21-22 Member Exit Overview and Checklist

STANDARD EXIT ELEMENTS

ACTION

DESCRIPTION

WHO’S RESPONSIBLE

DUE DATE

PROCESS

EXIT FORM – MEMBER COMPLETES

Electronic form generated in My AmeriCorps Portal (My.AmeriCorps.gov) for members and eGrants for program staff. Member completes this online (If it is not completed the member cannot earn an education award.) Program staff must unlock/release the form for all slot types other than those members exiting after serving more than 10 months.

Member, with assistance from Program Staff, if needed

Prior to the end of the 30-day exit period*

Member completes the Exit Form in My AmeriCorps Portal (My.AmeriCorps.gov).

EXIT FORM – PROGRAM COMPLETES

Electronic form in eGrants associated with a member profile. Completion of the form notifies CNCS and the Trust of the member’s eligibility for education award and ending of service.

Program Staff

Within 30-days of the member’s exit

To ensure accurate hours recording in eGrants, this should occur after time sheets have been submitted, end of term evaluation has been completed and the exit form has been submitted.  After logging on to eGrants click on MANAGE MEMBERS along the left-hand side. Delete any date in the AS OF DATE box, select the appropriate year in the PROGRAM YEAR box, and then add the member’s FIRST or LAST name. Hit submit. Select the correct member from the list. From the menu on the bottom left, click on EXIT MEMBER. You need to have the member end hours to move forward. When entering member end hours, hours must be rounded down in ALL cases. Complete the form with the end hours, member completion date, indicate that the member is eligible for an education award, and that the member performed satisfactorily. If the member is not eligible for an education award because they have previously earned the maximum value of education awards from the number of terms served, please select ELIGIBLE FOR AN ED AWARD. This ensures the system counts the members efforts appropriately. There are other work arounds if you encounter difficulties. Please contact your program officer for assistance.

EXIT FROM ONCORPS

Part of the member profile in OnCorps that documents a member’s term of service. Completing the exit notifies Volunteer Iowa that the member’s term has ended.

Program Staff

Prior to the end of the 30-day exit period

The end of term evaluation should be completed, and the member exit form should be completed. After you have ensured that all time sheets have been completed and approved, go to the MEMBER RECORDS>MEMBERS, select the member that you wish you exit. Click on EDIT on the far right. The member profile will appear. In the third section of the left column, you will find STATUS. Using the drop-down box, select the correct reason for exit. In the left-hand side of the same section, you will find a box for an EXIT DATE. Enter the exit date. Scroll to the bottom of the profile and SAVE. DO NOT EXIT THE MEMBER FROM ONCORPS IF THE MEMBER STILL NEEDS TO COMPLETE TIME SHEETS.  THEY WILL BE UNABLE TO LOG INTO ONCORPS IF THEY ARE EXITED.

MEMBER END EVALUATION

Program-created form required for all members, regardless of term type or type of exit. This form is required and retained in the member file. Evaluation form has required elements defined by CNCS.

Program Staff, Site Supervisor and Member

Prior to or on the last day of service

End of term evaluation is completed by Site Supervisor or other program official and signed by member and Site Supervisor or other program official and included in the member file. Must be completed for member to be eligible for subsequent AmeriCorps term.

MEMBER FILE REVIEW

The program’s official records of member actions.  May be hard copy or electronically maintained in accordance with organizational policies.

Program Staff

Within 30-days of the member’s exit

Complete the program’s member file checklist to ensure that all required documents are in the file and signed/dated as required.

TIMESHEETS

Hours are officially tracked in within these systems as the official grant records for member hours. Member timesheets are maintained in OnCorps (or another approved timekeeping system).

Member, Site Supervisor, Program Staff

Prior to the member’s exit in eGrants

All time sheets must be completed and submitted by the member and approved by the supervisor prior to exiting the member from eGrants. If a member did not serve during a pay period, a zero hour time sheet must be completed. Zero-hour time sheets must also be submitted and approved for time periods members were suspended.  Unless the member is being exited for cause, it is expected that the member will complete all time sheets.  Additional information about managing time sheets can be found in the MEMBER TIMEKEEPING COMPONENT REVIEW resource, available in the Program Manual.

VERIFICATON OF EXIT DOCUMENTS

Prior to the member exit, ensure all records are in alignment, complete and maintained in the appropriate location.

Program Staff

Prior to the member’s exit in eGrants

• Exit date and end hours in OnCorps (time keeping system) match those reported in eGrants. If there are fractional hours, round down in eGrants.
• All hours are served within the member’s start and end dates as documented in eGrants.
• Ensure Member Service Agreement and Position Description are unloaded into OnCorps (or IowaGrants if the program uses an alternate time keeping system).

ADDITIONAL EARLY EXIT ELEMENTS

In addition to the above elements, the following elements are required for early exits

(Early Exit is defined as more than 2 weeks prior to the anticipated end date)

ACTION

DESCRIPTION & PROCESS

WHO’S RESPONSIBLE

DUE DATE

EXIT FORM UNLOCKED

Electronic form within eGrants. If a member exits prior to their anticipated end date in eGrants, the Program Staff must unlock/release the Exit Form so that the member can complete it.

