Hawai'iCommissionforNational

andCommunityService

AMERICORPS*STATE

PROGRAMDIRECTORHANDBOOK

Table of Contents
Purpose of the Handbook ......................................................................................................................................................................... 2
Laws, Regulations and Provisions .......................................................................................................................................................... 2
A Brief History of National Service .......................................................................................................................................................... 2
National Service Programs ....................................................................................................................................................................... 3
National Days of Service........................................................................................................................................................................... 5
Organization............................................................................................................................................................................................... 6
Member Recruitment ................................................................................................................................................................................. 7
Community Recruitment ...................................................................................................................................................................... 7
National Recruitment............................................................................................................................................................................ 7
Disability Inclusion Initiative and ADA Accommodations ................................................................................................................ 8
Enrolling AmeriCorps Members............................................................................................................................................................... 9
Member Eligibility ................................................................................................................................................................................. 9
AmeriCorps Member Files ...................................................................................................................................................................... 10
Enrollment Documents....................................................................................................................................................................... 10
Exit Documents................................................................................................................................................................................... 13
My AmeriCorps Portal ............................................................................................................................................................................. 13
Refill Policy.......................................................................................................................................................................................... 14
Member Training and Development....................................................................................................................................................... 14
Member Orientation ............................................................................................................................................................................ 14
Member Training ................................................................................................................................................................................. 15
Member Development Plan ................................................................................................................................................................ 15
Member Time and Attendance........................................................................................................................................................... 15
Supervising Members ............................................................................................................................................................................. 16
Service Objectives .............................................................................................................................................................................. 16
Prohibited Service Activities ............................................................................................................................................................. 16
Rules of Conduct ................................................................................................................................................................................ 17
Disciplinary Action ............................................................................................................................................................................. 18
Release from Service.......................................................................................................................................................................... 18
Grievance Procedures........................................................................................................................................................................ 18
Performance Evaluation..................................................................................................................................................................... 18
Member Benefits...................................................................................................................................................................................... 19
Stipend................................................................................................................................................................................................. 19
Health Insurance Coverage for Full-time Members ......................................................................................................................... 19
Child Care for Full-time Members ..................................................................................................................................................... 19
Eli Segal AmeriCorps Education Award ........................................................................................................................................... 20
Loan Forgiveness, Forbearance and Interest Accrual Payments .................................................................................................. 20
SSI, TANF and Food Stamps ............................................................................................................................................................. 21
Term of Service........................................................................................................................................................................................ 22
Abbreviated Terms of Service ........................................................................................................................................................... 22
Extended Terms of Service................................................................................................................................................................ 22
Second/Third/Fourth Term Eligibility................................................................................................................................................ 23
Program Management ............................................................................................................................................................................. 23
Program Amendments ....................................................................................................................................................................... 23
Slot Conversions and Corrections.................................................................................................................................................... 23
Record Retention ................................................................................................................................................................................ 24
Disposal of Records ........................................................................................................................................................................... 24
Evaluation............................................................................................................................................................................................ 24
Financial Management ............................................................................................................................................................................ 24
Grant Award Conditions..................................................................................................................................................................... 25
Grant Continuation ............................................................................................................................................................................. 25
Termination of Grant .......................................................................................................................................................................... 25
Supplanting and Supplementing....................................................................................................................................................... 26
Budget.................................................................................................................................................................................................. 26
Costs .................................................................................................................................................................................................... 27

PurposeoftheHandbook

The AmeriCorps*State Program Director Handbook was designed as a guide for those who administer Hawai'i
AmeriCorps*Stateprograms.Thismanualwillassistindetailingtheprocessformonitoring,supporting,andevaluating
programsand,aboveall,forworkingcollaborativelytomakeAmeriCorpsprogramsinHawai'isuccessful.

PleasenotethattheinformationcontainedinthismanualdoesnotincludeallthelegalrequirementsofanAmeriCorps
grant.ItdoesnotconstitutetheCorporationforNationalandCommunityService'sofficialinterpretationoffactualor
legalquestions.ProgramDirectorsorindividualswithparticularquestionsshouldconsulttheNationalandCommunity
Service Act of 1990 (42 U.S.C. 12501 et seq.), the regulations issued under the Act (45 C.F.R. 2500.1 et seq.), the
AmeriCorps Grant Provisions and Grants Policy guidance that is updated annually, and relevant state law and
regulations.IfthereisaconflictbetweenthecontentofthishandbookandtheAmeriCorpsProvisions,theProvisions
arethecontrollingauthority.

Laws,RegulationsandProvisions

Laws
NationalandCommunityServiceActof1990,asamended
(42U.S.C.12501,etseq.)Chapter129(approx.95pages)
NationalandCommunityServiceTrustActof1993
ServeAmericaActof2009Pleasevisitwww.nationalservice.govformoreinformation.

Regulations
45CFRParts25002504CorporationforNationalandCommunityServiceChapterXXV.
PleasevisitAmeriCorpsRegulations.

Provisions
20112012AmeriCorpsProvisions,includingrevisions/changes.

ABriefHistoryofNationalService

Whenfacedwithchallenges,ournationhasalwaysreliedonthededicationandactionofitscitizens.TheCorporation
forNationalandCommunityService(CNCS)carriesonalongtraditionofcitizeninvolvementbyprovidingopportunities
forAmericansofallagestoimprovetheircommunitiesthroughservice.

NationalandCommunityServiceTrustAct
President Bill Clinton sponsored the National and Community Service Trust Act, a revision of the National and
CommunityServiceActof1990,whichwaspassedbyabipartisancoalitionofmembersofCongressandsignedintolaw
on September 21, 1993. The legislation created a new federal agency, the Corporation for National and Community
Service (CNCS), to administer federally funded national service programs. The law created AmeriCorps, which was
designed to support local, state, and national organizations across the nation, involves Americans in resultsdriven
communityservice.IndividualAmeriCorpsparticipants,knownasmembers,serveforayear,duringwhichtheyreceivea
livingallowance.Afterservice,membersreceiveaneducationaward,administeredbytheNationalServiceTrust,and
paid as a voucher redeemable for current education costs at colleges, universities, other postsecondary institutions,
andapprovedschooltoworkprograms,ortopaybackqualifiedstudentloansalreadyincurred.Thelegislationdrewon
the principles of both the Civilian Conservation Corps and the GI Bill, encouraging Americans to serve and rewarding
thosewhodo.Thenewagencyalsotookovermanagementoftheprogramsoftwopreviousagencies,ACTION,which
wasresponsibleforrunningVISTAandtheNationalSeniorServiceCorpsprograms,andthemorerecentCommissionon
NationalandCommunityService,includingtheNCCC,forminganewnetworkofnationalserviceprograms.

ServiceintheNewMillennium
InhisStateoftheUnionaddressonJanuary29,2002,PresidentGeorgeW.BushcalledonallAmericanstoservetheir
countryfortheequivalentoftwoyearsandannouncedthecreationoftheUSAFreedomCorps,anumbrellanetworkfor
volunteerism.AcoordinatingcouncilhousedattheWhiteHouseandchairedbythePresidentisworkingtoexpandand
strengthen federal service programs like the Peace Corps, Citizen Corps, AmeriCorps, and Senior Corps, and to raise
awarenessofandbreakdownbarrierstoserviceopportunitieswithinallfederalgovernmentagencies.Severalbillshave
beenintroducedinCongressoverthepastthreeyearstoincreasefundingfornationalserviceandtoreauthorizethe
NationalandCommunityServiceAct.

OnApril21,2009,PresidentBarackObamasignedtheEdwardM.KennedyServeAmericaAct.TheServeAmericaAct
reauthorizes and expands national service programs administered by the Corporation for National and Community
Service,afederalagencycreatedin1993.TheCorporationengagesfourmillionAmericansinresultdrivenserviceeach
year, including 75,000 AmeriCorps members, 492,000 Senior Corps volunteers, 1.1 million Learn and Serve America
students,and2.2millionadditionalcommunityvolunteersmobilizedandmanagedthroughtheagency'sprograms.The
Serve America Act reauthorizes and expands the mission of the Corporation for National and Community Service, by:
increasing opportunities for Americans of all ages to serve, supporting innovation and strengthening the nonprofit
sector, strengthening management, costeffectiveness, and accountability within said entities. To read more,
visitPresidentObamaSignsLandmarkNationalServiceLegislation.

NationalServicePrograms

CorporationforNationalandCommunityServicePrograms

The National and Community Service Trust Act of 1993 initiated the Corporation for National and Community Service
(CNCS).TheCorporationsupportsarangeofnationalandcommunitybasedserviceprograms,providingopportunities
forAmericanstoserveasfulltimeandparttimestipendparticipantsorvolunteers,andasindividualsorasteams.

CNCS provides opportunities for Americans of all ages and backgrounds to serve their communities and the nation
throughthreeprograms:AmeriCorps,SeniorCorps,andLearnandServeAmerica.Membersandvolunteersservewith
nationalandcommunitynonprofitorganizations,faithbasedgroups,schools,andlocalagenciestohelpmeetpressing
community needs. CNCS is part of USA Freedom Corps, the White House initiative to foster a culture of citizenship,
service, and responsibility, and to help all Americans answer the President's Call to Service. CNCS fosters civic
responsibility, strengthens the ties that bind us together as a people, and provides educational opportunity for those
whomakeasubstantialcommitmenttoservice.TheBoardofDirectorsforCNCSworkingincollaborationwiththefield
andstaffdevelopedastrategicplanin2006.Thefocusareasinthestrategicplanare:
Mobilizingmorevolunteers
EnsuringaBrighterFutureforAllofAmerica'sYouth
EngagingStudentsinService
HarnessingBabyBoomer'sExperience
Formoreinformation,pleasevisitCNCS's20112015StrategicPlan.

AmeriCorps*StateandNational
ProgramName
ProgramDescription
This program's goals are getting things done, strengthening community, and
encouragingresponsibility.Membersreceiveeducationalawardsinreturnforservice.
TheAmeriCorpsnetworkconsistsofawidevarietyofdiverseprogramsineverystate
ofthenation.

Withathirtyfiveyeartraditionofworkingwithcommunitygroupstohelplowincome
people help themselves, VISTA focuses on capacity building helping local
organizations develop plans, raise funds, coordinate programs, and recruit and train
localvolunteerstoeffectivelyservethoseinneed.

The National Civilian Community Corps involves young people ages 1824 in
performingcommunityserviceprojects.Thisprogramisaresidentialserviceprogram
inwhichmembersarehousedandtrainedtogetheronmilitarybases,anddeployedas
teamstoservicesitesacrossthenation.NCCCmembersconductserviceprojectswith
a special emphasis on protecting the environment, promoting public safety, and
respondingtonaturaldisasters.

Learn and Serve integrates service into schools through a method called "service
learning," which enables young people to serve their communities through their
classrooms.Itprovidesschools,colleges,andcommunityorganizationswithgrantsto
meet community needs while improving their skills and learning the habits of good
citizenship.

SeniorCorpsengagesolderAmericanswiththeirgreatskills,talents,andexperience
inaddressingurgentissuesfacingthenation,inoneofthreeprograms:
Foster Grandparents, who serve oneonone with young people who have special
needs;
SeniorCompanions,whohelpotherseniorsliveindependentlyintheirhomes;and
RetiredandSeniorVolunteerProgram(RSVP)volunteers,whoworkwithlocalgroups
tomeetawiderangeofcommunityneeds.
The mission of Citizen Corps is to harness the power of every individual through
education, training, and volunteer service to make communities safer, stronger, and
betterpreparedtorespondtothethreatsofterrorism,crime,publichealthissues,and
disastersofallkinds.
FormoreinformationaboutCitizenCorps,visitwww.citizencorps.gov.

