21-22 Document Requirements for Planning Grants

Date: 
09/07/2021
Document Text Version

VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
PLANNING GRANT TIMELINE
Overview
Below are the requirements for the Report forms, Start Forms, and other submittals that are required for the Grant Year for Planning Grants. Most of these forms can be found in IowaGrants. Some of them require programs to upload documents into IowaGrants for review. The necessary elements are split into PHASE 1 (Quarters 1 & 2) and PHASE 2 (Quarters 3 & 4), to make following the requirements easier. If you should need an extension on a due date, one can be requested in advance by emailing your Program Officer, Program Development Officer, or the Compliance and Monitoring Officer. Technical assistance is also available upon request.
PHASE ONE PLANNING GRANT DOCUMENT TASK LIST:
START FORMS QUARTER 1
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
PRE-AWARD FINANCIAL AND PROGRAM POLICIES FORM
 Completed by the Chief Financial Officer (CFO)
 All elements in the form are complete
September 1, 2021
IowaGrants Status Report
ANNUAL AUDIT FORM
 All elements in the form are complete
 The audit may be requested earlier in the process for some new grantees
October 1, 2021
IowaGrants Status Report
FINANCIAL REPORTING QUARTER 1
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
MONTHLY CLAIM
 Form is completed
 All required attachments are submitted
25TH of each month
IowaGrants Status Report
PROGRESS REPORTING QUARTER 1
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
DEVELOPMENT OF A NEED STATEMENT
 What are the PROBLEM(s) you plan to address?
 What is the data that supports the existence of this problem? Specific, recent, local data is best.
October 15, 2021
IowaGrants
Status Report
PRE-APPLICATION THEORY OF CHANGE
 What do you hope your program will achieve?
 Will your community benefit from the proposed program? How?
 Does your logic model account for all the information required by CNCS?
October 15, 2021
IowaGrants
Status Report
LOGIC MODEL
 Applicants are required to use the template provided in the logic model worksheet to complete a logic model, including as much detail as possible about anticipated member activities and impact.
 The logic model should be uploaded in Word or pdf format (for IowaGrants pre-application; this will be entered directly into eGrants for the final application).
October 15, 2021
IowaGrants
Status Report
DEVELOPMENT OF EVIDENCE BASE/ INTERVENTION(S)
 Have you identified the INTERVENTION (activities – what is done, with whom and at what dosage) to be delivered by your members and/or community volunteers?
 Is the PROBLEM/INTERVENTION in one of the CNCS or state priority areas? If so, which one? Describe the relationship.
October 15, 2021
IowaGrants
Status Report
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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 Is the PROBLEM/INTERVENTION in one of the CNCS or state priority areas? If so, which one? Describe the relationship.
 What is the EVIDENCE you have that this INTERVENTION will address the PROBLEM? (What evidence do you have that leads you to select the proposed activity/intervention over other possible interventions?)
 Is your intervention a replication of an identical or similar evidence-based intervention? If so, how will you replicate it with fidelity?
 What are the two strongest and most relevant research studies or evaluations showing support for your program model? Please attach.
 Have you previously implemented the intervention that will be undertaken by the AmeriCorps members? If so, do you have performance data showing the impact of this intervention?
 Have you collected other data related to the proposed program?
 What CNCS evidence tier does your proposed intervention meet?
LIST OF CORE MEMBER SERVICE & SUPPORT ACTIVITIES
 Will members be engaged in activities related to the identified need? If so, have you defined these activities and how they relate to the primary intervention(s)?
 Develop a list of specific member activities, keeping in mind the list of prohibited activities, including nonduplication/non displacement
 Have you described member structure (how many, FT/HT, etc.)? If so, please list or attach.
 Does your program structure/program design address the 12-month AmeriCorps service year (keeping in mind the grant start date)?
 How will you ensure that members have the skills and expertise needed to carry out the assigned activities?
 What sort of training and professional development can you offer to enhance the member experience?
 What aspects of your program design ensure that members have a high-quality experience that builds their civic engagement and future employability?
 Have you defined any role for your program in disaster response?
October 15, 2021
IowaGrants
Status Report
OTHER REPORTS/SUBMISSION REQUIREMENTS QUARTER 1
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
SITE VISIT DUE
 See additional communication about requirement to visit another Iowa AmeriCorps program
TBD
TBD
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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START FORMS QUARTER 2
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
FINANCIAL SURVEY
 Completed by the CFO
 All elements in the form are complete
November 1, 2021
IowaGrants
Financial Survey Status Report
CERTIFICATE OF INSURANCE
 A policy covering the project is in effect with any insurance company of recognized responsibility OR Grantee maintains an actuarially sound program of self-insurance enough to cover the project
For those with private insurance (non-State of Iowa Agencies):
 Is the insured party the grantee?
