This calendar of events and deadlines tries to capture all due dates based on different grant start dates (August 1st, September 1st, or January 1st). Program staff that are unsure of a deadline, please contact the assigned Volunteer Iowa program officer.
Color Code:
|
Orange |
Blue |
Green |
Purple |
Black |
|
Volunteer Iowa events/information |
Program monitoring items |
Financial monitoring items |
Training information |
Miscellaneous |
July 2022
Events/Deadlines
|
20 21 31 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs Technical Assistance (TA) Webinar, Topic: NSCHC Review; 9 – 10 am Signed 2022 – 2023 grant agreement returned to Volunteer Iowa (or earlier) if grant start date is 8/1/2022 |
August 2022
Events/Deadlines
|
1 |
Program start date (if approved via grant agreement or pre-award letter) |
|
1 |
Program Start Forms Phase 1 (pre-award) due in IowaGrants (for programs with August/September start dates) |
|
3 |
New Program Staff Orientation, Des Moines |
|
11 |
TA Webinar, Topic: Supervising Members; 9 – 10 am |
|
17 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
TA Webinar, Topic: Supporting Members, 9 – 10 am |
|
31 |
Signed 2022 – 2023 grant agreement returned to Volunteer Iowa (or earlier) if grant start date is 9/1/2022 |
Monitoring Level Schedule
|
High |
Review Phase 1 Program Start Forms |
|
Moderate |
Review Phase 1 Program Start Forms |
|
Low |
Review Phase 1 Program Start Forms |
September 2022
Events/Deadlines
|
1 |
Program start date (if approved via grant agreement or pre-award letter) |
|
1 |
Program Start Forms Phase 2 due in IowaGrants (for programs with August/September start dates) |
|
8 |
TA Webinar, Topic: Retaining Members, 9 – 10 am |
|
11 |
National Day of Service and Remembrance (http://911dayofservice.org/) |
|
21 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
22 |
Iowa AmeriCorps Disaster Response Team (Iowa A-DRT) Training – required for Iowa A-DRT programs |
|
25 |
Monthly claim submitted in IowaGrants (for 08/22), if applicable |
|
30 |
TA Webinar, Topic: Financial Management Training, 9 – 10 am |
Monitoring Level Schedule
|
High |
Review Phase 2 Program Start Forms |
|
Moderate |
Review Phase 2 Program Start Forms |
|
Low |
Review Phase 2 Program Start Forms |
October 2022
Events/Deadlines
|
1 |
Program Start Forms Phase 3 due in IowaGrants (for programs with August/September start dates) |
|
19-20 21 |
Iowa AmeriCorps Program Staff Launch, Des Moines Iowa AmeriCorps Member Swearing-In Event, Virtual |
|
25 |
Monthly claim submitted in IowaGrants (for 09/22) |
Monitoring Level Schedule
|
High |
Review Phase 3 Program Start Forms, Claim Review, Member Date Alignment Review |
|
Moderate |
Review Phase 3 Program Start Forms, Member Date Alignment Review |
|
Low |
Review Phase 3 Program Start Forms |
November 2022
Events/Deadlines
|
16 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (for 10/22) |
|
30 |
Last day to enroll full time members/slots for fall program start dates (unless pre-approved) |
Monitoring Level Schedule
|
High |
Quarter 1 Enrollment/Budget Check-in, Claim Review |
|
Moderate |
Quarter 1 Enrollment/Budget Check-in |
|
Low |
Quarter 1 Enrollment/Budget Check-in |
December 2022
Events/Deadlines
|
1 |
Program Start Forms Phase 1 (pre-award) due in IowaGrants (for programs with January start date) |
|
1 |
FT slot conversion requests or updated enrollment plan due in IowaGrants |
|
14 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (for 11/22) |
Monitoring Level Schedule
|
High |
Enrollment paperwork/date alignment review, Claim Review (if necessary) |
|
Moderate |
None anticipated |
|
Low |
None anticipated |
January 2023
Events/Deadlines
|
TBD 1 |
AmeriCorps Mentoring Program (AMP) start up, tentative Program Start Forms Phase 2 due in IowaGrants (for programs with January start date) |
|
15 |
Initial Progress Report due in IowaGrants (for programs with August/September start dates) |
|
16 |
Martin Luther King, Jr. Day of Service (www.mlkday.gov) |
|
18 20 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs Day at the Capitol Training for AmeriCorps Program Staff and Members |
|
25 |
Monthly claim submitted in IowaGrants (for 12/22) |
|
25 |
Quarterly claim submitted in IowaGrants (for start of grant – 12/22) |
|
31 |
Enrollment Plan Chart Update due in IowaGrants (if needed) |
Monitoring Level Schedule
|
High |
Review Initial Progress Report, Member Timekeeping Component Review (including enrollment paperwork), NSCHC Background Check review, Claim Review (if necessary) |