NationalDaysofService

ProgramsareencouragedtoparticipateinNationalDaysofService.
Event

Date(s)

MartinLutherKing,Jr.Day

NationalAmeriCorpsWeek

January16,2012

January21,2013

"AdayONnotadayoff"occursonJanuary16,2012(the
dayofobservanceofthefederalholidayhonoringDr.
King'sbirth).TheCorporationforNationalandCommunity
Serviceisresponsibleforpromotingthisdayasadayof
servicetohonorthelifeandteachingsofMartinLuther
King,Jr.Seewww.mlkday.orgformoreinformation.

March1018,2012

NationalAmeriCorpsweekprovidestheperfect
opportunityforAmeriCorpsmembers,alums,grantees,
programpartners,andfriendstoshineaspotlightonthe
workdonebymembersandtomotivatemoreAmericans
toservetheircommunities.Manyeventsarescheduled
acrossthecountry.Individualsandorganizationswitha
specialinterestinAmeriCorpsespecially,members,
programs,andalumsareencouragedtousetheir
creativitytomarktheweekinanywaytheyseefit.The
choiceisuptoyou!Formoreinformation,visitAmeriCorp
Week.

GlobalYouthServiceDay

NationalVolunteerWeek

April2022,2012

Overthepastdecade,GlobalYouthServiceDayhas
broughttogethermorethan13millionpeoplein
thousandsofcommunitiesnationwide.Formore
information,visitwww.ysa.org.

April1521,2012

April2127,2013

NationalVolunteerWeekbeganin1974whenPresident
RichardNixonsignedanexecutiveorderestablishingthe
weekofApril1016,2011asanannualcelebrationof
volunteering.EveryPresidentsincehassigneda
proclamationpromotingNationalVolunteerWeek.
NationalVolunteerWeekhasbecometheofficialtimeto
recognizeandcelebratetheeffortsofvolunteersatthe
local,state,andnationallevels.Formoreinformation,
visitwww.PointsofLight.org.

JoinHandsDay

May5,2012

May4,2013

MakeaDifferenceDay

Description

October27,2012

October26,2013

ThegoalofJoinHandsDay,May8,2010,istobegin
makingconnectionsandfriendshipsacrossgenerations
thatwillcontinuelongafterthedayisover.Developing
theserelationshipsisessentialtocreatinghealthy
organizations,neighborhoods,andcommunities.Formore
information,visitwww.joinhandsday.org.
SponsoredbyUSAWeekendandPointsofLight
Foundation,isheldeachyearonthefourthSaturdayin
October.Seewww.makeadifferenceday.comformore
information.

Event

Date(s)

Description

NationalFamilyVolunteerDay

November17,2012

November16,2013

ThePointsofLightFoundationlaunchedtheFamily
Mattersinitiativetoencourageandengagefamiliesin
communityorientedprojects.NationalFamilyVolunteer
DayisheldtheSaturdaybeforeThanksgivingeveryyear
andkicksoffNationalFamilyVolunteerWeekaspartofan
annualpublicawareness.Formoreinformation,
visitwww.pointsoflight.org.

NationalDayofService&
Remembrance

September11,2012 Bypledgingtovolunteer,performgooddeeds,orengage

inotherformsofcharitableserviceduringtheweekof
September11,2013 9/11,youandyourorganizationwillhelprekindlethe
remarkablespiritofunity,serviceandcompassionshared
bysomanyintheimmediateaftermathoftheattacks.And
you'llhelpcreateafitting,enduringandhistoriclegacyin
thenameofthoselostandinjuredon9/11,andintribute
tothe9/11firstresponders,rescueandrecoveryworkers,
andvolunteers,andourbravemilitarypersonnelwho
continuetoservetothisday.Formoreinformation,
visitJointheTribute.

Organization

CNCS(Headquarters)
Astheprimaryfederalsourceoffundingfornationalvolunteeractivities,CNCSisobviouslythemostimportant"player
on the field". AmeriCorps operates in a decentralized manner that gives a significant amount of administrative
responsibility to states and national and local nonprofit groups. CNCS realizes that the many organizations and
individuals around the country with which it shares administrative responsibility for AmeriCorps will look to it for
assistanceonabroadrangeofissuesandproblems.

ThefollowingtablesuggestssomeoftheprincipalsupportfunctionsthatCNCStheofficecanprovide:
OFFICE

AmeriCorpsSUPPORTFUNCTIONS

Program

Overseesprogrammaticaspectsofgrantsandawards.Programofficersserveasthe
primaryliaisonswithstateservicecommissionandtheNationalProgramgrantees.

Grants

Overseesfinancialaspectsofgrantsandawards.

OfficeofLeadership
DevelopmentandTraining

Workswithnationaltechnicalassistanceprovidersandwithtrainingandtechnical
assistancecoordinatorsinstateservicecommissions.

Trust

ManagestheeducationawardsforAmeriCorpsmembers.

PublicAffairs

Overseesmediarelations,marketingandpublications,includingtheonlinerecruitment
website.

PublicLiaison

Overseesnationalinitiatives,nationalservicedays,andallAmeriCorpsawards.

GeneralCounsel

ProvideslegalcounselforCNCSandcananswerlegalquestionsrelatedtoAmeriCorps
programmanagement.

OfficeoftheInspector
General

Detectsanddeterswaste,fraud,abuse,andviolationsoflawofCNCSfundedprograms.

TherearetwomaindivisionsintheAmeriCorpsheadquartersstaff:AmeriCorps*StateandAmeriCorps*National.Each
State Service Commission has a specific CNCS AmeriCorps*State Program Officer assigned as their primary liaison at
headquarters; each National Program grantee has a specific CNCS AmeriCorps*National program officer assigned as
theirprimaryliaison.CNCSProgramOfficersarethefrontlinesupportforprogramstaff,assistingwithanyissuesthat
ariseincludinglocatingneededinformationandclarificationsofpolicy.ProgramOfficersarealsotheprimarymonitors
atheadquartersofhowthingsaregoinginthestatesforwhichtheyareresponsible.ProgramOfficersworkcloselywith
otherunitsatCNCStoprovidequalitysupporttothefield.TheProgramOfficeratCNCSassignedtoHawaiiisThomas
Howard.

CNCSStateOffice
CNCSalsooperatesofficesineachstate.TheseofficesareresponsibleforadministeringAmeriCorps*VISTAprojectsas
wellasthethreeSeniorCorpsprograms.TheCNCSemployeesintheselocationsassistwiththemonitoringofNational
AmeriCorpsprogramssites,solicitandreviewMartinLutherKingJr.DayofServicegrantsintheirstates,andparticipate
incrossprogramplanninginitiatives,includingdevelopmentofStateServicePlans.Oneofthem,usuallythestateoffice
director,servesasanexofficiomemberoftheStateServiceCommission.TheHawai'iStateOfficeProgramDirectoris
LaurieCannady.

Hawai'iCommissionforNationalandCommunityService(HCNCS)
Hawai'i'sAmeriCorps*StateprogramsareadministeredbytheHawai'iCommissionforNationalandCommunityService.
Recognizing the state's unique Hawaiian heritage and instilled with the values of many cultures and peoples, the
Commissionisguidedbytheprinciplesof

manuwahi(togivefreely),
kokua(tosupport,assist),
laulima(toworkcooperatively),and
lokahi(unity,harmony).

We shall support and nurture the development of a firm, lifelong commitment to serveHawai'i'speople, from
thekeiki(children),makua(parentsandadults),tothekupuna(grandparentsandelderly).Weshallencourageincreased
participation in community service for the enhancement of the quality of life and diversity ofHawai'i'speople. We
shallmalama(carefor)theenvironmentandnaturalresources;incorporate'ohana(family)strengthandvalues;buildon
andenrichcultural,educational,andeconomicaspectsofourcommunity;anddeveloppartnershipsamonggrassroots,
nonprofit, corporate, local, state, national, public, and private sectors. We shall support community driven service
initiatives and unify state and national directives within a framework that effectively facilitates communication and
collaborationamongalllevelsofleadership.

MemberRecruitment

CommunityRecruitment
As an AmeriCorps program, you must actively seek to recruit program members from the community in which the
project is conducted. Members of diverse races and ethnicities, socioeconomic backgrounds, education levels, both
menandwomen,andindividualswithdisabilities,unlessandtotheextentthattheapprovedprogramdesignrequires
emphasizingtherecruitmentofstaffandmemberswhoshareaspecificcharacteristicorbackground.However,inno
case may you violate the nondiscrimination and nondisplacement rules governing participant selection. The key to
successful recruitment and engagement of AmeriCorps members is creating a comprehensive AmeriCorps Member
PositionDescription.ThePositionDescriptionishowyouwillsellyourprogramtoprospectivemembers,sobeclear,
concise,andhonestabouttheservicethatmemberswillprovide.

NationalRecruitment
To supplement local recruitment efforts, the Commission requires your program to use the webbased AmeriCorps
RecruitmentandPlacementSystem(AC*RPS).Allprogramswillberequiredtohavetheirprogramonthissystembythe

beginningoftheirprogramyear.Ifyouhaveproblemsorquestionsaboutthissystem,pleasevisit
http://www.americorps.org/for_organizations/members/index.asp

DisabilityInclusionInitiativeandADAAccommodations
HCNCS encourages individuals with physical or mental disabilities to participate as AmeriCorps members through
AmeriCorps programs operating in the Hawaii. We encourage a diverse membership that includes people with
disabilitiestoparticipateasnationalandcommunityservicemembersthroughourmanyprograms.

DefinitionofDisability
AccordingtotheADA,theterm"disability"means,withrespecttoanindividual,aphysicalormentalimpairmentthat
substantiallylimitsoneormoreoftheindividualsmajorlifeactivities,arecordofhavingsuchanimpairment,orbeing
regardedashavingsuchanimpairment."Majorlifeactivities"meansfunctionssuchascaringforoneself,performing
manualtasks,walking,seeing,hearing,speaking,breathing,learning,working,etc.Additionally,a"qualifiedindividual
withadisability"isanindividualwithadisabilitywho,withorwithoutreasonableaccommodations,meetstheessential
eligibilityrequirementsforthereceiptofservicesortheparticipationinprogramsoractivitiesprovidedbytheprogram.

Policy
Under Federal law, any program which receives federal funds is required to comply with the requirements of the
AmericanswithDisabilitiesAct(ADA)andSection504oftheRehabilitationAct.IncompliancewiththeFederallaw,all
AmeriCorpsprogramsprohibitanyformofdiscriminationagainstpersonswithdisabilitiesinrecruitment,aswellasin
service. No qualified individual with a disability shall, by reason of disability, be excluded from participation in or be
denied the benefits of the program, services, or activities of the program, or be subjected to discrimination by the
program. Nor shall the program exclude or otherwise deny equal services, programs, or activities to an individual
becauseoftheknowndisability.

