True North AmeriCorps Program 2017-2018 Member Handbook [PDF]

True North AmeriCorps Program 2017-2018 Member Handbook

Contacting True North AmeriCorps True North AmeriCorps is a Community Services Program of the Duluth Area Family YMCA Mailing Address: 302 W. 1st Street Duluth, MN 55802 Office Space: Harbor Highlands Community Center 28 East Village View Drive Duluth, MN 55805 Fax: 218-464-5300 Jonna Korpi, Program Director (218) 722-4745 x147 [email protected] Sara Hendrickson, Program Coordinator (218) 722-4745 x158 [email protected] Chris Lund, Program Coordinator (218) 722-4745 x169 [email protected] Tracie Clanaugh, Branch Executive Director (218) 722-4745 x111 [email protected]

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TABLE OF CONTENTS WHAT IS AMERICORPS? TRUE NORTH AMERICORPS Goals Role of True North Members Requirements of True North Members Logic Model

PROGRAM REQUIREMENTS Hours Completion Training Performance Evaluations Program Evaluation & Assessment Site Visits Global Youth Service Day Volunteer Mobilization

BENEFITS OF AMERICORPS SERVICE RULES OF CONDUCT DISCIPLINARY POLICY LEGAL REQUIREMENTS Prohibited Activities Background Checks Civil Rights & Non-Harassment Drug Free Workplace Act Nonduplication, Nondisplacement, and Nondiscrimination Reasonable Accommodation Fundraising Limitations Injuries at Site/During Service Grievance Procedure

RELEASE FROM SITE – UNIQUE SITUATIONS RELEASE FROM SERVICE TIMESHEETS & REPORTING REPORTING SYSTEMS GUIDE Task 1: Login to OnCorps Task 2: Enter/Submit Timesheets Task 3: Report Volunteer Mobilization Task 4: Submit Great Stories Task 5: Request Loan Forbearance (my.americorps.gov) Document Available in Alternate Formats

WHAT IS AMERICORPS? If you’re a new AmeriCorps member but don’t quite understand what AmeriCorps is, or how you fit in, don’t feel bad. It’s a little complicated when you consider all the programs that AmeriCorps members serve, and the different ways they serve. To understand what AmeriCorps is consider what all AmeriCorps members have in common.

Your Colleagues AmeriCorps members are Americans of all ages who have made a commitment to serve their communities and country. Since 1994, more than 1 million people have served in AmeriCorps. AmeriCorps members range in age from seventeen to older than ninety. Some have college degrees; others have completed high school or are earning a GED. They reflect the diversity of America in age, ethnicity, education, race, gender, and religion.

Your Commitment As an AmeriCorps member, you are expected to adhere to the AmeriCorps pledge. The pledge represents the commitment you have taken to serve not just this year, but in years to come. I will get things done for America—to make our people safer, smarter, and healthier. I will bring Americans together to strengthen our communities. Faced with apathy, I will take action. Faced with conflict, I will seek common ground. Faced with adversity, I will persevere. I will carry this commitment with me this year and beyond. I am an AmeriCorps member, and I will get things done. — the AmeriCorps pledge

Your Assignment AmeriCorps members serve in community organizations, schools, and national parks. Members may serve at several different locations, and travel to help other communities in their area. One of the strengths of AmeriCorps is the range of services its members provide: helping make children healthier, schools better, streets safer, and the environment cleaner. As a True North AmeriCorps member you will serve for 12 months in a northeastern Minnesota elementary school or youth serving agency. In the school, you will coach students that are struggling in math and reading and carry that support to afterschool programs to keep students positively engaged. In a youth serving agency, the focus is on coaching and supporting at-risk youth by providing more caring adults in their lives. You will also recruit and train community volunteers to continue this service to provide organizational and community sustainability. A portion of your time will also be spent in training, professional development, and service projects. Your Position Description outlines the expectations of your role in more detail and the Member Contract provides the terms and conditions of successful service completion (Attachments 1 & 2).

The Big Picture AmeriCorps has four main goals:    

Getting Things Done. AmeriCorps members help communities solve problems in the areas of education, public safety, the environment, and other human needs (like health and housing) by serving directly and by getting other people to serve as volunteers. Strengthening Communities. AmeriCorps members help unite individuals from all different backgrounds—and organizations of all kinds—in a common effort to improve communities. Encouraging Responsibility. AmeriCorps members explore and exercise their responsibilities to their communities, their families, and themselves during their service experience and throughout their lives. Expanding Opportunity. AmeriCorps helps those who help America. AmeriCorps members receive awards to further their education or to pay back student loans. They also gain valuable job experience, specialized training, and other skills.

For more information about AmeriCorps and the accomplishments of your fellow members across the country, visit the AmeriCorps website at www.americorps.gov.

National Service—AmeriCorps and More You’re part of a national group of more than 1 million AmeriCorps members. You’re also part of an even larger movement. You are one of more than 80,000 Americans who have answered the call of national service this year. National service includes everyone from the first-grade student who supports a recycling program to the retired professional who visits patients in a hospital. And the seventh-grader who helps younger students learn to read and the college graduate who helps organize an after-school program for kids in his neighborhood. And the retired professional who participates in a neighborhood watch program and the college student who responds to a natural disaster in a nearby community. Here’s how national service is set up: The Corporation for National and Community Service, based in Washington, D.C., supports a range of full-time and part-time service opportunities through funding provided by Congress and other support from local and private sector partners. AmeriCorps is divided into three main parts: •

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AmeriCorps*State and National support programs that the Corporation or a state has selected. This includes the many hundreds of national and local nonprofit organizations through which AmeriCorps members serve. State commissions distribute two thirds of AmeriCorps funding to local programs that the state selects, and the Corporation distributes other funding directly to national and local programs, like Habitat for Humanity, the Boys & Girls Clubs of America, and the American Red Cross. AmeriCorps*VISTA, like AmeriCorps*State and National, is also a national network of programs, with a particular focus on helping low-income communities. AmeriCorps*VISTA members generally serve full-time for one year in urban and rural areas.

