HSA Highlights for Site Supervisors

Date: 
08/25/2021
Document File: 
Document Text Version

 

 

This document contains the highlights of the Host Site Agreement (HSA).  The purpose of this document is to ensure that site supervisors have the basic information they need from the HSA they need to manage and support members as agreed to in the HSA and the Grant Agreement.  This document has been reorganized and requires some details to be added by the program.  Some customizations may also be required to align with the program HSA.

 

 

HOST SITE EXPECTATIONS

  1. Host sites are expected to assist/take the lead with recruiting 100% of the member slots allotted to the site.  Host sites should discuss recruiting with the program as soon as possible.  There may be consequences of not being able to meet enrollment goals; see the Host Site Agreement (HSA) for details.
  2. Host sites are expected to retain at least 85% of the members at their site.
  3. Host Site may identify additional reasonable host site-specific requirements for member selection. Additional requirements must be listed on the position application and position description.
  4. The Host Site must follow Program guidance regarding the Host Site role in recruitment and selection of the assigned member(s) and understand the AmeriCorps member eligibility requirements.
  5. Host Site will support/assist prospective members in completing citizenship and/or NSCHC requirements prior to the member start date.
  6. Host sites may not hire member until after the member has successfully completed their terms of service.
  7. Host sites may not terminate or suspend a member.  If a Host site/site supervisor desires to terminate/suspend a member for any reason they should reach out to the program to discuss.
  8. Host Site acknowledges that Program has the final say in refilling all AmeriCorps positions.  Host Site may not refill the same slot more than once.
  9. Host Site understands that Program will use the criminal history record information obtained through the NSCHC process only to screen the current and/or prospective AmeriCorps members, and only for purpose(s) of enrollment and/or determination of suitability.  Program is legally prohibited from duplicating, disseminating, or sharing criminal history record information for use outside of Program, including to the Host Site.
  10. Host site agrees to post the Prohibited Activities
  11. Host site agrees to follow the CNCS branding guidelines, https://americorps.gov/newsroom/communication-resources
    1. Ensures members wears AmeriCorps gear while serving
    2. Host site identifies the program as an AmeriCorps program and the members as AmeriCorps members in all official communication, including press or promotional marketing, websites, member email signatures, etc.
    3. provide information to the media during interviews or in-person public appearances,
    4. display the AmeriCorps logo on the host site’s website
  12. Host site agrees to promote a story about their AmeriCorps member’s activities with support from the program that highlights the local partnerships, accomplishments of their members, or other relevant achievements.

 

SITE SUPERVISOR COMMUNICATION AND REPORTING

  1. The site supervisor agrees to attend the program’s orientation.
  2. Site supervisor agrees to serve as the liaison between the Host site and the program.  This includes maintaining regular communication with the Program, providing timely response to program related requests, questions, and meeting deadlines as outlined in the Agreement.
  3. Site supervisor agrees to maintain regular communication about member performance issues, such as tardiness, unprofessional language, or violation of Host site policies.  Specifically, they agree to notify the program in writing of these:

ITEM

REPORTING TIMELINE

Any member injury during service that necessitates filing a worker’s comp report

Within 24 hours

Any member or site supervisor behavioral issues (arrests, harassment) that may result in immediate dismissal from the program or employment

within 24 hours

Any AmeriCorps member grievance requests

within 24 hours

Any member performing prohibited activities, as defined in Section 8

within 24 hours

Upon the second occurrence of a member failing to report to service without prior approval

within 24 hours

Any AmeriCorps member’s behavior issues that result in disciplinary action by the member’s direct supervisor

within 2 business days

Any AmeriCorps member’s request to be exited for cause, compelling circumstance, or to be suspended

within 2 business days

Any AmeriCorps member position description or Member Service Agreement amendment requests, or other change that affects the member’s service activities in Program

within 3 business days

  1. It is the responsibility of the site supervisor to complete and submit and/or support members in completing and submitting the required program reports described in the HSA.  Reports are submitted in [FILL IN PROCESS DETAIL]
  2. Timeline for reports is described below:

PROGRAM REPORT

REPORTING TIMELINE

DATE DUE

Position Description

TBD

TBD

Quarterly Performance Report

TBD

TBD

Quarterly Performance Report

TBD

TBD

Quarterly Performance Report

TBD

TBD

Final Performance Report

TBD

TBD

Midterm Evaluations (FT, TQT, HT only)

TBD

TBD

Mid-Term Narrative (QT, MT only)

TBD

TBD

 

