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    "ocrText": "foia Number: 2013-0661-F\n(3)\nFOIA\nMARKER\nThis is not a textual record. This is used as an\nadministrative marker by the William J. Clinton\nPresidential Library Staff.\nCollection/Record Group:\nClinton Presidential Records\nSubgroup/Office of Origin:\nAmericorps\nSeries/Staff Member:\nGeneral Files\nSubseries:\nOA/ID Number:\n24227\nFolderID:\nFolder Title:\nUSDA [Department of Agriculture]/AmeriCorps - Clinton Library Copies - 1995 Application (for FY\n96) to the Corporation for National Service 8 [1]\nStack:\nRow:\nSection:\nShelf:\nPosition:\nS\n66\n1\n5\n3\nAMERICORPS\nOPERATIONS MANUAL\n* MERICORP SPENIO OF STATES DEPARTMENT UNITED\nAGRICULTURE\nJUNE 1995\nNATIONAL AMERICORP A\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAcknowledgment Page\nAmeriCorps Team USDA would like to acknowledge and to thank those\npeople who provided assistance in developing this manual during\nthe past year. Assistance was provided by many different sources\nthroughout the Department of Agriculture. A note of thanks must\nbe extended to the people in personnel and finance who helped to\ndevelop and design the needed procedures for this program to go\nforward. Our sincere appreciation goes to Ron DeMunbrun, USDA\nOffice of National Service, for his untiring efforts to find\nthose elusive answers. Also, a very special thanks must go to\nthe USDA Operations Manual Team, consisting of Dave White, Bill\nSnyder, Dee DiFiore of NRCS and Don Hanson of the Forest Service.\nIt was through their determination and dedication that this\nmanual was developed and completed.\nUSDA AmeriCorps Operations Manual - June 1995\ni\nBATIONALSERVIL CRICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAmeriCorps Operations Manual\nTable of Contents\n1. Overview\n1\n2. Legal Authorities and Restrictions\n11\n3. Project Design and Developmen\n19\n4. Cooperative Agreements\n23\n5. Process for Grant Application\n31\n6. Roles and Responsibilities\n51\n7. Recruitment/Selection\n63\n8. Personnel & Administrative Issues\n69\n9. Training & Development\n119\n10. National Public Affairs Policy\n133\n11. Project Planning, Implementation, & Evaluation\n137\n12. Health, Safety, & Accident Control\n173\n13. Project Close Out\n179\nGlossary of Terms\n181\nIndex\n185\nAppendix\nii\nAMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nAppendix\nA. Federal Register\nB. Grant Provisions\nC. Example Forest Service Financial Assistance Announcement\nD. State Commission Executive Directors and Program Directors\nE. Sample Press Release\nF. Sample Recruitment Plan\nG. USDA-AmeriCorps Checklist for Project Directors & Managers\nH. AmeriCorps/USDA Application\nI. Living Allowance Waiver\nJ. AmeriCorps Care\nK.\nHealth Insurance Plan Benefits\nL. Loan Forbearance Letter\nM. Corporation Form Lists\nN. National Service Trust Enrollment Form\nO.\nParticipant Enrollment Form\nP. Position Description\nQ.\nMember Agreements\nR.\nPerformance Appraisal\nS. National Service Trust End of Term of Service Form\nT. AmeriCorps Member Exit Form\nU. Operating Site Form\nV.\nSafety Acknowledgment Form\nW. Levels of Supervision\nX.\nExamples of Letters sent by Personnel\nY.\nHistory of National Service\nUSDA AmeriCorps Operations Manual - June 1995\niii\nSERVICE A\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nZ. The Corporation for National Service\naa. National Service and National Needs\nbb. Staying Involved\nCC. The AmeriCorps National Service Network\niv\nA\nUNITED\nSTATES\nSEPTEM\nDEPARTMENT\nOF AGRICULTURE\nChapter One\nProgram Overview\nPurpose\nThe purpose of the AmeriCorps Program is to \"get things done\"\nusing the concept of national service as the vehicle. It offers\nopportunities to all Americans to serve their country and earn\neducation awards in return. It is a grassroots effort to solve\nthe problems facing communities across the Nation. The\nAmeriCorps Program is administered by the Corporation for\nNational and Community Service (CNCS).\nAmeriCorps Ethic\nThe AmeriCorps Ethic is:\ngetting things done. Our primary goal is to improve\ncommunities by meeting their education, public safety,\nhuman, and environmental needs.\nstrengthening communities. AmeriCorps brings together\nindividuals from different backgrounds and\ninstitutions, with different missions and cultures, in\nthe common effort to improve our communities.\nencouraging responsibility. AmeriCorps encourages\nmembers to explore and exercise their responsibilities\ntoward their communities, themselves, and their\nfamilies during their service experience and throughout\ntheir lives.\nexpanding opportunity. AmeriCorps Members receive\nawards to further their education or pay back their\nstudent loans, as well as invaluable service\nexperience, specialized training, and life skills.\nUSDA/AmeriCorps Operations Manual - June 1995\nA\nUNITED\nSTATES\nDEPARTMENT\nINITIAL\nOF AGRICULTURE\nProgram Identity\nAmeriCorps has a dual identity. As a community-based program,\nAmeriCorps meets local needs using local strategies. As a\nnational program, AmeriCorps has national visibility and results.\nBenefits of Community Identity\nStrengthen communities\nResolve problems within the community\nBenefits of National Identity\nIncreased visibility. The CNCS will do a public relations\ncampaign at the start of the AmeriCorps project year,\nincluding extensive media outreach; television, radio, and\nprint public service announcements; and the participation of\nAdministration officials and celebrities in a number of\nlocal events. This campaign will continue throughout the\nyear, incorporating a one-half hour documentary on national\nservice and additional activities to lend visibility.\nEnhanced Member experience. The feeling of being a part of\na team begins at the program level; it is magnified by being\npart of a larger force. Membership in AmeriCorps provides\ncontext to the service experience.\nSustainable funding. By showing Congress that AmeriCorps is\ncost-effective, programs have the opportunity to enjoy a\nlong-term base of funding that is relatively flexible.\nAccess to new ideas and program resources.\n2\nMERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nAmeriCorps Logo\nAn AmeriCorps/USDA logo is available on camera-ready slicks.\nLogo may be added to:\nuniforms,\nstationery items,\nsigns identifying the AmeriCorps program,\nrecruitment brochures,\nmember curriculum and orientation materials,\nbanners for AmeriCorps events,\npress releases for AmeriCorps events, and\npublications created by AmeriCorps Members.\nMembers may also use the logo on business cards, although Federal\nfunds may not be used to print such cards.\nOther uses must be approved by the CNCS. Logo may not be used,\nwithout written permission, on the following:\nmaterials that will be sold,\nclothing intended to be worn primarily by individuals who\nare not members or alumni/ae,\nalter the AmeriCorps logo or use it as a part of any other\nlogo or design, or\nallow a donor to use the AmeriCorps name or logo in\npromotional materials.\nUSDA AmeriCorps Operations Manual - June 1995\n3\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nSigns\nThe Corporation will provide AmeriCorps signs to USDA. Whenever\npossible, please use the signs to designate AmeriCorps project\nsites as this will let communities know when Members are working\nin their local area.\nUSDA will also provide sites with permanent metal signs to be\nposted at physical worksites so that our AmeriCorps Members and\nstaff can take lasting credit for the work they performed\nthroughout America--just as alumni of the original CCC can now\nview plaques at the sites they constructed throughout the\ncountry. The signs should be posted at sites where members have\nperformed service: building, repairing and/or renovating physical\nsites -- such as homes trailheads, timber bridges, kiosks, soup\nkitchens, community gardens, public parks, environmental\neducation centers, campgrounds, etc.\nStandard Paragraph\nInclude the following two paragraphs in all promotional materials\nfor USDA AmeriCorps programs:\nAmeriCorps is President Clinton's national service program,\npassed with bipartisan support from Congress, that engages\n20,000 Americans of diverse backgrounds in performing\nservice that meets critical community needs in return for an\neducational award, which may be used to pay for college, job\ntraining, or graduate school, or to pay back student loans.\nThe majority of AmeriCorps Members are working in\npartnerships with states, local governments, and non-profit\norganizations.\nThe U.S. Department of Agriculture is running three types of\nAmeriCorps teams in 38 states, composed of approximately\n1,200 members: an Anti-Hunger Team, a Public Lands and\nEnvironment Team, and a Rural Development Team. Many of the\nAmeriCorps projects are sponsored by community-based\norganizations and all projects designed to get things done,\nwhile boosting community, opportunity, and responsibility.\n4\nNATIONAL AMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAmeriCorps/USDA Mission Statement\nThe mission of the USDA AmeriCorps program is to engage a diverse\ngroup of Americans in working partnerships with communities to\nprovide real and measurable service to meet environmental and\nhuman needs, while earning education benefits and building an\nethic of service, responsibility, and citizenship.\nAmeriCorps/USDA Vision Statement\nThe vision of the AmeriCorps/USDA program is to have created a\nmodel Federal national service program that has, at the end of\nthe first five years of operation:\nimproved the quality of life significantly in communities\nacross the country,\ndeveloped a clear national identity respected for its focus\non successful results,\naccomplished a measurable series of concrete goals in\nmeeting environmental and human needs, and\ncreated new ways to reinvent government to make it more\naccountable and responsive to the citizens who fund it.\nThe vision is to institutionalize an innovative, respected, and\nsustainable program within the Department and implement a long-\nterm plan for expansion and replication that eventually makes\nquality service opportunities available to all Americans.\nUSDA AmeriCorps Operations Manual - June 1995\n5\nA\nUNITED\nSTATES\nDEPARTMENT\nLIMITED\nOF AGRICULTURE\nProgram Benefits\nThe AmeriCorps Program is designed as a holistic program, in that\neveryone involved with the program will benefit. Its goal is to\n\"get things done.\" It is a program for all Americans and\nprovides a strategy for solving the most critical problems facing\nthe nation today.\nThose involved in the program benefit in the following ways:\nCommunities gain the opportunity to resolve problems within\nthe community.\nSponsors gain the opportunity to accomplish tasks which\nwould not otherwise be accomplished. Provides a new\nstrategy to \"get things done.\"\nMembers gain \"real-life\" experience, a broad array of\ntraining, the opportunity to serve their community and their\ncountry, and an educational award.\nIn the course of solving community problems, the program will\nstrengthen communities and members. It will build an ethic of\nnational service and encourage people to invest in their\ncommunity.\n6\nA\nUNITED\nSTATES\nAMOUNT\nSERRICA\nDEPARTMENT\nOF AGRICULTURE\nThe Philosophy of AmeriCorps\nAmeriCorps is based on a key principle of American society that\nis as old as the republic itself: the idea that, not only does\nthe democracy have the duty to protect and nourish the well-being\nof its citizens, but that citizens have an equal duty to protect\nand nourish the well-being of the democracy.\nThomas Jefferson put it this way:\n\"A debt of service is due from every man to his country\nproportioned to the bounties which nature and fortune\nmeasured to him.\"\nThis spirit of mutual civic obligation distinguished the United\nStates from all other nations of the world. Eventually expanding\nthese rights and obligations to all Americans, the United States\nearned its status as the leader of the Free World.\nUnfortunately, many Americans now believe the country has drifted\nfrom these roots of shared community.\nAmeriCorps rebuilds this sense of community that made America\ngreat. By bringing together Americans of all races, classes,\ngenders, religions, and physical abilities to work side-by-side,\nAmeriCorps will strengthen the cords that bind us together as a\npeople. The \"sweat equity\" created by AmeriCorps can play an\nimportant role in healing the nation's wounds and bridging our\ndivisions. AmeriCorps will fundamentally change the country\nbecause it creates a new civic compact I which any citizen can be\ntied to the nation by the simple virtue of making a difference in\nthe lives of others.\nUSDA AmeriCorps Operations Manual - June 1995\n7\nUNITED\nAMITE SERVICE A\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAmeriCorps promotes personal responsibility. AmeriCorps gives\nall Americans a new way of giving something back to the country.\nIt reminds us that, along with rights we enjoy as citizens, we\nall have certain obligations to protecting those rights and\naiding our own communities. Furthermore, AmeriCorps gives young\npeople a tangible way to take charge of their own lives.\nAmeriCorps expands educational and economic opportunity. Members\nin the program will receive a living stipend and will also\nreceive an educational award worth $4,725 for each year of\nservice successfully performed. AmeriCorps is one of the major\nAdministration initiatives aimed at making post-secondary\neducation once again affordable for most Americans.\nAmeriCorps unites the interests of the middle class and the poor.\nThere is NO economic needs test to participate in this program--\nthe only requirement to participate is a dęsire to serve the\ncountry. This program will greatly boost students from the\npreviously forgotten middle class, who now are told their\nfamilies \"make too much money\" to qualify for existing Federal\naid programs. Yet the program will also help poor families for\nwhom current aid programs are insufficient.\n8\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nHow AmeriCorps Works\nMost AmeriCorps projects will begin in the fall, placing 20,000\nmembers in projects throughout the country. While the 20,000\nnumber may seem modest, it is larger than the highest-ever yearly\nnumber of people in the Peace Corps. It is anticipated that the\nnumber of members will grow yearly.\nWhile USDA manages the largest single Federal agency component of\nAmeriCorps, Federal agencies in general run only a small portion\nof AmeriCorps, comprising only about one-eighth of the overall\nprogram. Most AmeriCorps projects are funded and overseen by\nstate commissions appointed by each state's governor. Other\nAmeriCorps projects are funded and managed by national non-profit\norganizations.