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Program Manual Change Log

Date
Document File

22-23 Program Manual Changes

Chapter/Section

Change

New Information requests
  • Program Staff Competencies Self-Assessment
  • Program Management Segregation of Duties
  • Financial Management Segregation of Duties
  • Site Supervisor Orientation Agenda and Training Plan

Chapters 2.1 and 4

We separated the program and financial policies 2.1 and 4

All chapters

Removed end notes – added information in section headers and references

All chapters

Waiver request added to PON for items like changes to PMs, changes in timekeeping system, relief from start form requirements

1.2

Clarified expectations re: AmeriCorps State Update

1.2

To be added to the Update list reach out to the program officer – no longer a self-registration

1.2

Clarified mid-year program staff orientation

1.2

Clarified expectation that programs send at least one staff member to the ASC spring training

1.2

Clarified program staff availability expectations

1.2

Added expectation that fiscal staff will also attend required trainings

1.2

Updated monitoring information to align with new risk assessment and competencies

1.2

Clarified monitoring for new programs

1.2

Added information related to Closeout Self-Certifications

1.2

Clarified where and what programs are required to submit with claims

1.2

Clarified what moderate level programs need to submit for the desk review

1.2

Clarified the program response time expectations

1.2

Added standard risk-based call agenda

1.2

Clarified language re: Reasonable Risk/High Financial risk and the organizational responsibilities

1.2

Added information re: program timeline for response and/or action

2.1

Added – Allocation and Gift policies, Teleservice is updated for 22-23

2.1

The use of “lead staff” and “key staff” as appropriate.  Aligns with risk assessment

2.1

Mention of a condensed version of the branding guidelines

2.2

Name changes without a break in service does not require a new NSCHC check

2.2

Ashley is adding language about member name changes and documentation

2.2

New programs may have an informal NSCHC monitoring review of initial staff checks or after members are enrolled.

2.2

Added information re: rejected fingerprints

2.2

Updated Livescan sites prior to publication

2.2

 

Removed information re: alternatives vendors

2.3

Change the name of the PMTT to Data Collection Plan and Process

2.3

Moved measures from Other Information to Optional Information

  • Number of individuals receiving independent living services
  • Number of veterans served
  • Number of veterans family members served
  • Number of military family members served
  • Number of active-duty military members served

2.3

Separated requirements for formula vs competitive grants

2.3

Added clarity to the information that is required in the progress reports

2.3

Added/updated timing of November progress report (aka final progress report)

2.3

Added more clarity in the section about evaluation requirements, including Alternative Evaluation Approaches

2.3

Added information about the competitive grant evaluation timeline and expectation the evaluation plans submitted with the application will follow the AmeriCorps Evaluation plan template.

2.3

Approval of Evaluation plans

2.4

Host Site Training and ongoing training resources/expectations

2.4

Add information re: initial, mid-year and final Progress report

2.4

updated this data quality section, added data plan resources

 

3.1

Programs with ongoing unfilled slots should consider a program redesign or right sizing their program.  Impacts funding decisions.

3.1

Programs should not do slot conversations unless there’s a specific need

3.1

Adjustments to member living allowances

3.1

Documents that can be used for citizenship verification when manual verification is requested

3.1

Information about verifications in returned status and member start dates

3.1

Enrolling members beyond 8 days

3.1

Specific reasons for an admin review of start date change

3.1

Supporting process for timesheet approval in situations where member is not co-located with member service

3.1

Clarified member suspension information and expectations, including:

  • Initial notice as a PON if the program is unsure of circumstances or need to gather more information
  • No suspensions for regular absences
  • Suspensions are limited to 3 months
  • Member suspended for more than 2 weeks must include a plan for regular check-ins
  • Must suspend in eGrants to be able to extend the service.

3.2

Removing COVID information, changing to public health emergencies – mirroring the HSA

3.2

Updated information re: site supervisor orientation and training

3.2

Added more information re: member safety

4

Chapter four has been totally reorganized, please review in total

4

Added examples of financial management items

4

Added names and links of some financial resources

4

Monitoring Assessment – if financial staff doesn’t attend a training

4

Cost Allocation Plan and Policy In-kind space information

4

Corrective actions plan

4

Added budget development resources

4

Audit Reconciliation Report

4

Added information about program fees instead of VI’s share of federal admin

4

Added guidance about splitting costs between federal and match share

5

The program staff competencies have been totally revamped

6

Resources are divided by Program Start Up, Program and Grant Management, Member Management and Fiscal Management.  Resources are available online or by request.  A total list of resources and which folder they’re located is included in the Program Start Up folder.