STANDARD EXIT ELEMENTS
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ACTION
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DESCRIPTION
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WHO’S RESPONSIBLE
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DUE DATE
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PROCESS
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EXIT FORM – MEMBER COMPLETES
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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.
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Member, with assistance from Program Staff, if needed
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Prior to the end of the 30-day exit period*
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Member completes the Exit Form in My AmeriCorps Portal (My.AmeriCorps.gov).
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EXIT FORM – PROGRAM COMPLETES
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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.
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Program Staff
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Within 30-days of the member’s exit
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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.
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EXIT FROM ONCORPS
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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.
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Program Staff
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Prior to the end of the 30-day exit period
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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.
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MEMBER END EVALUATION
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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.
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Program Staff, Site Supervisor and Member
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Prior to or on the last day of service
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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.
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MEMBER FILE REVIEW
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The program’s official records of member actions. May be hard copy or electronically maintained in accordance with organizational policies.
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Program Staff
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Within 30-days of the member’s exit
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Complete the program’s member file checklist to ensure that all required documents are in the file and signed/dated as required.
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TIMESHEETS
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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).
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Member, Site Supervisor, Program Staff
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Prior to the member’s exit in eGrants
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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.
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VERIFICATON OF EXIT DOCUMENTS
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Prior to the member exit, ensure all records are in alignment, complete and maintained in the appropriate location.
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Program Staff
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Prior to the member’s exit in eGrants
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- 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).
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