\nService will be focused on meeting unmet human, environmental,\npublic safety, and educational needs. The slogan of CNCS is\n\"Getting Things Done\" and AmeriCorps will continually focus on\naccomplishing useful and measurable work of high quality.\nAmeriCorps is not a jobs program, it is a service program.\nIndividuals may apply for the program either through CNCS or\nthrough the individual projects at each location. Both CNCS and\nUSDA will have their own toll-free 800 lines for recruitment.\nAmeriCorps will recruit a socio-economically diverse group of\nAmericans. AmeriCorps will bring together Americans of all\nraces, classes, genders, and physical abilities. Members must be\nage 17 or older, but there is no upper age limit for\nparticipation; while we expect that some senior citizens and\nmiddle age citizens will participate in the program, it is likely\nthat most members will be 18-26. Members can be high school\ngraduates, vocational school students, college students, college\ngraduates, or professional school graduates. Members can also be\nhigh school dropouts if they agree to work towards their GED\nwhile in the program.\nMembers will earn a living allowance and will earn an educational\nbenefit in exchange for a year of service successfully performed.\nThe allowance is provided because members still have to pay for\nfood, transportation, and housing for the year in which they\nprovide full-time service. The educational benefit can be used\nto pay for college, graduate school, or vocational school in\nadvance, or to repay qualified student loans. It can also be\nused to pay for job training apprenticeship programs approved by\nthe Department of Labor or Education.\nUSDA AmeriCorps Operations Manual - June 1995\n9\nNATIONALS MERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nUSDA AmeriCorps Program\nUSDA will run three AmeriCorps teams:\nPublic Lands and Environment Team\nRural Development Team\nAnti-Hunger Team\nBoth the Anti-Hunger Team and the Public Lands and Environment\nTeam will share the same corps-type model of service, engaging a\nmix of people to perform service in work crews--usually ten\nmembers each--at pilot locations. The work crews may include:\npeople who may or may not have completed high school,\ncollege students, and\ncollege graduates.\nIn the Rural Development Team, members will engage in both rural\neconomic planning and rural environment projects, but the program\ndesign is very different than the other two USDA programs. The\nteam will establish regional locations of at least five\nprofessional and paraprofessional members who assist rural\ncommunities in identifying needs and resources necessary for\neconomic, human, and environmental well-being. The members would\nhave highly varied education and training and would be matched up\nwith communities or regions having unmet needs that can be filled\nby someone with that specific background.\nCluster Requirement: All groups of five are required to meet at\nleast once a month. In order to accommodate this requirement,\nall members in a cluster must work on a daily basis in duty\nstations within a fifty mile radius or 100 mile drive --\nwhichever is shorter.\n10\nMERICORPS\nA\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nChapter Two\nLegal Authorities and Restrictions\nLegislative Authorities\nThe National and Community Service Trust Act of 1993, which was\nsigned into law by President Clinton on September 12, 1993 and\nbecame Public Law 103-82, provides legislative authority for the\nAmeriCorps National Service Program.\nThis law authorizes Federal Departments to apply for and receive\nfinancial assistance to implement national service programs. If\na Department receives any funds via this law (as USDA does), the\nfull authority contained in PL 103-82 is conveyed to that\nDepartment. Thus, the program and the Members in the USDA\nprogram are governed by rules and regulations of AmeriCorps.\nKenneth E. Cohen, USDA Assistant General Counsel for Research and\nOperations, wrote the following in a memo of March 11, 1994\nregarding authorities conveyed to USDA through the Corporation\nfor National and Community Service (CNCS) :\n\"USDA may receive assistance from the Corporation (CNCS) (sec\n121 (b) (1), 107 Stat. 788). The Act confers upon USDA the\nauthority, if it receives assistance under section 121, to\nconduct national service programs or to enter into contracts or\ncooperative agreements. While USDA is not fettered in the type\nof entity that may receive assistance from USDA, existing\nnational service programs should under section 121 (b) (4) be\nconsidered. Receiving assistance under section 121 confers\nconsiderable authority on USDA under the Act that we would not\notherwise enjoy generally. No minimum amount of assistance from\nthe Corporation is required to trigger section 121.'\nUSDA AmeriCorps Operations Manual - June 1995\n11\nUNITED\nCALIONALS A SEPTICES\nSTATES\nDEPARTMENT\nor AGRICULTURE\nFederal Register (Rules and Regulations)\nThe Corporation for National and Community Service (CNCS)\npublished Final rule of 45 CPR Parts 2510, 2513, et al. on March\n23, 1994 in the Federal Register.\nThe portion of this instrument which is applicable to agreements\nwith Federal agencies for the provision of AmeriCorps program\nassistance is Part 2523 - Agreements with Other Federal Agencies\nfor the Provision of AmeriCorps Program Assistance, beginning on\npage 13804, and also Parts 2521 and 2522.\nA reference copy of this instrument is found at Appendix A.\nGrant Provisions\nThe CNCS has published an instrument called \"AmeriCorps USA--\nDirect Grant Provisions.\"\nThis is a valuable and comprehensive documentation of AmeriCorps\nprogram policy and guidelines which should be studied at every\nAmeriCorps level of responsibility.\nA reference copy of this instrument is found at Appendix B.\n12\nMERICORPS\nA\nUNITED\nSTATES\nDEPARTMENT\nAMOUNT\nor AGRICULTURE\nDelegation of Authority\nIf the CNCS approves and provides any funds for a project, the\nauthority conveyed by PL 103-82 is delegated to the sponsoring\norganization.\nThird Party--Subgrantee\nIf an AmeriCorps grantee (USDA) enters into a third party\narrangement, the authority conveyed by PL 103-82 is delegated to\nthe subgrantee. Third party agreements should be accomplished by\nCooperative Agreements.\nSupport Services\nActivities that do not provide a direct benefit to the community,\nsuch as clerical work or research, may be performed if they are\nin support of a direct service. However, such activities may not\nbe the primary activity of a national service program.\nUnder no circumstances should an individual AmeriCorps Member\nspend the bulk of the service year providing administrative or\nclerical support for other AmeriCorps Members; members may not\nserve as \"administrative coordinators\" for projects.\nUSDA AmeriCorps Operations Manual - June 1995\n13\nA\nUNITED\nSTATES\nDEPARTMENT\nAMERICA\nOF AGRICULTURE\nNon-Duplication and Non-Displacement.\nAmeriCorps Members may not duplicate work already performed by\ngovernment agencies nor may they displace existing employees.\nSection 2540.100 of the regulations of the CNCS (in the Appendix)\nspecify these prohibitions. Please read this section carefully.\nAmeriCorps Members may not be used to perform service or duties\nperformed by employees who have left the agency for any reason\nwhatsoever, including downsizing, and may not even be used to\nperform duties when an employee is on leave, a position is left\nvacant, or is filled by a specific seasonal employee. This also\nincludes positions vacant due to employees who have taken a\nbuyout. Project sponsors should consult with local unions prior\nto placing AmeriCorps members to ensure there are no conflicts.\nAmeriCorps Members \"may not be used to duplicate an activity that\nis already available in the locality in the program.\" In other\nwords, if an office is already performing a certain function,\nAmeriCorps members cannot spend the majority of their time\nperforming more of that function. Thus, AmeriCorps Members may\nnot spend most of their year simply relieving a backlog of normal\nUSDA work. On the other hand, the service performed in each USDA\nAmeriCorps project must carry out both the general mission of the\nDepartment and the specific mission of the USDA agency funding\nthat project. Consequently, our projects face a paradox: they\nmust be similar to USDA work, but not identical to routine USDA\nwork.\nThe best way to deal with this paradox is to ensure that all our\nAmeriCorps Members are engaged in creative new projects which our\nDepartment would not normally be able to support, but\nnevertheless directly meets critical community needs.\n14\nUNITED\nNATIONALS A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nMember Lobbying\nAmeriCorps Members are free to contact Members of Congress and\nother elected officials to express their support of --or\nopposition to -- AmeriCorps. The contact must be undertaken at\nhis/her own initiative as a concerned private citizen and on\nhis/her own time (not at the request of the AmeriCorps program or\nduring AmeriCorps service hours). The AmeriCorps Member should\nbe clear that s/he is speaking as a private citizen, but may\nreference the fact s/he is part of AmeriCorps.\nMoreover --- as long as members are not specifically \"lobbying\"\nby asking others to specifically support or oppose AmeriCorps ---\nMembers should feel free to explain the AmeriCorps philosophy and\nthe details of their own projects to anyone-- including the\nmedia, elected officials, family members, project sponsors,\nfriends, and community residents.\nUSDA AmeriCorps Operations Manual - June 1995\n15\nA SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nMember and Staff Fundraising\nIn general, neither members nor staff should spend significant\namounts of their time raising funds.\nAmeriCorps Members cannot spend the bulk of their year raising\nfunds for their projects, although a minimal part of their\nservice activities may include writing grant proposals to obtain\nfunds for local community development projects. Members should\nalso be briefed on ethics guidelines followed by USDA employees\nand should not attempt to solicit funds from any \"prohibited\nsources\", i.e. entities which are in any way regulated by USDA or\nmay be benefited or harmed by any USDA activities.\nUSDA staff should also be careful not to solicit funds or any in-\nkind contributions of tools, equipment, office space, etc., from\nany \"prohibited sources\". Any contributions or loan of tools\netc. must conform to the provisions of the Agriculture Property\nManagement Regulation, Amendment H-4, Subpart 104-43.80, 12/19/86\nand 7 CFR 0.735-12. Employees should err on the side of caution\nand consult with their agency ethics officials before taking any\naction to solicit contributions or in-kind donations. Neither\nAmeriCorps nor USDA can afford even the appearance of conflict of\ninterest, even if an action was taken to advance a generally\nlofty goal such as obtaining equipment or supplies for a member.\nIn addition, all USDA employees should be aware that Federal law\ngenerally restricts significant fundraising activities performed\nby Federal employees.\nThe best way to raise funds is for partner organizations to play\nthat role on their own with little or no coordination with\nAmeriCorps Members or staff. RC&D Councils, Conservation\nDistricts, non-profit organizations, the National Forest\nFoundation, Friends of the National Arboretum, etc. can all\nindependently raise and accept money and in-kind donations for\nour projects.\n16\nMERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nProhibited Activities\nProhibited activities may not be performed by members in the\ncourse of their duties, at the request of program staff, or in a\nmanner that would associate the activities with the national\nservice program or the Corporation. These activities include:\n1. any effort to influence legislation,\n2. organizing protests, petitions, boycotts, or strikes,\n3. assisting, promoting, or deterring union organizing,\n4. impairing existing contracts for activities, or other\nactivities designed to influence the outcome of an election\nto any public office,\n5. engaging in religious instruction, conducting worship\nservices, providing instruction as part of a program that\nincludes mandatory religious education or worship\nconstructing or operating facilities devoted to religious\ninstruction or worship, maintaining facilities primarily or\ninherently devoted to religious instruction or worship, or\nengaging in any form of religious proselytization,\n6. providing a direct benefit to:\na. a business organized for profit,\nb. a labor union,\nC. a partisan political organization,\nd. a nonprofit organization that fails to comply\nwith the restriction contained in part 501 (c)\nof the Internal Revenue Code of 1986, and\ne. an organization engaged in the religious\nactivities described above, unless Corporation\nassistance is not used to support those\nreligious activities, and\n7. Serving for the majority of the year in activities:\na. providing office support for other members,\nb. engaging in public affairs or media outreach\nactivities,\nC. fundraising,\nd. Performing routine office work.\nUSDA AmeriCorps Operations Manual - June 1995\n17\nAMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nRestrictions on Economic Planning Work\nGiven that many USDA Rural Development Team Members are working\non projects to promote economic development, these members must\nbe especially careful not to violate the prohibition on service\nproviding a \"Direct benefit to a business organized for profit.\" \"\nMembers who interact with for-profit entities should ensure that\ntheir work follows the following four principles:\n1) The service must be focused on providing a general\nbenefit to surrounding community, not a direct benefit to an\nindividual business.\n2) Any benefit to an individual for-profit entity must be\n\"incidental\" and minimal compared to the direct benefit\nprovided to the community.\n3) All services provided by AmeriCorps Members must be\nadvertised publicly through the media and other information\nsources and must be made available equally and impartially\nto all parties in that area.\n4) Under no conditions should a member work full-time on a\nproject that would benefit solely one for-profit entity.\n18\nMERICORP\nA\nUNITED\nSTATES\nMEDICAL\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nChapter Three\nProject Design and Development\nGeneral\nThe first step to creating an AmeriCorps proposal lies in project\ndesign and development Once this is done, a formal application\ncan be submitted through USDA to the Corporation.