SW 2013 All Grantee SW Cluster All Systems Go

2010 SOUTHWEST CLUSTER CONFERENCE

peers. practice. knowledge. tools.

Click to edit Master title styleSouthwest

Cluster Conference

All Systems Go: Practical Management Tools from the Field

Welcome to

All Systems Go: Practical Management Tools from

the FieldDr. Mary Ellen Isaacs, ACE Program

Jennifer Jefts, Communities In Schools of Central Texas




Cluster Conference Workshop Description

Whether this is your first day on the job or you are an experienced AmeriCorps staff member, this

session will provide participants with a wide variety of field-tested

practical, take-it-home and use it materials and program management

systems.




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Goals and Objectives

•Participants will have a greater understanding of AmeriCorps program management systems to assist with member selection and retention.

•Participants will leave the session with field-tested, practical, take-it-home and use it materials.

•Participants will understand that managing an AmeriCorps program is a continuous learning opportunity.




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•Getting Your Act Together

•Getting the Right Team

•Getting off to a Strong Start

•Building the Corps

Agenda




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Number of years your program has had an AmeriCorps program

Size of Corps Type of Program If you are an AmeriCorps Alum




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Getting Your Act Together

Key Point: First and foremost – files, files, files!!!

Common Errors:•NSCHC verification

•Contract dates

•High school verification

•Timesheets




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Communities In Schools of Central Texas 2012 - 2013 National Service

Criminal History Check Verification

1. National Sex Offender Registry Check

I verify that I have conducted a search of this individual’s name for all states on the National Sex Offender Public Registry website (www.nsopw.gov) and saved all relevant screen shots. I verify that this individual’s name was not listed in this registry as of date below:

Name of Individual searched:

Date NSOPW name search was conducted:

_________________________________________ ______________________________ Printed Name Title

Signature Date 2. Criminal History Check

Name-based search of Texas Department of Public Safety Repository Date TX DPS Check Initiated: Search ID: Date TX DPS Check Completed:

Current State of Residence CNCS Required Repository (checked if applicable)

State Date State Check Initiated: Date State Check Completed:

FBI fingerprint-based repository check was conducted for the above individual on the date specified:

Date fingerprint check initiated: Date fingerprint check completed:

Printed Name: Title

Signature Date 3. Determination

I acknowledge that I have reviewed the results of the National Sex Offender Registry and the criminal history check, and if applicable, consulted the CEO regarding any history that may affect one’s ability to serve in our organization. Based on this review:

The individual has been deemed eligible for participation as an AmeriCorps member with

Communities In Schools of Central Texas.

The individual has been deemed ineligible for participation as an AmeriCorps member with Communities In Schools of Central Texas.

AmeriCorps Program Director Signature Date

NSCHC Verification

Form for Member

File




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NSCHC Review & Timesheet Accompaniment




Cluster Conference Timesheet Trackers




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ACE Program• NSCHC initiated when

member accepts position (NSOPW and state DPS check)

• Two enrollment session options in Austin in week prior to start date • Essential documents signed

and copied• FBI Fingerprinting

• Member service agreement signed during first day of PST

CIS of CT• Essential documents are

copied during interview (i.e. SS card, BC/passport, and DL)

• Two enrollment session options (3 hours)

• Enrollment packets with all required paperwork and member contract

• NSOPW and TX DPS check immediately after interview

• Out of State check initiated by enrollment

• Fingerprints are taken during enrollment session

Enrollment Process




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Who Does

What?




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Getting the Right Team

Key Point: Maintains high retention rate, quality of services, and relationships with partners.




Cluster Conference Interview Process

ACE Program• My AmeriCorps application• Screen applicants for basic

requirements• PowerPoint orientation sent to

applicants and they must complete e-mail interview w/in 7 days or they are dropped

• E-mail interviews are vetted by a 3-member committee (those that did not respond receive an e-mail survey)

• In-person or phone interview (30 minutes)

• Phone reference checks• Review pool and make decisions

CIS of CT• CIS of CT AmeriCorps

application• Application Pre-Screen• AmeriCorps staff

interview (1 hour)• Match applicant to

campus needs and applicant preferences

• Second interview with site supervisor

• Phone reference checks• Review pool and make

decisions




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•Distribute 3 green strips to each individual at your table.

