February 24 th PD Meeting Updates & Announcements
Agenda • Welcomes: New at MSA • Grants Process Update • CNCS Updates • MSA Updates • Site visit season • Upcoming: Member Recruitment
Agenda (continued) • Atlantic Cluster Conference • Other Upcoming Priorities • Calendar Updates
New at MSA • New MSA Staff: – Welcome Colin Mc. Laughlin, Administrative Coordinator • New PO Hire and how will this affect you – Portfolio shifting!
2016 -17 Grants Process Timeline • March - Clarification period begins • April - Formula Continuations in e. Grants • Early May – 2016 -2017 Competitive funding notifications • June - 2016 -2017 Formula notifications • Late July/early August - 2017 -2018 grants process will begin with the MSA RFP release for concept papers
2016 -17 Grants Process Changes to NOFO and Application process • Changes in the review process – Theory of Change and Logic Model and Evidence base sections reviewed first – Increased points for these two sections • 20 members slots minimum request • Budget – Programs continue to be allowed to submit modified amount for healthcare – Max cost/MSY increased – Min stipend for Full-time members increased* – New indirect cost rate e. Grants feature
CNCS Updates • Background Check Monitoring and Noncompliance Assessment – – Expanding the scope of review Disallowance calculation Self-reporting Corrective actions • Fieldprint begins offering FBI background checks! – http: //fieldprintcncs. com/ – Detailed instructions from the Knowledge Network http: //www. nationalservice. gov/sites/default/files/resource/Using_ Fieldprint_as_an_FBI_Channeler. A_Guide_for_CNCS_Grantees. pdf
CNCS Updates • Ameri. Corps Week – March 5 -12 – Tell your story (#Ameri. Corps. Works, #Getting. Things. Done, #Iam. Ameri. Corps) – Use Ameri. Corps facts – More resources on http: //www. nationalservice. gov/programs/americorpsweek and http: //www. nationalservice. gov/sites/default/files/documents/201 2_impact_guide_lowres_0. pdf – Share your Ameri. Corps Week plan with your PO
CNCS Updates • FY 17 Federal Budget Update – The President’s FY 17 budget requests - $1. 1 billion for CNCS. • For 88, 400 Ameri. Corps members and an expansion of Ameri. Corps by approximately 13, 000 members over FY 2015 levels. – Ed Awards increase - $5, 935 for FT members starting in 20162017 (in line with the Pell Grant) – Funding for State Commissions support grants increased by 6%.
MSA Updates • Ameri. Corps Opening Day – going back to first Friday in November - 11/4/2016 • Kickoff - save the date – Wednesday, July 27 and Thursday, July 28 • Ameri. Corps Alums Update • Volunteer Week (April 10 -16) • Service Year Exchange Update
MSA Updates • FY 17 State Budget Update - Level funding in Governor’s FY 2017 budget proposal for the MSA’s line item (7003 -1206) - $1, 400, 000 - What happens now? • Mid-year progress report – sent out on 3/15, due on 4/15/16 • Intake survey – coming soon (before the mid-year report)
MSA Updates • Massachusetts Service & Volunteerism Day – Save the date! Thursday, April 14, 10: 00 -12: 00 pm State House, Grand Staircase at the – Testimonials from MSA-supported programs, service Alumni, legislative champions, and optional visits to legislative offices right after the speaking program – RSVP link will go live in early March – Please spread the word among your Ameri. Corps Alumni base
Atlantic Regional Cluster Conference • Hosted by MSA at Sheraton Springfield Monarch Place Hotel in Springfield, May 2 nd-4 th – Workshops on topics including: compliance which includes Criminal History Checks, Performance Measures, Grants Management, Member Files, fiscal monitoring, budgeting, common OIG findings, disallowance; social media strategies; evaluation; public speaking/engagement and storytelling; data quality; member recruitment, vetting, engagement and retention; life after Ameri. Corps; learning through conflict; disability and inclusion; multi-site programming and host site management; engaging veterans; and other relevant topics
Atlantic Regional Cluster Conference • Conference scholarships available – $150 registration fee (up to two program people if registered by March 15 th) – Your budget • Registration is live – http: //events. r 20. constantcontact. com/register/event? oeidk=a 07 ec 7 ldae 2676 acc 8 a&llr=qmeyefnab • Who should attend? • Ameri. Corps New Staff Orientation – Monday, May 2, 9 am – 2 pm
Atlantic Regional Cluster Conference • Special Reception on May 3 (conference attendees are highly encouraged to go!) – Peer Networking Reception at the Basketball Hall of Fame will include a National Service Story Slam hosted by Massmouth, Inc. Earlier in the day, Massmouth will facilitate a workshop “Storytelling for Social Change & Story Slam Prep” – an interactive workshop where attendees will learn how to use their stories to advance their national service work. • Regional members as “ringers” • Members leading an energizer/reflection at opening and/or closing plenary session?