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AmeriCorps*National Civilian Community Corps (NCCC) is a national program in which members age eighteen to twenty-four serve in teams on short-term service projects. AmeriCorps*NCCC members live on one of five campuses—in Washington, DC; Perry Point, MD; Sacramento, Calif.; Denver, CO; and Charleston, SC —and travel to help other communities.

The Corporation for National and Community Service also oversees Senior Corps. Senior Corps consists of a half million Americans age fifty-five and older who help meet community challenges with their skills, experience, and talents—serving as Foster Grandparents, Senior Companions, and volunteers with RSVP (the Retired and Senior Volunteer Program). •

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Foster Grandparents serve as extended family members to children and youth with exceptional needs. Foster Grandparents serve in schools, hospitals, correctional institutions, and Head Start and day care centers—for twenty hours a week or more. They help abused or neglected children, mentor troubled teenagers and young mothers, and care for premature infants and children with physical disabilities. Senior Companions provide assistance and friendship to seniors who have difficulty with daily living tasks, helping them live independently in their homes instead of moving to institutionalized care. They usually serve two to four clients during their twenty hours of weekly service. RSVP (Retired and Senior Volunteer Program) is one of the largest volunteer efforts in the nation—matching programs that need volunteers with older Americans who serve part-time. Volunteers organize neighborhood watch programs, tutor teenagers, renovate homes, teach English to immigrants, help victims of natural disasters, and serve communities in many other ways.

TRUE NORTH AMERICORPS True North AmeriCorps is an AmeriCorps State program serving Northeastern Minnesota since September 2004. Each year the program places AmeriCorps members at schools and youth-serving agencies to serve their community for one year. True North AmeriCorps members make a difference by mentoring youth and tutoring them in math and reading. In addition, members mobilize volunteers within their host site, engage civically in their community, and design and implement service projects. True North AmeriCorps members will support on-time graduation, ensuring that youth are prepared for academic, civic, and economic success. Participating in a National Service Program is an opportunity to change your life and make a difference in the lives of others. During your year of service, you’ll gain valuable skills for the future, meet great people, and give back to your community.

Program Overview The following information will help members better understand True North AmeriCorps’ goals. It also will help answer questions AmeriCorps members and other site staff may have about True North and our members.

Goals Our goals in True North are:  Improve student’s math fundamentals in grades K – 3  Improve student’s reading fluency in grades 4 – 5  Provide academic enrichment during out-of-school-time programming to enhance learning  Increase the number of significant, caring adult relationships experienced by youth participants

Role of True North Members Each member will:  Maintain a caseload of 40/20 students (FT/HT)  Plan and deliver math and/or reading interventions during the school day  Coordinate and deliver afterschool and summer academic enrichment activities  Work one-on-one or in small groups to improve students’ academic success  Track student participation in interventions and monitor academic progress  Facilitate a youth-led service learning project during Global Youth Service Day in April  Recruit, screen, and train volunteers to increase program capacity to serve youth

Requirements of True North Members Members are required to:  Complete their service hours within their term (1740 hours FT/920 hours HT)  Track intervention sessions with students on their caseloads daily in CitySpan  Reach 30 intervention sessions each with at least 40/20 students over the term  Attend 100% of all required trainings and retreats (excused absences must be preapproved by program staff and make-up hours are required)  Administer surveys/collect evaluation data in the fall and spring  Submit mid-year and end-of-year evaluations (member & supervisor)  Participate in 2 site visits (fall & spring) with supervisor and program staff  Report Global Youth Service Day data and impacts  Submit 2 Great Stories from their service year  Document volunteers recruited and their hours  Assist supervisor(s) to keep program records and evaluate program outcomes, making changes as needed based on evaluation data

True North Logic Model True North is providing the people-power to provide supplemental instruction during the school day and enrichment after school to improve the reading and math skills of participating K-5 students as well as their attitudes toward and engagement in learning. The Logic Model graphic on the next page offers a simplified version of the True North program model.

PROGRAM REQUIREMENTS Hours Completion Members are enrolled for a year term and must complete their hours within that time frame. We expect and understand that in some weeks/months members will serve more hours than in other months. However, members must demonstrate satisfactory progress toward their commitment to remain in the program. At minimum, members must serve 5 hours/week to continue to receive their stipend, unless pre-approved by supervisors AND True North staff (vacations, holiday breaks, etc.). Position Full Time Half Time

Hours Commitment 1740 920

Average Hours 34-40 per week 18-25 per week

The following “target hours” chart will help you keep on track toward your hours completion. If you are more than 20 hours behind the target hours at the end of a month it is your responsibility to get back on track by the end of the next month. Reach out to your supervisor and/or program staff to brainstorm how to find additional service hours at your site or in the community. Full Time Target Hours (Cumulative; *provides cushion in case of sick days/emergencies) Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June July 48 192 336 511 630 766 928 1080 1204 1386 1522 1666 Half Time Target Hours (Cumulative; *provides cushion in case of sick days/emergencies) Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June July 34 118 202 303 374 454 574 635 706 812 892 976

Aug. 1764 Aug. 1025

Independent Service Hours (ISH) Up to 10% of members’ service hours can be done in member initiated service hours away from their site. These hours could include activities like serving at another community non-profit organization or participating in additional True North activities (recruitment committee, etc). Members must be serving in an active volunteer role during these hours and the organization must be a non-profit. For these hours to count, they:     

Cannot conflict with member’s primary service role/schedule Must be pre-approved by the site supervisor Members must obtain signatures from the supervisor at the outside site that confirm the dates/times of the service Hours are logged in OnCorps under “other” and a description of the Independent Service Hours is included in the comments for that timesheet Preapproval and signatures with dates/times of hours served are documented on the Independent Service Hours form and turned into the True North office on a monthly/quarterly basis

Each one-time volunteer opportunity requires its own pre-approval, ISH form, and paperwork turned in on a monthly basis. An ongoing service opportunity can be blanket approved with paperwork turned in quarterly.

Early Completion of Hours Members may get ahead on their hours, at which time their weekly average hours could be reduced, provided the site supervisor has no objections. All members are expected to continue to provide service and participate in team functions until the end of the service year.

