Member File Monitoring Checklist

Date: 
07/16/2021
Document Text Version

MEMBER NAME: ________________________________________________________                                                                                                                                       

PROGRAM NAME:                                                                                                           PROGRAM YEAR:                                                   

 

A.   ENROLLMENT   Portal Enrollment Date:                                     FT TQT HT RHT QT MT AT

YES

NO

N/A

Did the program enroll the member in eGrants within 8 days of member’s start date (portal enrollment date)?

 

 

 

Is the 1st day of recorded service hours in member timesheets the same as (or shortly after) the eGrants enrollment date?

 

 

 

If the member does not have a HS diploma/GED is there documentation that the member is incapable of earning?

OR Is there documentation that the member agrees to obtain before using the education award?

 

 

 

B.    MEMBER SERVICE AGREEMENT   Dates                                          to                                         

YES

NO

N/A

Is the original copy in the member file? (Photocopies are not acceptable; electronic signature must align with program policies)

 

 

 

Is it signed and dated by the member on or before his/her/their start date?        Date signed                                                                                                                                         

 

 

 

Is it signed and dated by the program representative, concurrent with/after the member signature?

Date signed                                   

 

 

 

Is the member under 18 at the start of service?

 

 

 

If yes, is the member service agreement signed and dated by the parent/guardian?

 

 

 

C. SIGNED MEMBER POSITION DESCRIPTION

YES

NO

N/A

Included in file? (May be within member service agreement or attached.)

 

 

 

D.   PROOF OF IDENTITY AND AGE   Copy of a gov-issued ID? Member DOB:                                                    

 

 

E. CITIZENSHIP DOCUMENTATION

YES

NO

N/A

Printed Verification from eGrants/Portal – of member SSN and citizenship status verification

 

 

 

 

Does the printout from eGrants indicate “manually verified” for SSN or citizenship status?

 

 

If yes, is there a copy of the Trust request and of actual document(s) reviewed? (circle documents)

 

 

 

Examples of potential documents that the Trust could request be reviewed:

SOCIAL SECURITY: Social Security Card (with correct legal name and signature)

CITIZEN: Birth certificate showing birth in the US, District of Columbia, Puerto Rico, Guam, US Virgin Islands, American Samoa or Northern Marianna Islands, United States passport, Report of birth abroad of a US Citizen (FS-240) issued by State Dept., Certificate of birth-foreign service (FS-545) issued by State Dept., Certificate of naturalization (Form N-550 or N-570) issued by the INS, Certificate of citizenship (Form NO-560 or N-561) issued by the INS

PERMANENT RESIDENT ALIEN: Permanent resident card (I-551) issued by the INS, Alien Registration Receipt Card (I-551) issued by the INS, Passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence, Departure record (I-94) issued by the

INS indicating that it has been approved as temporary evidence of lawful admission for permanent residence

F.     MEMBER MID-TERM EVALUATION (Required for all FT, TQT and HT members and for <HT members in cost reimbursement and FT fixed programs who serve 9+ months)

YES

NO

N/A

Does it contain the member signature and date?

 

 

 

Does it contain the supervisor signature and date?

 

 

 

Are the dates within a reasonable time period of the member midterm?

 

 

 

Does it state: Whether the member is on track to complete the required number of hours?

 

 

 

Whether the member has satisfactorily performed on assignments, tasks, or projects?

 

 

 

Whether the member has met other criteria which have been clearly communicated both orally and in writing at the beginning of the term of service?

 

 

 

   If member is behind on hours or other problems were identified, is there a corrective action plan?

 

 

 

COMMENTS:

 

 

 

G.   EXIT              Portal Exit Date:                                         FT TQT HT RHT QT MT AT

YES

NO

Did the program exit the member in eGrants within 30 days of member’s end date (portal exit date)?

 

 

Did the member complete the exit form in eGrants?

 

 

Does the exit form include number of hours of service performed? Total hours:                                  

 

 

Does the number of hours entered match the total hours entered in member timekeeping?

 

 

Is the last day of service within a week of the end date on the MSA in member timekeeping?

 

 

Do member timesheets include any hours after the end date?

 

 

Does the exit form indicate whether the member is eligible for an education award? Indicate the status:

 

  1. Eligible for entire education award (member successfully completed service)
  1. Eligible for partial education award (member did not fully complete service for compelling personal reasons)
  1. Not eligible for education award (member did not fully complete service requirements)
  1. Not eligible for education award (member dismissed for misconduct)

Does it state whether the member performed satisfactorily (completed all assignments, tasks, & projects)?

 

 

Is the evaluation of service performance in line with the end of the term evaluation?

 

 

H. MEMBER END OF TERM EVALUATION (Required for all members)

YES

NO

Does it contain the member signature and date?   Date signed                                                

 

 

Does it contain the supervisor signature and date?  Date signed                                                

 

 

Are the dates within a reasonable time period of the member exit date?

 

 

Does it indicate if the member has completed the required number of hours? Total hours:                             

 

 

Does it include whether the member has satisfactorily completed assignments/tasks/projects?

 

 

Does it include whether the member has met other criteria which had been clearly communicated both orally and in writing at the beginning of the term of service?

 

 

I.     DOCUMENTATION OF EARLY EXITS OR SUSPENSIONS

YES

NO

Did the member exit service early (             ) or have his/her/their term suspended ( )?

 

 

Did the program receive Volunteer Iowa’s permission to suspend (                   ) or terminate for cause (                                                                                            ) or for compelling personal circumstances (                                                                                            )?

 

 

Did the program sufficiently document in the member file the reason for the early exit or suspension? If

yes, please mark below which reason applies and which documentation is included in file.

 

 

  • For Cause (Please indicate cause)

 

 

  1. Charged with or convicted of a violent felony, a felony for the sale/distribution of a controlled substance, or

possession of a controlled substance during service.

 

  1. Other (Please describe):                                                                                                                      
  • For Compelling Personal Circumstances (Please indicate circumstance)

 

 

  1. Participant’s disability or serious illness
  1. Natural disaster

 

  1. Disability, serious illness or death of family member if this

makes completing a term unreasonably difficult or impossible

  1. Acceptance of employment if this

is an approved program objective

 

  1. Conditions attributable to the program (such as closure or lack

of funding)

  1. Transition from welfare to work

 

  1. Relocation of a spouse
  1. Military service obligations
  1. Other circumstance or situation beyond member’s control.  Please describe:

 

Reviewed by:                                                                                                                                           Date:                                                

Printed from the website on October 01, 2022 at 7:44pm.