2. Founded in 1995 by the National Association of Community Health Centers, Community HealthCorps is the largest health-focused, national AmeriCorps program that promotes healthcare for America’s underserved, while developing tomorrow’s healthcare workforce.

3. The mission of Community HealthCorps is to improve healthcare access and enhance workforce development for community health centers through national service programs. The vision of Community HealthCorps is to become a national service pipeline for careers in community health centers that is improving access to necessary primary and preventative care services for the medically underserved.

4. For further information about Community HealthCorps, visit www.communityhealthcorps.org

5. Site Supervisor Training 2015-2016

6. Site Supervisor Training Program Overview

7. Corporation for National & Community Service (CNCS) NACHC (Parent Organization) Community Health Center or Primary Care Association (Program Site) Host Site (Member Placement Site) Program Structure

8. Community HealthCorps Relationship Map

9. NACHC Staff Responsibilities Include: –Administering the Community HealthCorps program (developing and managing projects) –Organize a competitive application process for choosing new program sites –Helping to interpret AmeriCorps regulations, providing technical assistance and enforcing administrative policies and AmeriCorps regulations –Monitoring for compliance of grantees through several reporting methods throughout the Program Year –Approving Member assignments that are able to meet performance measurement requirements set forth at the beginning of the year Role of NACHC Staff

10. Site Supervisor Training The Role of a Site Supervisor

11. Working closely with Program Coordinators to ensure: –Site Supervisors are to be trained by the Program Coordinator prior to supervising a Member, this includes: o The use of OnCorps Reports, Performance Measure, Great Stories; o Developing transformative, sustainable, and measurable Member Assignments; o The Member performance review process, (mid-term and end-of-term) –Program Coordinators should meet with you at least quarterly, and remain in constant communication, on Member trainings, team meetings, Community HealthCorps events, etc. –It is strongly encouraged that you be involved in the selection of Members by reviewing applications and/or interviewing applicants Site Supervisor Working Relationships

12. – Being involved in the development of the Member assignments as it relates to sustainability, meeting performance measure targets, and providing a transformative experience for the Member. – Providing a workspace, needed equipment, and supplies – Provide Members with a placement site orientation and assignment-specific training needed to carry out assigned tasks – Supervise day-to-day performance and evaluate the Member at mid-term and end of term performance – Approve Member timesheets and service reports in a timely manner – Provide growth opportunities, support, and mentoring to Members – Schedule one on one check in meetings with the Members – Provide training to agency staff about Community HealthCorps and the role of the Member; introduce the Member to key staff Site Supervisor Responsibilities

13. – Provide Members in advance with calendars of scheduled meetings, trainings, and service hours – Communicate site specific expectations: Lunch breaks, leave, confidentiality, dress code, equipment usage, etc. – Be familiar with AmeriCorps and Community HealthCorps policies and procedures – Abide by the terms and conditions of the Member Contract – Abide by the terms and conditions of the Memorandum of Agreement between the program site and the placement site if applicable – Ensure that Members are not participating in prohibited activities, including duplicating duties of employees or displacing employees Site Supervisor Responsibilities continued…

14. A Community HealthCorps Member Contract MUST be completed and signed by the Member and Program Coordinator before the Member begins serving. The Site Supervisor should sign prior to or very soon after the Member’s service begins. The Member Contract outlines the following information: Eligibility Verification Term of Service Service Description & Member Assignment Benefits (including living allowance, training, child care, health care, loan forbearance) Rules of Conduct & Disciplinary Procedure Release or Suspension from Term of Service Member Restrictions Grievance Procedure Be Familiar with the Member Contract!

15. Site Supervisor Training Creating the Member Assignment

16. The assignment can make or break the placement. A Member Assignment charts a course of action for the Member’s term of service. – It provides a clear understanding of the assignment to avoid confusion over what is expected of the Member in the year ahead. – It helps develop short-term goals to reach a long-term plan. – It provides direction for the Member and aids the supervisor in talking about what is and is not working. – It helps define the Member’s role in the team’s Performance Measure targets. What is the purpose of the Member Assignment?