Training Members spend a portion of their AmeriCorps time as training hours. Training opportunities for members include required trainings/retreats provided by the Program, site-selected trainings, state/regional conferences, and leadership meetings. Mandatory Training Requirements Members must be released from their site for mandatory retreats and training days provided by the program. A Master Calendar of the year’s trainings is provided at orientation and is also available on the True North AmeriCorps website: www.truenorthamericorps.org. Missed Training Make-up Members who are unable to attend any training or retreat, whether they are excused or unexcused, will be required to make up the time by attending a training that is similar in subject matter and length, or contact True North staff for training make-up packet for the topic, if available.

Performance Evaluations Goal of Performance Evaluation: To help the member and Site Supervisor determine the member’s strengths and areas in need of improvement. Further, the member and Site Supervisor are strongly encouraged to use the evaluations to set goals in areas needing improvement and to provide affirmations in areas where the member is excelling. Instructions: The member will complete the self-evaluation. In addition, the Site Supervisor will complete an evaluation of the member’s performance. Upon completion, the member and Site Supervisor should meet to discuss and review both evaluations. During the meeting, the Site Supervisor should provide the member with feedback regarding strengths and areas in need of improvement. Signatures from the member and Supervisor are required on both the self-evaluation and the supervisor evaluation to verify they have reviewed it. Timeline and Submission Guidelines: Member performance evaluations and self-evaluations are completed twice during the service year. 1. Mid-year performance evaluations: Due December 15 2. End-of-year performance evaluations: Due June 15 Evaluations must have signatures! They can be returned to Program Staff in hard copy, via fax, or scanned & emailed.

Program Evaluation & Assessment Goal of Program Evaluation: As an AmeriCorps program, True North is required to evaluate our contributions to our partner sites and the community. Evaluation includes: tracking the number of interventions received by each student on a caseload, collecting demographics and bench mark test scores, tracking student progress, and administering surveys. Evaluation always involves time, resources, and energy, but provides vital data needed to sustain, grow, and improve the program.

Students on each member’s caseload are entered into an online database called CitySpan. Members track interventions with each student in CitySpan on a daily basis. Students must complete 30 intervention sessions to be included in AmeriCorps reporting of program progress. The program collects Fall, Winter, and Spring benchmark scores for progress monitoring and analysis. In the afterschool and out-of-school time settings, members administer the Survey for Afterschool Youth Outcomes (SAYO) in the fall and spring. In May, members distribute Federal Teacher Surveys to the teachers of students on their caseloads which is a one-time, post-program survey.

Site Visits Goal of Site Visit: To help the Program Staff understand how the service year is going so far at the site and together set reasonable goals and monitor progress by member. Identify and address problems that may be occurring at the site. Timeline: Member and supervisor together must agree on a time to meet with Program Staff. Site Visits are scheduled by the member. The Program Staff will come to the site two times during the service year. 1. Fall site visit during the months of November/December; 2. Spring site visits during the months of April/May.

Global Youth Service Day (April) True North AmeriCorps has been recognized as a National Lead Agency of Global Youth Service Day (GYSD) since 2004. The goal of GYSD is to have a positive impact on young people and on communities through meaningful, youth-led projects that meet community needs in the areas of health, education, human service, human rights, and the environment. During the 2017-18 service year all True North AmeriCorps members will be mobilized to engage and support youth leaders in service-learning projects around GYSD. Members will be trained in servicelearning principles and project development during their February training. Requirements for full participation in GYSD include:  Assist youth at their site identify a need in their school/neighborhood/community  Coordinate a youth-led service-learning project to address the need/issue identified  Engage youth in at least 10 hours of service related to their project  Launch/complete projects around Global Youth Service Day in April 2018  Report results of the projects to True North staff for GYSD reporting

Volunteer Mobilization Members are expected to assist and track the coordination of volunteers at their site. TNAC encourages participation in service projects. Members might consider partnering with other AmeriCorps Members and other agencies in the community. Site Supervisors should talk with Members about the volunteer needs at their sites. Members are provided with volunteer management training at the beginning of their service year. Reporting: One member at your site will be identified as the person who will be responsible for reporting the volunteer numbers. Your program coordinator will identify this member. This member will be reporting quarterly volunteer numbers online at: http://mn.oncorpsreports.com.

BENEFITS OF AMERICORPS SERVICE Living Allowance Living allowances are provided not as pay for services rendered, but to provide for some of the cost of living while engaged in national service. Living allowances are subject to all state and federal taxes. Disbursements occur twice a month, on the 15th and last day of the month, directly deposited into your bank account.  

Full Time: Minimum $12,630/year; $526.25/pay period Half Time: Minimum $6,315/year; $263.13/pay period

Education Award After successfully completing a term of service and all program requirements, AmeriCorps members are eligible to receive a Segal AmeriCorps Education Award. Members can use their Segal AmeriCorps Education Award to pay education costs or to repay qualified student loans. Members can access the award in full or in part, and can take up to seven years after their term of service has ended to claim the award. Members who are 55 and older can transfer their educational award to a child, grandchild, or foster child.  

Full Time: $5,815 Half Time: $2,907.50

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Reduced Half Time: $2,215.24 Quarter Time: $1,538.36

Loan Forbearance and Interest Payment Currently enrolled AmeriCorps members are eligible for forbearance of most federally backed student loans. AmeriCorps members who complete their service are eligible to have the Trust pay up to 100% of the interest that accrues on their qualified student loan during their service. Loan forbearance and interest payments are accessible through the my.americorps.gov website. There is a “how-to” guide at the end of this handbook.

Health Insurance Full-time AmeriCorps members are required to hold medical coverage. AmeriCorps programs offer a health care policy to those full-time members not otherwise covered by a health care policy at the time of enrollment into the AmeriCorps program, or to those members who lose coverage during their term of service as a result of participation in the program or through no deliberate act of their own. True North AmeriCorps members will be covered through The CorpsNetwork Health Plan. Members choosing to decline coverage are required to provide proof of existing coverage. Plans include medical, vision, and dental coverage. Plan details will be provided to members who qualify.