|
Moderate |
Review Initial Progress Report, Member Timekeeping Components (including enrollment paperwork) |
|
Low |
Review Initial Progress Report, Financial Review (Desk Review), Member Timekeeping Components (including enrollment paperwork) |
February 2023
Events/Deadlines
|
1 |
TQT slot conversion request or updated enrollment plan due in IowaGrants |
|
TBD |
Volunteer Iowa Day at the Capitol, State Capitol, Des Moines |
|
15 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (for 01/23) |
Monitoring Level Schedule
|
High |
Quarter 2 Performance Measure Check-in, Site Supervisor Interviews, NSCHC Background Check review, Claim Review (if necessary) |
|
Moderate |
Quarter 2 Performance Measure Check-in, Site Supervisor Interviews, NSCHC Background Check review |
|
Low |
Quarter 2 Performance Measure Check-in, Site Supervisor Interviews |
March 2023
Events/Deadlines
|
TBD |
Innovation Exchange Training, tentative |
|
1 |
Program Start Forms Phase 3 due in IowaGrants (for programs with January start date) |
|
12-18 |
AmeriCorps Week, tentative dates |
|
15 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
23 |
TA Webinar, Topic: Budget Modifications and Unexpended Funds Training – required for financial and program staff, 9 – 10 am |
|
25 |
Monthly claim submitted in IowaGrants (for 02/23)
|
Monitoring Level Schedule
|
High |
Review Phase 4 Program Start Forms, Member Timekeeping Component Review (including enrollment/exit paperwork), Financial Desk Review (Desk Audit), Site Supervisor Interviews |
|
Moderate |
Review Phase 4 Program Start Forms, Site Supervisor Interviews, NSCHC Background Check review |
|
Low |
Review Phase 4 Program Start Forms, NSCHC Background Check review |
April 2023
Events/Deadlines
|
TBD |
Iowa Volunteer Hall of Fame and Excellence in Mentoring Award Ceremony |
|
1 |
HT, RHT Slot Conversion Request or updated Enrollment Plan due in IowaGrants |
|
1 |
FT Slot Conversion Request or updated Enrollment Plan due in IowaGrants (for programs with January start date) |
|
15 |
Initial Progress Report due in IowaGrants (for programs with January start date) |
|
16-22 |
National Volunteer Week (go to www.pointsoflight.org and search for National Volunteer Week) |
|
19 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (for 03/23) |
|
25 |
Quarterly claim submitted in IowaGrants (for 01/23 – 03/23) |
|
25 |
Federal Financial Report (FFR) due in IowaGrants (covering start of grant – 03/31/2023), required for all programs |
|
25 |
Estimated Unexpended Funds Report due in IowaGrants, required for all programs |
|
26-28 |
Central National Service Training Conference (required), Louisiana (2023) (http://www.nationalservicetraining.org/) (https://www.statecommissions.org/national-service-training) |
|
30 |
Budget Modification Request due in IowaGrants (for programs with August/September start dates) |
|
30 |
No-Cost Grant Agreement Extension request submitted in IowaGrants (if needed, for August/September start dates) |
Monitoring Level Schedule
|
High |
Quarter 3 Budget Modification Check-in, Monitoring Site Visit, Review FFR, Budget Modification/NCE Request (if needed), Claim Review (if necessary) |
|
Moderate |
Quarter 3 Budget Modification Check-in, Monitoring Site Visit, Member Timekeeping Component Review (including enrollment paperwork), Financial Review (Desk Audit), Review FFR, Budget Modification/NCE Request (if needed) |
|
Low |
Quarter 3 Budget Modification Check-in, Monitoring Site Visit, Review FFR, Budget Modification/NCE Request (if needed) |
May 2023
Events/Deadlines
|
15 |
Mid-year Progress Report due in IowaGrants (covering start of grant through – 03/31/23), required for all programs |
|
17 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25
|
Monthly claim submitted in IowaGrants (for 04/23) |
|
30 |
Enrollment plan update due in IowaGrants (if needed) for all programs, including those with January start dates |
Monitoring Level Schedule
|
High |
Review Mid-year Progress Report, Monitoring Site Visit, Member Timekeeping Component Review (including enrollment/exit paperwork), Claim Review (if necessary) |
|
Moderate |
Review Mid-year Progress Report, Monitoring Site Visit |
|
Low |
Review Mid-year Progress Report, Monitoring Site Visit |
June 2023
Events/Deadlines
|
1 |
TQT Slot Conversion Request or updated Enrollment Plan due in IowaGrants (for programs with January start date) |
|