ReasonableAccommodation
IncompliancewiththeAmericanswithDisabilitiesAct(ADA)(42U.S.C.12101,etseq.),programsmustprovide
reasonableaccommodationstotheknownmentalorphysicaldisabilitiesofmembers,andallselectionsandproject
assignmentsmustbemadewithoutregardtotheneedtoprovidereasonableaccommodations.AsaProgramDirector,
youmaybecalledupontomakedecisionsregardingreasonableaccommodation.However,thelawdoesnotrequire
thatyouprovidereasonableaccommodationsforanyparticipantwhowouldposeadirectthreattothehealthand
safetyofothersevenifaccommodated.

Areasonableaccommodationisanymodificationoradjustmenttoaprogramsitethatwillenableaqualifiedapplicant
or AmeriCorps member with a disability to participate in the application process or to perform essential service
functions. Reasonable accommodation also includes adjustments to assure that a qualified individual with a disability
hasrightsandprivilegesinserviceequaltothoseofindividualswithoutdisabilities.

All AmeriCorps programs shall make reasonable accommodations in practices and/or procedures when the
accommodations are necessary to avoid discrimination on the basis of disability. Accommodations are reasonable
when they are practical or feasible. The program does not have to provide reasonable accommodations that would
imposeunduehardshipontheoperationoftheprogram.AccordingtotheU.S.

EqualEmploymentOpportunityCommission(EEOC):
Itisnotnecessarytoprovideareasonableaccommodationifdoingsowouldcauseanunduehardship.Unduehardship
meansthatanaccommodationwouldbeundulycostly,extensive,substantialordisruptive,orwouldfundamentallyalter
thenatureoroperationofthebusiness.Amongthefactorstobeconsideredindeterminingwhetheranaccommodation
is an undue hardship are the cost of the accommodation, the employer's size, financial resources and the nature and
structureofitsoperation.

ReasonableAccommodationsMayInclude:
1.Makingexistingfacilitiesaccessibletoandusablebyanindividualwithadisability
2.Restructuringthejob
3.Modifyingtheworkschedule
4.Modifyingexistingequipmentordevices
5.Installingnewequipmentordevices
6.Providingqualifiedreadersandinterpreters
7.Appropriatemodificationoftheapplicationandexaminationproceduresandtrainingmaterials

ReasonableAccommodationsDoNotInclude:
1.Eliminatingaprimaryjobresponsibility
2.Loweringproductionstandardsthatareappliedtoallemployees
3.Providingpersonaluseitems,suchasprostheticlimbs,wheelchairs,eyeglassesorhearingaids

EnrollingAmeriCorpsMembers

OnceyourorganizationhasrecruitedqualifiedindividualstoserveinyourAmeriCorpsProgram,itwillbetimetoenroll
themembersintoyourorganizationandintotheAmeriCorpssystem.AsanAmeriCorpsProgramDirector,youwillfind
thatthepaperworkneverendsanditstartswithmemberenrollment.Eventhoughtheprocesstoenrollamemberis
nowonline,apapercopyofthefilledoutandsignedenrollmentformisstillrequiredandmustbekeptinthemember
filesunlessthemembercertifiestheirownenrollmentintheportal.TheprintableEnrollmentFormcanbefoundonthe
HCNCSwebsiteat:
http://www.hawaii.edu/americorpshawaii/Resources.html

Perhaps the most critical administrative responsibility for Program Directors will be the maintenance of their
AmeriCorpsmemberfiles.ThesefilesarerequiredbytheCorporationtoensurecompliancewithstatutoryregulations
suchaseligibilitytoreceivefederalassistance.Thefollowingarethecontentrequirementsofthememberfile.

MemberEligibility

CitizenshipRequirement
To be eligible to serve as an AmeriCorps Members, an individual must satisfy the Citizenship Requirement. (Sec.
2522.200of45CFR)Thefollowingdocumentssatisfythisrequirement;acopyofatleastoneofthesedocumentsmust
bemaintainedinthemembersfile.
PrimarydocumentationofstatusasaU.S.citizenornational:
Abirthcertificateshowingthattheindividualwasborninoneofthe50states,the
DistrictofColumbia,PuertoRico,Guam,theU.S.VirginIslands,AmericanSamoa,
ortheNorthernMarianaIslands;
AUnitedStatespassport;
AreportofbirthabroadofaU.S.Citizen(FS240)issuedbytheStateDepartment;
Acertificateofbirthforeignservice(FS545)issuedbytheStateDepartment;
Acertificationofreportofbirth(DS1350)issuedbytheStateDepartment;
Acertificateofnaturalization(FormN550orN570)issuedbytheImmigrationandNaturalizationService;or
Acertificateofcitizenship(FormN560orN561)issuedbytheImmigrationandNaturalizationService.
PrimarydocumentationofstatusasalawfulpermanentresidentalienoftheUnitedStates:
PermanentResidentCard,INSFormI551;
AlienRegistrationReceiptCard,INSFormI551;
A passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent
residence;or
A Departure Record (INS Form I94) indicating that the INS has approved it as temporary evidence of lawful
admissionforpermanentresidence.


Although the combination of obtaining a Drivers License or GovernmentIssued ID and Social Security Card are
acceptableformsofidentificationfortheI9FederalEmploymentEligibilityForm,thesedocumentsarenotsufficient
forprovingUnitedStatesCitizenship.AnAmeriCorpsProgrammustobtainadocumentfromthelistaboveregardlessof
the identification utilized to complete the I9 Form. The I9 Form is required for all individuals employed by your
organization.

ProofofAge
AmeriCorpsmembersmustbeatleast17yearsofagetobeabletoserve.(Sec.2522.200of45CFR)Thedocumentthat
satisfiestheCitizenshipRequirementshouldbeabletoprovideanageoftheindividualandthereforeprovetheirage.If
amemberisunder18atthetimeofenrollment,theymustgetparentalconsenttoserve.Yourorganizationmustsolicit
parentalconsentforthemembertoservebeforethememberbeginstheirtermofservice.Theparentalconsentform
mustbemaintainedintheAmeriCorpsmembersfile.

EducationalAttainmentRequirement
Because a great benefit of AmeriCorps is the Eli Segal Education Award, the Corporation has stipulated that all
AmeriCorpsmembershaveahighschooldiplomaorGED.(Sec.2522.200a.2andSec.2522.200bof45CFR)Members
are also allowed to complete classes towards their GED during their year of service to satisfy this requirement. An
AmeriCorps Member will not be eligible to utilize their Segal Education Award unless they have satisfied the
EducationalAttainmentRequirement.ProgramDirectorsmustverifythattheEducationalAttainmentRequirement
hasbeenmetbeforeexitingamemberwithanaward.

HighSchoolDiploma/GEDToverifywhetheramembermeetstherequirementsrelatingtohighschooleducation,
eachsitemustobtainawrittendeclarationfromthememberthattheyhavereceivedtheirhighschooldiplomaor
GED.ItisstronglyencouragedthatprogramsobtainacopyofthemembersdiplomaorGEDandplaceitintheir
memberfile.

Signed Declaration If a member does not have a GED or a high school diploma, the member must sign a
declarationwhichstatesthatthememberhasearnedaGEDorhighschooldiplomaORwillgraduatehighschoolor
obtainaGEDbyendoftheserviceterm.Thedeclarationmustalsoincludeaprojecteddateofcompletionandthe
statedpenaltyoflossofeducationawardifthehighschooldiplomaorGEDisnotobtained.

AmeriCorpsMemberFiles

EnrollmentDocuments
OtherdocumentsarerequiredtofullyenrollamemberintoyourAmeriCorpsprogram.Thefollowingdocumentsshould
bemaintainedintheAmeriCorpsmembersfile.

Member Application or Resume Make sure you include the completed member application and/or the resume
submittedtoapplyfortheposition.
http://www.americorps.gov/forms/americorps_application.pdf

AmeriCorps Enrollment Form (AmeriCorps Provision 2007 IV.C.1) The required document that enrolls the
member into the National Service Trust the arm of the Corporation that provides the members with their
Education Award. The members date of enrollment should be the same start date as outlined on the Member
Agreement/Contract.AmeriCorpsEnrollmentFormdocumentmustbecompleted,signed,andkeptinthemember
fileinadditionwithenrollingthememberoneGrants.

AmeriCorps Member Agreement or Contract This is the contract that members and supervisors must sign that
details the working arrangement for their term of service, including requirements of their service, duties, and
discipline policies. (AmeriCorps Provision 2008 IV.D) A sample AmeriCorps member contract can be found on the

10

HCNCSwebsiteathttp://www.hawaii.edu/americorpshawaii/Resources.html

Member Agreements/Contracts must state the Members position description in detail, outline the
Members term of service (start date and end date must fall within the grant year awarded to your
organization),Memberstypeoftermofservice(fulltime,halftime,etc.),thebenefitsassociatedwith
theirtypeoftermofservice,standardsofconduct,specifiedprohibitedactivities,requirementsunder
theDrugFreeWorkplaceAct,suspensionandterminationrules,circumstancesunderwhichamember
may be released for cause, grievance procedures, and any other requirements established by the
grantee.

MemberEligibilityVerificationFormhttp://www.hawaii.edu/americorpshawaii/EligibilityForm.doc
Signing this form certifies that you have verified their eligibility to participate in this program and receive federal
assistanceunderthelaw.
Tax Forms The grantee must withhold Federal personal income taxes from member living allowances, requiring
eachmembertocompleteaW4formatthebeginningofthetermofserviceandprovidingaW2formattheclose
ofthetaxyear.Thegranteemustcomplywithanyapplicablestateorlocaltaxrequirements.ForacopyoftheW4
form,visit:www.irs.gov/pub/irspdf/fw4.pdf.
Criminal Background Checks All employees, participants, and others who receive a salary, national service
educationaward,alivingallowance,orstipendunderCorporationgrants,eveniftheactivitiesdontinvolveservice
with vulnerable populations, must receive twopart checks, which include 1) State Criminal Registry check for the
state of Hawaii AND the state in which the member claims residence if other than Hawaii; and 2) National Sex
OffenderPublicRegistry(NSOPR)check.Requirementsandspecificsofbothchecksarelistedbelow.(Sec.2540.203
of 45 CFR) Beginning April 21, 2011, the law required that programs conduct threepart checks, including 1) FBI
fingerprint checks; 2) Statewide repository check(s); and 3) NSOPR check, on individuals who will have recurring
contactwithvulnerablepopulations.Ifyourprogramenrollsmembersinasecondtermofserviceandthemember
haslessthan30daysofabreakintheirservice,yourorganizationdoesnotneedtorecheckthemember.
Detailedinformationcanbefoundbyvisiting
AmeriCorpsCriminalHistoryCheckPolicyandProcedures,and/or
http://www.nationalservice.gov/for_organizations/manage/history_checks.asp
The AmeriCorps Provisions further state: The grantee must ensure, to the extent permitted by state or local law,
that it maintains background check documentation for members and employees covered by this provision in the
member or employees file or other appropriate file. The documentation must demonstrate that, in selecting or
placing an individual, the grantee or the grantees designee (such as a site sponsor) reviewed and considered the
backgroundchecksresults.
AllofthegranteestaffpositionsidentifiedunderaregularAmeriCorpsgrant(competitive,formula,andothers,if
created where grantees must identify their programs employee positions on a budget), are subject to the
backgroundcheckrules.Soarethemembers,becausetheyreceiveaneducationawardfromtheTrust.Education
Award Program (EAP) grants are not subject to the background checks because the minimal fixed level of federal
assistance requires the grantee to pay for, outside of the grant, the great majority of program costs, including
employee salaries. However, EAP grantees are encouraged to develop a prudent criminal history check policy
appropriatetotheirprogramdesignandpopulationsserved.
Itoftentakesalongtimetogettheresultsofabackgroundcheck,socompletethistaskassoonaspossible.
Formoredetailsoncriminalhistorybackgroundchecks,pleasereviewtheinformationontheHCNCS AmeriCorps
BackgroundCheckForm.Thisformmustbefilledout,certified,andkeptonfileforeachmemberANDemployee

11

of the program who receives a salary, national service education award, living allowance, or stipend under
Corporation grants including matching funds, even if the activities dont involve service with vulnerable
populations.
o

NationalSexOffenderPublicRegistry(NSOPR):www.nsopr.govThischeckmustbecompletedonthe
memberuponapplicationtoyourprogram.Thischeckmustbecompletedanddocumentedbefore1)
the member has access to a vulnerable population, 2) the member starts their term of service. The
national registry must be used to complete this check (a state sex offender registry check is not
sufficient)

StateCriminalRegistry:Thischeckmustbecompletedforthestatethattheindividualwillbeservingin
AND for the state the member declares residency (if different). This check must be initiated by the
AmeriCorpsProgram uponenrollment or hiring of the individual into the program. If thecheckisstill
beingprocessedwhentheAmeriCorpsMemberstartsserving,theMembermustbesupervisedatall
timesbyanindividualthathasbeenclearedthroughtheStateCriminalRegistry.