\nThe AmeriCorps Program is designed to start at the local level,\nhave a direct benefit on the community it serves, and focus on\n\"unmet human, environmental, educational, or public safety\nneeds.\" The program's goal is to \"get things done\" and offers\ncommunities a new strategy for solving old problems.\nIn order to capitalize on the opportunities presented by this\nprogram, strong community projects must be designed and fully\ndeveloped. Partnerships need to be formed and broad-based\ncommunity involvement has to be built.\nThe National and Community Service Trust Act of 1993 authorizes\nFederal agencies to enter into cooperative agreements with youth\nservice corps to carry out national service projects.\nConsideration should be given to utilizing existing youth corps\nresources when developing a project proposal.\nUSDA AmeriCorps Operations Manual - June 1995\n19\nNATIONALS MERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nIdentify Needs\nDuring project design and development, agency representatives\ninterested in AmeriCorps may assist communities in identifying\ntheir needs. Forming strong partnerships with local\norganizations, private landowners, farmers, and non-profit groups\nare key to identifying local needs.\nThis locally-based approach is designed to insure that all those\ninvolved are stakeholders and bring resources to the project.\nResources can be cash, in-kind services, or any assets that\ncontribute to the project. Everyone has something to offer.\nAfter extensive communication with area businesses,\norganizations, and residents, various strategies should be\ndeveloped to successfully meet area goals. These strategies\nshould be carefully reviewed, discussed, and analyzed and should\nlead to long-term, sustainable solutions to community problems.\nBased on goals, needs, and strategies, project (s) should now be\ndeveloped.\n20\nBERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nResidential/Non-residential Projects\nPublic Lands and Environment Corps:\nBoth residential and non-residential projects will be in\noperation. Members in non-residential projects live at home and\ncommute daily to their duty station. Residential projects\nprovide lodging, meals, and other support services for members.\nThe pay of members in residential projects will have \"commissary\"\ndeductions for the food and lodging which is provided. However,\na waiver is required from the CNCS for this deduction. Project\nmanagers who have a need for this deduction, should make a\nrequest in writing to Agency National Headquarters who in turn\nwill forward the request to the Department.\nRural Development Corps:\nAll Rural Development Team Members will be located in and around\ncommunities with which they will be working. Each member will\nhave a duty station, but will not necessarily report there each\nday. Rural Development Team Members often work independently,\ninteracting directly with representatives from the communities\nthey serve.\nThe smallest acceptable team size in an area is five. These five\nmembers must meet at least once a month. In order to accommodate\nthis requirement, all members in a cluster must work on a daily\nbasis in duty stations within a fifty mile radius or 100 mile\ndrive -- whichever is shorter.\nUSDA AmeriCorps Operations Manual - June 1995\n21\nA\nUNITED\nSTATES\nDEPARTMENT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nProject Design and Development\nA few of the factors to be considered in project design and\ndevelopment are:\npotential partners,\navailability of funds,\ncontributions available from the community, and\nthe scope of the project.\nProjects should be well defined and include a mission statement,\ngoals, and objectives. These items help to clarify projects and\nhighlight intended accomplishments.\nWhen writing up the project, a few specific factors to be\nconsidered are:\nbenefit-cost ratio,\ncomparison of alternatives,\nconsideration of available agency and community resources,\npotential sponsors, and\nobjectives and scope of work for the project (s).\nIt is during this stage that the AmeriCorps program should be\nconsidered. Careful consideration should be given as to how this\nprogram can help you reach project goals. The resources\navailable through AmeriCorps must be evaluated as to whether or\nnot this program is the best strategy to use to accomplish\nproject goals. It will not be the best strategy for all projects\nbut for many it offers tremendous resources.\nUSDA AmeriCorps Operations Manual - June 1995\n22\nAMERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nChapter Three\nProject Design and Development\nGeneral\nThe first step to creating an AmeriCorps proposal lies in project\ndesign and development Once this is done, a formal application\ncan be submitted through USDA to the Corporation.\nThe AmeriCorps Program is designed to start at the local level,\nhave a direct benefit on the community it serves, and focus on\n\"unmet human, environmental, educational, or public safety\nneeds.\" The program's goal is to \"get things done\" and offers\ncommunities a new strategy for solving old problems.\nIn order to capitalize on the opportunities presented by this\nprogram, strong community projects must be designed and fully\ndeveloped. Partnerships need to be formed and broad-based\ncommunity involvement has to be built.\nThe National and Community Service Trust Act of 1993 authorizes\nFederal agencies to enter into cooperative agreements with youth\nservice corps to carry out national service projects.\nConsideration should be given to utilizing existing youth corps\nresources when developing a project proposal.\nUSDA AmeriCorps Operations Manual - June 1995\n19\nNATIONAL MERICORP A SEPTICES\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nIdentify Needs\nDuring project design and development, agency representatives\ninterested in AmeriCorps may assist communities in identifying\ntheir needs. Forming strong partnerships with local\norganizations, private landowners, farmers, and non-profit groups\nare key to identifying local needs.\nThis locally-based approach is designed to insure that all those\ninvolved are stakeholders and bring resources to the project.\nResources can be cash, in-kind services, or any assets that\ncontribute to the project. Everyone has something to offer.\nAfter extensive communication with area businesses,\norganizations, and residents, various strategies should be\ndeveloped to successfully meet area goals. These strategies\nshould be carefully reviewed, discussed, and analyzed and should\nlead to long-term, sustainable solutions to community problems.\nBased on goals, needs, and strategies, project (s) should now be\ndeveloped.\n20\nNATIONALS ERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nResidential/Non-residential Projects\nPublic Lands and Environment Corps:\nBoth residential and non-residential projects will be in\noperation. Members in non-residential projects live at home and\ncommute daily to their duty station. Residential projects\nprovide lodging, meals, and other support services for members.\nThe pay of members in residential projects will have \"commissary\"\ndeductions for the food and lodging which is provided. However,\na waiver is required from the CNCS for this deduction. Project\nmanagers who have a need for this deduction, should make a\nrequest in writing to Agency National Headquarters who in turn\nwill forward the request to the Department.\nRural Development Corps:\nAll Rural Development Team Members will be located in and around\ncommunities with which they will be working. Each member will\nhave a duty station, but will not necessarily report there each\nday. Rural Development Team Members often work independently,\ninteracting directly with representatives from the communities\nthey serve.\nThe smallest acceptable team size in an area is five. These five\nmembers must meet at least once a month. In order to accommodate\nthis requirement, all members in a cluster must work on a daily\nbasis in duty stations within a fifty mile radius or 100 mile\ndrive -- whichever is shorter.\nUSDA AmeriCorps Operations Manual ⑉ June 1995\n21\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nProject Design and Development\nA few of the factors to be considered in project design and\ndevelopment are:\npotential partners,\navailability of funds,\ncontributions available from the community, and\nthe scope of the project.\nProjects should be well defined and include a mission statement,\ngoals, and objectives. These items help to clarify projects and\nhighlight intended accomplishments.\nWhen writing up the project, a few specific factors to be\nconsidered are:\nbenefit-cost ratio,\ncomparison of alternatives,\nconsideration of available agency and community resources,\npotential sponsors, and\nobjectives and scope of work for the project (s).\nIt is during this stage that the AmeriCorps program should be\nconsidered. Careful consideration should be given as to how this\nprogram can help you reach project goals. The resources\navailable through AmeriCorps must be evaluated as to whether or\nnot this program is the best strategy to use to accomplish\nproject goals. It will not be the best strategy for all projects\nbut for many it offers tremendous resources.\nUSDA AmeriCorps Operations Manual - June 1995\n22\nERICORP\nA\nUNITED\nSTATES\nAMITE\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nChapter Four\nCooperative Agreements\nThe Act\nThis chapter describes the activities and instruments used to\nflow down authorities and funds from the National and Community\nService Trust Act of 1993, Public Law 103-82 (the Act) though\nagency implementation. The Act provides for the Corporation for\nNational and Community Service (CNCS) to issue contracts or\ncooperative agreements to Federal agencies to carry out national\nservice projects. The CNCS uses a competitive process to\ndetermine who will receive Corporation funding. There are\nseparate competitions for Federal agencies, States, and non-\nFederal organizations.\nAll of the Federal agency applications (sometimes referred to as\nproposals) are consolidated by each Department and forwarded to\nCNCS. Federal agency applications must provide complete details\nregarding their proposed projects, including all project\nactivities, locations, contractors and/or recipients (also\nreferred to as third parties or grantees), and budget breakdowns.\nIf program management activities, competition for those\ncontractors or recipients should have taken place prior to\nsubmission of the applications to the Department.\nCNCS evaluates the applications against their national service\nprogram evaluation criteria, negotiating if necessary, and\nselects the highest rated Departmental applications for award.\nContracts and agreements are then awarded that flow-down from the\nCNCS to the Departments to the Federal agencies, and in some\ninstances on to contractors or recipients. This process is shown\nin the flow-chart on the following page and explained in detail\nthroughout the chapter.\nUSDA AmeriCorps Operations Manual - June 1995\n23\nNATIONAL AMERICORPS A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nFlow of Contracts or Agreements\nNational and Community\nService Trust Act of 1993\nPublic Law 103-82\nauthorized the\nCorporation for National\nand Community Service\nCNCS\nCNCS selects program\nproposals and issues\nContracts or Cooperative\nAgreements to Federal\nDepartments\nAllocataes Corporation\nFunds via (AD 742)\nUSDA\nDepartment (s) executes\nInteragency Agreements\nwith individual agencies\nTransfers Corporation\nfunds to agencies by\nusing (AD 742, SF-1081,\nor OPAC)\nAGENCY\nAppropriate Agency funds\nAgency issues Contract or\n& authorities joined with\nCooperative Agreement to\nCorporation Funds for\nthe 3rd party recipient (s)\nprogram implementation.\n(SF-270 or other billing\nRecipient uses\ndocument)\nCorporation, agency, and/or\ncooperator funds for program\nAgency executes Member\nimplementation.\nAgreements\nAgency may elect to seek\nAgency may elect to seek other\nother funding sources\nfunding sources through\nthrough partnerships,\npartnerships, donations, or\ndonations, or gifts\ngifts.\nAmeriCorps\n3rd Party\nMember\nRecipient\nAmeriCorps\nMember\n24\nAERICORP\nA\nUNITED\nSTATES\nAMITA\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nCorporation for National and Community Service\nOnce Departmental applications are selected, CNCS will issue a\nCorporate contract or Cooperative Agreement (CA) to the United\nStates Department of Agriculture (USDA). The Corporate contract\nor CA will consist of three pieces: an award letter including\nCNCS requirements, CNCS grant provisions for Federal agencies,\nand the application submitted by the department. These\ninstruments validate CNCS approval of the projects identified in\nthe USDA application and obligate Corporation funding to be made\navailable to USDA. Since the USDA will not be performing on-the-\nground operation of the national service programs, the CNCS\nfunding now contained in a USDA account must be transferred to\nthe respective agencies charged with operating the programs.\nThis is accomplished by the issuance of interagency agreements\n(IA's) from the USDA to participating agencies.\nU.S. Department of Agriculture\nIn order to effect the transfer of funds from the USDA to the\nagencies, IA's must be issued. These instruments are bilaterally\nsigned and may be written in a narrative format solely or an AD-\n672, Reimbursement or Advance of Funds Agreement. Either format\nshould include a detailed explanation of the project, the USDA\napplication approved by CNCS, any other conditions imposed by the\nUSDA or agency. The agency fiscal personnel bill the USDA for\nthe approved funding as shown in the IA, using an AD-1081 or AD-\n742. This billing effects the transfer of funds into an agency\naccount. It is significant to note that any program performance\nto be paid using CNCS funds should not begin until the date the\nlast signature is obtained on the interagency agreement and\ntransfer of funding is made.\nUSDA AmeriCorps Operations Manual - June 1995\n25\nUNITED\nSTATES\nREATIONALS SECURITÉ\nDEPARTMENT\nor AGRICULTURE\nAGENCIES\nThe USDA consolidated application to the CNCS will include agency\napplications (proposals) providing for the AmeriCorps program\nmanagement and projects to be accomplished with either (1) agency\npersonnel alone or (2) both agency personnel and contractors\nand/or recipients (also referred to as third party recipients)\nAGENCY PERSONNEL\nIf the USDA application to CNCS proposed all of the AmeriCorps\nprogram management and projects to be accomplished using agency\npersonnel alone, there may be no other (sub) contracts or (sub)\ncooperative agreements needed.