Program Staff

Prior to the end of the 30-day exit period

This form can be released by the Program Staff by following these steps: After logging on to eGrants click on MANAGE MEMBERS along the left-hand side. Delete any date in the AS OF DATE box, select the appropriate year in the PROGRAM YEAR box, and then add the member’s FIRST or LAST name. Hit submit. Select the correct member from the list.  At the bottom of the screen, under SERVICE INFORMATION, locate the current term of service. Click on VIEW. It should say CURRENT STATUS: In-Service Unlock Exit Form. Click on UNLOCK EXIT FORM to send the exit form to the member for use. The member will receive an email with a link to the form.

MEMBER SLOT CHANGE FORM

Form in IowaGrants used to request permission from Volunteer Iowa to modify the term of a currently-serving member. 

Program Staff

Within five days and prior to starting the exit process

In IowaGrants, go to STATUS REPORTS. In the top right-hand corner click on the ADD button. Find STATUS REPORT TYPE and using the drop-down list select MEMBER/SLOT CHANGE FORM and save. Find the form from the list of pending status reports and click to open. Hit EDIT in the upper right-hand corner and click on MEMBER/SLOT CHANGE FORM. To exit a member complete section II. Please provide as much detail as you are able. Do not exit from eGrants or OnCorps until the Program Office approves.

MEMBER SERVICE AGREEMENT AMENDMENT, IF APPROVED BY VOLUNTEER IOWA

Program-created form that formally documents changes to the Member Service Agreement.

Program Staff and Member

Concurrent with slot change form and completed prior to exit

Complete an amendment that updates the new end date and is signed and dated by the member and program representative. Members ending their terms will have their living allowances end when they leave service. Follow your program policy about pro-rated pay at the beginning or end of a term. Please talk with your program officer if you are unsure.

MEMBER SERVICE AGREEMENT UPLOADED

Member service agreements are required to be uploaded as part of Volunteer Iowa’s monitoring and support. OnCorps is the repository for documentation of Member Service Agreements. For programs using alternate time keeping system, the MSA and amendments should be uploaded into IowaGrants Correspondence.

Program Staff

Prior to completing the exit process

The completed amendment should be uploaded into OnCorps. To save a document in OnCorps, log in to OnCorps and to go MANAGE RECORDS>MEMBERS>MEMBERS.  Select the member name, scroll to the far right to the green FILES button.  Click on FILES, then click on CHOOSE FILE.  The name of the file to be uploaded cannot contain any special characters.  See the directions in OnCorps for specifics.

TIMESHEETS – EXCESS TIMESHEETS REMOVED

In OnCorps (or other time keeping system), remove any excess timesheets to ensure that the time sheets align with the member service period.

Program Staff

Prior to completing the exit process

To remove unneeded time sheets log into OnCorps go to the MEMBER RECORDS>MEMBERS, select the member that you wish you exit. Click on EDIT on the far right. The member profile will appear. In the third section, right-hand side, find the EXIT DATE area. Enter the amended exit date and use the drop-down box to select the reason for early exit. Scroll to the bottom and SAVE. This will remove excess timesheets.

DOCUMENTATION OF EARLY EXIT

For members exiting early, the program must have documentation of the reasons for exit. Program collects and/or creates contemporaneous documentation of the circumstances of the exit.

Program Staff

Prior to completing exit process

Successful, Early Exit: In this case, the MSA amendment serves as the documentation of early exit. Cause:  In the case of Exit for Cause, the program should have written documentation of disciplinary process that was conducted, notice from the member of their intention to terminate service, or other written documentation that the member abandoned their service position. Compelling Personal Circumstances (CPC): In the case of CPC, the program should have third-party documentation to demonstrate the reasons for their early exit that demonstrate the circumstances are beyond the member’s control. Examples include: doctor’s authorization, police report, damage estimate from insurance, obituary, etc. Please contact your program officer if you are unsure if documentation is sufficient.

SUCCESSFUL, ON-TIME EXIT

a

ELEMENT

PROGRAM NOTES

Timesheets completed

End evaluation completed

Exit Form completed

Verification of exit documents

Review member file

Exit from eGrants

Exit from OnCorps

SUCCESSFUL, EARLY EXIT* (2 weeks or more earlier than end date in original MSA)

a

ELEMENT

PROGRAM NOTES

Member slot/change form

Documentation of Early Exit

MSA Amendment uploaded

Time sheets completed

End evaluation completed

Exit form completed

Remove excess time sheets

Verification of exit documents

Review member file

Exit from eGrants

Exit from OnCorps

EXIT FOR CAUSE, DISCIPLINARY REASONS*

a

ELEMENT

PROGRAM NOTES

Member slot/change form

Documentation of early exit

Time sheets completed

End evaluation completed

Exit form completed

Remove excess time sheets

Verification of exit documents

Review member file

Exit from eGrants

Exit from OnCorps

EXIT FOR CAUSE, NON-DISCIPLINARY REASONS*

a

ELEMENT

PROGRAM NOTES

Documentation of early exit

Member slot/change form

Time sheets completed

End evaluation completed

Exit form completed

Remove excess time sheets

Verification of exit documents

Review member file

Exit from eGrants

Exit from OnCorps

EXIT FOR COMPELLING PERSONAL CIRCUMSTANCES*

a

ELEMENT

PROGRAM NOTES

Documentation of early exit in accordance with organizational policies

Member slot/change form

Time sheets completed

End evaluation completed

Exit form completed

Remove excess time sheets

Verification of exit documents

Review member file

Exit from eGrants

Exit from OnCorps