 Covers the project and protect its properties and assets against losses or damages of the kind customarily insured against by corporations of established favorable reputation engaged in the same or similarly situated
 Cover the grant year (or later if Volunteer Iowa, at its sole discretion, deems it necessary)?
 Insurance provider is duly licensed, admitted and authorized to do business in Iowa?
November 1, 2021
IowaGrants Start Form Attachment Status Report
FINANCIAL REPORTING QUARTER 2
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
MONTHLY CLAIM
 Form is completed
 All required attachments are submitted
25TH of each month
IowaGrants
Status Report
PROGRESS REPORTING QUARTER 2
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
PLAN TO COLLECT DATA/PERFORMANCE MEASURES
 Have you developed performance measures (PM) for your program? What are they?
 Do you have at least one output and one aligned short-term or intermediate outcome?
 Do you have systems in place that identify all data points needed for each performance measure? If no, what is your plan to secure each of the data points needed.
 What instruments will you use to measure the impact of your program?
 Do you have data integrity training planned or developed as part of your member orientation?
 Do you have a plan to ensure ongoing data integrity and storage?
January 15, 2022
IowaGrants
Progress Planning Report Q2 Status Report
IDENTIFICATION OF PROGRAM HOST SITES AND HOST SITE MANAGEMENT
 Has the number of Host Sites been determined?
 If using a site application process, have you developed the application and established the review process? Describe or attach the application.
 Have Host Site selection criteria been developed? If so, what are the selection criteria you plan to use?
January 15, 2022
IowaGrants
Progress Planning Report Q2 Status Report
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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IDENTIFICATION OF PROGRAM HOST SITES AND HOST SITE MANAGEMENT - continued
 Has there been a plan developed for what will occur if a Host Site backs out?
 Has there been a plan developed for what will occur if a Host Site fails to fill its assigned member slots?
 Do you have plans for evaluating whether supervisors are providing sufficient support and guidance to members?
 Do you have plans for visiting member placement sites? What are they?
 Do you have a plan to monitor for host site compliance? How do you propose to manage non-compliance?
January 15, 2022
IowaGrants
Progress Planning Report Q2 Status Report
PROGRAM STAFFING AND BUDGET
 Have you budgeted sufficient staff time for management of the program (Volunteer Iowa recommends that all first-year programs have a full-time program director)?
 Have you accounted for all staffing needs related to the AmeriCorps program in your budget (federal or grantee share)?
 Have you developed a budget that adequately accounts for all activities?
 Have you determined that you are meeting the match required by current grant requirements?
 Does the total federal request fall within allowable maximum cost per MSY limits?
 Is the member living allowance within the allowable range(s)?
 Here are some commonly overlooked costs: Background checks for staff and members, member service gear, worker’s compensation, travel for members to training events, staff professional development, training for site supervisors, health care costs for FT members. Make sure these are included, as appropriate, in your budget.
January 15, 2022
IowaGrants
Progress Planning Report Q2 Status Report
DETERMINATION OF MATCH SOURCES
 Have the source(s) for all financial support (cash and in-kind match, fee) been determined?
 If any of the funds used as match are from federal sources, the other funding agency must provide written authorization to allow those dollars to be used as match for another federal grant.
January 15, 2022
IowaGrants
Progress Planning Report Q2 Status Report
DOCUMENTS REQUIRED FOR FINAL GRANT APPLICATION
 Organizational chart showing the agency structure and indicating where the proposed AmeriCorps program would fit into the existing structure.
 Submit any reports or supporting documentation if you are proposing moderate to strong evidence.
 Copy of the most current Federally Approved Indirect Cost Rate letter, if appropriate.
At the time of final grant application
*REQUIRED*
OTHER REPORTS/SUBMISSION REQUIREMENTS QUARTER 2
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
PRE-APPLICATION DUE
 See Volunteer Iowa Request for Applications
Feb. 3 or Mar. 3, 2022
Email
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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PHASE TWO PLANNING GRANT DOCUMENT TASK LIST:
Overview
Phase Two of the planning grant period focuses on building your capacity to successfully implement the proposed AmeriCorps program. The reporting and submission requirements are based on the forms, tools, and resources needed to operate the program. Many of the specific requirements are yet to be determined but will be finalized in advance of the Phase Two planning grant period. Templates are available for the Items with an asterisk (*).