\nTHIRD PARTY INVOLVEMENT\nIf the USDA application to CNCS proposed the involvement of\ncontractors or third parties (also referred as recipients or\ngrantees) in AmeriCorps program management activities, agencies\nwill need to issue contracts or CA's to the third parties as\ndescribed below.\n26\nMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\n1. AGENCY CONTRACTS. Under the Americorps Program,\nagencies, through their respective departments, may receive\na Corporate contract issued by CNCS. For agencies that wish\nto contract their program to a third party, they will need\nto solicit and award contracts. These contract packages\nshould cite the Corporate contract number and include any\npertinent CNCS or USDA requirements. Negotiated contracts\nnormally require a competitive process which takes\napproximately 120 days for solicitation and award. The\n(sub) contracts will consist of an award letter with\nappropriate references to the Corporate contract and other\nCNCS, USDA, and agency specific requirements, a Standard\nForm (SF) 33 Or 26, Sections B through J, and incorporation\nof the contractors technical and cost proposal.\n2. AGENCY COOPERATIVE AGREEMENTS. Under the AmeriCorps\nProgram, agencies through their respective departments will\nreceive a Corporate CA issued by CNCS. In order for the\nagencies to have third parties participate in agency\nAmeriCorps program management activities, agencies will need\nto solicit and award (sub) cooperative agreements,\neffectively making the organizations (sub) recipients. It\nshould be noted that the title \"sub-cooperative agreement\"\nwill probably not be on the document. At the CNCS or USDA\nlevel, it will probably be referred to in discussions as a\n(sub) cooperative agreement. At the agency level, it may be\nreferred to simply as a cooperative agreement. However, the\n(sub) cooperative agreement package should cite the\nCorporate cooperative number and include any pertinent CNCS,\nUSDA, or agency specific requirements.\n7 CFR 3015.158 requires competition for cooperative\nagreements if the estimated value exceeds $75,000. However,\nif agencies wish to transfer management of their AmeriCorps\nactivities to other recipients (also referred to as third\nparties or recipients) after Fiscal Year 1995, the USDA\nrequires agencies to obtain recipient participation\ncompetitively, selecting the organizations proposing the\nbest technical approach and highest contributions. This can\nbe a good mechanism to increase the amount of non-Federal\ncontributions to the program and alleviate the need for\nexcessive Federal personnel in the effort. In most\ninstances, the time frames for solicitation and award are\nmuch quicker than for contracts. Refer to Appendix C for a\nsample Forest Service financial assistance announcement for\nuse in the competitive process.\nUSDA AmeriCorps Operations Manual - June 1995\n27\nA\nUNITED\nSTATES\nMEDICAL\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nThe CNCS requires that Federal agency applications provide\ncomplete details regarding their proposed projects,\nincluding all project activities, locations, contractors\nand/or recipients (also referred to as third parties or\nrecipients), and budget breakdowns. In order to accommodate\nthis requirement, recipient competition and selections must\nbe completed prior to submission of the agency application\nto the USDA. The competitive process will need to get under\nway early each Fiscal Year (FY), such as competition sought\nin November of FY 95 for projects proposed in FY 96. The\nsolicitation notice should clearly identify that the award\nof CA's is contingent upon approval and receipt of CNCS\nfunds and subject to the availability of agency funds made\navailable from Congress. This makes it clear to competing\norganizations that the agency selection is tentative and\ncontingent upon approval by the USDA and CNCS.\nIf\ncompetitors are notified of their tentative selection as\npotential awardees, the letter should be worded carefully.\nIt should clearly state that the selection is tentative and\nthat no performance should start until the agency has\nexecuted a CA. Once tentative selections have been made and\nany areas in question are negotiated to the parties mutual\nsatisfaction, the application can be included in support of\nthe agency application to the USDA for approval and\nsubmission to the CNCS.\nOnce the CNCS has issued a CA to the USDA/agency, agency\nCA's may be issued to the selected recipients. Agency CA's\nconsist of an award letter, the third party application\n(which should include an SF 424, an SF 424A, a complete cost\nbreak-down which explains and supports the figures shown in\nthe SF 424A, a narrative statement of the project explaining\nthe third parties technical approach for accomplishing and\noperating the program, and required assurances and\ncertifications (such as Anti-lobbying, Drug-Free Workplace,\netc.). The award letter should include reference to the\nCorporate CA and the Office of Management and Budget\nCircular requirements as implemented by the USDA, agency\nspecific requirements (such as types and frequency of\nreports, advance vs reimbursable funding and frequency of\nbilling allowed, program income, equipment requirements,\netc.), appropriation or management codes needed by the\nrecipient for billing purposes, etc. Agency grant officers\ncan provide detailed information and guidance on agency\nprocesses for competition and award of the agency CA's.\n28\nAMERICORPS\nA\nUNITED\nSTATES\nDEPARTMENT\nSERVICE\nDEPARTMENT\nOF AGRICULTURES\n3. PERFORMANCE. The award of an agency contract or CA\nvalidates agency approval of the project performance and\nobligates the agency funding (either received from the CNCS\nthrough the USDA IA or from agency appropriations) to be\nmade available for contractors or third parties to take over\nmanagement of agency AmeriCorps program activities. After\nreceipt of the award document, contractor or third party\npersonnel may bill the agency, requesting either advance or\nreimbursable payments depending on what type of funding was\napproved, up to the maximum amount as shown in the award\ndocument. Contractors may use their own billing format.\nRecipients use an SF 270. These billings effect payment and\nthe transfer of funds from agency accounts to contractor or\nthird party accounts. Normally billings are allowed to\noccur on a monthly or quarterly basis. It is significant to\nnote that any program performance by contractors or\nrecipients to be paid using agency or CNCS funds should not\nbegin until the date the contract or CA is signed.\nAgency personnel and contractors or recipients may\nanticipate or have negotiated and planned for further\ntransactions which contribute to or support the contracts or\nCA's. This may lead to the processing and award of other\nagreements or the acceptance of gifts or donations, as\ndiscussed below.\nOTHER AGREEMENTS OR DONATIONS\nThe USDA's consolidated application to the CNCS may include\nagency applications (proposals) providing for the AmeriCorps\nprogram management and projects to be accomplished with either\n(1) agency personnel alone or (2) both agency personnel and\ncontractors and/or third parties. If agencies proposed to use\nboth agency personnel and third parties, both parties are\nproviding a contribution to the total value of the project.\nAgency funding is clearly considered an agency contribution to\nthe project. When applicable directly to the agency, IA's with\nother Federal agencies, agreements separate and apart from an\nagency CA (such as challenge cost-share or collection\nagreements), noncash contributions, or cash contributions, the\nacceptance of donations, or in-kind contributions are also\nlegitimate to include as part of the agency contribution to the\nproject. When applicable directly to a (sub) recipient,\ndonations, noncash contributions, and in-kind contributions may\nbe included as part of their contribution to a CA.\nUSDA AmeriCorps Operations Manual - June 1995\n29\nREATIONAL AERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nOther agreements or donations made directly to agencies or third\nparties must always be separated and accounted for respectively;\nat no time can the agreements be viewed as being intermixed.\nThis is required so that each party's matching contributions are\nlegal, clear, and verifiable upon audit.\nEach agency under the USDA has their own enabling statutes which\nmay or may not allow for the award of agreements, acceptance of\ndonations, or use of agency funds for AmeriCorps activities. For\nexample, the USDA Forest Service has statutory authority to enter\ninto challenge cost-share, participating, collection agreements,\nand several others. However, for the purposes of AmeriCorps\nactivities, the USDA Forest Service may only use cooperative\nagreements and accept gifts or contributions, as appropriate.\nWhen other agreements or donations are to be included as part of\nan agencies' contribution, the proper instruments must be awarded\nin accord with agency procedures prior to any performance being\nstarted or funds being spent. Close attention should be given to\nensure the activities defined under agency statutes and\nappropriations received by Congress are appropriate for use in\nAmeriCorps activities. Agency contracting or grant officers can\nprovide detailed information and guidance on agency specific\nprocesses for entering into other agreements or accepting gifts\ndonations.\nFunding Requirements\nIf an organization receives a grant from USDA to support the\nAmericorps Members and if the organization actually payrolls the\nAmeriCorps Members, than that organization is required to provide\na match for 15% of the Member's living allowance with non-Federal\nfunds. If however, the sponsoring organization receives only the\ntime of the Members and not significant funds from USDA, and if\nUSDA is actually payroling the Member, then the organization has\nno matching requirement.\n30\nNATIONALS RICORPS A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nChapter Five\nProcess for Grant Application\nThe Process\nThe National Corporation establishes the criteria and content\nrequirements for AmeriCorps applications.\nThe following information is based on the 1994 process and\nprovides insight into what kinds of information the corporation\nseeks. Because the format is subject to revision --- and because\neach USDA agency has a different internal project application and\nselection process --- USDA employees who plan to develop an\nAmeriCorps project should first check with their National\nHeadquarters.\nUSDA AmeriCorps Operations Manual - June 1995\n31\nMERICORP\nA\nUNITED\nSTATES\nIMPORTER\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nCorporation Funding\nEach year Congress may allocate funds for the Corporation. These\nfunds will then be given out on a competitive basis. Entities\nmay apply for these funds through the following channels:\n1. State Competition - the Act directs States to establish\nState Commissions (Appendix D). Non-profit organizations\nand State agencies may submit applications to their State\nCommission. The State Commissions will then select projects\nfor submission to the Corporation. This is a competitive\nprocess within the State and then at the national level.\n2. Direct Competition - national non-profit organizations\nmay submit applications for assistance directly to the\nNational Corporation.\n3. Federal Competition - Federal agencies may compete for\nfunds. Applications may be submitted only from the Cabinet\nlevel. Within USDA, the Office of National Service\ncoordinates agency applications.\n4. Special Set-Asides - one percent of funds allocated for\nassistance is set-aside for applications from Indian Tribes.\nOne percent is also to be set-aside for applications from\ncertain territories and possessions.\nNote: Rules for non-profit organizations applying for funds vary\nfrom those for Federal agencies. Non-profit groups should check\nwith either their State Commissions or the National Corporation.\nEntities may only apply through one source for a project.\n32\nAMERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nGrant Application Submission\nField personnel who wish to participate in the AmeriCorps Program\nshould follow their chain of authority with the goal of\nsubmitting their project to their agency Headquarters in\nWashington, D.C. Local non-profit organizations who wish to\nparticipate in the AmeriCorps Program as partners with Federal\nagencies should join at the local level to develop projects.\nWhen to Submit Grant Applications\nThe National Corporation establishes the deadline for submission\nof applications. Agency field offices will be notified of the\ndeadline when the Corporation establishes it.\nHowever,\napplications can be submitted early to agency headquarters to\nallow for reviews and changes to improve and strengthen projects.\nNumber of Requests\nThere is no limit to the number of project proposals that may be\nsubmitted for consideration. The number of proposals approved is\ndependent upon funds available, and we will not be able to\napprove all proposals. Proposals must compete in some manner for\nwhatever funds are available. Therefore, it is important that\nany proposal submitted is well developed, in the correct format,\nand meets all criteria. Due to the time and energy needed to\ndevelop a competitive proposal, it may be best to focus on only\none or two project proposals. If someone has several projects\nthey want to propose, consideration might be giver to whether the\nprojects are similar enough to be rolled into one umbrella\nproposal.\nUSDA AmeriCorps Operations Manual - June 1995\n33\nNATIONALS AERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nDE AGRICULTURE\nTypes of Program Assistance\nProgram assistance falls into two categories: planning or\noperational.\nPlanning grants - proposals for planning a national service\nprogram may be submitted. If the community has a project\nthey would like to implement but have not completed the\nplanning process, a request for a planning grant may be\nsubmitted. Planning grants are for a period of six months\nto one year only and are not renewable.\nOperational grants - operational proposals are for those\nprojects that have completed the planning stage and are\nready to begin implementation. Operational grants can\ninclude a planning period of not more than six months to\ncomplete the final stages of program development before\nimplementation. These grants are renewable. Renewal\nfunding is subject to periodic assessment of program\nquality, successful performance against stated objectives,\nand availability of funds.