FBI Criminal History Check: This check must be completed for individuals (members and employees)
who will have recurring access to vulnerable populations (children, persons age 60 or older, and/or
individualswithdisabilities).ThischeckmustbeinitiatedbytheAmeriCorpsProgramuponenrollment
orhiringoftheindividualintotheprogram.IfthecheckisstillbeingprocessedwhentheAmeriCorps
Member starts serving, the Member must be supervised at all times by an individual that has been
clearedthroughallthreechecks(NSOPR,StateCriminalHistory,andFBIchecks).

*AnindividualisineligibletoserveinanAmeriCorpsProgramifthey:1)refusetoconsenttoaStateCriminalRegistryor
FBI Fingerprint Check, 2) make a false statement in connection with a Programs inquiry concerning the individuals
criminalhistory,3)isregisteredorrequiredtoberegisteredonaStateSexOffenderRegistry,4)havebeenconvictedof
murder asdefinedanddescribedin18U.S.C.1111.

*An AmeriCorps site must have procedures in place for soliciting, completing, and documenting both Criminal
BackgroundChecks.Proceduresmustincludethefollowing:
1. Verificationofidentityoftheindividual
2. Acquiring prior, written authorization to complete the State Criminal Registry Check (not required for
theNSOPRcheck)
3. Documenting the individuals understanding that selection is contingent upon the review of both
CriminalBackgroundChecks
4. Providing reasonable opportunity for the individual to challenge the factual accuracy before action is
taken
5. Providingsafeguardstoensureconfidentially
6. Ensuring individuals with pending State Criminal and/or FBI checks are accompanied by an individual
whohasbeenclearedthroughallappropriatecheckswhileinteractingwithvulnerablepopulations
7. Maintainingalldocumentation
8. Requestingofalternatesearchprotocol(ASP)whennecessary

InadditiontothedocumentslistedabovepertainingtoAmeriCorpsMemberEnrollment,thefollowingshouldalsobe
maintainedintheMembersfile.

ProofofHealthCareEnrollmentorHealthCareEnrollmentWaiver(OnlyforFulltimemembers)AllAmeriCorps
ProgramsarerequiredtoprovideHealthInsurancetoallfulltimeAmeriCorpsMembersorprovethattheMember
has their own Health Insurance during their fulltime term of service. AmeriCorps Programs must maintain in the
membersfilewhethertheyoptedintotheprogramsHealthInsuranceoriftheywaiveditduetotheirownHealth
InsuranceEnrollment.Additionally,Programsmustplaceacopyofproofofenrollment(HealthInsuranceCard)in
themembersfileregardlessofwhattypeofHealthInsurancetheyareenrolledin.AmeriCorpsProgramsarenot

12

requiredtoprovideHealthInsurancetoorproveHealthInsuranceEnrollmentoflessthanfulltimemembers(half
time, minimumtime, etc.) unless the Member is serving in a fulltime capacity for at least a six week period.
ProgramsmayprovideHealthInsuranceduringthattimeperiodiftheywouldlike.(AmeriCorpsProvision2008IV.F)

Note:PleasedonotincludethefollowingintheMembersfile:
Medicalconditioninformation
Disabilitydisclosureandaccommodationinformation
Thesedocumentsshouldbeplacedinaseparatelockedfilecabinet/boxalongwithotherconfidentialinformation.
ChildCareBenefitEnrollmentDocumentsorWaiverofBenefitFulltimeAmeriCorpsMembershavethebenefit
of applying for Child Care Coverage provided by the Corporation. If a member decides to utilize this benefit, the
AmeriCorpsProgrammustmaintainalldocumentationinthemembersfile.AllfulltimeAmeriCorpsMembersmust
sign a waiver of this benefit if they decide not to utilize this benefit. The waiver must also be maintained in the
membersfile.AnapplicationforChildCarecanbefoundinAppendix1.7.
Photo/Media Release Members must sign a photo/media release form (or include it in the Member
Contract/Agreement)thatwillenabletheirpicturestobeusedinpublications.(AmeriCorpsProvision2008IV.G.3)
TimeSheetsTimesheetsmust:
BecompletedonOnCorpsReports
Separatetimefordirectservice,training,andfundraising
Separatelunchhours(lunchhourscannotbecountedtowardshoursrequiredforcompletionoftheprogram)
Be electronically signed by both the AmeriCorps Member and their direct supervisor within a reasonable
amountoftimefromthedateoftheserviceperformed
MidTermPerformanceEvaluationAllfulltimeandhalftimeAmeriCorpsMembersmustbeassessedatthemid
pointoftheirtermofservice.AmeriCorpsProgramsmaycompletethisevaluationforlessthanhalftimemembers,
butitisnotrequired.Thisdocumentmustincludethenumberofhourscompletedtodateandhowmanyhoursthe
member has left to serve. MidTerm Performance Evaluations are not required for members who exit before the
midpointoftheirterms,butanEndofTermPerformanceEvaluationmustbecompletedforthesemembers.
Documentation of Member Discipline In the event that you have disciplinary challenges with members, it is
importanttokeepapapertrailofyourchallengesandcorrespondingattemptstocorrecttheproblems.Anexample
ofaprogressiveDisciplinaryActionPlanisoutlinedonPage27.Additionally,allProgramsmustmaintaincopiesof
ChangeofStatusformsfromtheeGrantsMemberManagementSystemanddocumentsuspensionsofservice.

ExitDocuments
End of Term/Exit Form This form qualifies members for the Education Award. This must be signed and dated
accuratelytoreflecttheirfinaldaywithyourorganization.AmeriCorpsExitForm

EndofTermPerformanceEvaluation/ExitInterviewAllAmeriCorpsMembersmustbeassessedattheendoftheir
term of service. EndofTerm Performance Evaluations must assess whether the member has completed the
requirednumberofhours,satisfactorilycompletedassignments,andhasmetotherperformancecriteriathatwere
clearlycommunicatedatthebeginningofthetermofservice.(Pleaseseepage19foramoredetaileddescriptionof
whatistobeincludedinanEndofTermEvaluation)

MyAmeriCorpsPortal

My AmeriCorps (https://my.americorps.gov) is an online space designed to help members manage their AmeriCorps
experienceandithelpsprogramsmanagetheirprogramsrecruitmentandenrolledmembers.Itprovidesaneasyway
forindividualstogetandgiveimportantinformation.

13


ForPotentialandCurrentAmeriCorpsMembers
ThissitemakesiteasytosearchandapplyforAmeriCorpsserviceopportunitiesinallthreeAmeriCorpsprograms.After
registering and creating a profile, potential applicants can apply and allow programs to offer service opportunities to
them.Forthosewhoapplytoaprogram,MyAmeriCorpsmakesfrequentlyusedandrequestedformsavailableonline
at any time. In addition, My AmeriCorps includes comprehensive online help, frequently asked questions, and an
enhancedcustomerservicefeature,ContactMyAmeriCorps,togettheanswersyouneedabouttheprogramsorthe
system.FormoreinformationonMyAmeriCorps,goto
http://www.americorps.gov/for_organizations/members/index.asp.

ForAmeriCorpsPrograms
HCNCSsubgrantees,andallAmeriCorpsprograms,canaccesstheMyAmeriCorpsPortalthroughtheeGrantssystem.
ThroughthePortal,programscanpostserviceopportunities,extendofferstoacceptedapplicants,enrollmembers,exit
members, and complete slot conversions (after HCNCS approval). For more information on using the My AmeriCorps
Portal,pleasevisittheCorporationsResourceCenterat:
http://nationalserviceresources.org/actrainingsupportstate.

RefillPolicy
Eligible programs that have fully enrolled their awarded member slots are allowed to replace any member who
terminates service before completing 30% of his/her term. Programs may not refill the same slot more than once.
Members who are refilling a slot need to complete all the hours of the designated slot (not just the remaining hours
from the original member) in order to earn the Education Award. For instance if the original full time member only
completed300ofthe1700hours,thememberrefillingtheslotwouldneedtocompletethefull1700hours,notjust
1400hours,inordertoreceivetheEducationAward.TheEducationAwardmaynotbeproratedunlessthemember
hasacompellingpersonalcircumstancetoterminateearly.

ANoCostExtension(NCE)mayberequestedandmustbeapprovedbytheHawaiiCommissioninorderforrefillfull
timememberstohaveafull12monthstocompletethe1700hours;however,noadditionalCorporationfundswillbe
awardedforlivingallowances,healthcare,childcare,etc.

AsafailsafemechanismtoensurethatCorporationresourcesareavailableintheNationalServiceTrusttofinanceany
memberseducationaward,CNCSwillsuspendrefillingifeither:

totalAmeriCorpsprogramenrollmentreaches97%ofawardedslotsor

thenumberofrefillsreachesfivepercentofawardedslots

Subgranteeswhoseawardshavespecialgrantconditionsarenoteligibletorefillpositions.

MemberTrainingandDevelopment

MemberOrientation
Memberorientationshouldpreparemembersfortheiryearofservice.Orientationcanhelpthemacquiretheskillsand
knowledgetheyneedtogetthejobdone.Astrongorientationwillpayoffinprogramoutcomes,withmemberswho
knowthepurposeoftheirserviceandhavetheskillstoaccomplishprogramobjectives.
ListedbelowareitemstheCorporationmandatestobecoveredintheorientationofmembers:
Memberrightsandresponsibilities
Specificskillsandknowledgetoperformservice
Programscodeofconduct
ProhibitedActivities
DrugFreeWorkplace
SuspensionandTerminationRules

14

GrievanceProcedures
EqualOpportunity,AffirmativeAction,NonDiscriminationactivities
SexualHarassmentAwarenessEducation
IntroductiontoNationalServiceandAmeriCorps
MyAmeriCorpsPortal

ListedbelowareitemstheCommissionstronglyencouragestobeincludedintheorientationofmembers:
TheHistoryofServiceinAmerica
HostSites
ProgramRules,Regulations,andBenefits
MemberHandbook
Benefits
AllowedActivities(attachment)
LivingAllowance
Staffandmemberroles
Understandingtheobjectivesoftheprogramandhowtocollectdata
HavemembersfilloutNationalTrustEnrollmentForms
EligibilityoffulltimemembersforHealthCare/Childcare

ItisrequiredthatallAmeriCorps*Stateprogramsdocumentthateachmemberhasreceivedanorientation.
Documentationincludes:
o Acopyoftheorientationagenda(s)
o Signedconfirmationbythemembersthathavereceivedanorientation
Thisinformationcanbekeptineachmembersfileorseparatelywithprogramadministrationfiles.