21 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (for 05/23) |
Monitoring Level Schedule
|
High |
Monitoring Site Visit, Claim Review (if necessary) |
|
Moderate |
Monitoring Site Visit |
|
Low |
Monitoring Site Visit, Site Supervisor Interviews |
July 2023
Events/Deadlines
|
TBD |
Virtual Life After AmeriCorps and Member Recognition Celebration, program collaborative training opportunity |
|
TBD |
TA Webinar, Topic: NSCHC Review, 9 – 10 am |
|
1 |
QT, MT, and AT Slot Conversion Request, or updated Enrollment Plan due in IowaGrants |
|
19 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (for 06/22) |
|
25 |
Quarterly claim submitted in IowaGrants (for 04/22 – 06/22) |
|
31 |
Budget Modification Request due in IowaGrants (for programs with January start date) |
|
31 |
No-Cost Grant Agreement Extension request submitted in IowaGrants (if needed, for January start date) |
|
31 |
2022 – 2023 grant agreement ends for programs with a start date of August 1 (all members should be ending their service term and no further grant costs should be incurred, unless grant agreement extension was requested and approved) |
Monitoring Level Schedule
|
High |
Claim Review (if necessary), Member Timekeeping Component Review (including enrollment/exit paperwork) |
|
Moderate |
Member Timekeeping Component Review (including enrollment/exit paperwork) |
|
Low |
Member Timekeeping Component Review (including enrollment/exit paperwork) |
August 2023
Events/Deadlines
|
1 |
HT and RHT Slot Conversion Request or updated Enrollment Plan due in IowaGrants (for programs with January start date) |
|
16 |
Monthly AmeriCorps Program Webinar; 9 – 10 am – required of all programs |
|
25 |
Monthly claim submitted in IowaGrants (FINAL claim for grants that ended in July 2023) (for 07/22) |
|
30 |
All 2022 – 2023 members should be exited from the electronic systems for grants ended July 31 (unless grant agreement extension was requested and approved) |
|
31 |
Final Progress Report due in IowaGrants for programs ended 7/31/2023 (covering start of grant year through end of grant year) |
|
31 |
2022 – 2023 grant agreement ends for programs with a start date of September 1 (all members should be ending their service term and no further grant costs should be incurred, unless grant agreement extension was requested and approved) |
Monitoring Level Schedule
|
High |
Quarter 4 Closeout Discussion Check-in, Claim Review (if necessary) |
|
Moderate |
Quarter 4 Closeout Discussion Check-in |
|
Low |
Quarter 4 Closeout Discussion Check-in |
September 2023
Events/Deadlines
|
25 |
Monthly claim submitted in IowaGrants (FINAL claim for grants that ended in August 2023) (for 08/22) |
|
25 |
Quarterly claim submitted in IowaGrants (FINAL claim for grants that ended in August 2023) (for 07/22 – 08/22) |
|
30 |
All 2022 – 2023 members should be exited from electronic systems for grants ended August 31 (unless grant agreement extension was requested and approved) |
|
30 |
Final Progress Report due in IowaGrants for programs ended 8/31/2023 (covering start of grant year through end of grant year) |
|
30 |
Enrollment plan update due in IowaGrants (if needed) for programs with January start dates |
|
30 |
Closeout packet due in IowaGrants for grants ended 7/31/2023 |
|
30 |
Final FFR submitted in IowaGrants for grants ended 7/31/2023 |
Monitoring Level Schedule
|
High |
Review Final Progress Report, Member Timekeeping Component Review (including enrollment/exit paperwork), Claim Review (if necessary) |
|
Moderate |
Review Final Progress Report |
|
Low |
Review Final Progress Report |
October 2023
Events/Deadlines
|
25 |
FFR submitted to Volunteer Iowa in IowaGrants (covering start of grant year – September 30, 2023) required for all programs |
|
30 |
All 2022 – 2023 members should be exited from electronic systems for grants ended September 30 with a no-cost extension |
|
31 |
Final Progress Report due in IowaGrants for programs ended 9/30/2023 with a no-cost extension (covering start of grant year through end of grant year) |
|
31 |
Final FFR submitted in IowaGrants for grants ended 8/31/2023 |
|
31 |
Closeout packet due in IowaGrants for programs ended 8/31/2023 |
Monitoring Level Schedule
|
High |
Review FFR |
|
Moderate |
Review FFR, Member Timekeeping Component Review (including enrollment/exit paperwork and date/hour alignment) |
|
Low |
Review FFR, Member Timekeeping Component Review (including enrollment/exit paperwork and date/hour alignment) |
November 2023
Events/Deadlines
|