17. Be realistic – be careful not to overwhelm the Member Unique talents of Members Direct service and capacity building activities that address health and/or human needs in the community Outreach to vulnerable and/or underserved populations Development of new position(s) Activities that enhance or expand availability of services being provided and are not being done by employees Service that would not otherwise get done Direct service activities that help reach your program site’s Performance Measure targets Sustainability! How can this project become sustainable? While developing the Assignment keep in mind…

18. To include tasks that allow for tracking Performance Measure data including: – # of new clients served and who they are – # of volunteers recruited to serve and who they are – Amount of dollars and in-kind donations generated – Data for milestones - # of successful capacity building efforts (strategic plans developed, programs evaluated, community assessments completed, etc.) Community HealthCorps’ Performance Measures are collected through the Direct Service Reporting Excel Spreadsheet and in OnCorps Reports through the Volunteer Mobilization and Capacity Building reports. While developing the Assignment keep in mind…

19. ACCESS TO CARE: meeting with individuals at least once for a minimum of 15 minutes to assist them with applying for health insurance, registering as health center patients, and navigating the health care system, as well as provide them with health education with the goal of increasing knowledge about the effective utilization of preventive and primary care services. FINANCIAL-HEALTH LITERACY: meeting with adults at least once for minimum of 15 minutes to provide them with information about health insurance costs and ways to decrease medical debt with the goal of increasing their knowledge about making informed and effective health-related decisions and the impacts of those decisions on personal financial resources. INDEPENDENT LIVING: meeting with older adults and persons with disabilities at least once for a minimum of 15 minutes to connect them to support resources, programs, and services in the community with the goal of helping them to live independently (not in a nursing home, group home, or assisted living facility). REDUCING CHILDHOOD OBESITY: meeting with overweight, obese, or related at-risk children under 18 years of age at least once for a minimum of 15 minutes to engage them in in-school or afterschool physical education and/or nutrition-focused activities with the purpose of reducing childhood obesity. SERVING VETERAN & THEIR FAMILY MEMBERS: meeting with veterans and/or their family members at least once for a minimum of 15 minutes to connect them to support resources, programs, and services throughout the community—focusing on unmet needs in the areas of mental and behavioral health, primary care, and eligibility assistance. Community HealthCorps’ Performance Measures Review our Community HealthCorps Performance Measure Toolkit to learn more.

20. Site Supervisor Training Member Activities

21. Service is work that addresses unmet human needs, the environment, public safety, and/or education. Examples include: Outreach & Advocacy: Conduct outreach in the community and provide education about health insurance eligibility, available health and related programs, and health care options Enrollment and Registration: Assist individuals with the enrollment and/or registration process for health programs, health insurance plans, and/or pharmaceutical assistance programs Improve Utilization of Health Services and Programs: Provide linguistically and culturally appropriate translations, provide transportation assistance, provide health and health-related financial education in one-on-one or group settings, assist individuals with navigating health and related services/programs, etc. Service Activities

22. Capacity Building is: Conducting outreach and securing resources in support of service activities that meet specific needs in the community Developing collaborative relationships with other organizations Helping build the infrastructure of the sponsoring organization, including: o Conducting research, mapping community assets, or gathering other information that will strengthen the organization’s ability to meet community needs o Developing new programs or services in an organization seeking to expand o Developing organizational systems to improve efficiency and effectiveness o Automating organizational operations to improve efficiency and effectiveness o Staff and board education Service Activities continued…

23. Restrictions on AmeriCorps Activities: Non-Duplication, Non-Displacement Rules (45 C.F.R. § 2540.100(e)-(f)) AmeriCorps Prohibited Activities (45 C.F.R. § 2520.65) Fundraising Rules (45 C.F.R. §§ 2520.40-45)