FY 16 Site Visit Season • Risk Assessments being completed now (updated Risk Assessment form - we can share with you) • Site visits February/March-June • Programmatic and Fiscal • Member file desk review
Site Visits Why Site Visits? • To hold MSA and programs accountable to the grant provisions • To strengthen the field by sharing best practices between programs • To identify the fiscal and programmatic compliance issues programs may not be aware of and to offer technical assistance When? • Formal site visits are conducted late winter through spring • All programs – one visit during three-year cycle • New programs – site visit in first year • Administered according to risk level determined in Risk Assessment Form
Site Visits Site Visit Agenda Preparing for site visit • Meet organization and program staff • Start with the Binder project, Desk Systems and Objectives • Systems 1– 10 • Use the MSA monitoring tools as a guide • Ensure e. Grants 30 day compliance (enrollment and retention, etc. ) • Talk to your Program Officer! – Discuss your processes – Review your documents • Member Interviews • Member file check • Site Partner Interviews (if applicable) • Informal feedback
Common Compliance Findings Systems 1– 10: • Materials do not identify position(s) as Ameri. Corps service • Members do not receive personal/professional development beyond training for activities • Ameri. Corps gear not worn during all service hours • Formal member supervision not occurring • Documentation of data and data collection tools unavailable • Stakeholders not involved in continuous improvement • Member time sheets (dates and signatures) • Non-compliant electronic time keeping system • Members exiting service early to enroll in another Ameri. Corps program
Common Compliance Findings Incomplete/inconsistent member files without: • Documentation of interviews/references (and inconsistent numbers of each) • Member eligibility documentation • Confirmation of CORI completion/review and FBI fingerprint checks with compliant dates • No proof of healthcare coverage • Member evaluations • Separation of files: background check/medical information/member files not kept separately
Common Compliance Findings Member interviews: • Lack of Ameri. Corps identity and esprit de corps • Members serving in supervisory capacity to other members • Members unaware of reasonable accommodation policies • Members unclear of program goals Site partner interviews: • No signed site partner agreement/MOU • Little orientation or ongoing support Both: • Incomplete awareness of prohibited activities
Common Compliance Findings • Last Year’s Findings to note: – Logos and gear – Referencing employment vs service – 2 nd year members in supervisory roles – Electronic timesheet systems – Timesheets missing dates – Late initiation of background checks – Misspelling member names / using a nickname for SORI
Site Visit Follow-up • Program Officers email written report to program within 30 days • Program has 30 days to respond to compliance issues • Best Practice and Continuous Improvement sections are for future reference • When all compliance issues are resolved the site visit process is over
Other Upcoming Priorities and Updates • Member Recruitment – Be sure to update position descriptions, including: • stipend - $12, 530 • education award - $5, 775 • benefits • prohibited activities • non-discrimination clause
Calendar Updates • • • March 5 - 12 th: Ameri. Corps Week Mid/late-March: CNCS Clarifications March 31 st: provide independent financial audit to MSA March/April: Formula Continuations April 5 th: Mayors Day of Recognition for National Service April 15 th: Mid-year progress Report Due; Fiscal Deadline April 14 th: MA Service & Volunteerism Day @ Statehouse May 2 - 4 th: Atlantic Cluster Conference in Springfield, MA Mid-/Late- May: CNCS Competitive Decisions May 11 th: PD Meeting (SCCLS) July 27 & 28 th: Kickoff Conference
Wrap-up QUESTIONS? We’ll see you next on May 11 th, at SCCLS!
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