MemberTraining
Trainingshouldbeanongoingpartofyourprogram,including:
o Trainingforassignedserviceactivitiesincludingskillstraining(suchasconductingorganizationalassessments,
volunteerrecruitment,volunteerprojectmanagementanddevelopment),workingwithvolunteers,cross
culturalsensitivity,andteambuilding.
o Trainingtodevelopmemberswhichmayincludecommunication,conflictresolution,CPR/FirstAid,lifeafter
AmeriCorps,andothertrainingtopics.

Supervisors/Directorsshouldalsouseserviceexperiencestohelpmembersimprovetheirskills,internalizeprojectgoals
andincreasetheirinsight.

MemberDevelopmentPlan
Eachsitemustuseserviceexperiencestohelpmembersachievetheskillsandeducationneededforproductive,active
citizenship, including the provision, if appropriate, of structured opportunities for members to reflect on their service
experience. Specifically, supervisors work with members to create a Personal Development Plan which outlines
personaldevelopmentgoalstobeachievedduringthetermofservice,andhowtheAmeriCorpsSupervisorwillsupport
attainingthesegoals.
Forgreatsamples,checkouthttp://encorps.nationalserviceresources.org/index.php.

MemberTimeandAttendance
AmeriCorpsProgramDirectorsareresponsibleforverifyingtheaccuracyofandsigningthemembertimesheets
Thedetailedtimesheetsareimportantbecausethey:
o Helpkeeptrackofthememberstimeandensuresthattheywillcompletetherequirednumberofhoursto
qualifyforanEducationAward;
o Distinguishbetweenthemembershours(training,directservice,fundraising)tocomplywithallfederal
regulations;
o Documentwherethemembersserviceiscompleted.

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AnAmeriCorpsProgramcanutilizeanElectronicTimekeepingSystemiftheProgrammeetsthefollowingminimum
requirements:(AmeriCorpsFAQC.7.)
1. TheProgramhasestablishedwrittenpoliciesestablishingtheuseofelectronictimekeepingsystemsastheir
systemofrecordandthispolicyissubmittedtoHCNCSforapproval,
2. TheProgramhasasecure,verifiableelectronicsignaturesystemthat
a)identifiesandauthenticatesaparticularpersonasthesourceoftheelectronicsignature,
b)indicatessuchpersonsapprovaloftheinformationcontainedintheelectronicmessage,
3. Onceappropriateelectronicsignatureshavebeenapplied,nochangesmaybemadeunlessthereisaclear,
auditablerecordoftherevision.

Note:Theuseofregularemailtocommunicateapprovalisnotasecure,verifiableelectronicsignaturesystem.

SupervisingMembers

AmeriCorps*Stateprogramsmustprovideopportunitiesforprofessionalandpersonaldevelopmentforeachmemberas
oneofitsgoals.Thememberalsoprovidesanopportunityforyourorganizationtobuildcapacityandofferincreased
servicesincommunities.Qualitysupervisionandmentorshipiscriticalinhelpingtomaximizethebenefitsofservicefor
thememberandtheorganization.
Rememberto:
o Provideongoingsupervisionthroughregularlyscheduledmeetingswithyourmember(s).
o Focusonreviewinganddevelopingserviceplanstoachieveobjectives;
o Maintainopencommunicationwithmember(s);Identifyanddocumenttrainingneedsandopportunities
forprofessionaldevelopmentforthemember;
o Involvethememberinappropriatestaffmeetings,retreatsandtrainingevents;
o Provide direct and honest feedback on all aspects of the members performance on a regular basis
positiveaspectsaswellasconstructivecriticism.

ServiceObjectives
Outlining service expectations with the AmeriCorps member, upon their arrival and revisiting those expectations at
regularintervals,ensuresthatbothofyouhaveaclearunderstandingofwhatthemembershouldaccomplishoverthe
course of the year. Objectives should focus on outcomes within the community which are clearly linked to service
activitiesandtheprograms performance measures. The aim is for the member to have a true sense of ownershipin
theirserviceplanfortheyear.

Inordertofacilitatethefullunderstandingofmemberexpectations:
o Reviewthespecificresponsibilitiesofhis/herserviceyearwiththemember;
o Establishgoalsandobjectivesforprogramsuccess;
o Provide projects, tasks, and assignments throughout the year that allow the member to develop and
exerciseleadership;
o Communicate periodically with the member regarding the progress and attainment of goals and
objectives;
o Revisit objectives periodically and revise them if necessary. Please be sure to keep the AmeriCorps
ProgramOfficerinformedofanychanges.
PleasenotethatserviceactivitiesshouldNOTincludeclericalwork,research,orfundraisingunlesssuchactivitiesare
directlyrelatedtotheserviceprojectanddonotexceedthepercentageestablishedbytheCorporation.Regulations
statethatFundraisingHourscannotexceed10%ofthememberstotaltime;TrainingHourscannotexceed20%ofthe
memberstotaltime.(Sec.2520.45and2520.50of45CFR)

ProhibitedServiceActivities
While charging time to the AmeriCorps Program, accumulating service, training hours, or performing activities

16

supportedbytheAmeriCorpsprogramortheCorporation,staffandmembersmaynotengageinthefollowingactivities,
andthesubgranteemaynotusegrantfunds(Corporation,HCNCS,ormatchingfundssupportingstafformembertime
andeffort)tosupportthefollowingactivities:
o Attemptingtoinfluencelegislation;
o Organizingorengaginginprotests,petitions,boycotts,orstrikes;
o Assisting,promotingordeterringunionorganizing;
o Impairingexistingcontractsforservicesorcollectivebargainingagreements;
o Engaginginpartisanpoliticalactivitiesorotheractivitiesdesignedtoinfluencetheoutcomeofanelectiontoany
publicoffice;
o Participatingin,orendorsing,eventsoractivitiesthatarelikelytoincludeadvocacyfororagainstpolitical
parties,politicalplatforms,politicalcandidates,proposedlegislation,orelectedofficials;
o Engaginginreligiousinstruction;conductingworshipservices;providinginstructionaspartofaProgramthat
includesmandatoryreligiousinstructionorworship;constructingoroperatingfacilitiesdevotedtoreligious
instructionorworship;maintainingfacilitiesprimarilyorinherentlydevotedtoreligiousinstructionorworship;
orengaginginanyformofreligiousproselytizing;
o Providingadirectbenefitto:
o Aforprofitentity;
o Alaborunion;
o Apartisanpoliticalorganization;
o Anorganizationengagedinthereligiousactivitiesdescribedintheprecedingsubclause,unlessGrant
fundsarenotusedtosupportthereligiousactivities;or
o Anonprofitentitythatfailstocomplywiththerestrictionscontainedinsection501(c)(3)ofU.S.Code
Title26;
o VoterregistrationdrivesbyAmeriCorpsmembersisanunacceptableserviceactivity.Inaddition,
Corporationfundsmaynotbeusedtoconductavoterregistrationdrive;
o OtheractivitiesasHCNCSdetermineswillbeprohibited,uponnoticetotheAmeriCorps*Statesub
grantee.
o Engaginginvoterregistrationdrivesorconductingvoterregistrationdrivesusinggrantfunds
o Providingabortionservicesorreferrals

Individualsmayexercisetheirrightsasprivatecitizensandmayparticipateintheaboveactivitiesontheirinitiative,on
nonAmeriCorpstime,andusingnonCorporationfunds.TheAmeriCorpslogoshouldnotbewornwhiledoingso.

Also,amembersserviceactivitiesmaynotinclude:
o Raisingfundsforhisorherlivingallowance;
o Raisingfundsforanorganizationsoperatingexpensesorendowment;
o WritinggrantapplicationsforAmeriCorpsfundingorforanyotherfundingprovidedbytheCorporationfor
NationalandCommunityService;
o Writinggrantsapplicationsforfundingprovidedbyanyotherfederalagency.

RulesofConduct
Membersareexpectednottoparticipateinthespecifiedprohibitedactivitiesbutareencouragedtoabidebythe
programsrulesofconduct,whichmayinclude:
o Demonstratingmutualrespecttowardothers;
o Followingsupervisordirectionsandworkingonassignmentsinareliableandconscientiousmanner;
o Keepingaccurateandprecisetimerecordsthatarecheckedandsignedbythesitesupervisorandforwardedto
thelocalservicesiteattheagreedupontime;
o Notengaginginanyactivitythatinvolvesproselytizingorassistingreligiousactivities,influencinglegislationor
anelection,aidingapartisanpoliticalorganization,helpingor,hinderingunionactivity,oraidingaforprofit
business;
o Notengaginginverbalorphysicalconductwhichharasses,disruptsorinterfereswithanother'sperformanceor
whichcreatesanintimidating,offensiveorhostileenvironment;

17

o Notengaginginconductwhichsexuallyharassesothers.

TheAmeriCorps*StateprogrammustestablishtheirownrulesofconductforallAmeriCorpsMemberstofollow.

DisciplinaryAction
Whilewehopethatwellestablishedobjectives,ongoingsupervisionandperiodicfeedbackwillresultinsound
relationshipsbetweenAmeriCorpsMembersandProgramDirectors,theremaybetimeswhenmoredirectand
documentedfeedbackisrequiredregardingconductorperformance.IfaProgramDirectorfeelsthathe/sheis
experiencinganissueofconflictwithacorpsmember,theProgramDirectorshouldfollowtheCorporationestablished
grievanceprocedureslistedintheirmembercontract/agreement

ReleasefromService
Membersmaybereleasedfortworeasonsforcauseorforcompellingpersonalcircumstances.

Causeisdefinedas:violatingtherulesofconductandorparticipatingintheprohibitedactivities,droppingoutofthe
program without obtaining a release, being charged with a violent felony or the sale or distribution of a controlled
substance,oranyotherseriousbreachthatinthejudgmentoftheprogramdirector,wouldunderminetheeffectiveness
of the program. Participants must disclose their release for cause on any subsequent applications to AmeriCorps
programs.

Compellingpersonalcircumstancesincludethosethatarebeyondtheparticipant'scontrol,suchas,butnotlimited
to:
o Aparticipant'sdisabilityorseriousillness;
o Disability, serious illness, or death of a participant's family member if this makes completing a term
unreasonablydifficultorimpossible;or
o Conditionsattributabletotheprogramorotherwiseunforeseeableandbeyondtheparticipant'scontrol,suchas
a natural disaster, a strike, relocation of a spouse, or the nonrenewal or premature closing of a project or
program,thatmakecompletingatermunreasonablydifficultorimpossible;
o ThosethattheCorporation,hasforpublicpolicyreasons,determinedassuch,including:
o Militaryserviceobligations;
o Acceptancebyaparticipantofanopportunitytomakethetransitionfromwelfaretowork;or
o Acceptance of an employment opportunity by a participant serving in a program that includes in its
approvedobjectivesthepromotionofemploymentamongitsparticipants.

