New Program Director Session Welcome to Kickoff! New Program Director Session

New PD Session Agenda Introductions Overview of National Service, AmeriCorps, & MSA AmeriCorps Systems and Compliance (Systems activity, PD Handbook) Grants Process and Management Partnership Expectations

Overview Corporation for National & Community Service (CNCS) Massachusetts Service Alliance AmeriCorps programs AmeriCorps members

Written systems help programs to… (Review) Standardize program operations Bring new program staff on board Comply with AmeriCorps Provisions Share and replicate successful practices

Creating Systems Objective What is the overall goal of this system? Mode Describe each step of how the objective will be met. Frequency When and how often will each step described above be taken?

Creating Systems (Continued) Distribution Who will need to receive the information and/or documentation for this system? Person Responsible Who is responsible for each of the steps in your “mode” section, and who is responsible for the overall objective? Logistics Any specific details that need to be considered in order to complete the objective.

Activity! Write a system for doing the laundry

Program Binder Requirements Program Binders must have: A section for each of the 2017-18 AmeriCorps Systems (Recruitment through Reimbursement). A completed System Worksheet and supporting documentation for each section For example: member application, contract, performance measurement instruments, performance evaluation tool, host site monitoring tool Program Year Calendar (resubmitted annually)

Program Binder Due Dates All continuing programs must update their systems and documentation annually Resubmissions due late September (date TBA) New programs’ binders are due per Program Officer instructions – staggered schedule focusing on start-up systems first List of the Systems and Objectives and blank system worksheets available on our website: www.mass-service.org

Grant Management

Viewing Your AmeriCorps Grant eGrants Program narrative Performance measures Aligned measure for primary service activity Program Budget Including Budget Narrative My AmeriCorps portal (to be covered later in Kickoff) Member enrollment and exiting ( 30 day compliance) Service site listing Manage slots My AmeriCorps tutorials: http://www.nationalservice.gov/resources/americorps/myamericorps-support- americorps-state-commissions-and-sub-grantees-egrants-0

Progress Reports Mid-year and end-of-year update with multiple components Basic program information Progress toward achieving Performance Measures Also an opportunity to share accomplishments and challenges Completed online October 15, 2017: cumulative for 2016-17 program year April 15, 2018: data through March 31 for 2017-18 program year October 15, 2018: cumulative for 2017-18 program year

PER and Reimbursement Requests Periodic Expense Report (PER) Minimum quarterly October, January, April, July Reimbursement request no later than 30 days after submitting quarterly PER Must submit with July 15 PER Able to request more often; MSA recommends monthly Reimbursement basis; no advances Fifteen day processing time based on 15th and 30th of each month

Grants Process Recompete vs. Continuations (review) FY 2019 MSA RFP released early August 2017 TA sessions to review instructions Recompete concept papers due in mid- to late September Competitive continuation applications due to MSA in Word format by early December Application instructions will be sent by Program Officer

Partnership Expectations

Partnership Assume positive intent Mutually beneficial relationship Communicate openly and frequently Lead the service field Use and refer to provisions to ensure compliance

Communication Program Officers (primary contact) Other MSA Staff Suzana Kantardzic, Senior Program Officer Maura Hackett, Program Officer Rachel Lieberman, Program Officer Elizabeth Way, Program Officer Other MSA Staff July Afable, Manager of Accounting and Finance (Open Position) Commonwealth Corps Program Manager Steve Gallucci, Chief Financial Officer Emily Haber, Chief Executive Officer Lisl Hacker, Manager of Training and Technical Assistance Shana Lothrop, Program Officer for Volunteer Initiatives Beth McGuinness, Director of Programs (Open Position) Administrative Coordinator Amy Mulvena, Commonwealth Corps Assistant Lindsay Rooney, Director of External Relations and Development

Branding & Recruitment DO: AmeriCorps logo (big “A”) on service gear “Service” in recruitment materials and position descriptions AmeriCorps signage at service sites Include AmeriCorps and MSA information at member and site partner orientation Best practice: giveaway items AVOID: “Staff” or “Employee” on service gear “Job” or “Employment” in recruitment materials or position descriptions Referring to or creating culture of members as staff at service sites

Activity: National Service Context Program Director’s Handbook: Your best friend (2 min.) Group 1: Skim page 5 (CNCS Mission & Strategic Plan) Group 2: Skim page 6 through 7 (CNCS Structure and Programs) Group 3: Skim page 6 and 7 (especially “About MSA”)

National Service Context Group Activity (7 min.) On flipchart paper List five words that summarize most important information about: Group 1: CNCS Group 2: National Service Programs Group 3: Massachusetts Service Alliance List up to three: Insights/learning about how this information relates to your role as AmeriCorps program manager, Questions about this information as it relates to your role.

Program Directors’ Meetings Four required meetings annually 2017-2018 meeting dates: October 18th December 13th February 14th April 25th Hosted by programs – MSA is looking for volunteers! Mandatory program representation Members should not attend

AmeriCorps Opening Day Full day event on Friday, November 3rd, 2017 Roxbury Community College Mandatory program representation Lindsay or Emily will talk more about this tomorrow morning

Training and Technical Assistance Contact your Program Officer with questions Lisl and Gretchen will continue providing support Online resources National Service Resource Center E-newsletters and MSA grantee page Atlantic Cluster Conference? We will continue to talk more about T/TA throughout the Kickoff and throughout the year