\nThe Corporation may award operating grants for the purpose of\nreplicating successful program models at other sites.\nA\nreplicable program model must:\nhave a track record of success,\nhave identifiable core elements that account for its\neffectiveness,\nhave local support,\nbe adaptable to local circumstances, and\nnot duplicate a program already in the geographic area.\n34\nNATIONALS MERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nType of Projects\nAny type of project may be submitted as long as it:\nfalls within the agency statutory authority,\nmeets priorities established by the agency, USDA, or the\nNational Corporation, and\nmeets all project criteria.\nProject Criteria\nProjects will be evaluated on the following criteria:\nCriteria\n& of rating\nQuality (70%)\nImpact\n40%\nProgram Infrastructure & Capacity\n30%\nSustainability\n15%\nInnovation and Replicability\n15%\nThe following information explains and breakdowns this criteria.\nUSDA AmeriCorps Operations Manual - June 1995\n35\nA\nUNITED\nSTATES\nAMITA\nSERRICE\nDEPARTMENT\nOF AGR KULTURE\nQUALITY (70%)\nImpact (40%)\nDirect and Demonstrable Benefit - any proposal submitted\nfor approval as an AmeriCorps Program shall provide a\ndirect and demonstrable benefit that is valued by the\ncommunity. Service activities must result in a specific\nidentifiable service or improvement that otherwise would\nnot be provided with existing funds or volunteers, and\nthat does not duplicate the routine functions of workers\nor displace paid employees.\nStrengthening Communities - programs must strengthen\ncommunities, bringing together both institutions and\nindividuals to cooperate in creating lasting and\nconstructive change.\nPartnerships - programs must perform projects that are\ndesigned, implemented, and evaluated with extensive and\nbroad-based local input, including consultation with\nrepresentatives from the community served, members (or\npotential members) in the program, community-based\nagencies with a demonstrated record of experience in\nproviding services, foundations, businesses, and local\nlabor organizations representing employees of service\nsponsors if these entities exist in the area to be\nserved.\nPartnerships will assist in strengthening communities by\noffering programs the opportunity to collaborate with\nvarious sectors of the community that can provide\ntechnical expertise in substantive areas.\n36\nMERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nDiversity - programs can build strong communities by\ninvolving diverse members and staff in activities that\nencourage mutual understanding and cooperation. Programs\nmust seek actively to include members and staff from the\ncommunities in which projects are conducted, as well as\nindividuals of different races and ethnicity's, education\nlevels, socioeconomic backgrounds, both men and women,\nand individuals with disabilities.\nMember Development - the program must be able to instill\nthe ethic and skills needed for productive and active\ncitizenship by engaging members in worthwhile service,\neducation, and leadership development activities; provide\nmembers with the training, skills, and knowledge\nnecessary to perform the tasks required in their\nrespective projects, and if appropriate, specific\ntraining in a particular field; assist members to earn\nthe equivalent of a high school diploma, if necessary;\nand provide support to members in their transition to\nother educational career opportunities.\nUSDA AmeriCorps Operations Manual - June 1995\n37\nNATIONALS MERICORP A SEPTIME\nUNITED\nSTATES\nDEPARTMENT\nDI AGRICULTURE\nQuality is also indicated by the extent to which\nthe program will provide productive and meaningful education\nexperiences that incorporate service-learning methods;\nthe program will meet community needs and involve\nindividuals from diverse backgrounds (including economically\ndisadvantaged youth) who will serve together to solve\ncommunity problems;\nthe principal leaders of the program will be well qualified\nfor their responsibilities;\nthe program has sound plans and processes for training,\ntechnical assistance, supervision, quality control,\nevaluation, administration, and other key activities; and\nthe program will advance knowledge about how to do effective\nand innovative community service.\n38\nUNITED\nNATIONALS A STATES\nSTATES\nDEPARTMENT\nOF AGR KULTURES\nQuality (70%)\nProgram Infrastructure and Capacity (30%)\nThe Program's infrastructure and capacity will be evaluated as\nevidenced by:\na clear mission statement, objectives, and indicators of\nsuccess;\na staff with a strong track record in operating programs\nsimilar to that being proposed;\nthe organization's past achievements;\nits ability to provide appropriate staff and member\norientation, training, and supervision; and\na plan for continually improving the program based on self-\nassessment and monitoring of community and member self-\nsatisfaction with work performed.\nUSDA AmeriCorps Operations Manual - June 1995\n39\nUNITED\nNATIONALS A MEDICAL\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nSustainability (15%)\nThe Corporation will measure sustainability by the program's\nability to:\nbe cost-effective in achieving the identified objectives;\nexceed the match requirements with non-Federal funds or for\nFederal agencies to provide a substantial match to\nCorporation funds;\nobtain additional funding sources to sustain the program\nbeyond the period of Corporation support; and\nprovide evidence of an existing relationship between the\norganization (s) and community.\nSustainability is also indicated by the extent to which:\nthe program will foster collaborative efforts among local\neducational agencies, local government agencies, community\nbased agencies, business, and State agencies;\nthe program will enjoy strong, broad-based community\nsupport; and\nthere is evidence that financial resources will be available\nto continue the program after the expiration of the grant.\n40\nREATIONALS AMERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nInnovation and Replicability (15%)\nThe Corporation will measure innovation by the program's ability\nto develop creative or distinctive approaches to meeting program\nobjectives. Replicability will be evaluated on the program\nelements that are adaptable to other programs, locations, or\napproaches to service such as a rural community, small city, or\npart of a larger city.\nPriority Proposals\nThe Corporation also gives priority to proposals that:\ninvolve members in the design and operation of the program;\nreflect the greatest need for assistance, such as programs\ntargeting low-income areas;\ndevelop civic responsibility and leadership skills and\nqualities in members;\ndemonstrate the ability to achieve the goals of this part on\nthe basis of the proposal's quality, innovation,\nreplicability, and sustainability; or\naddress any other priority established by the Corporation\nfor a particular period.\nUSDA AmeriCorps Operations Manual - June 1995\n41\nMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nDEPARTMENT\nOF AGRICULTUR\nApplication Format\nEach new proposal must submit the following information on a disk\nand in hard copy:\n1. Title Page -\na) Title of Project\nb) Name of Organization\nc) Team Type (PL&E or RDT or Combined)\nd) State of duty station of AmeriCorps Members\ne) County of duty station of AmeriCorps Members\nf) Names of counties served by Members (up to 15\ncounties)\ng) Congressional District of duty station of Members\nh) Name of site supervisor (at local or county level)\ni) Address, phone number, and fax number of site\nsupervisor\nj) Name of State Project Director\nk) Address, phone number & fax number of State Project\nDirector\n1) Number of Members in Environmental Teams\nm) Number of Members in Rural Development Teams\n2. Summary Page - a one page overview containing the following\ncomponents:\na) Specific needs to be met\nb) Site design\nc) Number of participants\nd) Description of administering organization\ne) Identification of primary partners\n3. Mission and objectives\na) What is your mission?\nb) What are your annual objectives? (list at least three)\n42\nERICORPS\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nOF AGRICULTUR\n4. Narrative (not to exceed 7 pages) In approximately seven\npages organized and labeled in the stipulated categories, provide\nthe following information with as much specificity as possible.\n(a) Needs to be met and appropriateness for national\nservice. Identify the nature of the specific need (s) to be\nmet by the proposed national service program, including how\nand why these needs are appropriately or uniquely addressed\nby a national service program. Give a detailed description\nof the environmental problems to be solved. HOW do these\nneeds relate to the national priorities? If they do not\nrelate to the national priority areas, please explain why\nthey were selected. Explain the direct benefit of the\nproject to the community. You must be able to demonstrate a\ndirect, quantifiable, measurable benefit to the community.\nIf you cannot measure the benefit, you may need to rethink\nyour project.\nProcess. What was the process by which the needs were\nidentified? Who was involved identifying the needs and to\nwhat extent were residents, of the community in which the\nservice will be provided, involved in any needs assessment\nactivities. Explain in detail the role of each partner in\nassessment and start-up phase and how each partner will\nparticipate during the year.\n(b) Design. Describe the concept and design for the\nprogram, including the nature of specific service activities\nto be performed by participants and how these activities\naddress the identified needs and meet the program\nobjectives. Describe how the project will be evaluated and\nmonitored during the year. Explain how your success will be\nmeasured at the end of the year.\nUSDA AmeriCorps Operations Manual - June 1995\n43\nERICORP\nA\nUNITED\nSTATES\nLIMITED\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nConcept. What is the basic concept for the design of the\nprogram? How will the program be structured? Where will it\nbe located? Describe any institutional or programmatic\ncollaborations or partnerships that will be involved in\noperating the program, including the extent to which the\nprogram builds on existing service programs.\nService Activities. What activities will participants\nengage in, and how will these projects or activities result\nin direct and demonstrable service that addresses the\nidentified needs. Describe a typical week in the life of\nprogram participants, giving concrete examples of the types\nof activities or duties participants will perform.\nRelation to Need. How do the service activities respond to\nthe identified needs?\nParticipant Training and Support. How will participants be\ntrained, supported, or otherwise prepared for their\nassignments or placements? Describe the key elements of the\nparticipant training, in-service education, or service-\nlearning curriculum employed to improve participants'\nskills, prepare them for placement, and foster positive\ncivic values.\nParticipant Placement and Supervision. How will\nparticipants be placed (in teams, small groups, or\nindividuals) and matched with assignments. Rural\nDevelopment Team Members may be placed individually;\nhowever, they must be within a 50 mile radius or a one hour\ndrive. Furthermore, a cluster site must be established and\nteams members must meet once a month at this site. This\nmonthly meeting can be used in several ways, i.e., training,\nor team projects. In the case of PL&E teams, they must be\nkept in teams and must always have adequate supervision.\nRural Development Team Members can be included in your\ndesign to use as crew leaders who will be able to assist\nwith supervision. How will service sponsors or host-sites\nbe oriented and prepared for placement of Members? This is\nan important issue, so be sure to cover it sufficiently.\n44\nUNITED\nAMOUNT SERVICE A\nSTATES\nDEPARTMENT\nOF AGRICULTURE\n5. Objectives:\nEach Rural Development Team Member performing an individual\ntask must have an individual community service objective. Each\nAnti-Hunger and Environmental Team site must have at least five\nobjectives. Each objective must be in the proper format, all\nquestions answered and be measurable.\nCOMMUNITY SERVICE OBJECTIVES\nObjective 1\nGrantee Name:\nSite:\nSITE SUPERVISOR:\nPHONE:\nCOUNTY:\nCOMPONENTS OF OBJECTIVE STATEMENT:\n1. What work will be done? What service activities will your\nmembers engage in?\n2. What is the hoped for result of the work/activities described\nabove?\n3. How will you measure the quality of your product or impact of\nyour service?\n4. By what standard will you gauge success?\n5. How many Individuals will receive the benefit of the work your\nmembers perform?\nBelow are some examples of unacceptable Community Service\nobjectives:\nMember training.\nFundraising.\nPublic relations work.\nUSDA AmeriCorps Operations Manual - June 1995\n45\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nWe fully realize that the community service objectives are most\ndifficult to craft for Rural Development Team projects. These\nobjectives must clarify precisely how community members will\ndirectly benefit from the service of AmeriCorps Members -- not\nhow many meeting will be held, how many research reports will be\nwritten, how many plans will be formulated, how much data will be\ncollected, or how many people will learn about USDA programs.\nCommunity service objectives should stay away from vague\nbuzzwords such as \"facilitating partnerships\", \"broadening public\nunderstanding\", etc. Rather, the objectives should focus on how\nmany trees will be planted, how many people will receive better\nhousing, how much the recycling rate will be increased, how many\nnew small-scale farms will be created, how many more people will\nreceive running water, how many students will receive educational\npresentations, how many new businesses and jobs will be created,\nhow water quality will be improved, how many new tourists will be\nbrought to an area, etc.\nThe objectives must clarify how each AmeriCorps Member has a\ndistinct service project with distinct goals that are different\nfrom the existing work of the sponsoring USDA agency, RC&D\nCouncil, county agency, or community group. Too many draft\nobjectives gave the false impression that AmeriCorps Members will\nsimply be supplementing the workforces of our agencies or partner\norganizations.