A participant who is released for compelling personal circumstances and who completes at least 15 percent of the
required term of service is eligible for a prorated Education Award. The member has the primary responsibility for
demonstratingthatcompellingpersonalcircumstancespreventtheparticipantfromcompletingthetermofservice.The
programmustdocumentthebasisforanydeterminationthatcompellingpersonalcircumstancespreventaparticipant
fromcompletingatermofservice.(Sec.2522.230of45CFR)

IfanAmeriCorpsMemberistobereleasedfromserviceforeitheroftheabovereasons,theprogrammustcompleteall
requiredpaperwork(ExitFormandEndofTermPerformanceEvaluation)andplacetheminthemembersfile.

GrievanceProcedures
AmeriCorps*State programs must develop and distribute the Corporationapproved grievance procedures to all
AmeriCorpsmembersandstaffsupportedbytheAmeriCorps*Stategrantaward.Itisimperativethatprogramsbeable
todemonstratethattheyhavegrievanceproceduresthatresolvedisputesconcerningmemberssuspension,dismissal,
service evaluation or proposed service assignments, and that, as a participant of the program, he/she may file a
grievanceinaccordancewiththeprogramsapprovedgrievancepolicy.

PerformanceEvaluation
Supervisors play a crucial role in fostering a members professional and personal development. As a manager and

18

mentor,youhavetheabilitytoobservehis/herperformanceandgivefeedbackregardingwhathe/shedoesextremely
well,skillshe/shemaywanttodevelopfurtherandwhathe/shemightplantodointhefuture.Giventhiscriticalrole,
HCNCShasthefollowingexpectationsregardingappraisalofamembersperformance:
o Evaluate the member midterm and at the end of his or her agreed upon term of service. Use your own
organizationsappraisalformifitmoreaccuratelyreflectsthefeedbackprocessyouhaveestablishedwiththe
member. A copy of both the midterm and the end of term evaluations must be placed in the members file.
Bothevaluationsmustbesignedanddatedbythememberandthesupervisor;
o Theevaluationshouldprovideasummaryofthefeedbackgiventothememberovertimeandasummaryofthe
membersservicehoursatthetimeoftheevaluation.Itshouldnotcontainanysurprises.

EndofTerm Evaluations must include the following: (AmeriCorps Provision 2008 IV.D.4; AmeriCorps Rulemaking
publishedintheFederalRegisterVol.73,No.181
Whether
o ThemembercompletedtherequirednumberofhoursmakingthemeligibleforanEducationAward
o ThememberwasreleasedwithcompellingandpersonalcircumstancesmakingthemeligibleforanEducation
Award
o ThememberwasreleasedforcausemakingthemineligibleforanEducationAward
o Adiscussiononthemembersabilitytosatisfactorilycompleteassignments
o Adiscussiononthemembersabilitytomeetotherperformancecriteriaoutlinedinthemembercontract
Asnotedpreviously:
o Both a MidTerm and an EndofTerm Performance Evaluation is required for all FullTime and HalfTime
members;
o OnlyanEndofTermPerformanceEvaluationisrequiredforlessthanHalfTimemembers;
o MidTermPerformanceEvaluationsarenotrequiredformemberswhoexitbeforethemidpointoftheirservice
term,butanEndofTermPerformanceEvaluationisrequiredforallmembers.

MemberBenefits

Stipend
AmeriCorpsProgramsmustprovideamodestlivingallowancetoallFullTimeAmeriCorpsMembers;programshavethe
option of providing living allowances to less than FullTime members (900, 675, 450, or 300 hours). Pay periods are
determined by the various programs; however, each member must receive their stipend in equal amounts over their
termofserviceregardlessofabsences.(AmeriCorpsProvision2008IV.F.1)Deductionsshouldbemadeforfederaland
stateincometaxes(whereapplicable)andFICA.Membersshouldnotberecordingzerohoursduringapayperiod,butif
theydo,theyshouldstillbepaidtheirlivingallowance.(AmeriCorpsFAQC.25)Ifamemberisnotcompletingservicefor
alongperiodoftime,theyshouldbesuspended.Aprogramisnotrequiredtoprovidethememberslivingallowanceto
thememberwhiletheyaresuspended.

HealthInsuranceCoverageforFulltimeMembers
AllFullTimemembersareeligibletoreceivehealthcarebenefitsunlesstheyarealreadycoveredthroughanalternate
source.Ifmemberselectnottoacceptcoverage,theymusthaveasignedwavieronfilewiththeprogram.TheProgram
must also place a copy of proof of the members health insurance in their file, even if they have waived out of the
programsinsurance.Plansvaryaccordingtoprograms,butmembersshouldbemadeawareofthepossibleinsurance
options(SeeAppendix1.6).Eachmemberfileshouldhaveacopyoftheinsuranceintheirfile.

LessthanFullTimemembersareNOTeligibleforhealthorchildcarebenefits.AnAmeriCorpsprogramcandecide,at
theirdiscretion,iftheywanttoprovidethesebenefitstolessthanFullTimememberswhoareservinginaFullTime
capacity.Thesemembersmustbeservinginthatcapacityforatleastsixweekstobeconsideredforthesebenefits.

ChildCareforFulltimeMembers
Theprogrammustensure that childcare is made available to those 1700hour members who need suchassistancein

19

ordertoparticipate.MembersarenoteligibletoreceivechildcarefromAmeriCorpswhiletheyarereceivingchildcare
subsidiesfromanothersourceforthesameperiodofAmeriCorpsservice.

AchildcaresubsidyisprovidedtoeligiblemembersthroughGAPSolutions,Inc.effectiveWednesday,November2,
2011.

Mailingaddress:
AmeriCorpsChildCare
GAPSolutions,Inc.
12054NorthShoreDrive
Reston,VA20190

Eligibilityisbaseduponfamilyincome,ageofdependents(upto13years),andwhetherornotthememberiscurrently
receivingchildcaresupportfromanothersource.

FormoreinformationonChildCare,pleasevisithttp://www.americorpschildcare.com/

EliSegalAmeriCorpsEducationAward
Memberswillbeeligibletoreceiveaneducationawarduponsuccessfulcompletionofallprogramrequirements.The
awardamountwillbebasedonthenumberofservicehourscompleted.Theeducationawardcanbeusedtopayfor
attendanceataninstitutionforhighereducationandtorepayqualifiedstudentloansforaperiodofuptosevenyears
afterthecompletionofservice.Theawardisconsideredtaxableincomeintheyear(s)thatitisused.

EducationAwardAmountsforFY2012areasfollows:

Position

Hours

EducationAwardAmount
FullTime

1700

$5,550
HalfTime

900

$2,775
ReducedHalfTime

675

$2,114
QuarterTime

450

$1,468
MinimumTime

300

$1,175

LoanForgiveness,ForbearanceandInterestAccrualPayments
AmeriCorpsmembersenrolled inanAmeriCorps project are eligible for forbearance and interest accrualpayment for
mostfederallybackedstudentloans.Forothertypesofstudentloans,themembershouldasktheirloanholderifyour
AmeriCorpsservicequalifiesyouforadefermentorforbearance.Toaccesstheformsforforbearanceorinterestaccrual
payment,themembermustberegisteredathttp://www.my.americorps.govtocompletetheseforms.

CollegeCostReductionandAccessActof2007
TheCollegeCostReductionandAccessActof2007(CCRAA)establishedanewpublicserviceloanforgivenessprogram.
Thisprogramdischargesanyremainingdebtafter10yearsoffulltimeemploymentinpublicservice.Theborrowermust
havemade120paymentsaspartoftheDirectLoanprograminordertoobtainthisbenefit.Onlypaymentsmadeonor
after October 1, 2007 count toward the required 120 monthly payments. (Borrowers may consolidate into Direct
LendinginordertoqualifyforthisloanforgivenessprogramstartingJuly1,2008.)

Eligibility
Thepublicserviceloanforgivenessprogramhasseveralrestrictions:
1. Term:Theforgivenessoccursafter120monthlypaymentsmadeonorafterOctober1,2007onaneligible
FederalDirectLoan.Periodsofdefermentandforbearancearenotcountedtowardthe120payments.
PaymentsmadebeforeOctober1,2007donotcount.Likewise,onlypaymentsonaFederalDirectLoanare
counted.
2. Whatisforgiven?Theremaininginterestandprincipalareforgiven.

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3. Employment:Theborrowermustbeemployedfulltimeinapublicservicejobforeachofthe120monthly
payments.Publicservicejobsinclude,amongotherpositions,government,militaryservice,publicsafetyand
lawenforcement(policeandfire),publichealth,publiceducation,publicearlychildhoodeducation,publicchild
care,socialworkinapublicchildorfamilyserviceagency,publicservicesforindividualswithdisabilitiesorthe
elderly,publicinterestlegalservices(includingprosecutors,publicdefendersandlegaladvocacyinlowincome
communities),publiclibrarians,schoollibrariansandotherschoolbasedservices,andemployeesoftaxexempt
501(c)(3)organizations.Fulltimefacultyattribalcollegesanduniversities,aswellasfacultyteachinginhigh
needareas,alsoqualify.
4. EligibleLoans:EligibleloansincludeFederalDirectStaffordLoans(SubsidizedandUnsubsidized),FederalDirect
PLUSLoans,andFederalDirectConsolidationLoans.BorrowersintheDirectLoanprogramdonotneedto
consolidateinordertoqualifyforloanforgiveness.BorrowersintheFFELprogramwillneedtoconsolidateinto
DirectLoans.

Additionally, the CCRAA established the IncomeBased Repayment plan (IBR) which allows for individuals to make
payments on their education loans based on their salaries. The plan does this by capping the monthly payments at a
percentageoftheborrower'sdiscretionaryincome,whichisbasedontheborrower'sincomeandfamilysize,notthe
total amount borrowed. The monthly payment amount is adjusted annually, based on changes in annual income and
familysize.Mostborrowerswillhaveamonthlypaymentunderincomebasedrepaymentthatislessthan10%ofgross
income.Thisincludessingleborrowerswithlessthan$50,000inincomeandmarriedborrowerswithtwochildrenwho
have less than $100,000 in income. Incomebased repayment is only available for federal student loans, such as the
Stafford, Grad PLUS and consolidation loans. It is not available for Parent PLUS loans or for consolidation loans that
includeParentPLUSloans.(IBRisnotavailableforPerkinsloans,butitisavailableforconsolidationloansthatinclude
Perkinsloans.)Itisalsonotavailableforprivatestudentloans.Incomebasedrepaymentissimilartoincomecontingent
repayment. Both cap the monthly payments at a percentage of your discretionary income, albeit with different
percentagesanddifferentdefinitionsofdiscretionaryincome.Incomebasedrepaymentcapsmonthlypaymentsat15%
of your monthly discretionary income, where discretionary income is the difference between adjusted gross income
(AGI)and150%ofthefederalpovertylinethatcorrespondstoyourfamilysizeandthestateinwhichyoureside.There
is no minimum monthly payment. Unlike incomecontingent repayment, which is available only in the Direct Loan
program,incomebasedrepaymentisavailableinboththeDirectLoanprogramandthefederallyguaranteedstudent
loanprogram,andloanconsolidationisnotrequired.