Child Care Assistance GAP Solutions, Inc, provides a child care allowance to member’s child care provider. These subsidies are offered as a member benefit for those who meet specific eligibility requirements. To be eligible for child care benefits, members must meet the following criteria: 1. Be a Full-Time (1740 hour) member; 2. Be a parent or legal guardian of a child who is under 13 years of age, who resides with the member; 3. Have a gross family income that meets guidelines set by the state government;

4. Have a genuine need for child care in order to serve as an AmeriCorps member. The child care subsidy is paid directly to the child care provider. The subsidy is evenly distributed over the term of service on a monthly basis. Members are responsible to locate their own licensed child care provider.

Y Membership All True North AmeriCorps members receive a free individual membership. If you would like to upgrade to a family membership for a fee, please contact program staff. Visit the Superior Y with your Duluth Y membership thanks to a new reciprocity agreement! YMCA Policies and Code of Conduct  Attire: Athletic shoes and shirts must be worn during exercise in all workout areas. Proper swimsuits must be worn when using swimming pools.  Food and Beverages: Food and drink are not permitted in the workout areas or locker rooms, except water. The Y sells healthy snacks and reusable water bottles at its Member Service Desk.  Lockers: Lockers are available for rent or available for day use by members and guests. Bring your own lock and remove it at the end of each visit. Items left overnight will be removed from the locker room and placed in Lost and Found. The YMCA is not responsible for lost or stolen items. To rent a locker, please sign up at the Member Service Desk.  Membership Card/ID Policy: Your membership card is valuable and important. You must present it each time you enter the building for access to the facility and when you register for special programs. Lost cards may be replaced for a nominal fee. All adult non-members MUST present a photo id for entry.  Smoking Policy: Both the interior of the YMCA and the sidewalk surrounding the facility are smokefree environments.  Photo/Video Policy: The YMCA reserves the right to take photographs and/or video of adults and children participating in YMCA programs or events; images may be used in YMCA promotional materials. If you do not wish to be included, please inform the photographer.  Sex Offender Policy: Duluth YMCA reserves the right to perform background checks on its members and program participants and checks all members against sex offender lists. Registered sex offenders are not eligible for membership or use of the facility at this YMCA.  Code of Conduct: At the Duluth Area Family YMCA, we expect staff, members and guests to behave in accordance with our mission and values, respecting the rights and dignity of others. At the YMCA, we demonstrate Respect, Responsibility, Caring, and Honesty by: o Speaking in respectful tones, refraining from the use of vulgar or derogatory language, and dressing appropriately; o Resolving conflicts in a respectful, honest, and caring manner; o Respecting others by refraining from intimate behavior in public; o Respecting the property of others; o Creating a safe, caring environment free of weapons and firearms; o Participating in programs to build healthy spirit, mind, and body; and o Never engaging in the use, sale, dispensing, or possession of illegal drugs or the unsanctioned use of alcohol on YMCA premises. o Adherence to the YMCA Code of Conduct is essential. Noncompliance may result in suspension or termination of YMCA membership privileges.

RULES OF CONDUCT The member is expected at all times while acting in an official capacity as an AmeriCorps member, to:  Demonstrate respect towards others;  Follow directions;  Exhibit behavior that is expected of a positive adult role model;  Direct concerns to the Site Supervisor or Program Staff. Members understand that the following acts constitute a violation of the program’s Rules of Conduct:  Unauthorized tardiness  Unauthorized absences  Ongoing unexcused tardiness  Ongoing unexcused absences  Repeated use of inappropriate language  Failure to wear appropriate clothing  Stealing or lying

Attendance All AmeriCorps members are required to attend their sites on scheduled days at scheduled times for the scheduled hours. Expectations around schedule, lunch breaks, emergencies, absences, and time off should be outlined as part of the member onboarding process during their first day(s) at site. A template form to help codify these expectations will be provided from True North staff (Member Obligations and Expectations). AmeriCorps team meetings and service projects are mandatory. Release from site is an expectation of the Partner Site Agreement for these offsite meetings.

Dress Code AmeriCorps member attire reflects directly upon the AmeriCorps member as well as partnering sites. Members are directed to wear neat, clean clothes that are conducive to their working environment, and to follow the dress code of the partner site. Members are expected to look professional and be able to perform their duties proficiently and safely in their attire. Because we are role models to children and their families, it is important that members present themselves positively. Members should also wear their AmeriCorps gear as often as possible (t-shirt, fleece, lanyard for keys/badge).

Social Media The social media policy is available in full in the member contract, reprinted in full following the handbook. The member signed and acknowledged their understanding of the policy during Orientation on their first day.

Child Abuse Prevention Policy The Child Abuse Prevention Policy is available in full in the member contract, reprinted in full following the handbook. The member signed and acknowledged their understanding of the policy during Orientation on their first day.

LEGAL REQUIREMENTS Prohibited Activities The Partner Site will ensure that member(s) hosted by their organizations will not engage in the following prohibited activities in any manner during their service: While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in the following activities. Before approving timesheets, be sure your member is not engaged in any of the prohibited activities listed below on AmeriCorps time.       

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Attempting to influence legislation; Organizing or engaging in protests, petitions, boycotts, or strikes; Assisting, promoting, or deterring union organizing; Impairing existing contracts for services or collective bargaining agreements; Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytizing; Providing a direct benefit to— o A business organized for profit; o A labor union; o A partisan political organization; o A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; or o Any organization engaged in the religious activities described in paragraph 7 (above) of this section, unless Corporation assistance is not used to support those religious activities; Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; Providing abortion services or referrals for receipt of such services; and Such other activities as the Corporation may prohibit.

Individuals may exercise their right as private citizens and may participate in the activities listed above on their own initiative, on non-AmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so.