\nEach objective must realistically relate the service to be\nperformed to the final goal. For instance, an objective cannot\nsimply state that a Member will create a tourism plan for the\narea, and that such a plan will create 1,000 new jobs. The\nobjective needs to explain precisely how the member will not just\nplan, but actually help implement, concrete activities that\ndirectly create 1,000 jobs.\n46\nCRICORPS\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nEach objective must define an impartial way of assessing the\nquality of the service to be performed. It is unacceptable to\nuse vague language indicating that, somehow, everyone will be\nsatisfied. Rather, if the objective relates to education, the\nobjective should predict specific percentile increases in test\nscores on that topic. If the objective relates to recycling, the\nobjective should predict the actual decrease in the number of\ntons of waste weighed-in annually at the county landfill.\nLastly, each objective must state exactly how many community\nresidents will receive the direct benefits from the service\nperformed by our AmeriCorps Members. It is unacceptable to\nsimply make the claim that an AmeriCorps project will somehow\nbenefit everyone in a town or a county, and then list under the\nnumber of people served the total population of the town or\ncounty. Rather, this number should reflect a carefully thought\nout prediction of how many people will be concretely aided by the\ndirect service of AmeriCorps.\nUSDA AmeriCorps Operations Manual - June 1995\n47\nNATIONAL BERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nApplications for Renewal\nSponsors that have an approved project and wish to renew must\nsubmit the following:\n1. A letter of intent to renew.\n2. Quarterly Report (most recent)\n3. Title Page:\na) Title of Project\nb) Name of Organization\nc) Team Type (PL&E or RDT or Combined)\nd) State of duty station of AmeriCorps Members\ne) County of duty station of AmeriCorps Members\nf) Names of counties served by Members (up to 15\ncounties)\ng) Congressional District of duty station of\nMembers\nh) Name of site supervisor (at local or county\nlevel)\ni) Address, phone number, and fax number of site\nsupervisor\nj) Name of State Project Director\nk) Address, phone number & fax number of State\nProject Director\n1) Number of Members in Environmental Teams\nm) Number of Members in Rural Development Teams\n4.\nSummary Page (one page overview) :\na) Exactly what specific accomplishments were achieved\nin the first half year of the project in meeting the\ncommunity service objectives and boosting the personal\ndevelopment of the members.\nb) The key elements of the program design for next\nyear. Specifically describe each new service project\nto be performed by the Members. Describe any major\nchanges in management structure or partner\norganizations.\n48\nNATIONALS AERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\n5. Objectives:\nEach Rural Development Team Project must have at least\none objective. Each Environmental Team Project must\nhave at least three objectives. Objectives must be in\nthe proper format, answer all five questions and be\nmeasurable.\nObjectives are one of the most critical parts of your\napplication. If they are not specific, if they are not\nmeasurable, or if they do not show a direct benefit to\nthe community, they will not be accepted.\nCOMMUNITY SERVICE OBJECTIVES\nObjective 1\nGrantee Name:\nSite:\nSITE SUPERVISOR:\nPHONE:\nCOUNTY:\nCOMPONENTS OF OBJECTIVE STATEMENT:\n1. What work will be done? What service activities will your\nmembers engage in?\n2. What is the hoped for result of the work/activities described\nabove?\n3. How will you measure the quality of your product or impact of\nyour service?\n4. By what standard will you gauge success?\n5. How many Individuals will receive the benefit of the work your\nmembers perform?\nBelow are some examples of unacceptable Community Service\nobjectives:\nMember training, Fundraising, or Public relations\nactivities\nUSDA AmeriCorps Operations Manual - June 1995\n49\nREATIONAL AMERICORP A\nUNITED\nSTATES\nDEPARTMENT\n8\nAGRICULTURES\nRenewals are not automatic.\nSerious consideration will be given to:\n1. Accomplishments during the project's first year,\n2. Challenges met and overcome during the first year, and\n3. Clear objectives for the second year.\n50\nAMERICORPS A\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nChapter Six\nRoles & Responsibilities\nCorporation for National and Community Service (CNCS)\nThe CNCS is responsible for:\nissuing rules and regulations for the National Service\nprogram;\nreview and selection of project applications;\nprocessing of education awards;\nproviding program technical expertise; and\nmonitoring and evaluating projects.\nState Commission for National and Community Service\nThe State Commissions are responsible for State National Service\nPrograms. They are available for technical assistance. They may\nset up training for Members or they may help to sponsor training\nfor Members. They have no statutory authority regarding USDA\nprojects. However, Project Directors are required to consult and\nhighly encouraged to cooperate with the State Commissions. It\ncan prove to be beneficial to USDA project managers and our\nAmeriCorps Members.\nUSDA AmeriCorps Operations Manual - June 1995\n51\nMATIONALS MERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nTeam USDA AmeriCorps - Management Structure\nPublic Lands and Environment corps\nRural Development Corps\nAnti-Hunger Corps\nAgency National\nUSDA National\nHeadquarters\nService Center\nAgency State\nUSDA Regional\nor Regional\nFacilitator Staff\nHeadquarters\nLocal Project\nDirect Management Control\nManagers\nInformation Only\nEnvironmental &\nRural\nAnti-Hunger Corps\nDevelopment Corps\nSite Team Leader\nSite Cluster\n& Members\nMinimum Five\n10:1 Ratio\nMembers\n52\nAMERICORP A SEPTIME\nLAMITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nOffice of the Secretary of Agriculture\n(Director of National Service - USDA)\nUSDA shall have responsibility for:\nsubmission of consolidated agency applications to the CNCS;\nworking with USDA agencies to develop applications;\nworking with agencies to establish USDA AmeriCorps policy\nand to provide related guidance;\nserving as liaison with the CNCS;\ndeveloping recruitment and training material;\nserving as the Congressional liaison;\nmonitoring USDA projects through the national agency\noffices;\ncoordinating public communications;\ncoordinating intergovernmental relations;\ncoordinating between USDA agencies; and\nensuring one Departmental identity for the program.\nUSDA AmeriCorps Operations Manual - June 1995\n53\nNATIONAL AMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTUI\nAgency National Headquarters\nNational headquarters is responsible for:\nworking with the Department to develop policy and\nguidelines;\nworking with States/regions on potential USDA AmeriCorps\nproject development;\ndisseminating policy and guidelines to the field;\nmonitoring and evaluating projects;\nallocating funds;\ndeveloping operational manuals and training information;\nliaison with the Department and the CNCS; and\nline management for the AmeriCorps Program.\nAgency State and Regional Offices\nThe Regional Foresters, Regional Conservationists, Area\nDirectors, and State Conservationists are responsible for:\noverall program management and implementation at the State\nor Regional level;\nproject review and submission to national agencies;\nproviding administrative support and any necessary training;\nand\nline management for the AmeriCorps Program.\n54\nMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAgency Project Director\nProject Directors are responsible for:\nserving as liaison between national headquarters and the\nlocal level;\nensuring project managers are in compliance with AmeriCorps\nrules and regulations;\nensuring that members' needs are being met; and\nline management for the AmeriCorps Program.\nAgency Project Managers (local level)\nThe local office is responsible for:\nspecific project development, planning, design, submission\nto state level;\nbuilding partnerships with local organizations; and\nfollowing of applicable laws, policies, regulations, and\nguidelines, day-to-day project management and supervision.\nUSDA AmeriCorps Operations Manual - June 1995\n55\nNATIONALS ERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nRegional Facilitators\nWhile the role of Regional Facilitators may change greatly next\nyear, their current duties are:\nplanning and managing regional training and orientation\nprograms;\nplanning and developing regional communications activities;\nhelping to ensure USDA/AmeriCorps members establish a\nnational identity;\nproviding coordination with Anti-Hunger and Public Lands and\nEnvironment Corps where appropriate;\nproviding leaderships in developing Internet capabilities;\nparticipating in identifying and recommending methods and\ncriteria to improve USDA/AmeriCorps procedures;\nparticipating in planning for future USDA/AmeriCorps\nactivities and projects, and\nconsulting with state and/or regional offices and\nfacilitating cluster meetings.\n56\nMERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nResponsibilities of all USDA AmeriCorps Staff\nAll USDA employees in appropriate circumstances shall be guided\nby the following:\nhave selected all AmeriCorps Members in an impartial and non-\ndiscriminatory manner that bolsters AmeriCorps vision of\ndiversity;\nprovide AmeriCorps Members with approved handbooks, documents,\nand forms needed to follow the provisions of AmeriCorps and\nthe National and Community Service Trust Act of 1993;\nprovide AmeriCorps Members with the orientation, training,\ntechnical assistance, and supervision necessary to complete\ntheir service activities;\nprovide all AmeriCorps Members with ongoing education and\ninstruction needed not only to perform their specific service\nprojects, but to grow and develop as citizens, community\nproblem-solvers, and developing professionals;\ndesign and coordinate service projects so that the members\nwill continuously have productive and useful service projects\nin environmental or human needs;\nstructure work schedules to ensure that AmeriCorps Members\nwill be reasonably able to perform 1,700 hours of service\nwithin a year;\ntreat all members with respect and provide them with a\nreasonable amount of guidance, support, discipline, and\ncounseling required to perform AmeriCorps service;\nwork with members to develop mechanisms through which they can\nhave significant input and impact upon service assignments,\nrules of conduct, and all other aspects of the AmeriCorps; and\nprovide other additional support and services to ensure the\nsuccess of all programs.\nUSDA AmeriCorps Operations Manual - June 1995\n57\nNATIONALS MERICORP A SECTION\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nCrew Leaders\nCrew leaders are responsible for:\ndaily supervision and work schedules\nMembers\nMembers are responsible for:\ncompletion of assigned work plan and tasks;\ncoordinating with designated community leaders; and\nattending training and AmeriCorps meetings as scheduled.\n58\nMERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nMember Rules of Conduct\nThe member agrees to act in conformance with, and abide by, all\ncurrent and future rules and procedures established by USDA.\nMembers must not misuse government property and must conform to\nthe specific limitations of use of such property while on\nofficial Federal government business.\n(a) The member is expected to, at all times while acting in\nan official capacity as an AmeriCorps Member:\n(1) demonstrate mutual respect toward others;\n(2) follow directions;\n(3) direct concerns, problems, and suggestions to the\nappropriate program official; and\n(4) not engage in any activity involving proselytizing\nor assisting religious organizations, attempting to\ninfluence legislation or an election or aid a partisan\npolitical organization, helping or hindering union\nactivity, or aiding a business organized for profit.\nUSDA AmeriCorps Operations Manual - June 1995\n59\nNATIONALS MERICORP A\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\n(b) At no time may the member:\n(1) engage in personal use of government vehicles,\nproperty, tools, equipment, or telephones;\n(2) possess or use any and all forms of addictive or\nhallucinatory drugs, including, but not limited to\namphetamines, barbiturates, cocaine, marijuana, etc. i\n(3) consume or be under the influence of intoxicating\nbeverages on or in government-owned or leased\nproperty/vehicles: or transportation of such beverages\nin government vehicles;\n(4) use abusive, vulgar, and discriminatory language,\nincluding verbal/sexual harassment toward fellow\nmembers, staff, supervisors, or other official\ncontacts;\n(5) destroy government or personal property of\nothers;\n(6) fail to comply with a supervisor's instructions,\nunless these instructions are clearly illegal or\nunsafe;\n(7) transport family members, pets, or any\nunauthorized personnel in government vehicles;\n(8) engage in any activity that is illegal under\nlocal, State, or Federal law;\n(9) engage in activities that pose a significant safety\nrisk to others.\n60\nA\nUNITED\nSTATES\nNATIONAL\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\n(c) The member understands that the following acts will\nalso constitute a violation of the Program's rule of\nconduct:\n(1) unauthorized tardiness;\n(2) unauthorized absences;\n(3) repeated use of inappropriate language (i.e.\nprofanity) at job site;\n(4) failure to wear appropriate clothing to service\nassignments:\n(5) stealing or lying;\n(6) engaging in activity that may physically or\nemotionally damage other members of the program or\nmembers of the community; or\n(7) failure to notify the Program of any criminal\narrest or conviction that occurs during the term of\nservice.\nUSDA AmeriCorps Operations Manual - June 1995\n61\nMERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nDI AGRICULTURE\nThird Party Sponsors\nThird party sponsors are responsible for\nCompliance with all laws and restraints as outlined in the\nlegislation and rules and regulations published by the CNCS.\nThey are to receive a copy of this manual - the USDA\nAmeriCorps Operations Manual - to use as a reference.\nComplying with the non-displacement clause of the law. This\nmeans that employees cannot be displaced due to the use of\nAmeriCorps Members.\nAppropriate supervision of AmeriCorps Members when a Federal\nsupervisor is not on site. Members are required by law to\nserve 1700 hours of direct community service and supervisors\nare accepting legal responsibilities for this certification.