SSI,TANFandFoodStamps

SupplementalSecurityIncome(SSI)
The HEART (Hero Earnings Assistance and Relief Tax) Act of 2008 specifies that any cash or inkind benefit paid to a
participantintheAmeriCorpsprogramisexcludedfromtheSSIincomecalculation.ThismeansthatSSIrecipientscan
freelyserveasAmeriCorpsmemberswithoutthefearoflosingtheirSSI.

TemporaryAssistancetoNeedyFamilies
AmeriCorpsmemberswhootherwisequalifyforaidprogramsmaybeaffectedbythelivingallowanceandeducation
award.EligibilityoramountofassistancemaybeaffectedinStateorlocalpublicassistanceprograms.Temporary
AssistancetoNeedyFamilies(TANF)isoneoftheprogramsthatmaybeaffectedbythelivingallowance.Ifyour
AmeriCorpsmemberisalreadyreceivingTANF,pleasehavethemcontacttheircasemanagertoreporttheirstatusasan
AmeriCorpsmember.

FoodStamps
An AmeriCorps member with less than $2,000 in assets (checking and savings accounts) may qualify for food stamp
assistance. Food stamp assistance now comes in the form of an Electronic Benefits Transfer (EBT) card, which works
much like an ATM card. Food stamp benefits can be used to purchase food and seeds, but they cannot be used for
alcoholicbeverages,tobacco,hotfoods,petfoods,soapandpaperitems,orothernonfooditems.

The U.S. Department of Agriculture funds the food stamp program, but each state administers the program. They all

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requirethatyouprovidethefollowingsupportingmaterialswhenyousubmityourapplicationorinterviewwithacase
manager:
a. StateissuedpictureID
b. Socialsecuritycard
c. Paystubs
d. IncomedisregardletterfromAmeriCorps;thislettercanbefoundat
e. www.americorps.gov/pdf/USDA_ltr.doc.
f. Checking/savingsaccountstatements
g. Copiesofutilitybills
h. Copyofrentalleaseorrentalpaymentreceipts

TermofService

Members should have a schedule that allows for sufficient accumulation of hours to satisfy the requirements to
successfullycompleteservice.Thememberandprogrammaychangethetermofservice,inwriting,duetocompelling
personal circumstances. Regardless of changes in dates, members must complete the required hours not including
vacation,holidayorsickdaystoqualifyforanEducationAward.Amaximumof20%ofthehoursservedmaybespent
on training, education, or other similar approved activities. A maximum of 10% of the hours served may be spent on
fundraisingonapprovedactivities.

Traveltimetoandfromactivitiesdoesnotcounttowardsservice,fundraising,ortraininghours.Additionally,eachFull
Time member (and any other type of member working in a FullTime capacity) must include a lunch break on their
timesheets.Lunchbreaksarenotallowedtobecountedtowardservicehours.

AbbreviatedTermsofService
CompellingPersonalCircumstances
Theprogrammayreleaseamemberimmediatelyfromhisorhertermofservice,duetocompellingpersonal
circumstances:
o Thosethatarebeyondtheparticipant'scontrol,suchas,butnotlimitedto:
o Aparticipant'sdisabilityorseriousillness;
o Disability,seriousillness,ordeathofaparticipant'sfamilymemberifthismakescompletingaterm
unreasonablydifficultorimpossible;or
o Conditionsattributabletotheprogramorotherwiseunforeseeableandbeyondtheparticipant's
control,suchasanaturaldisaster,astrike,relocationofaspouse,orthenonrenewalorpremature
closingofaprojectorprogram,thatmakecompletingatermunreasonablydifficultorimpossible;
o ThosethattheCorporation,hasforpublicpolicyreasons,determinedassuch,including:
o Militaryserviceobligations;
o Acceptancebyaparticipantofanopportunitytomakethetransitionfromwelfaretowork;or
o Acceptanceofanemploymentopportunitybyaparticipantservinginaprogramthatincludesinits
approvedobjectivesthepromotionofemploymentamongitsparticipants.

AcceptancetoacollegeoruniversityortheacceptanceofanemploymentofferDONOTconstituteacompelling
personalcircumstance.

Ifthememberdiscontinueshis/hertermofserviceduetocompellingpersonalcircumstances,he/shewillceaseto
receivebenefitsundertheprogram.Also,ifthememberhascompletedatleast15%oftherequiredservicehours,the
membermayreceiveaproratedportionoftheeducationaward,loanforbearanceorinterestpayments.

ExtendedTermsofService
CompellingPersonalCircumstances
Theprogrammayplaceamemberonsuspensionandextendthememberstermofservicebeyondonecalendaryear

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(tonolongerthanthreeadditionalmonths)duetothesamecompellingpersonalcircumstanceslistedabove.
Ifthememberisplacedonsuspensionduetocompellingpersonalcircumstancesasdescribedabove,thememberwill
cease to receive benefits including the stipend under the program. The members new endofterm date will be
extendedbythenumberofdaysthememberwasonleave.Oncethememberisreinstated,themembermustbegin
receivingtheirstipenduntilcompletionofservice.

TermEligibility
A member may now serve to earn up to 2 Fulltime Education Awards with no limitation on years of service. Any
additionalyearsofserviceshouldnotbeconsideredasamemberrightorentitlement.Tobeeligibleforanadditional
yearofservicewithAmeriCorps:
1. Membersmustreceivesatisfactoryendofyearperformancereviewsandhavedemonstratedanexpanded
scopeofresponsibilitiesattheirsite;
2. FundsmustbemadeavailablethroughtheCorporationforNationalandCommunityServiceandHCNCS.

ProgramManagement

ProgramAmendments
Itisrequiredthataprogramreportsstaffturnoverinmanagementorsupervisorypositions,changesinpartner/sponsor
relationships, changes in board membership, significant participation attrition, service sites and other significant
changes. You are required to notify HCNCS AmeriCorps Program Officer within 10 days of the change regardless of
whetheryouwillincludetheinformationinyournextprogressreport.Anemailedletterisacceptable.

SlotConversionsandCorrections
SlotConversion
AsofNovember13,2006,theCorporationrevisedtheslotconversionpolicytoallowprogramstoconvertonefulltime
position to up to three quartertime positions. A slot conversion is necessary when a program wants to convert an
unfilledslotintolesstimeslots.

AllconversionswillbeTrustneutral,aresubjecttoavailabilityoffundsintheTrust,andwillcomplywithallassumptions
onwhichTrustprudenceandcontinuedsolvencyarepredicated.ThispolicyallowsAmeriCorpsslotstobeconvertedin
accordancewiththegrantaward(AmeriCorpsGeneralProvision,Section8,TermsofService)butwithoutregardtothe
limitationthereinonincreasingthenumberofslotsintheprogram.Thus,whenconvertingaslottoonerequiringfewer
hours, the grantee is not limited to a oneforone slot conversion, and may increase the number of members
correspondingly.However,thetotalnumberofMSYsandeducationawardamountsinthegrantmaynotincreaseasa
resultoftheslotconversion.

Forexample:
1fulltimememberposition(1MSYanda$5,550educationaward)maybeconvertedinto2halftimeslots(2x.5
members=1MSY)andatotaleducationawardamountof$5,5550(2x$2,775).
1fulltimememberpositionmaynotbeconvertedinto4quartertimepositionsastheeducationawardswould
total$5,872(4x$1,468);inthisexample,themaximumnumberofallowablequartertimepositionswouldbe3.

Subgranteesmayalsocombineandconvertlessthanfulltimepositionstofulltimepositionsaslongassuchchanges
donotincreasethetotalMSYsortotaleducationawardamountsawardedinthegrant.

**AlthoughthenewMyAmeriCorpsPortalallowsforsubgranteestomaketheirownslotconversions,allHCNCSsub
grantees must follow the above procedure to request slot conversions. If a program makes their own slot conversion
withoutpriorapprovalbyHCNCSAmeriCorpsProgramOfficer,thesubgranteewillbeoutofcompliancewiththeirgrant
agreementanditwillbenotedintheirfile.

SlotCorrection

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Aslotcorrectionisnecessarywhenaprogramneedstoincreaseordecreasethenumberofslotsawardedinthegrant.
ThenumberofMSYsspecifiedinthegrantcontractwillbealteredbythisrequest.

Aslotcorrectioncanonlybeprocessedby aHCNCSAmeriCorpsProgram Officer.Onceapproved,therequestwillbe

senttothegrantsofficerattheCorporation.

RecordRetention
AllrecordsrelatedtoanyprogramsfundedbyHCNCSmustberetainedbytheprogramforatleastthreeyearsfromthe
date of the termination of the grant or the date the final Federal Financial Report (FFR) is submitted to HCNCS,
whicheverislater.

DisposalofRecords
Programsmustmakeresponsibleeffortstoprotecttheconfidentialityofdisposedprogramrecordsinsuchawayasto
protecttheidentityandprivacyofprogramparticipants.

Evaluation
Independentvs.InternalEvaluation
All AmeriCorps*State subgrantees that receive an average annual CNCS grant of $500,000 or more must conduct an
independent evaluation. An independent evaluation uses an external evaluator who has no formal or personal
relationship with, or stake in the administration, management, or finances of the grantee or of the program to be
evaluated.AmeriCorpsfundscanbeusedforanindependentevaluatorifitwasapprovedaspartofthegrant.

All other AmeriCorps*State grantees must conduct an internal evaluation. An internal evaluation is designed and
conductedbyqualifiedprogramstafforotherstakeholders,suchas,boardmembers,partners,orvolunteeraffiliates.
Please note that the $500,000 threshold represents Corporation funding, not total budget with match. The $500,000
threshold is calculated by averaging your Corporation grant over the last three years you have received Corporation
funding, at the time you recompete. Only 21% of State subgrantees receive an average annual grant of $500,000 or
more and are required to provide an independent evaluation. For these subgrantees, participation in national or
statewideevaluationstudiesalsosatisfiestherequirement.

AllevaluationsmustcoveratleastoneyearofCorporationfundedserviceactivity.

IfyouareaYouwillsubmitan
StateformulagranteewithanaverageannualCNCSgrantunder$500,000
InternalEvaluation

StatecompetitivegranteewithanaverageannualCNCSgrantunder$500,000
InternalEvaluation

StateformulagranteewithanaverageannualCNCSgrantof$500,000ormore
IndependentEvaluation
StatecompetitivegranteewithanaverageannualCNCSgrantof$500,000ormore
IndependentEvaluation

AmeriCorps*State programs must submit results of the internal or independent evaluation within thirty days from
completiontotheHCNCSAmeriCorpsProgramOfficer

FinancialManagement

Tobuildgoodfinancialmanagementsystems,programsmustusegenerallyacceptedaccountingpractices(GAAP)with
generalledgersandsimilarbooksofrecord,supportedbysourcedocumentationthatestablishesaclearaudittrail.

24


Thefinancialreportsmustrefertotheledgersanddocumentsclearly.Sincetheprogramdirectorisresponsibleforthe
overalladministrationoftheprogram,heorsheshouldtakeanactiveroleinunderstandingandmonitoringthefinancial
systems.
Subgranteesmaysegregatethefinancialdutiesintheofficetotheextentpossible(forexample,havingonepersonsign
thechecksandanotherreconcilebankstatement).Theorganizationmusttrackspecificallyallpropertypurchasedwith
federalfunds.