Background Checks We are required to conduct background checks on all employees, participants, and others who receive a salary, national service education award, living allowance, stipend, or submit in-kind match through our program before the beginning of employment or service. The three-part check includes:  Sex offender registry check (NSOPR, also known as NSOPW);  State criminal history registry check(s); and,  FBI fingerprint-based check. Accompaniment There are times when a member may start service while their FBI check is still in progress. Until the background check is returned, members must be accompanied by an individual who is cleared through the background check policy of their school or site. This accompaniment must take place any time the member is interacting with or around children during their service hours and sites will be notified as soon as results are received so that accompaniment may cease. Members will be provided with an accompaniment tracking sheet. A hard copy must be returned to True North staff when accompaniment ceases. Documentation must also be entered in the comments section of member’s timesheets for the days they were accompanied and will include:  Dates, times, and names of individuals accompanying member  Example: Monday 9/29: 8-9:00 Mrs. Johnson; 9-11:00am Mr. Anderson; 11-12:00 not with kids (prep); 12-2:00 Mrs. Hanley; 2-5:30 KEY Zone Ms. Jacobson

Civil Rights and Non-Harassment The True North AmeriCorps Program receives a large portion of funding from the Corporation for National and Community Service (CNCS); we therefore adopt the CNCS policy stated below: The Corporation for National and Community Service (CNCS) has zero tolerance for the harassment of any individual or group of individuals for any reason. CNCS is committed to treating all persons with dignity and respect. CNCS prohibits all forms of discrimination based upon race, color, national origin, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, or military service. All programs administered by, or receiving Federal financial assistance from, CNCS must be free from all forms of harassment. Whether in CNCS offices or campuses, in other service-related settings such as training sessions or service sites, or at servicerelated social events, such harassment is unacceptable. Any such harassment, if found, will result in immediate corrective action, up to and including removal or termination of any CNCS employee or volunteer. Recipients of Federal financial assistance, be they individuals, organizations, programs and/or projects are also subject to this zero tolerance policy. Where a violation is found, and subject to regulatory procedures, appropriate corrective action will be taken, up to and including termination of Federal financial assistance from all Federal sources. Slurs and other verbal or physical conduct relating to an individual’s gender, race, ethnicity, religion, sexual orientation or any other basis constitute harassment when it has the purpose or effect of interfering with service performance or creating an intimidating, hostile, or offensive service environment. Harassment includes, but is not limited to: explicit or implicit demands for sexual favors; pressure for dates; deliberate touching, leaning over, or cornering; offensive teasing, jokes, remarks, or

questions; letters, phone calls, or distribution or display of offensive materials; offensive looks or gestures; gender, racial, ethnic, or religious baiting; physical assaults or other threatening behavior; or demeaning, debasing, or abusive comments or actions that intimidate. CNCS does not tolerate harassment by anyone including persons of the same or different races, sexes, religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site employee or supervisor; a non-employee (e.g., client); a co-worker or service member. I expect supervisors and managers of CNCS programs and projects, when made aware of alleged harassment by employees, service participants, or other individuals, to immediately take swift and appropriate action. CNCS will not tolerate retaliation against a person who raises harassment concerns in good faith. Any CNCS employee who violates this policy will be subject to discipline, up to and including termination, and any grantee that permits harassment in violation of this policy will be subject to a finding of non-compliance and administrative procedures that may result in termination of Federal financial assistance from CNCS and all other Federal agencies. Any person who believes that he or she has been discriminated against in violation of civil rights laws, regulations, or this policy, or in retaliation for opposition to discrimination or participation in discrimination complaint proceedings (e.g., as a complainant or witness) in any CNCS program or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI). Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence may not be accepted in a formal complaint of discrimination. No one can be required to use a program, project, or sponsor dispute resolution procedure before contacting OCRI. If another procedure is used, it does not affect the 45-day time limit. OCRI may be reached at (202) 606-7503 (voice), (202) 606-3472 (TTY), [email protected], or through www.nationalservice.gov.

Drug-Free Workplace Act The purpose of this policy is to assure member fitness for duty, and to protect our member and the public from the risks posed by the use of alcohol and prohibited drugs by our Members. This policy is also intended to comply with all applicable federal, state, and local regulations governing workplace anti-drug programs. Members will be expected to adhere to all provisions of service in a drug-free workplace in accordance with the Drug-Free Workplace Act, 41 U.S.C. 701 et seq., implementing regulations, 45 C.F.R. 2542. You are hereby notified that:  The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in the workplace and Program;  Conviction of any criminal drug statute must be reported immediately to the Site Supervisor and True North staff;  The member’s participation is conditioned upon compliance with the notice requirements; and certain actions will be taken against members for violations of such prohibitions. A Member must notify the Site Supervisor in writing of any criminal drug convictions for a violation occurring in the workplace or during the performance of project activities no later than 5 days after such a conviction. The Site Supervisor must take appropriate action with program staff up to and

including termination or Member release for cause consistent with the Corporations’ rules of termination and suspension of service.

Nonduplication Member service may not be used to duplicate services that are available in the locality of an AmeriCorps program or project. Members cannot serve in a capacity that is the same or substantially equivalent to the activities provided by a state or local government agency in which the entity resides. 

The member will not engage in ongoing administrative duties, including filing, photocopying, collating, mailing, unless these activities are directly related to the duties approved by the Program and supplement the member’s service activities.

Nondisplacement The Partner site may not displace an employee or position, including partial displacement such as reduction in hours, wages or employment benefits, as a result of member service in a project. The Partner site may not create a community service opportunity that will infringe in any manner on the promotional opportunity of an employed individual. A member may not perform any service or duties, or engage in activities that would otherwise be performed by an employee, as part of the assigned duties of such employee. The member may not perform any services or duties, or engage in activities, that:  

Will supplant the hiring of employed workers; or Are services, duties, or activities with respect to which an individual has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures. The Member may not perform service or duties that have been performed by or were assigned to any: o Presently employed worker; o Employee who was recently reassigned or was discharged; o Employee who is subject to a reduction in workforce or who has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures; o Employee who is on leave (terminal, temporary, vacation, emergency or sick); o Employee who is on strike or is being locked out.

Nondiscrimination The Program is an Equal Opportunity/Affirmative Action program, providing equal opportunities to all those qualified without regard to factors such as race; color; national origin; sex; sexual orientation; religion; age; disability; political affiliation; marital or parental status; military service; or religious, community, or social affiliations. Reasonable accommodations will be provided upon request. The Partner Site will abide by this same policy when interviewing, selecting, and supervising the member.