•On each strip of paper list one of your top program needs or member attributes needed for success in your program.

•If you need inspiration the small envelope has some examples.




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•Open the large envelope and match interviews questions to your attributes.

•Share your attributes and matched questions with your table.




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Interview Questions

Traditional Open-ended

questions Hypothetical and

personality type questions

Behavioral Emphasize past

performance Elicit detailed

responses




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Dedication: 1. Tell us about a situation that you had to break a commitment for and why. 2. What types of non-monetary rewards are most meaningful to you? Maturity: 3. Tell us about a situation that you had to follow strict policies and procedures even if you disagreed

with them. 4. How do you handle circumstances at work that make you feel temperamental or cynical? Teamwork: 5. Tell us about the most difficult challenge you’ve faced in trying to work cooperatively with

someone who did not share the same ideas as you. 6. What is the difficult part of being a member, not a leader, of a team? Working with “at-risk” Youth: 7. Working with youth can be challenging. Tell us about some of the challenges you might encounter

when working with youth in general. 8. How will you initiate a new relationship with a student?

Member Attributes &

Interview Questions




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Interview Rating Form

Please rate the applicant based on the following system. Please remember, do not discuss this with your interview partner. We need your response to the candidate. 1. General/Motivation (Questions 1 - 4)

Ability to describe their personal reasons for joining AmeriCorps and what their strengths and weaknesses are.

1 2 3 4 5

2. Initiative (Question 5 & 6)

Ability to show initiative in previous workplace settings.

1 2 3 4 5 3. Dedication (Question 7 & 8)

Ability to show commitment to a project.

1 2 3 4 5 4. Maturity (Question 9 & 10)

Ability to show maturity in a workplace setting.

1 2 3 4 5 5. Teamwork (Questions 11 & 12)

Ability to show an understanding of teamwork skills.

1 2 3 4 5 6. Working with “at-risk” Youth (Questions 13 - 15)

Awareness of educational issues and ability to adapt leadership in different situations.

1 2 3 4 5

7. Problem Solving Skills (Questions 16 - 18)

Ability to problem solve and operate in various situations.

1 2 3 4 5

1) Unacceptable- Question not answered/ red flags

2) Below Average- red flag/ trainable

3) Average- General understanding/ common answer/definitely trainable

4) Above Average- Good understanding/ good knowledge 5) Outstanding- Excellent understanding/ clear knowledge.

Interview Rating Form




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Getting the Right TeamKeeping Applicants Engaged

Welcome packets and welcome letters

Google group for all local AmeriCorps programs

Facebook groups

Postcards

Current member calls or emails




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Getting Off to a Strong Start

Key Point: Policies and Procedures make or break program as far as retention and quality.

•Don’t expect what you don’t inspect.

•Members are ambassadors of your program in everything that they do.




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Getting Off to a Strong Start

• Review the member scenarios on your table.

• Discuss guiding questions as a table– What policy should be in place to

prevent this issue?– If the policy is already in place, what

should occur next?




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Tried and True Ideas

•Professionalism Spectrum

•Campus Expectations

•Ambassador Hats

•Fashion Do’s and Don’ts

•Non-negotiables




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CIS of CT AmeriCorps Campus Expectations

Member Name: Campus: Please note this form must be turned in to the AmeriCorps office with your September timesheet. The below expectations are the established guidelines for your assigned CIS campus. 1. Dress Code -

2. Telephone Etiquette -

3. Tardiness/Absences -

4. Student scheduling -

5. Service Logs/Data Entry -

6. Supervision Expectations -

7. Student crisis when PM off campus –

8. Downtime -

9. Interaction with school staff -

10. Interaction with parents -

Campus Expectations




Cluster Conference Ambassador Hats




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Fashion Do’s and Don’ts

•Fashion Don’ts from Cosmo, GQ, etc.•Fashion Do’s from Lands End, LL Bean Catalogues




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ACE Non-Negotiable Terms

Because you are about to embark on a year serving as a tutor and working with vulnerable populations in our partner public elementary schools, (young children, typically low-income, many second-language learners), it is critical that you embrace these non-negotiable terms of service. You will receive all the support you need to be successful in ACE, but if you do not feel you can live with these terms, ACE is not a good match for you.