24. The purpose of AmeriCorps is to provide opportunities for individuals to serve in communities to address unmet needs. AmeriCorps programs may not replace or displace resources, like employees or volunteers, that are already present in a community. These principles form the basis for the laws that prevent AmeriCorps members from displacing or duplicating employees or volunteers. Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

25. A Community HealthCorps Member: – is NOT an employee of the program site, placement site, NACHC, or CNCS – is NOT to be confused with a volunteer – is NOT to be confused with an intern or student Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

26. The Rules (45 C.F.R. § 2540.100(e)): (e) Nonduplication. Corporation assistance may not be used to duplicate an activity that is already available in the locality of a program. And, unless the requirements of paragraph (f) of this section are met, Corporation assistance will not be provided to a private nonprofit entity to conduct activities that are the same or substantially equivalent to activities provided by a State or local government agency in which such entity resides. Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

27. The Rules (45 C.F.R. § 2540.100(f)): (f) Nondisplacement. (1) An employer may not displace an employee or position, including partial displacement such as reduction in hours, wages, or employment benefits, as a result of the use by such employer of a participant in a program receiving Corporation assistance. (2) An organization may not displace a volunteer by using a participant in a program receiving Corporation assistance. (3) A service opportunity will not be created under this chapter that will infringe in any manner on the promotional opportunity of an employed individual. (4) A participant in a program receiving Corporation assistance may not perform any services or duties or engage in activities that would otherwise be performed by an employee as part of the assigned duties of such employee. Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

28. The Rules (45 C.F.R. § 2540.100(f)):, continued (5) A participant in any program receiving assistance under this chapter may not perform any services or duties, or engage in activities, that— (i) Will supplant the hiring of employed workers; or (ii) Are services, duties, or activities with respect to which an individual has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures. (6) A participant in any program receiving assistance under this chapter may not perform services or duties that have been performed by or were assigned to any— (i) Presently employed worker; (ii) Employee who recently resigned or was discharged; (iii) Employee who is subject to a reduction in force or who has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures; (iv) Employee who is on leave (terminal, temporary, vacation, emergency, or sick); or (v) Employee who is on strike or who is being locked out. Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

29. What does it all mean? Community HealthCorps Members may NOT displace or duplicate the services provided by an employee or volunteer, and they may NOT supplant the hiring of an employee or volunteer! Members are NOT allowed under any circumstances to: – perform an employee or volunteer’s duties or otherwise displace employees – fill in for an absent employee or volunteer – perform services, or activities that had been assigned to an employee or volunteer – or duties assigned to an employee or volunteer who has recently resigned or been discharged for any reason Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

30. Programs may not use Members, even temporarily, to replace employees or volunteers: – If an employee or volunteer is on maternity leave, and/or offsite for any reason, a Member may not fill this duty – If an employee or volunteer is out sick, on vacation, etc. a Member may not fill this duty – If an employee or volunteer leaves for his/her lunch hour or break, a Member may not fill this duty – If an employee or volunteer is on strike or boycott, a Member may not fill this duty – A Member may not assist an employee or volunteer to complete a duty assigned to that an employee or volunteer, However, Members can expand or enhance services in some way Non-Displacement & Non-Duplication of Employees or Volunteers (45 C.F.R. §§ 2540.100(e)-(f))

31. What re the rules? 45 C.F.R. § 2520.65 - What activities are prohibited in AmeriCorps subtitle C programs? (a) While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in the following activities: (1) Attempting to influence legislation; (2) Organizing or engaging in protests, petitions, boycotts, or strikes; (3) Assisting, promoting, or deterring union organizing; (4) Impairing existing contracts for services or collective bargaining agreements; (5) Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; (6) Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; AmeriCorps Prohibited Activities (45 C.F.R. § 2520.65)