1 |
QT, MT, and AT Slot Conversion Request or updated Enrollment Plan due in IowaGrants (for programs with January start date) |
|
30 |
Last potential day of service for 2022 – 2023 members for programs with an August/September start date (if program was awarded a no-cost grant agreement extension) |
|
30 |
All 2022 – 2023 members should be exited from electronic systems for grants ended October 31 with a no-cost extension |
|
30 |
Final Progress Report due in IowaGrants for programs ended 10/31/2023 with a no-cost extension (covering start of grant year through end of grant year) |
|
30 |
Final FFR submitted in IowaGrants for grants ended 9/30/2023 with a no-cost extension |
|
30 |
Closeout packet due in IowaGrants for grants ended 9/30/2023 with a no-cost extension |
Monitoring Level Schedule
|
High |
Closeout monitoring |
|
Moderate |
Closeout monitoring |
|
Low |
Closeout monitoring, Member Timekeeping Component Review (including enrollment/exit paperwork and date/hour alignment) |
December 2023
Events/Deadlines
|
1 |
Year End Progress Report submitted in IowaGrants (for January 1 start-date programs and programs with an extension through 11/30). If programs have significant activities beyond 11/15, they can request an extension through 12/15. |
|
30 |
All 2022 – 2023 members should be exited from electronic systems for grants ended November 30 with a no-cost extension |
|
31 |
Final Progress Report due in IowaGrants for programs ended 11/30/2023 with a no-cost extension (covering start of grant year through end of grant year) |
|
31 |
Final FFR submitted in IowaGrants for grants ended 10/31/2023 with a no-cost extension |
|
31 |
Closeout packet due in IowaGrants for grants ended 10/31/2023 with a no-cost extension |
Monitoring Level Schedule
|
High |
None anticipated |
|
Moderate |
None anticipated |
|
Low |
None anticipated |
Other Events/Dates
- Volunteer Iowa Commission Meeting dates and time can be found on our website at Volunteer Iowa Meetings.
- State holidays when Volunteer Iowa offices are closed can be found at https://das.iowa.gov/das-core/customer-service-center/state-holidays.
Programs may receive no-cost extensions for up-to three months, or as approved by Volunteer Iowa, in order to allow members to complete their terms of service. For 2022 – 2023 programs that are extended, the following deadlines and activities will apply to programs based on the grant agreement end date:
Every Month of Extended Grant Agreement
|
25 |
Monthly claim submitted in IowaGrants (for the previous month). This includes the final claim of the grant year. |
By End Date of Grant Agreement
|
Varies |
2022 – 2023 Grant Agreement Ends (All members should be done with their service and no further grant costs should be incurred) |
15 Days After the End Date of Grant Agreement
|
Varies |
Final Program Progress Report submitted in IowaGrants. Data submitted is for period covering the start date of the grant through the end date of the grant (or the extension of the grant). |
30 Days After the End Date of Grant Agreement
|
Varies |
All members should be exited from electronic systems |
60 Days After the End Date of Grant Agreement
|
Varies |
Final FFR submitted in IowaGrants |
|
Varies |
Closeout packet due in IowaGrants |
Other Reports Due to Volunteer Iowa as Needed (in IowaGrants)
Program-Related (utilizing Program Officer Notification status report)
- Change in program staff, including authorized representative (within 5 business days of change)
- Changes in project sites (within 5 business days of change)
- Performance measure amendment requests due to Volunteer Iowa program officer as needed
- Other significant program changes (within 5 business days)
- Request to waive enrollment plan form
- Requests to waive deadlines
Member-Related (utilizing the Member/Slot Change Form status report, unless otherwise noted)
- Termination, suspension, or transfer (within 5 business days – do not make change in eGrants/MyAmeriCorps Portal/OnCorps without prior Volunteer Iowa approval)
- Slot conversion requests (do not make change in eGrants/MyAmeriCorps Portal/OnCorps without prior Volunteer Iowa approval)
- If a member exits their term successfully more than 2 weeks prior to scheduled end date, submit Program Officer Notification status report
- Member injury requiring worker’s comp notification (within 48 hours of incident), submit Program Officer Notification status report