START FORMS PHASE 2, QUARTER 3
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
*HOST SITE AGREEMENTS
See the VOLUNTEER IOWA HOST SITE AGREEMENT DIRECTIONS AND TEMPLATE for requirements
May 15, 2022
IowaGrants
Start Form Attachment Status Report
*MEMBER SERVICE AGREEMENT
See the VOLUNTEER IOWA MEMBER SERVICE AGREEMENT CHECKLIST for requirements
May 15, 2022
IowaGrants
Start Form Attachment Status Report
ENROLLMENT PLAN
Grant Form
 Account for all the slot types requested in eGrants
 Member term lengths are reasonable
 Anticipated hours allow for the term to be completed
 The plan should also incorporate all individual member position descriptions, and start/end dates to correctly manage member terms
 The plan should align with the information in the Logic Model contained within the grant
May 15, 2022
IowaGrants
This Grant Form can be found in the component list
PROGRESS REPORTING PHASE 2, QUARTER 3
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
MEMBER POSITION DESCRIPTIONS DEVELOPED
See guides to creating high quality position descriptions and requirements for MyAmeriCorps recruitment postings.
 Have you drafted member position descriptions for the member slots included in your program design?
 Have you identified the essential functions of each position?
 Have you identified the minimum qualifications for each position?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
MEMBER RECRUITMENT PLANS
 Has a member recruitment plan been developed? If yes, please attach it.
 Have you outlined the role of the program sponsor vs. the host site in member recruitment, screening, & selection?
 Do you have a plan to recruit members from the communities being served into your program?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
MEMBER SCREENING AND SELECTION PROCESS
 Have you developed a screening/interview process? What does it entail?
 Have you identified how you will accommodate applicants and/or members who need reasonable accommodations for disability?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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HOST SITE RECRUITMENT, MANAGEMENT, AND MONITORING
 Describe the progress made in identifying host sites since submission of the previous quarterly report.
 Describe the timeline for your host site selection process.
 Describe your plans for adapting if a host site backs out, fails to recruit, or fails to retain the member positions.
 Describe your plans for monitoring & evaluating host sites.
 Do you have any questions about the host site agreement template?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
MEMBER SUPERVISION
 Do you have a plan for onboarding and training host site supervisors?
 Do you have a plan for evaluating host site supervisor performance?
 Have you outlined requirements for
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
PERFORMANCE MEASURES AND DEMOGRAPHICS
 Have you begun making plans for how you will collect and track progress towards your proposed performance measures?
 Do you know the AmeriCorps-required demographics you must track and report on?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
FINANCIAL MANAGEMENT
 Did you submit timely and accurate claims for Phase 1 and 2 of the planning grant?
 Have you been working with your financial staff to ensure their capacity for financial management of the proposed grant?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
SECURING MATCHING RESOURCES
 Has the program identified sources of match for the proposed grant?
 What progress has been made to secure matching resources?
May 15, 2022
IowaGrants
Progress Report Q3 Status Report
START FORMS PHASE 2, QUARTER 4
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
PRE-AWARD FINANCIAL FORM
 Completed by the Chief Financial Officer (CFO)
 All elements in the form are complete
Aug. 1, 2022
IowaGrants
Status Report
PERFORMANCE MEASURES AND MEMBER RECRUITMENT /RETENTION GOALS
 Enter approved measures from eGrants into IowaGrants for tracking progress throughout the program year
 Set goals for member recruitment and retention, within AMERICORPS parameters
Aug. 1, 2022
IowaGrants
This Grant Form can be found in the component list
NSCHC CHECKLIST, *POLICY AND TRAINING CERTIFICATIONS
 Selection of Vendor or Non-Vendor Checks
 Use of an approved NSCHC checklist
 Written NSCHC Policy and Procedure* (updated)
 NSCHC Training Certification for the Program Director and one other program staff person, and the forms confirming his/her roles have been uploaded.
 Staff name(s) – only the names of individuals who are included on the grantee’s payroll ledger. Contractors do not need to be included.