GrantAwardConditions
Thegrantawardanditsprovisionscontainmanyofthedetailsandspecificsgoverningthemanagementofyourgrant.
Yourorganizationsfinancialofficerandaccountantshouldbefamiliarwiththemoredetailedfinancialandmanagement
requirements contained in Corporation regulations, the grant and the application, Office of Management and Budget
(OMB)Circulars.
Inordertoeffectivelymanageandimplementyourprogram,programdirectorsneedtobefamiliarwiththeprincipal
requirements applicable to the AmeriCorps program, such as member recruitment, training, prohibitions on lobbying,
termsofservice,minimumhours,etc.

Inaddition,youshouldbefamiliarwiththespeciallimitationonuseoffundsthatapplytoAmeriCorps,suchasthe5%
limitation on federal funds for administrative costs and the prohibition on using budgeted member allowances and
benefitfundsforotherprogramactivitiesandexpenses.Alloftheserequirementshavebeenrecentlyrevisedandare
detailedintheAmeriCorpsprovisionsinyourgrant.

HCNCS may withhold grant funds and/or disallow expenditures when a program fails to comply with any terms or
conditionsofthegrantawardorfederalregulations.Thismayinclude,butisnotlimitedto,thefollowing:
Failuretosubmittherequiredreimbursementclaimsinatimelymanner;
Failuretosubmittherequiredprogressreportsinatimelymanner;
Failuretoresolveinterimorfinalauditexceptiononpastorcurrentgrantsinatimelymanner;
Inadequatemaintenanceofaccountingrecords;
Failuretosubmitproofofliabilitycoverageinatimelymanner;
Failure to cooperate with or admit HCNCS staff or representatives (e.g., audit team) to review program and fiscal
records.

HCNCSreservestherighttoreduceorterminategrantfundsforreasonsthatmayinclude,butarenotlimitedtothe
following:
Failurebytheprogramtocomplywithanyofthetermsandconditionsofthegrantagreement;
Reduction or elimination of Federal funds appropriated for the purposes of the grant award by the United States
Governmentduringthetermofthegrantawards.

GrantContinuation
ProgramsthathavebeenpreviouslyfundedbyHCNCSwillbereviewedforcompliance,includingfinancialmanagement,
progressandannualreports,monitoringresults,auditreports,andanyotherrelevantdocumentationorinformation.
Failuretocomplywithtermsorconditionsofthegrantagreementmayresultinthedenialoffutureawards.

TerminationofGrant
A determination of noncompliance will jeopardize eligibility for continued grant funding. Each grant award may be
subjecttosuspensionofpaymentsorterminationofthegrantorboth,andthegranteemaybesubjecttodebarment,in
accordancewiththerequirementsofSection8356oftheNationalandCommunityServiceAct,ifHCNCSdeterminesthat
anyofthefollowinghasoccurred:
ThesubgranteehasmadeafalsecertificationunderSection8355.
Thesubgranteeviolatesthecertificationbyfailingtocarryoutrequirementsofsubdivisions(a)to(c),inclusive,of
Section8355.

25

SupplantingandSupplementing
HCNCSfundsmustbeusedtosupplementexistingfundsfortheprogramactivitiesandnottoreplacethosefundswhich
havebeenappropriatedforthesamepurpose.

SupplantingisstrictlyprohibitedforallHCNCSfunds.
The grant/award contract entered into with HCNCS is subject to any applicable restrictions, limitations, or conditions
enactedbythestateofHawaiIand/ortheUnitedStatesGovernmentsubsequenttoexecutionofthegrantaward.

Debarment/Suspension
ItisthepolicyofHCNCStoconductbusinessonlywithresponsibleparties.Asystemfordebarmentandsuspensionfrom
programactivitiesinvolvingfederalfinancialandnonfinancialassistanceandbenefitassistsagenciesincarryingoutthis
policy.Debarmentorsuspensionofaparticipantbyoneagencyhasagovernmentwideeffect.
Applications must certify that they will adhere to the guidelines and standards included in Federal Executive Order
12549,DebarmentandSuspension.BysigningtheCertificationofAssuranceofComplianceform,theapplicantcertifies
tothateffect.

Budget
The following are the guidelines provided by the Corporation for National Community Service AmeriCorps Provisions
regardingbudgetchanges.

BudgetTerminology
Alineitemisabudgetitemwithinasectionandcategoryinanapprovedbudget.
A calculation is the breakdown of each line item cost. It shows the steps you took to arrive at the line item amount.
Calculationsshouldbepresentedinanequationformat,identifyingthenumberofpersons/unitsinvolved,perperson/
unitcost,etc.

Modification
A budget modification is a shift of funds from one budget category to another, a shift of funds from one section to
anotherorareductionoftheGranteeShare(match)commitments.Aswithanapprovedbudget,abudgetmodification
mustprovideafullexplanation(budgetnarrative)ofassociatedcostsincludingtheirpurpose,justificationandthebasis
ofthecalculations.Allbudgetmodificationrequestsmustincludecalculationswhereappropriate.
WhattheSubgranteecanmodifywithoutCorporationorHCNCSapproval
AprogramisallowedtomodifyitsbudgetwithoutHCNCSapprovaliftheAmeriCorpsProgramOfficerisnotifiedofthe
budgetmodificationinwritingandifthebudgetmodificationmeetsthefollowingcriteria:
Doesnotchangethetotalfederal(CNCS)ShareorGranteeShare;
ModifiestheFederal(CNCS)ShareorGranteeSharebylessthan10%.

TheSubgranteemustensureinitsletterofrequesttotheAmeriCorpsProgramOfficerthatthelevelofserviceprovided
bytheGranteewillnotbereducedorcompromisedbythebudgetmodification.

WhattheSubGranteecanmodifybarringHCNCSapproval:
The Subgrantee is allowed to modify its budget with HCNCS approval if a written request is submitted to HCNCS
AmeriCorpsProgramOfficerandifthebudgetmodification:
Doesnotchangethetotalfederal(CNCS)ShareorGranteeShare;
ModifiestheFederal(CNCS)ShareorGranteeSharebymorethan10%.

WhattheGranteecanmodifybarringHCNCSandCNCSapproval:
Changestothetotalfederal(CNCS)ShareorGranteeShare;
ModifiestheFederal(CNCS)ShareorGranteeSharebymorethan10%.
Purchasesofequipmentover$5,000usingGrantfunds,unlessspecifiedintheapprovedapplicationbudget.

ThesubgranteemustensureintheirletterofrequesttoHCNCSthatthelevelofserviceprovidedwillnotbereducedor

26

compromised by the budget modification. The subgrantee will then receive a letter or email from the AmeriCorps
ProgramOfficerindicatingthatthebudgetmodificationwasapprovedorrejected.Allmodificationswillbeapprovedor
rejectedbyHCNCS.

ThesubgranteemustalsosubmitawrittenrequestthroughtheAmeriCorpsProgramOfficerforapprovalofreductions
intheFederal(CNCS)orGranteeSharesoftheGranteesbudget.PerProvision15(c),The(CNCS)GrantsOfficerswill
executewrittenamendmentsorchangestotheGrant,andGranteesshouldnotassumeapprovalshavebeengranted
unlessdocumentationfromtheGrantsOfficehasbeenreceived.

Costs

Administrative/IndirectCost
Administrative costs are the general or centralized expenses of the overall administration of an organization that
receives CNCS funds. Administrative costs include indirect costs and costs to support the organizations overall
administrationandtheportionofstafftimenotspentonCNCSfundedgrantprogram.
ExamplesofAdministrativeCostsInclude:
GeneralLiabilityInsurance
AccountingandAuditServices
PurchasesofFidelity
DisbursingServices
Rent
Utilities
Legal
The 1993 National and Community Service Act imposed a cap on all administrative costs equal to 5.26% of all funds
expended under the grant. In order to charge the fixed administrative rate of 5.26% the grantee match for
administrative costs may not be in excess of 10% of all direct cost expenditures. These rates may be used without
supportingdocumentationandareinlieuofanindirectcostrate.The5.26%administrativeisapprovedonacaseby
case basis by the CNCS. If a sub grantee wants to claim that it paid administrative costs in excess of 10%, the sub
granteemusthaveanapprovednegotiatedindirectcostrate.Thefederalagencythatprovidesthemostfederalmoney
tothegranteeisthefederalagencythatthatapprovesanindirectcostrate.Whereappropriate,CNCSwillestablishan
indirectcostratethatmaybeusedforthisandotherFederalawards.Ifgranteeshaveanapprovedindirectcostrate,
thatratewillconstitutedocumentationofthegranteesadministrativecostsincludingthe5.26%maximumpayableby
theCNCSandthegranteematchofadministrativecosts.Tobeallowableunderanaward,costsmustbeconsistentwith
policiesandproceduresthatapplyuniformlytofederallyfinancedandotheractivitiesoftheorganization.Furthermore,
the costs must be afforded consistent treatment in both federally financed and other activities as well as between
activitiessupportedbydifferentsourcesoffederalfunds.

Program/DirectCost
Programordirectcostsarethosecoststhataredirectlyrelatedtorunningtheprogram,suchas:
Memberlivingallowanceandsupportcosts
Uniforms
Training
Supplies
Travel
Staffcostsforthosestaffwhodirectlysupporttheprogramorproject;coordinateandfacilitateprogramandproject
activitiesandstaffwhoreview,disseminateandimplementCNCSpoliciesrelatingtoaprogram
Staffcostsforthosestaffwhorecruit,train,orsupervisevolunteers
Space and facility, and communications costs that primarily support programs, excluding costs that are already
coveredbyanorganizationsindirectcostrate
Independentevaluationsrelatedspecificallytocreativemethodsofqualityimprovement

27


AllowableCosts
Ingeneral,acostisallowableifitmeetsthefollowingcriteria:
Itisreasonableandnecessaryfortheperformanceofthegrantaward.
Itconformstothelimitationsandexclusionintheawardastotypesoramountsofcostsitems.
ItisconsistentwithpoliciesandproceduresofHCNCSandDCGovernment.
Itisaccordedconsistenttreatment.
Itisdocumentedadequately.

UnallowableCosts
UnallowablecostsaredefinedasthosedisallowedallocationsthatdonotcomplywiththegrantprovisionsandOMB
requirements;coststhathavebeenchargedormatchedtothegrantcanbequestionedordisallowedfollowinganaudit.
If a programs financial management system is seriously inadequate, HCNCS can suspend funds, terminate the grant,
recoverfunds,ortakeotherlegalsteps.

Someofmostcommonproblemsare:
Inadequateaccountingpractices;
Poorinternalcontrols;
Inadequatedocumentationandrecordkeeping;
Inaccuratefinancialstatusreporting;and
Undocumentedmatchingcontributions,particularlyinkind.

ExpresslyUnallowableCosts
The following is a partial list of some of the most common prohibited expenses; this list is not intended to be all
inclusive.ConsultwiththeAmeriCorpsProgramOfficerfortheexactrequirementsandrestrictionsandanyexceptions
thatmayapply.
Advertising(exceptformemberrecruitment)andPublicRelations
BadDebts
ContributionsandDonations
DefenseofFraudProceedings
EntertainmentCosts
FinesandPenalties

In addition to this manual, please see the Hawaii Commission for National and Community Service Fiscal Manual for
additionalFiscalManagementinformation
http://www.hawaii.edu/americorpshawaii/fisc_manual.htm

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