\nOfficials who are responsible for certification of time and\nattendance should be cognizant of the legal responsibilities\nof this task. It is not to be taken lightly by any\nsupervisor.\nEnsuring that members are engaged in appropriate service\nactivities as approved in the community service objectives\nagreed upon prior to the start of the program. Federal\nprogram managers should ensure that partners are aware of and\nknowledgeable of approved objectives.\nAny project unique training requirements that would not have\nbeen provided by any other entity, i.e. Federal agency, CNCS,\nState Commission.\nIn cases where the third-party is a non-Federal entity and is\nresponsible for directly supervising the members, the third\nparty is responsible for providing workers' compensation and\nliability insurance coverage for the AmeriCorps Members.\n62\nMATIONALS AERICORP MASSACHUSETTS\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTUR\nChapter Seven\nRecruitment/Selection\nStart-Up\nRecruitment can begin once the Agency has been notified of\nselection for an AmeriCorps/USDA Project by CNCS and the USDA\nDirector of National Service. No members should be formally\nselected or renewed until the sites receive this formal\nnotification. At Appendix G is a checklist for project directors\nand managers that may be helpful in getting started. The CNCS\nwill launch a media campaign to advertise the recruitment phase.\nThe Office of National Service will assist with recruitment by\nsending Public Service Announcements to the media and providing\nrecruitment material to all project sites.\nProject managers need to send out press releases for local press\n(example at Appendix E).\nEach site needs to develop a recruitment plan (example at\nAppendix F). This plan should detail exactly how managers plan\nto obtain a high quality and diverse group of applications. The\nplan needs to specify how managers will go beyond usual contacts,\ni.e., friends, family, and associates of USDA employees. Submit\nrecruitment plans to the USDA Director of National Service.\nUSDA AmeriCorps Operations Manual - June 1995\n63\nNATIONALS MERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nThe plan should reflect a detailed timetable for each task, such\nas:\nhow and where recruitment brochures and posters will be\ndistributed;\ncivic groups or summer youth programs to which presentations\nwill be made;\nspecify the meetings which will be held with guidance\ncounselors, principals, clergymen, college department\nchairs, college and vocational school financial aid\nofficers, college student activities coordinators, school\ncommunity service coordinators, and other community leaders;\nspecify community events where exhibits will be held; and\nstate how and when finalists will personally be interviewed.\nEligibility\nAnyone over 17 years of age (or 16 in a Youth Corps program), is\na U.S. citizen or a lawful permanent resident alien, has a high\nschool diploma, a GED or agrees in writing to get one, and has a\nsincere desire to perform national service, is eligible to be a\nmember in this program.\nRelocation Costs\nUSDA will not pay any costs due to relocation. For example, if a\nMember living in New York applies for a position in California\nand is accepted, that individual is responsible for his/her\nrelocation costs.\n64\nERICOR\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nFormer AmeriCorps Members\nIf a project sponsor wishes to recruit a current or past\nAmeriCorps Member, they should have that member submit a new\napplication. Members are not automatically enrolled for another\nterm. They must apply and compete for each term they wish to\nserve. Project managers must make the determination of whether\nor not to renew a member in the Americorps Program.\nRecruitment Pools\nThe CNCS will maintain a database of potential applicants which\nmay be used as a source for recruitment. Program managers can\ntap this source in one of two ways:\n1. contact NHQ with zip codes for potential geographic\nrecruitment areas. NHQ will obtain the list of applicants\nand forward to you.\n2. contact CNCS directly by calling Bruce Cohen at (202)\n606-5000, extension 249.\nEach project should try to select approximately 20 percent of the\nmembers from the Corporation's recruitment pool. The pool will\ninclude names from your area.\nThe USDA Office of National Service will also operate an 800 line\nto obtain names of interested applicants. USDA will provide\nthese names to local project managers.\nUSDA AmeriCorps Operations Manual - June 1995\n65\nAERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPAR TRENT\nMATIONALSE\nOF AGRICUL TURI\nDiversity\nThe goal at each site should be to receive four applications from\na socioeconomic mix of people for every member eventually\naccepted. In other words, if you have a 20 person project, you\nshould attempt to obtain at least 80 applications. You should\nmake it clear to all applicants that there will be a tough\ncompetition to get accepted to the program. Yet you should make\nsure that applicants know they will not be judged so much on\ntheir past education or accomplishments as they will on their\nsincere desire to work hard at performing community service.\nWhile USDA projects will absolutely not have recruitment quotas,\neach program should have the basic look and feel of the people\nwho live in that region. For instance, a program in Vermont\nshould have a diverse mix of Anglo-Americans and Americans of\nFrench descent. A program in the District of Columbia or Chicago\nor Los Angeles should have a diverse mix of African-Americans,\nCaucasians, Latinos, and Asians. A program in South Dakota\nshould have a diverse mix of Caucasians and Native Americans.\nAll projects should seek people with a diverse mix of educational\nlevels, ranging from high school dropouts to technical school and\ncollege graduates. All projects should recruit people with a\ndiverse level of family income. (There is no income eligibility\nfor this program.) Projects should have a mix of males, females,\nand members with disabilities.\nWhile it may be difficult to achieve the recruitment goals\noutlined above, diversity is fundamental to our program. Your\nrecruitment plan should specify the exact ways you will take\nsteps to obtain diverse applicants.\n66\nMERICORP\nA\nUNITED\nSTATES\nMEMBIR\nSERVICE\nDEPARTMENT\nOf AGRICULTURE\nNondiscrimination\nYou may not discriminate against any participant, program staff,\nor service recipient on the basis of race, color, national\norigin, religion, sex, age, political affiliation, or disability.\nUnder Federal law, you are required to conduct a self-evaluation\nregarding accessibility for individuals with disabilities and\ndiscrimination on the basis of sex. You must also comply with\napplicable state nondiscrimination laws.\nWe urge you to reach out to participants who can contribute a\ndiverse set of perceptions, skills, and life experiences to your\nprogram team. In all cases, your selection process must be based\non the qualifications of your applicants - whether they can\nperform the essential project activities - with or without\nreasonable accommodation of their mental or physical\ndisabilities. If you have applicants who are qualified, but have\ndisabilities, you have an obligation by law and under the grant\nto provide reasonable accommodation to enable them to\nparticipate. You do not have to enroll someone who is\nunqualified or who poses a direct threat to the health or safety\nto others (that cannot be eliminated through reasonable\naccommodation). Nor do you have to make accommodations which are\nunduly burdensome or will fundamentally alter your program\ndesign.\nMember Selection\nThe project director, in consultation with agency line officers,\nis responsible for selecting members.\nUSDA AmeriCorps Operations Manual - June 1995\n67\nRICORPS\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nMembers with Criminal or Juvenile Records\nApplicants with criminal records have not been restricted from\nparticipation in the program. A determination must be made on a\ncase-by-case basis.\nHowever, if your program provides service in particularly\nsensitive areas, such as working with young children, you should\nconsider whether the participation of individuals with certain\ncriminal backgrounds would have a significant negative impact on\nthe physical or psychological health of other members or\nindividuals served. Similarly, you should carefully consider the\nimpact of participation by an individual convicted of a violent\nfelony or an offense related to the project activities (for\nexample, someone with a burglary record where the program repairs\nthe homes of elderly residents). The same recommendations apply\nfor someone adjudicated as a juvenile offender.\nYou should be aware that some states have laws related to placing\nindividuals with criminal records in activities involving\nchildren. You also should be aware that programs could be held\nliable for any negative consequences resulting from inadequate\nscreening of members in particularly sensitive areas.\n68\nNATIONALS ERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGR KULTURE\nChapter Eight\nPersonnel and Administrative Issues\nGeneral\nAmeriCorps Members are not Federal employees: however, for the\npurpose of administration, USDA/AmeriCorps members will often\nfollow many of the same processes used for regular employees.\nParticipant Application\nUSDA will use the Team USDA AmeriCorps Application Form AD 1099\n(4/95) (copy at Appendix H).\nBenefits to AmeriCorps Members\nliving allowance during service;\nchild care allowance (if eligible) i\nbasic health insurance (if eligible);\neducational award worth $4,725. This can be used for\ncollege, job training, or repayment of qualified student\nloans;\nfor full-time member excused absence (40 hours) and Federal\nholidays; and\nfor part-time members excused absence (20 hours) and four\nFederal holidays.\nAmeriCorps Members are NOT Federal employees. Their service in\nAmeriCorps does not count toward retirement nor does it give them\nany special status if once they leave the program they apply for\na job as a Federal employee.\nUSDA AmeriCorps Operations Manual - June 1995\n69\nUNITED\nNATIONAL A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nLiving Allowance\nLiving allowance disbursement will be determined based upon 1,812\nhours for full-time Members. For part-time members it will be\nbased on 952 hours. Members are not subject to the Fair Labor\nStandards Act and will not receive premium or overtime pay.\nLiving allowance rates for USDA/AmeriCorps Full-time members for\nFY 96 are:\nAllowance\nHourly\nPay period\nEnvironmental Team\n$7,945\n4.39 X 80 = $351.20\nAnti-Hunger Team\n$7,945\n4.39 X 80 = $351.20\nRural Development Team\n$12,000\n6.62 X 80 = $529.60\nLiving allowance rates for USDA/AmeriCorps part-time members for\nFY 96 are:\nAllowance\nHourly\nPay period\nEnvironmental Team\n$4,206\n4.41 X 80 = $362.80\nAnti-Hunger Team\n$4,206\n4.41 X 80 = $362.80\nRural Development Team\n$6,352\n6.67 X 80 = $533.60\nMembers participating in a residential program may be subject to\na commissary deduction.\n70\nERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nMEDICAL\nOF AGRICULTURE\nEffect of Living Allowance on Other Programs\nThe question has arisen as to how the AmeriCorps living allowance\nis treated for purposes of determining an AmeriCorps Member's\neligibility for benefits under the Social Security Act, including\nAFDC, Medicare, Medicaid, and SSI benefits. The National and\nCommunity Service Act of 1990, as amended, deals with this issue\nin a rather indirect fashion:\nTreatment of benefits. Section 142 (b) of the Job Training\nPartnership Act [29 U.S.C.A. $1552 (b) ] shall apply to the\nprojects conducted under this subchapter as such projects\nwere conducted under the Job Training Partnership Act [29\nU.S.C.A. § 1501 et seq.]\n42 U.S.C. § 12637 (d). Section 142 (b) of the Job Training\nPartnership Act provides as follows:\nAllowances, earnings and payments to individuals\nparticipating in programs under this chapter shall not be\nconsidered as income for the purposes of determining\neligibility for the amount of income transfer and in-kind\naid furnished under any Federal or federally assisted\nprogram based on need, other than as provided under the\nSocial Security Act [42 U.S.C.A. 301 et seq.]\n29 U.S.C. § 1552. The Department of Health and Human services\nhas ruled that AmeriCorps benefits will be taken into account in\ndetermining eligibility for programs under the Social Security\nAct, including SSI, Medicaid, Medicare, and AFDC. However,\nAmeriCorps benefits may not be taken into account in determining\neligibility for and the amounts of other needs-based Federal\nPrograms, including Food Stamps, Public Housing, Federal Student\nAid, and others.\nUSDA AmeriCorps Operations Manual - June 1995\n71\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICUL TURE\nFood Stamp Eligibility\nBelow is a boilerplate paragraph that my be useful to you and/or\nyour State/regional/local contacts in informing AmeriCorps\nMembers about their possible eligibility to receive food stamp\nbenefits.\nAmeriCorps Members who wish to apply for food stamps must:\n1) TELL the eligibility worker that they are AmeriCorps\nMembers, and\n2) take the necessary information to the office with them\n(see sample paragraph below).\nIt is critical that they report the income, even though the\nworker will turn right around and exclude it; otherwise, it could\nbe construed as a \"misrepresentation of circumstances\" or \"food\nstamp fraud\".\nThis applies to any of the other means-tested programs (i.e.,\nprograms that have an income eligibility requirement)\nadministered by FNS -- WIC, Child and Adult Care Feeding, School\nLunch/Breakfast, and the Summer Food Service Program, to name a\nfew. Thus the sample paragraph on the following page can\ngenerally be interpreted to refer to those other programs as well\nas to the Food Stamp Program that it specifically mentions.\n72\nNATIONAL AERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nSample Paragraph\nThe Food Stamp Program helps low-income people buy the food they\nneed for good health. Eligibility is on a household basis, that\nis, people who live together and purchase food and prepare meals\ntogether are included in one household. When a household applies\nfor food stamps at the local food stamp office, an application\nmust be filled out that reports all income the household\nreceives. Most income is counted in determining the household's\neligibility and the amount of benefits the household will\nreceive, but some types of income are not counted. For example,\nstipends and educational income received under an AmeriCorps\nprogram are not counted. To get this exclusion, you will be\nasked to show proof that the money comes from an AmeriCorps\nprogram. This proof may be a document provided by the AmeriCorps\nprogram that shows what type of payment it is or, if you do not\nhave such proof, you may have the food stamp office call the\n(local) AmeriCorps office for you.