32. 45 C.F.R. § 2520.65(a), continued (7) Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; (8) Providing a direct benefit to— (i) A business organized for profit; (ii) A labor union; (iii) A partisan political organization; (iv) A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and (v) An organization engaged in the religious activities described in paragraph (g) of this section, unless Corporation assistance is not used to support those religious activities; AmeriCorps Prohibited Activities (45 C.F.R. § 2520.65)

33. 45 C.F.R. § 2520.65(a), continued (9) Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; (10) Providing abortion services or referrals for receipt of such services; and (11) Such other activities as the Corporation may prohibit. 45 C.F.R. § 2520.65(b) (b) Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non- AmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so. AmeriCorps Prohibited Activities (45 C.F.R. § 2520.65)

34. Per 42 U.S.C. 12584a(a)(9) and 45 C.F.R. 2520.65, AmeriCorps members are prohibited from providing abortion services or referrals for receipt of such services. Specifically, Members will not perform any activity which-- Directly or indirectly counsels or provides information about the availability of abortion services Involves providing services to a patient seeking or considering abortion services, including but not limited to-- – Escorting, in-processing or preparing patents or potential patients for a procedure – Assisting in or attending any part of the procedure, or – Providing any post-procedure support, processing or assistance. AmeriCorps Prohibited Activities (45 C.F.R. § 2520.65)

35. Contexts or situations in which a Member or an employee or volunteer supported by CNCS funds can be “identifiable as an Community HealthCorps Member or staff member”, and thus must not engage in the activities listed above: While wearing or displaying AmeriCorps or Community HealthCorps gear or logos Working in a place where a Member will be recognized as an Community HealthCorps Member or an AmeriCorps member Operative the automobile belonging to the Community HealthCorps Member’s program or the AmeriCorps program Identifying oneself in speech or writing as a member or participant of Community HealthCorps or AmeriCorps Participating in or submitting to social media sites funded or administered by CNCS, NACHC, or other Community HealthCorps sites Participating in or submitting to public social media sites (i.e. Facebook, Twitter, YouTube) AmeriCorps Prohibited Activities (45 C.F.R. § 2520.65)

36. 45 C.F.R. § 2520.40: Under what circumstances may AmeriCorps members raise [in my program] resources? 45 C.F.R. § 2520.45: How much time may an AmeriCorps member spend fundraising? Fundraising Rules (45 C.F.R. §§ 2520.40-45)

37. 45 C.F.R. § 2520.40 - Under what circumstances may AmeriCorps members [in my program] raise resources? (a)AmeriCorps members may raise resources directly in support of your program's service activities. (b)Examples of fundraising activities AmeriCorps members may perform include, but are not limited to, the following: 1)Seeking donations of books from companies and individuals for a program in which volunteers teach children to read; 2)Writing a grant proposal to a foundation to secure resources to support the training of volunteers; 3)Securing supplies and equipment from the community to enable volunteers to help build houses for low-income individuals; 4)Securing financial resources from the community to assist in launching or expanding a program that provides social services to the members of the community and is delivered, in whole or in part, through the members of a community-based organization; 5)Seeking donations from alumni of the program for specific service projects being performed by current members. (c)AmeriCorps members may not: 1)Raise funds for living allowances or for an organization's general (as opposed to project) operating expenses or endowment; 2)Write a grant application to the Corporation or to any other Federal agency. Fundraising Rules (45 C.F.R. §§ 2520.40-45)

38. 45 C.F.R. § 2520.45: How much time may an AmeriCorps member spend fundraising? An AmeriCorps member may spend no more than ten percent of his or her originally agreed-upon term of service, as reflected in the member enrollment in the National Service Trust, performing fundraising activities, as described in § 2520.40. Fundraising Rules (45 C.F.R. §§ 2520.40-45)

