirement Help meet 190 requirement Social gathering Social gathering Helps development Helps development California Volunteer Requests California Volunteer Requests What? What? Site visits Site visits Other suggestions Other suggestions

45 Monthly Mandatory Training When? When? Same day each month? Ex: Last Tuesday Same day each month? Ex: Last Tuesday Different day of the week each month? Different day of the week each month? Other Suggestions? Other Suggestions? Questions? Questions?

46 National Service Days Martin Luther King Day- March 31, 2014 Martin Luther King Day- March 31, 2014 Cesar Chavez Day- January 24, 2014 Cesar Chavez Day- January 24, 2014 National AmeriCorps Week – Date TBD National AmeriCorps Week – Date TBD

47 Other Training Optional Optional Open to possibilities! Open to possibilities! Past Topics Past Topics Sustainable farming techniques Sustainable farming techniques CPR & Emergency Response CPR & Emergency Response Networking and outreach Networking and outreach Community food systems Community food systems Project management Project management Conflict resolution Conflict resolution

48 Training

49 Member Feedback Supervisors should provide members with frequent, honest feedback Supervisors should provide members with frequent, honest feedback Member Performance Evaluation Member Performance Evaluation Mid-Year Mid-Year End of Year End of Year Meet with members Meet with members At least once a week At least once a week Immediately if urgent matter Immediately if urgent matter

50 Mediate Disputes STEP FOUR Decide Upon Further Action STEP THREE Submit Written Documentation to Elena STEP TWO Discuss with Elena STEP ONE Discuss with Member

51 Disciplinary Procedures First Offense Supervisor Gives Verbal Warning Second Offense Program official gives written warning Reprimand Third Offense Suspended one day or more without compensation No credit for hours missed Fourth Offense Release for cause

52 Member Feedback and Disputes

53 Data for Program Evaluation Monthly Progress Reports- due on the 7 th Monthly Progress Reports- due on the 7 th Oversee data collection Oversee data collection Youth Garden-Based Education Surveys Youth Garden-Based Education Surveys USDA Household Food Security Surveys USDA Household Food Security Surveys Produce Tracking Log Produce Tracking Log Volunteer Attendance Log Volunteer Attendance Log Adult Education Surveys (optional) Adult Education Surveys (optional) At meetings, will hand out progress At meetings, will hand out progress Protocols online and site specific protocols in packet Protocols online and site specific protocols in packet

54 Youth Garden-Based Education Surveys Collect data on daily fruit and vegetable consumption Collect data on daily fruit and vegetable consumption Grades 3-12 Grades 3-12 Complete once at beginning of workshop and once at end Complete once at beginning of workshop and once at end

55 USDA Household Food Security Surveys Collect data on food security status of families Collect data on food security status of families Administered by SVHC member or completed by family Administered by SVHC member or completed by family Completed once before receiving service and once after (9-12 months) Completed once before receiving service and once after (9-12 months)

56 Logs Attendance Log-attendance every class or workshop Attendance Log-attendance every class or workshop Produce Tracking- amount of produce distributed to each family. Completed once a month. Produce Tracking- amount of produce distributed to each family. Completed once a month. Volunteer Tracking Log Volunteer Tracking Log Number of volunteers Number of volunteers Number of volunteer hours Number of volunteer hours One-time One-time Ongoing Ongoing Completed after volunteer events Completed after volunteer events

57 Data for Evaluation

58 Communication with Partners Bi-Monthly Partner Meetings Bi-Monthly Partner Meetings Monitor satisfaction, needs, and performance of members and sites Monitor satisfaction, needs, and performance of members and sites Schedule? Last Tuesday of the month? Schedule? Last Tuesday of the month? Google Group Google Group Secret website Secret website www.healthtrust.org/svhealthcorps/forms.php www.healthtrust.org/svhealthcorps/forms.php

59 Communication with Public Website Website Interactive calendar? Interactive calendar? AmeriCorps Jargon – “members” AmeriCorps Jargon – “members” Logo Logo Members must always wear an AmeriCorps logo while serving Members must always wear an AmeriCorps logo while serving SVHC logo, along with AmeriCorps logo, should be on all signs, websites, and promotional materials associated with or supported by the grant SVHC logo, along with AmeriCorps logo, should be on all signs, websites, and promotional materials associated with or supported by the grant

60 Communication with Public Standard language to keep communication consistent “Silicon Valley HealthCorps, a partnership among 10 community organizations led by the Health Trust, seeks to improve community health by providing ongoing garden- based nutrition education, and increasing the availability and affordability of locally grown produce in Santa Clara and San Mateo Counties.”

61 Communication with Elena Open door policy Open door policy Must be notified immediately regarding Must be notified immediately regarding Unscheduled termination of members Unscheduled termination of members Unscheduled changes in member status Unscheduled changes in member status Conditions of members (hospitalization, etc) Conditions of members (hospitalization, etc) Absence without leave Absence without leave I will not be here the first week in September! Please contact Rachel Poplack (RachelP@healthtrust.org, I will not be here the first week in September! Please contact Rachel Poplack (RachelP@healthtrust.org, 408-513-8706)RachelP@healthtrust.org

62 Communication

63 Grant Management Maintain appropriate documentation of matching contributions, cash or in-kind Maintain appropriate documentation of matching contributions, cash or in-kind Provide matching costs Provide matching costs Stipends Stipends Health insurance Health insurance Workers compensation Workers compensation FICA FICA Mileage Mileage You are billed monthly and payment due within 30 days of invoice. Provide date for which you are paying on invoice. You are billed monthly and payment due within 30 days of invoice. Provide date for which you are paying on invoice.

64 Questions?

65 Thank You!


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