1. Punctuality, Attendance and On-Task Behavior Arrive on time at 7:30. Call your ACE Site Supervisor and leader (and any after school contacts as applicable) if you are

absent or tardy. Chronic tardiness is unacceptable and grounds for suspension and/or dismissal. Sign in when you arrive and sign out when you leave. Planning time is after school, and lesson planning for students should be done during this time. Members are not allowed to leave campus for lunch. Do not “surf the net”, write personal emails, or conduct personal business while on service time. Check emails daily for ACE communication and respond as quickly as possible to staff and fellow

members. Keep your weekly assigned observation or debrief time with ACE staff.

2. Recordkeeping

Each lesson should have a completely filled out lesson plan for each student to guide your instruction; have the lesson plan out and available while you are tutoring.

Keep your tutoring logs up to date; keep your lesson plan reflections up to date. Complete your online timesheet each week. You are responsible to keep up with your accrual of the

minimum 1700 hours. OnCorps provides you with a monthly report of hours to date. Uphold fidelity and complete student assessments in a timely and accurate way. Keep AIMSweb, wait

list, and OnCorps data updated on a weekly bases. This information is critical to ongoing evaluation and funding of our program.

3. Work Relationships

Members do not supervise other AmeriCorps members. Resource rooms are shared work and social spaces; therefore, at all times be aware of your voice leve l

and conversation and its affect on your colleagues or students being tutored in the resource room. Resource rooms and other school spaces have “ears”; therefore, there is absolutely NO room for

gossip or other negative comments concerning the school staff, students or their families, teachers or fellow ACE staff members

Adhere to rules and regulations and fit into the environment of your school. Taking time away from work (e.g. going home for a wedding, family members/friends visits to Austin,

grad school interviews, etc.) must be cleared with your supervisor AHEAD OF TIME (do not make your non-refundable plane reservations and then ask for time off).




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ACE Program• ½ day – Rah-rah! and AmeriCorps 101• ½ day – PST Centers

– Contract, food stamps, forbearance, etc.• 3-4 days of Literacy Training

– Benchmark assessments, literacy interventions, building community with students, setting expectations with students

• 1 day of Position Expectations– Policy and procedure, organizational

culture, ambassador hats, fidelity to the program

• 1 day of Teambuilding– Leadership compass, 3 objects, Getting to

know you, read alouds, icebreakers• Additional Trainings

– Civic reflection, Life After AmeriCorps, tutor appreciation, literacy strategies, data entry and analysis

CIS of CT• 3 hours - Enrollment• Overnight retreat

– Teambuilding, AmeriCorps 101, policies and procedures

• 4 full days of PSO (pre-service orientation)– Academic support,

mentoring, boundaries, confidentiality, CPS reporting, What to do in a crisis?, first meetings, leadership compass

• Monthly Resource Days– Bullying, gang

intervention, CPR/First Aid, compassion fatigue, Life After AmeriCorps

Member Training




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•Building the Corps

Key Point: Service is hard and members need to feel connected to the mission and organization.




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Building the Corps Tried and True Ideas

•Year-long•Monthly social calendar•Tutor appreciation day•Tutor talent•Fun activities – Amazing Race, Dart Bowl, Park/Field Day•Civic Reflection

•Recognition•Newsletter Shout-out•B-day & holiday cards•Most hours gifts

•Member Retreat•Cool Page•Bedtime Quotes (hugs and kisses)•Meals•Low Ropes

•Pre-Service Training•Fill Your Bucket•Five Objects•Dinner at staff member’s house




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Questions, Comments, Outbursts

Mary Ellen Isaacs(512) 232-2286

[email protected]

Jennifer Jefts

(512) 464-9732

[email protected]

Documents

SW 2013 All Grantee SW Cluster All Systems Go