- Member convicted of a felony during a term of service (within 5 days of conviction), submit Program Officer Notification status report
- Member convicted of sale or distribution of a controlled substance during their term of service (within 5 days of conviction), submit Program Officer Notification status report
Budget-Related
- Financial Desk Review upon request with 30-day notice by Volunteer Iowa
- Change in fiscal staff (within 5 business days of change), submit Program Officer Notification status report
- Proposed budget changes (as soon as possible – may take up to two weeks for approval, longer if AmeriCorps approval is required)
Monthly AmeriCorps Program Webinar Instructions
Our monthly program webinars are typically scheduled the 3rd Wednesday of each month from 9:00 – 10:00 am. In some instances, they may be rescheduled or cancelled with advance notice. Login instructions will be the same each month. We will be using Microsoft Teams to conduct our webinars. No registration is required with this, the link will be same for each month (listed below) and it will be included in prior email notification from Volunteer Iowa. It is required to have a program representative attend each monthly webinar.
The monthly URL is https://bit.ly/americorps_iowa_monthly or call 515-348-6300 (Conference ID: 147 202 440#). Use this same link to login/call in each month. With questions or issues, please contact Tawney Schreier at tawney.schreier@volunteeriowa.org.
Volunteer Iowa AmeriCorps Grant Application Outline
Each year Volunteer Iowa grants and administers around $8 million of AmeriCorps State funding in Iowa through a competitive grant process. Programs may be awarded funding at the national level (through competitive funding) or state level (through formula funding). Organizations that wish to operate an AmeriCorps State program solely within Iowa must follow the Volunteer Iowa application procedures. To find out more details, visit AmeriCorps State Grants. A general outline of the process is available below.
Application Materials
- Volunteer Iowa posts its Request for Applications for AmeriCorps State on the Volunteer Iowa website AmeriCorps State Grants. This typically happens in late summer or early fall for returning programs and in the winter for new applicants.
- Pre-Application Instructions, Final Application Instructions, and any Volunteer Iowa or AmeriCorps supporting materials will also be posted to the Volunteer Iowa website.
- All applicants, both returning programs and new applicants, are required to submit a pre-application. Pre-application and final application deadlines and requirements are updated and posted each year.
- Volunteer Iowa materials are based on those from AmeriCorps (including the AmeriCorps Notice of Funding Opportunity and Application Instructions) but are customized for Iowa-specific requirements, so Iowa applicants must use the Iowa materials.
Application Timeline
- Late summer/early fall (returning applicants) or late winter/early spring (new applicants): Review the Request for Grant Applications (RFA) from the Volunteer Iowa and the corresponding Pre-Application/Final Application Instructions.
- Early to mid-fall: Attend technical assistance webinars offered by Volunteer Iowa for applicants intending to operate in Iowa.
- Mid to late fall (for returning applicants) or on a rolling basis through early spring (for new applicants): Submit grant pre-applications to Volunteer Iowa.
- Following pre-application submission: Pre-applications are reviewed by Volunteer Iowa staff and organizations are given feedback to revise their proposals and re-submit a final application by either a competitive of formula funding deadline
- Late winter to late spring: Final applications are reviewed and scored, either by AmeriCorps reviewers (for competitive applicants) or locally by a Volunteer Iowa grant review committee (for formula applicants). Reviewers prepare questions for applicants, which may be sent electronically or, for formula applicants, discussed in an in-person appearance before the grant review committee.
Funding Timeline
- Late spring: Competitive funding decisions are announced for those who applied the previous fall/winter.
- Late spring/early summer: Volunteer Iowa announces which applicants will receive funding from our state formula pool. Programs work with Volunteer Iowa staff to resolve any final application requirements.
- August 1/September 1: Typically, is the first day of the program year for AmeriCorps State programs.