39. Site Supervisor Training Member Training & Development

40. Pre-Service Orientation (PSO): is conducted at the beginning of the program year, and when Members begin service throughout the year It provides an in-depth introduction to the Community HealthCorps, its objectives, performance measures, and policies and procedures On-Going Training: All programs are required to provide 12 hours per month of training/development to Members Prescription for Success Curriculum - required for all Members by April 30 of the program year Regularly scheduled team meetings Life After AmeriCorps - Designed to provide Members with the necessary tools to transition from a year of service to a professional career or further schooling, and should build professional skills Other examples include Member Development calls hosted by NACHC and local training opportunities when available Training Conducted by the Program Coordinator

41. Placement Site Orientation – conducted by the site supervisor and other health center staff during the first few weeks at the placement site. Which introduces the new Community HealthCorps Member to: – Community culture – Organizational culture – Member-Supervisor relationship and communication – Project-specific skills – Safety policies On-Going Training – Conducted at key points in a Member’s term of service. For example: – Early in the term – develop knowledge & skills the Member and supervisor identified as required in reviewing the Member Assignment – Should a development opportunity present itself (i.e. local training opportunities) Training Conducted by the Site Supervisor

42. The Corporation for National and Community Service allows up to 20% of total service time to be dedicated to training Members may earn no more than 10% of a Members total service hours (as part of the 20% cap on training hours), can be earned through an approved college/GED coursework. This must be pre-approved by the Program Coordinator For the complete guidance and requirements on Member Training & Development, please see the “Tools for Program Staff” section of the Community HealthCorps website NACHC encourages Program Coordinators and Site Supervisors to work together to meet all Member training and development needs Member Development & Training

43. Site Supervisor Training Managing Members

44. Show respect for the program staff, agency staff, the community, and fellow Community HealthCorps Members at all times Act as an appropriate role model with service recipients and within the community Follow directions as set forth by the program Uphold all privacy regulations as set forth by the agency Direct concerns, problems and suggestions to their Site Supervisor and/or Program Coordinator Abstain from engaging in prohibited activities while earning service hours and/or wearing the AmeriCorps and/or Community HealthCorps logos Communicate effectively and respectfully with site supervisors, program coordinators, and other program staff Be present and punctual for service Satisfactorily complete service assignments as defined in the Member Assignment, and determined by the Program Site Consistent and reliable attendance is essential to providing service Members are expected to report to their service sites as scheduled and be ready to serve at the scheduled time Member must certify the integrity of data contained in surveys and other reporting tools. * Member are expected to…. Review the Rules of Conduct found in the Community HealthCorps Member Contract.

45. Site Supervisor should call the Program Coordinator if… The Member doesn’t show up for service The Member is hospitalized The Member is arrested The Member is not performing and you tried dealing with the challenges You want to terminate the Member The Member is doing a wonderful job!! Members are trained to call the Program Coordinator if… They feel they were discriminated against They had a family emergency and need to get home They were arrested They have a work-related injury The site supervisor attempted to terminate the Member The site supervisor asked them to perform unallowable activities When to call the Program Coordinator

46. Community HealthCorps Hotline: 301-347-0481 The Community HealthCorps Hotline is designed to allow callers to report important information to NACHC anonymously and confidentially. Program Coordinators, Site Supervisors, and Members all have access to this line. When to use the CHC Hotline

47. Timesheets are to be completed by the Member in the OnCorps online reporting system each pay period Members enter in and out time rounding to the nearest quarter (.25) hour Members note their daily activities by choosing a service category and using the “activity description” box each day Members submit the timesheet electronically, and the Site Supervisor approves the timesheet, certifying that the Member served the hours indicated Program Coordinator is responsible for final approval Timesheets must be approved in OnCorps within 2 weeks after the end of the pay period If errors are found on the timesheet please contact the Program Coordinator to ensure that the timesheet is corrected and approved Timekeeping