Reasonable Accommodation Persons with disabilities may require reasonable accommodation to serve in an AmeriCorps program. We provide reasonable accommodations for qualified individuals. If a member is in need of accommodation to perform their service duties, please get in touch with program staff so that we may assist in providing accommodations.

Fundraising Limitations Members may not engage in nor conduct any fundraising activities that support the Partner Site's general operating expenses, including financial campaigns, endowment drives, solicitation of gifts and bequests, and grant writing. Members may spend no more than 10 percent of their service performing fundraising activities. Fundraising is limited to direct support of program activities.

Injuries at Site/During Service AmeriCorps members in Minnesota are eligible for Worker’s Compensation for job-related injuries. Members must notify their site supervisor immediately of an injury and provide True North with a written report within 24 hours.

Grievance Procedure During your service, a situation may arise that directly affects your service situation or that you believe violates regulations governing the terms and conditions of service, resulting in a denial or infringement of a right or benefit to you. You may present and obtain resolution of grievances either informally or formally. In general, all aggrieved parties such as members, applicants, or any other interested parties should attempt to resolve any problems or disputes with the other party on a one-to-one basis. The issues should be clearly stated and understood by both parties. In the event that informal efforts to resolve disputes are unsuccessful, the member understands that, as a participant in the Program, he/she may file a grievance in accordance with the Program’s grievance procedure. Allegations of fraud or criminal activity must be reported immediately to the Corporation for National Service’s Inspector General. If the grievance pertains to discrimination on the basis of race, color, national origin, gender, age, or disability, the member will be immediately notified in writing of his/her right to file a discrimination complaint with the Corporation’s Equal Opportunity Office. The Member grievance procedure is contained in the True North AmeriCorps Member Contract, which is reprinted in full and attached after this handbook and is also available upon request. You should read the procedure in its entirety before initiating any grievance. Under this procedure, you are not permitted to grieve matters for which separate administrative procedure (e.g. discrimination complaints) is provided. Consequently, you may not grieve a “for cause termination” or matters that are processed through the Discrimination Complaint Procedure.

DISCIPLINARY POLICY It is our policy that all issues be handled with the person closest to the conflict. If members are unhappy with each other, we strongly encourage them to find some quiet time to talk to each other. The same is true of the AmeriCorps coordinator or site supervisors. Members should always take their questions or problems to the person involved, not the team and not other staff. An AmeriCorps member should always address any staff at his/her site with professionalism. Members are required to follow all policies set by True North and their service site. Only the site supervisor, True North coordinator, and program director have the authority to give written disciplinary reports. Only the True North coordinator and program director will administer members an improvement plan, suspension, or termination from the program. All written disciplinary reports will be documented in the member’s file and copies available to the member. Disciplinary Procedure A progressive discipline approach is used with members. Site Supervisors and Program staff will abide by the following procedure when addressing issues that are not criminal in nature or prohibited activities. 1. First Offense: A verbal warning is issued. Site Supervisors notify True North staff and the incident is documented in the member’s file. 2. Second Offense: A written warning is issued. A meeting will be held with the member’s Site Supervisor and True North coordinator to discuss the nature of the problems and to develop an improvement plan for the member’s continued service. 3. Third Offense: If the member is not meeting the expectations of the improvement plan or an additional/separate offense occurs, the member will meet with the True North coordinator and program director to discuss his/her continued service and whether suspension or release from the program is necessary. 4. Fourth Offense: Member is released for cause. Criminal Offense During Service A member will automatically be placed on suspension without benefits if charged with a felony, drugrelated crime, or any crime involving children, the elderly, or the infirm during their service term. Members will be automatically released for cause if they are convicted of any of these crimes.

RELEASE FROM SITE – UNIQUE SITUATIONS Disaster Relief As part of the national service obligation, members may be asked to assist locally or be deployed nationally in the event of a disaster. In the time of a disaster, AmeriCorps members are likely to play one of two major roles:  Mass Care and Housing Emergency Support  Volunteer Management Process In the event of a local or national disaster, members may be contact by True North staff or the Corporation for National and Community Service (CNCS) with a request for assistance. This request will generally come only after an official disaster has been declared. During a national deployment, training, travel costs, food, and lodging will be provided by CNCS or the hosting organization. The length of deployment depends on the circumstances of the disaster and the type of work needed. These opportunities are entirely voluntary and must be approved by the True North AmeriCorps program and the Site Supervisor. Members should never self-deploy to a disaster site.

Jury Duty Serving on a jury is an important responsibility of citizenship and members will not be penalized for doing so. During the time members serve as jurors, they will continue to earn service hours, the living allowance, and other applicable benefits. They are allowed to keep reimbursements from the court. Members notified of jury duty must provide a copy of the summons to their site supervisor and True North staff.

Military Service Members with military reservist responsibilities should attempt to fulfill their two-week annual active duty requirement when it will not disrupt their AmeriCorps service. If this is not possible, Members will receive AmeriCorps service hour credit for their regularly scheduled hours during their two-weeks of active duty in the reserves. No AmeriCorps service credit is earned for the once-a-month duty weekend service in the military reserves.

RELEASE FROM SERVICE A member may be released from their term of service in one of three ways: Successful Completion The member fulfills their hours obligation in its entirety and meets all other requirements of the site and Program. The member receives the entire education award and is eligible to enroll in other National Service programs if they meet all other requirements. Released for Compelling Personal Circumstances The member cannot complete their service requirements due to a major life issue, including, but not limited to:  Serious injury or illness;  Sole provider of care to someone with serious injury or illness;  Military obligation. If released for compelling circumstances, the member receives a prorated education award based on hours served and requirements fulfilled and is eligible to re-enroll in National Service programs if they meet all other requirements. Released for Cause The member is released from the program due to disciplinary action or chooses to leave the program before hours have been completed. Situations considered for cause include, but are not limited to:  Obtaining other employment;  Enrolling in school;  Engaging in prohibited activities or behaviors;  Failure to notify program of arrest, criminal charges or conviction. If released for cause, the member does not receive an education award, will be terminated from all AmeriCorps benefits, and may become ineligible for re-enrollment in National Service programs.