Site supervisors and timekeeping

    1. Site supervisor will receive access to the program’s timekeeping system for the purpose of review and approval of member’s timesheets
    2. Site supervisors must review and approve time sheets withing X days of the member’s submission. 
    3. Site supervisors should regularly review time sheets to ensure all hours are allowable and eligible, categorized appropriately (fundraising, direct service and training) and time sheets include all hours served by members. 
    4. A successful term of service is a combination of number of hours served and serving through the term of service.  It’s not just completing the hours.
    5. Corrections to time sheets (should errors be identified) must be made within 90-days of the date timesheet end. 
    6. Failure to approve timesheets may lead to site supervisors being replaced and/or future denial of requests from the Host site.  It could also lead to the member’s ability to earn an education award.
    7. Members cannot serve more than 12 hours/day, 120 hours in a 2 week period and 200 hours in a month without prior approval from the program.  Site supervisors should monitor for to ensure members are not serving excessive hours.
    8. Site supervisors understand that by approving member hours they are certifying those hours are true and accurate.  Knowing and willing false certification of time sheets (site supervisor or member) can be punished under federal law.  If the Site supervisor is unsure or questions hours on the timesheet, he/she should return the timesheet for correction.
    9. All timesheets must be submitted and approved prior to exiting the program.
  1. If site supervisor time is used as a source of match the following must occur:
    1. The Host site must provide the program with a reasonable hourly or daily rate value for site supervisor(s) on an annual basis and at any time the rate changes or when a new individual assumes the role of site supervisor,
    2. Site supervisors, serving as contractors (not a staff member of the program) should provide an invoice that provide a monthly invoice based on actual time worked providing the details of duties completed during the time outlined. 
    3. The invoiced should be dated, signed by the site supervisor and their supervisor. 
    4. Time must be limited to actively supervising the member.  Hours that appear excessive may be questioned or disallowed.
    5. Site supervisors are considered contractors under 2 CFR §200.331 and for the purposes of the National Service Criminal History check requirements.

 

MEMBER SUPPORT

  1. Host site agrees to conduct a member on-site orientation that communicates Host site, position requirements and member safety.  Ensure member(s) have a clear understanding of their role in Host site and how the service “fits” in the overall picture.
  2. Host sites will provide appropriate resources to members, including, but not limited to office space, supplies, phone, internet connection, financial support for member travel, training and Program orientation, adequate support and guidance during the program year and integration into the Host site team.
  3. Have regularly scheduled check-ins with members to review their service
  4. Host site is required to take reasonable steps to ensure member safety during service.  This might include actions such as appropriate background checks, site supervisor training, first aid kits and the availability of CPR and portable defibrillators, member training on first aid, CPR and the location of safety equipment, and the location of storm shelters.  We encourage Host sites to follow CDC guidelines related to COVID-19 and work together with the program should it become necessary to provide temporary alternative service for members.  If Host Site intends to pursue mandatory vaccination for member(s), the Host Site must obtain approval from Program.
  5. Host site agrees to release the member for on-site service and other specific training, as outlined in the HSA. Ensure members attend required program trainings and activities.
  6. Member Position Descriptions
    1. Host sites must please members in positions that adhere to the requirements established in the HSA.
    2. Participate in the development of the Member Position Description (MPD).  Read and review the MPD(s), follow up with program with any questions.  If the Host site is developing the MPD, those must be drafted no less than X weeks prior to the start of the proposed position.
    3. MPDs must contain an anticipated service schedule that outlines when members are expected to serve, including minimum hours needed per week to end the term of service successfully.  The service schedule should indicate whether the member is expected to regularly serve on evenings, weekends, and holidays or at other special events when longer than normal hours would be expected If the member service schedule needs to be altered the site supervisor should contact the program to make an adjustment.  Service hours related to activities that are deemed prohibited or unallowable by the program, Volunteer Iowa or CNCS, will not count toward the member’s term of service.  Additionally, hours served before or after the term of service dates are not allowed.
    4. Description of service activities that align with those outlined in the approved grant.
    5. Member activities cannot replace current staff or volunteer activities. Member position descriptions must include service activities that are new or expand on current staff/volunteer activities.  Member’s primary duties should be direct service or capacity building activities, not administrative services.
    6. Member service activities should provide an opportunity for the member to be challenged and take responsibility for new programs/projects and grow their skills.
    7. Service activities should be sufficiently detailed to clarify expectations and help members understand their role in the organization.  Avoid vague terms or descriptions of tasks.
    8. Use of the AmeriCorps vernacular – for example: service, support, member, enroll, instead of terms like work, assist, hire or employee.
  7. Members are allowed to serve in times of disasters.  Deployments to disasters should be done in accordance with Program’s disaster policy.  Site supervisors should communicate with programs if they have questions about disaster deployment and member service.
  8. Site supervisors must complete member evaluations.  Members who do not receive an evaluation are not eligible for an education award.  FT, TQT and HT members, as well as less-than HT members serving over a period of 9-months or more must receive a mid-term evaluation.  All members must receive an end evaluation.  Host sites must submit the end evaluation within X days of the end of the member term of service.

Printed from the website on May 20, 2022 at 10:01pm.