48. Timesheets must be submitted for every day of a Member’s term of service, unless the Member is suspended Community HealthCorps Members do not earn vacation leave or sick leave; however, it is understood that circumstances may arise that require a Member to take a day off Record days off on the timesheet as 0 hours Leave should always be approved by the site supervisor Leave policies should be communicated to the Member at the beginning of the term of service VOTING Members who cannot vote before or after service hours should be allowed to take time off to vote without penalty Members may not earn service hours for voting JURY DUTY While serving on jury duty, Members may accrue service hours Member Leave and Civil Duty

49. DAILY BREAKS REQUIREMENTS Lunch Breaks (Members do not accrue service hours during lunch breaks) Members must be scheduled for a 30 minute lunch break if the Member is scheduled for a 6-8 hour service day Breaks Breaks are designed for Members to use the restroom, get water, etc. Members are authorized a 15 minute break for every 4 hours served MEMBER TRAVEL No hours should be earned for travel to and from home to the service site each day If attending an event or training, service hours may be earned for travel that exceeds the distance the Member would normally travel to get to the service site *For example, if the Member’s normal commute is 30 minutes, but they are attending a training that requires a 60 minute commute, the Member will earn 30 minutes of service hours.* Breaks & Travel

50. Every Member should receive 2 reviews: – Mid-term: Within 30 days of the half-way point of a Member’s service – End-of-term: Must occur within 30 days prior to the expected end date Review is focused on skills, quality and quantity of work, job knowledge, work habits, adaptability, cooperation, dependability, attendance, etc. Used to determine whether the Member is eligible to serve a second term Review is ideally conducted by the site supervisor Communicate review to Member(s) verbally and in writing Members will receive a copy of their evaluation Use the Community HealthCorps Performance Review form Member Performance Reviews

51. Written Warning- It is at the discretion of the program site and placement site to decide when to issue a written warning based on the severity and/or frequency of the violation(s) Suspension – Upon continued refusal to comply after a written warning, the Member may be suspended for one day or more, at the discretion of the program site, during which time his/her living allowance is pro-rated. The Member will not be able to make up those days and/or hours for which Member is suspended for disciplinary actions Release for Cause – Upon continued refusal to comply after the Member has been suspended, the Program Site may terminate the Member, and the Member will receive no part of the education award Disciplinary Procedure Program Coordinators and Site Supervisors should always document any issues or concerns with a Member, and/or disciplinary action taken on a Member.

52. ONLY the Program Coordinator can terminate or suspend a Member Members can be terminated in 2 ways: – For compelling personal circumstances Circumstances that make completing the term of service very difficult or impossible (i.e. personal injury or illness, injury or illness of a family member whom the Member must care for) May receive a pro-rated education award if the Member served at least 15% of his/her term – For cause All other reasons that are not compelling personal circumstances Member receives no part of the Education Award Be sure to keep the Program Coordinator informed if you are having problems or issues with the Member’s performance so that you can work together on disciplinary problems, suspension and / or termination Suspension & Termination

53. Members have successfully completed service when: 1.The Member has earned at least 1700 hours, and 2.Served an average of at least 30 hours per week, and 3.Served their agreed upon term of service (as defined in the Member Contract which can be no less than 9 months), and 4.Satisfactorily completed PSO, the Prescription for Success curriculum, and any related service assignment training, and 5.Satisfactorily completed service assignments as defined in the Member Assignment, and determined by the Program Site Successful Completion of Service

54. Community HealthCorps Hotline: 301-347-0481 The Community HealthCorps Hotline is designed to allow callers to report important information to NACHC anonymously and confidentially. Resources Website NameWeb AddressPurpose Community HealthCorpswww.communityhealthcorps.orgUp to date program information & materials OnCorps Reportshttp://healthcorps.oncorpsreports.com Approve Member timesheets & service reports; OnCorps tutorials Resource Centerwww.nationalserviceresources.orgTools for managing an AmeriCorps Member AmeriCorpswww.americorps.govCNCS website with information about AmeriCorps programs and managing AmeriCorps grants