TIMESHEETS & REPORTING It is a requirement of the Member to submit timesheets twice a month. This is completed through the OnCorps Reports system at mn.oncorpsreports.com. Members also use this system to report volunteers mobilized and submit “Great Stories” from their service. There is a step-by-step guide on at the end of this handbook for submitting timesheets, great stories, and reporting volunteers mobilized.

Timesheets Timesheet are extremely important. They are the sole documentation of your completed service and are the proof of eligibility for your education award. Accuracy in timesheet reporting is key. Timesheets are audited by CNCS and also supply data about direct service activities and progress toward achieving True North’s program objectives. Submitting timesheets by the due date is crucial! Living allowances will be held if timesheets are late. Last day of Pay Period 15th of the month 30th/31st of the month

Member Timesheet Submitted by: 17th 2nd

Supervisor Approval Due: 20th 5th

Before submitting timesheets, verify that you have listed hours in the right categories, have turned in documentation of any Independent Service Hours from that period, and that there aren’t obvious typos (ex: 20 hours in one day instead of 2). Accessing Your Paystubs Through ADP and ADP iPayStatements, our payroll provider, we are able to offer you access to your earnings statements and W-2 forms 24 hours per day, 7 days a week. In addition, you can make changes to your W-4. Simply type in your changes, print the form, sign it and forward the completed form to our Payroll Department for processing.

Register for ADP iPayStatements 1. Go to https://paystatements.adp.com. 2. Click on “Register Now”. 3. Enter the Self Service Registration Pass Code which is: DULUTHYMCA-1234 4. Select iPayStatements as the self-service Product. 5. From your first check statement, enter the following information: Company Code, File Number, Check/Advice Number, Pay Date, and Social Security Number. 6. Select security questions and a password 7. You will be assigned a system-generated User ID *If you have any issues, please contact payroll at 218722-4745 x103.

Volunteer Mobilization Each one-time and on-going volunteer that you recruit for your site needs to be entered in OnCorps. If there are multiple members at your site, make sure that only one person is doing the reporting and that volunteers are not being double counted! Volunteer reporting is due three times a year: December 15th, June 15th, and August 1st.

Great Stories Lots of amazing things happen during a service year. Whether it’s an “a-ha” moment of personal growth, recognition of a child’s progress, or words of wisdom – we want to hear about it! Members are required to report 2 great stories over the service year, but there is no limit on how many you can submit! Great Stories are due by December 15th and June 15th.

LIFE AFTER AMERICORPS Continue Your AmeriCorps Service Bring your experience back to AmeriCorps and serve another term as a member or leader. Expand on what you helped to start. Serve an additional year as a True North AmeriCorps member or look for other programs to suit your needs. Serve a 2nd, 3rd, or 4th Year as a True North AmeriCorps Member You can serve up to 4 full-time years with True North. If you are interested in remaining at your site, discuss this with your Site Supervisor and then schedule a 2nd year member interview with True North staff. If you decide to serve at a different site with True North, we will help you arrange interviews with sites that meet your interests and qualifications. Serve a 2nd or 3rd Year as an AmeriCorps Leader As an AmeriCorps alumni, you are eligible to lead a team of *VISTA or *NCCC members. You can find leader positions at https://recruit.cns.gov/

Volunteer in Your Community Even if you decide not to continue your service in AmeriCorps, you can still fulfill genuine needs in your community through volunteering. You can also contact the Head of the Lakes United Way Volunteer Center to find opportunities that suit you. 424 W Superior St, Suite 402, Duluth, MN 55802, (218)726-4974, www.volunteerduluth.org. If you leave the Duluth area, you can connect with the volunteer center nearest you by visiting http://www.1-800-volunteer.org/ or by dialing 2-1-1 on your phone in many communities.

AmeriCorps Experience Working in Your Next Job Potential employers recognize the value of AmeriCorps service. Though your service is not considered employment, the experience you develop through service shows your ability to handle tough tasks, your commitment to seeing things through, and your dedication to working on challenging issues. You can put your AmeriCorps experience to good use in your career—and your service may give you direct help in being considered for some federal positions. Build Your Resume How you include your AmeriCorps experience on your resume and in interviews is important. You should describe briefly but clearly the AmeriCorps program where you served and what you did. Many AmeriCorps assignments include civic engagement, nonprofit and project development, and fundraising. Do not forget to list these skills on your resume. Ask your project supervisors or co-workers if you can list them as references so potential employers can hear about your successes and accomplishments. How to Include Volunteerism on Your Resume Take the time to analyze what you learned as a volunteer. Did you have the chance to practice public

speaking? Write reports, news releases, newsletters? Plan projects, coordinate sub-committees, train others to do the work? Such skills are applicable to just about any setting. Describe your activities and achievements fully. You do not need to say these were done as a volunteer, though you are of course welcome to do so. If you feel uneasy about representing volunteer work as equivalent to a full-time paid job, you can identify the volunteering as being part-time. Be honest. Don't overstate what you did. But also be sure to give yourself the credit you deserve. Be unapologetic about giving space on your resume to volunteering. Since the whole goal of a resume is to get you an interview, think how much more interesting your face-to-face conversation will be when you add all those community activities to show you who really are. Tip: When including AmeriCorps on your resume, whether or not to list it as such is up to you. Don’t hesitate to list “AmeriCorps Member” as your job title and “True North AmeriCorps” as your employer. Depending on the situation, however, it is also appropriate to list your job title as “Tutor” and your service site.

Using Your Education Award (my.americorps.gov) Congress established the National Service Trust to provide an AmeriCorps Education Award for members who successfully complete service in AmeriCorps. You can use your AmeriCorps Education Award to pay educational expenses at qualified institutions of higher education, for educational training, or to repay qualified student loans. You have up to seven years after your term of service has ended to use the award. Pay for Current Education Expenses Current educational expenses, as authorized under 42 U.S.C. § 12604(c), include: The "Cost of Attendance" for a degree or certificate-granting program of study at a qualified school; and educational expenses for non-degree courses offered by qualified schools, such as continuing education courses. Your school is qualified if it is a Title IV institution of higher education. This includes most colleges and universities, and includes graduate schools. Under certain circumstances, you can use the education award to study outside the U.S. Contact the National Service Trust at 1-888-5075962 for further information. Repay Your Qualified Student Loans The national service legislation defines qualified student loan as a loan backed by the federal government under Title IV of the Higher Education Act (except PLUS Loans to parents of students), or under Titles VII or VIII of the Public Health Service Act. Segal AmeriCorps Education Awards may not be used to repay any other type of loan, even if the loan was obtained for educational purposes. You can use your Segal AmeriCorps Education Award to repay defaulted student loans as long as the loans meet the definition of qualified student loan.