 Completed NSCHC Documentation Checklists for new staff have uploaded
Aug. 1, 2022
IowaGrants
NSCHC Status Report for 22-23 grant
*MEMBER ORIENTATION AGENDA
 Member Rights and Responsibilities
 Code of Conduct
 Prohibited Activities
 Nonduplication/Nondisplacement language
Aug. 1, 2022
IowaGrants
Start Form Attachment Status
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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 Drug-Free Workplace Act
 Suspension/Termination
 Grievance Procedures
 Sexual Harassment/Discrimination
 National Service/Volunteer Iowa
Report for 22-23 grant
PERFORMANCE MEASUREMENT TRACKING TOOLS & DATA COLLECTION PLAN
 All elements are complete
 Number of individuals who applied to be AmeriCorps members is being tracked by the program
 Goal set for number of volunteers recruited or managed
 Dollar amount of resources leveraged is tracked by the program
 Information being collected matches the measures in IowaGrants and eGrants
 Data regularly collected and validated by one person within the program
 Data collection methods are appropriate, and training has been (or will be) provided for all who are involved in the process. Data collection instrument(s) are likely to yield consistent, high-quality data
 All data collection forms are consistent and are provided
 Data collection instrument(s) measure the change specified in the outcome
 Clear audit trail of data from collection, to report to retention
 The program is using the NPM definitions correctly
 Program has a mechanism to collect data regarding the dollar amount of resources leveraged by the program (not collected as part of match)
 Program has a mechanism to collect data regarding volunteers recruited or managed
 Program has a mechanism to collect the number of hours served by recruited or managed volunteers
 Evidence that there is a plan for members and site supervisors to receive training on how to accurately collect data with regards to volunteers
 Evidence of a plan to ensure program is aware of the correct demographic data sets they are obligated to collect, according to the grant award and not collecting extraneous data
Aug. 1, 2022 (Optional but encouraged)
IowaGrants
Performance Measures Tracking Status Report
PROGRESS REPORTING PHASE 2, QUARTER 4
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
SELECTING AND ONBOARDING PROGRAM STAFF
 Is there a plan for hiring/onboarding a program director and other staff to manage the proposed program?
 Is the timeline for staff selection and onboarding reasonable?
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
MEMBER TRAINING CALENDAR AND DOCUMENTATION PROCESS
 Generating ideas on training curricula and community partners/others to provide
 Plan covers both required trainings and AmeriCorps goals of member professional development, leadership opportunities, and civic engagement and reflection
 Understand member training documentation requirements and have plan to track
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
VOLUNTEER IOWA REQUIRED DOCUMENTS FOR PLANNING GRANTEES
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SITE SUPERVISOR TRAINING PLAN
 Plan for initial orientation and ongoing training of host site supervisors
 Timeline and communication to host sites about training requirements
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
DATA COLLECTION AND MANAGEMENT PLAN
Policies, processes, and practices developed which address the following five aspects of data quality:
 The data measures what it intends to measure;
 The data reported is complete;
 The grantee collects data in a consistent manner;
 The grantee takes steps to correct data errors;
 The grantee actively reviews data for accuracy prior to submission
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
NSCHC POLICY AND PROCESS
 Completion of required NSCHC training and start forms
 Set-up vendor accounts for check completion
 Checks completed for covered staff before operational grant start date
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
MEMBER PAYROLL AND BENEFITS SET-UP
 Understand member payroll requirements and have worked with payroll provider on plan for implementation
 Know member healthcare requirements and have contacted plan provider
 Know available member mental health care benefits and have reviewed plans
 Understand member worker’s compensation requirements and have contacted provider
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
MEMBER TIMEKEEPING
 Have chosen between OnCorps (Volunteer Iowa-provided timekeeping system) and other timekeeping providers
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
MEMBER ENROLLMENT
 Understand eGrants requirements for member recruitment postings and host site assignments
 Understand member enrollment process and deadlines
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
DIVERSITY, EQUITY, & INCLUSION (DEI)
 Has the program developed or identified an Advisory Committee/Board or other process to support DEI?
Aug. 15, 2022
IowaGrants
Progress Report Q4 Status Report
FINANCIAL REPORTING PHASE 2, QUARTERS 3 & 4
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
MONTHLY CLAIM
 Form is completed
 All required attachments are submitted
25TH of each month
IowaGrants
FEDERAL FINANCIAL REPORT (FFR)
 Form is completed
April 25, 2022, and 60 days after grant end date
IowaGrants
OTHER REPORTS/SUBMISSION REQUIREMENTS PHASE 2, QUARTERS 3 & 4
DOCUMENT
COMPONENTS
DUE DATE
FORMAT
FINAL APPLICATION DUE
 See Volunteer Iowa Request for Applications
April 5, 2022
IowaGrants and eGrants
CLOSEOUT PACKET
 Form is completed
 All required attachments are submitted
60 days after grant end date
IowaGrants

 

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