Interest Payments Individuals who have successfully completed a term of service in AmeriCorps are eligible to have the Trust pay as much as 100% of the interest that accrued on their qualified student loan during their service. The portion that the Trust will pay is determined by the type of service (full- or part-time) and the length of your service period. The Trust will only pay interest on qualified student loans.

The Trust will not pay interest if you fail to complete your term of service. Exceptions will be made only if you fail to complete your term of service for compelling personal circumstances and you have earned a pro-rated award. It is up to your individual program to determine compelling personal circumstances. Examples that might be considered are a serious illness or injury, death of your immediate family member, or early closing of your project. An interest payment can only be made after you have completed your service and have earned an award. Interest payments are in addition to your education award; they are not deducted from your education award amount. Interest payments are based upon the interest that accrued only during the time you were serving in the AmeriCorps program. Remember that interest payments, as well as payments made from your education award account, are considered by the IRS to be taxable income in the year in which a payment is made. How to Apply for an Interest Payment After you have completed your service and received notification of your award, you can go into your account in My AmeriCorps (my.americorps.gov). In your home page, click on the “Create Interest Accrual” link at the top of the page to bring up the page to request the payment. Follow the instructions. You will select the appropriate term of service and type of loan and identify the holder of your student loan. When you click on “submit”, a notice will be sent electronically to your loan company. A record of your request will appear in your account home page. This notice will verify your involvement in national service and request that the loan holder provide AmeriCorps with the amount of interest that accrued between your start date and end date of your service period. The loan company will provide additional information, then certify and submit the information electronically to AmeriCorps. When the interest payment has been made, it will show up in your account. It should also show up in your account statement that the loan company provides to you. If your loan company has not registered in My AmeriCorps, they will not be on the list of institutions in the system. You should click on the institution “Not Found” link and follow the directions. These payment requests may need to be processed manually through paper forms and may take several weeks to complete.

Stay Connected as AmeriCorps Alumni AmeriCorps alumni are bound together by a common commitment to service and a desire to participate as active members in their communities. As an alumnus, you have the opportunity to connect with thousands of others who have completed AmeriCorps and continue to support volunteerism and community service. Check out this great new website by Obama's "Change.gov" website dedicated to AmeriCorps: http://jobs.change.org/americorps. To join the network, go to www.americorpsalums.org to register. Stay involved with AmeriCorps by connecting with other members and alumni through the AmeriCorps eCommunity. Access is free to members and alumni. You'll find information and services that help you stay involved with the AmeriCorps community.

REPORTING SYSTEM GUIDE Task 1. Login to OnCorps Reports (Part 1)   

Go to mn.oncorpsreports.com Select the 2017-2018 program year from the drop-down box Click Submit

2017-2018

Task 1. Login to OnCorps Reports (Part 2)   

Find the True North AmeriCorps Program Scroll down to the bottom of the page and look for our logo Click the blue AmeriCorps Member link

Task 1. Login to OnCorps Reports (Part 3)     

BOOKMARK THIS PAGE to skip parts 1 & 2 every time you login Enter your username and password Your username = First initial + last name (ex: Jane Doe = jdoe) Your password = password After your initial login, you will be prompted to change your password

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Task 2. Report Service Hours (Enter Timesheets)   

Select Time Tracking Select the time period you would like to enter hours for Click Choose button

1. Select Time Tracking

2. Select time period

3. Click Choose

Task 2. Report Service Hours (continued)  Enter your time in the appropriate category and enter a BRIEF description (3-4 words, max).  Save your entered information so you can add or edit more information at a later time.  When it’s time, officially submit your hours for supervisor approval (changes cannot be made). *Contact Program Staff to “unlock” a timesheet if you need to make changes*

Task 3: Report Great Stories A minimum of two Great Stories is required for the service year. 1. Select Reporting 2. Select Submit Reports 3. Select Great Stories 4. Select Add a New Great Story 5. After a story is submitted, you can go back to edit it at a later date 6. Select reporting quarter based on chart shown below

September-November

December-February March-May June-August

2

4

3

5

Task 4: Report Volunteer Mobilization 1. Select Reporting 2. Select Submit Reports 3. Select Volunteer Mobilization 4. Select add a New Volunteer Mobilization Event 5. Enter the information

2. Select Submit Reports

3. Volunteer Mobilization

4. Add a new event

5. Edit

Task 4: Report Volunteer Mobilization (continued) 7. Enter information in the appropriate boxes (On-Going: Regular Schedule/ One-time: Special Event) 8. Select Save once you are done 9. Select Save and Print if you would like to print a copy. 10. Select reporting quarter based on chart shown below.

September-November December-February March-May

June-August

7. Enter information into all boxes

9. Save and Print

8. Save

Task 5: Loan Forbearance Request How-To Guide 1. Go to my.americorps.gov and register to create a new Member/Alum account 2. Login with your username and password 3. Once you have logged in to your account, go to the left hand side menu bar, click My Education Award > Click on Loan Forbearance Request 4. Select the Term of Service that you want your loans put on forbearance for 5. Click Search for Institutions to find your loan institution(s) 6. Enter the name of your loan servicer and the address (usually the name is enough) 7. From the results list, select the correct loan institution that matches your loan holder 8. Repeat this process for any separately held loans 9. When you have selected all your loan institutions, click Submit.

Register to create a new Member/Alum account

Once you have logged into your account, click on the loan forbearance request link.

Choose your service year, then click search institution.

Type in the name of the institution and address. Then click search.

Click on the name of the institution.

If you have more than one loan, search for another institution. Once you have entered the institution(s), click submit.