\nUSDA AmeriCorps Operations Manual - June 1995\n73\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nLiving Allowance Waivers\nThe Department of Health and Human Services has ruled that the\nliving allowance will be taken into consideration in determining\neligibility for and the amount of assistance from programs under\nthe Social Security Act, including SSI, Medicaid, Medicare, and\nAFDC. A significant number of AmeriCorps Members are recipients\nof SSI or AFDC who fear losing that assistance because of the\nliving allowance. For those members, the Corporation will waive\nthe living allowance requirement, with the following caveats.\nFirst, the member must understand that each State has different\nregulations applying HHS rules, and that even if the member\nwaives his or her right to receive the living allowance, the\nState may still consider the amount of the living allowance that\nthe member is eligible to receive. Second, the member may revoke\nthe waiver at any time during the course of the program.\nFinally, if the member revokes the waiver, he or she may only\nbegin receiving the living allowance from the date on which the\nwaiver was revoked; the member may not receive any portion of the\nliving allowance that accrued during the waiver period. Appendix\nI is a waiver form for the member to sign if they decide to waive\nthe living allowance.\nWork Study\nEffect of living allowance on a member's work study and other\nstudent assistance - work-study is a Federal needs-based program\nadministered through post-secondary institutions to provide\nstudents with part-time employment during school attendance. A\nmember's living allowance will not affect work-study eligibility\nor eligibility for any other Federal student aid. The CNCS has\nasked financial aid officers not to take the living allowance\ninto account in determining other financial aid. However, there\nis no guarantee that the living allowance will be disregarded in\ndetermining eligibility for State aid or private scholarships.\n74\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nDI AGRICULTURE\nChild Care\nAmeriCorps child care benefits include assistance in:\n1. identifying child care; and\n2. payment of child care costs based on a regional\nallowance.\nChild care benefits are available for all full-time members who\nare income eligible and whose children are younger than 13 years\nof age. These benefits will pay for a variety of types of\napproved child care including family child care and center-based\nchild care. Considering child care needs, members should plan\nfor transportation time to and from work sites in addition to\nscheduled work hours. These benefits cover 100 percent of a pre-\ndetermined allowance or the actual cost of the care, whichever is\nless. The allowance is based on the local rates of the Child\nCare & Development Block Grant, a federally funded, state\nadministered program that differs from state to state and\ncommunity to community.\n(See information at Appendix J)\nSummary of Benefits\ntimely, direct payment of child care costs to approved child\ncare provider based on the pre-determined allowance;\nconsultation with a child development specialist lócated in\nthe community where child care is needed;\ndetailed review of all available child care options in the\ncommunity where child care is needed;\nconsumer information about the quality of child care and how\nto identify it; and\nmaterials and resources, including checklists for the visit\nto child care providers, charts identifying milestones in\nchild development and other helpful materials.\nUSDA AmeriCorps Operations Manual - June 1995\n75\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nOverview of Responsibilities\nProject managers and/or supervisors are responsible for\ndetermining a member's eligibility for child care benefits. The\nprocess consists of the following steps:\n1. Orientation - project mangers should provide an\norientation regarding child care benefits. Two reasons for\nthis step is to:\nprovide the member with the information needed to\nsuccessfully choose a child care provider. Thoroughly\ndescribe and explain the benefits and materials which\nwill be provided by AmeriCorps Care.\nto gather essential information to determine the\nmember's eligibility for child care benefits. Ensure\nthat the AmeriCorps Care application is completed and\nobtain current income information (obtain pay stubs\nfrom the most current four weeks prior to the review)\n2. Verification - to review eligibility information by\nchecking all child care applications and review eligibility\nbased on family size, computation of family income,\nverification of hours in program, and child care payments\nfrom other sources.\n3. Certification - ensure that the member meets the\nfollowing criteria:\nThe member must reside with and be a parent or guardian\nof a child or children under the age of 13.\nThe total family income must be within the state's\neligibility limits for CCDBG for a family of that size.\nThe member is not receiving child care assistance from\nother sources.\nThe member needs child care in order to participate in\nprogram.\nAfter completion of these three steps, project managers\nshould fax or mail signed application of the eligible\nmember (s) to the AmeriCorps Care.\n76\nMATIONALS A RICORPS SEPTIMES\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\n4. Obligation/Authorization - provide each eligible member\nwith an AmeriCorps Care parent packet. Within this packet\nis a three-party contact agreement which, when signed by\nprovider, parent, and project manager, authorizes child care\nservices to begin immediately.\n5. Compensation - AmeriCorps Care will administer a payment\nsystem, forwarding child care payments directly to approved\nchild care providers on a monthly basis. Providers will be\nrequired to verify services for the prior month and forward\na child care coupon to AmeriCorps Care. AmeriCorps Care\nwill forward payment directly to child care providers within\nfive working days of receiving the completed coupon.\nFor technical assistance, project managers and supervisors may\ncontact AmeriCorps Care at 1-800-570-4543, 9:00 AM to 5:30 PM,\nEST, Monday through Friday. This number is not for member use.\nMembers may contact AmeriCorps Care at (202) 393-1135, 8:30 AM to\n5:00 PM, EST, Monday through Friday.\nUSDA AmeriCorps Operations Manual - June 1995\n77\nUNITED\nNATIONAL A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nWorker's Compensation\nFor the purposes of the Federal Employees Compensation Act\n(FECA), if members are managed directly by Federal employees, we\nare to consider them as being covered. Each agency should\nprocess the appropriate Department of Labor forms as it would for\na USDA employee.\nMembers who are in programs sponsored by USDA but are directly\nsupervised (and usually payrolled) by a non-Federal third party\nmust have workers' compensation payments made for them by the\nthird party to the appropriate state.\nLiability\nFor the purposes of the Federal Tort Claims Act (FTCA), if\nmembers are directly managed by Federal employees, we are to\nconsider them as being covered where they are acting in the scope\nof their employment on behalf of USDA in an official capacity.\nThe ultimate determination is within the discretion of the\nDepartment of Justice and must be made on a case-by-case basis\nunder the particular facts of each case. All incidents should be\nhandled under normal FTCA procedures.\nAll non-Federal third parties operating programs in conjunction\nwith USDA who directly supervise the members must provide\nliability insurance coverage for the members.\nInsurance\nUSDA will provide health insurance for AmeriCorps members. There\nwill be no cost share by the member. Members can enroll at\nanytime during the program. This insurance is optional to the\nmember, covers only the member, and does not cover any\ndependents. A policy will be obtained by CNCS and the payment\nwill be made by the National Finance Center. (Appendix K)\nThere is no life insurance coverage.\n78\nNATIONAL MERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nor TURS\nUnemployment Benefits\nMembers are not considered Federal employees for this benefit and\nare not eligible to receive unemployment benefits.\nGarnishment of Wages\nProcedures for garnishment of wages is the same as for an\nemployee. The procedure is that a court order is issued and\nforwarded to the agency office charged with handling such\nmatters. Agency personnel should contact the Research and\nOperations Division of the Office of the General Counsel (202)\n720-2320 when processing garnishment orders for AmeriCorps\nMembers. There is some question as to whether or not an\nAmeriCorps living allowance is considered \"pay\" for the purposes\nof legislation that allows garnishment.\nEmployee Assistance Program\nMembers are not considered Federal employees for this benefit and\nare not eligible to receive assistance. However, assistance\nprogram counselors may be asked for advice as to whom the\nAmeriCorps Member may contact to seek assistance.\nUSDA AmeriCorps Operations Manual - June 1995\n79\nA\nUNITED\nSTATES\nINITITE\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nEducational Awards\nAfter a member completes his/her term of service, they will be\neligible for an educational award that can be used in the\nfollowing ways:\nto repay qualified existing or future student loans;\nto pay all or part of the cost of attending an institution\nof higher education (including certain vocational programs);\nor\nto pay expenses incurred while participating in an approved\nschool-to-work program.\nThe award can be divided up and used only for authorized\neducational expenditures. A member could apply a portion to an\nexisting qualified student loan and save the remainder to pay for\nauthorized college costs a few years later. Educational awards\nwill be held in the National Trust for seven years. A member may\napply for an extension if during the seven-year period, they\nperform another term of service in an approved AmeriCorps\nposition, or if they were unavoidable prevented from using the\naward. Education awards are subject to income taxes in the year\nthey are used.\nMembers must serve a minimum of 15 percent of their term of\nservice in order to receive a pro-rata share of the educational\naward.\nIn general most personal loans taken out by individuals to cover\neducation expenses that are NOT qualified loans can NOT be paid\noff using the post service education award. The institution\nwhich made the loan can tell you if the loan is \"qualified\".\n80\nNATIONALS ERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nThe post service education award CAN'T be transferred to anyone\nelse. A child can't transfer it to a parent to pay off loans the\nparent took out to pay the child's educational expenses. A\nparent can't transfer it to a child or spouse or relative to pay\nfor that person's educational expenses. In general, the\neducation award can't be used to pay off PLUS loans.\nThe law prevents the USDA/AmeriCorps Program from offering the\noption of making a cash payment in lieu of the post service\neducation award administered through the National Trust.\nIn most cases, the post service education award of $4,725 is\ntaxable in the calendar year in which it is used. The\nCorporation will deduct no taxes but you will be sent a Form 1099\nto be used in preparing your taxes.\nIn most cases, the post service education award does NOT count as\naid received when computing your eligibility for other financial\nassistance for education. The education award is in addition to\nany other financial aid you would have been eligible for it you\nhad not served in AmeriCorps.\nPrior to using the education award, the member agrees (in the\nevent the member has not yet received a high school diploma or\nits equivalent, including an alternative diploma or certificate\nfor individuals with learning disabilities) to obtain a high\nschool diploma or its equivalent (unless the member is enrolled\nin an institution of higher education on an ability to benefit\nbasis or the program has waived the requirement due to the\nresults of the member's education assessment).\nUSDA AmeriCorps Operations Manual - June 1995\n81\nA\nUNITED\nSTATES\nDEPARTMENT\nINDIANA\nOF AGRICULTURE\nThe member understands that his/her failure to disclose to the\nprogram any history of having been released for cause from\nanother AmeriCorps Program will render the member ineligible to\nreceive the education award.\nIf the member has received forbearance on a qualified student\nloan during the term of service, and the member successfully\ncompletes the term of service, the National Service Trust will\nrepay any interest that accrued on the loan during the term of\nservice.\nQualified Student Loans\nBelow is a partial list of qualified student loans under the\nAmeriCorps Educational Awards and the Loan Forbearance programs.\nEssentially, all student loans under Title IV of the Higher\nEducation Act of 1965 (except for loans made to parents of\nstudents) and Titles VII and VIII of the Pubic Service Health Act\nare qualified student loans under the AmeriCorps Education awards\nand Loan Forbearance programs.\nPlease note that the list provided below is not exhaustive\nbecause the names of the student loans frequently change or the\nlocal lenders have given different names to certain loans. If\nthe AmeriCorps Members in your program have student loans that\nare not listed below, please have them check with their lenders\nto see if it falls under Title IV of the Higher Education Act of\n1965 or Titles VII and VIII of the Public Service Health Act.\n82\nNATIONALS MERICORP A SECURITY\nLAMITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nTitle IV of the Higher Education Act\nFederal Family Education Loan Program (FFEL) - these loans\nare insured by the Department of Education. (Since FFEL\nloans are privately issued, they may be referred to by\nanother name by the loan holder.)\nFederal Consolidation Loans\nFederal PLUS Loans - excluding those made to\nparents\nFederal Stafford Loans\nFederally Insured Student Loans - ended in 1984\nGuaranteed Student Loans - former name for\nStafford Loans\nSupplemental Loans for Students (SLS)\nFederal Direct Student Loan Program (FDSLP) - The Department\nof Education is the lender.\nFederal Direct PLUS Loans\nFederal Direct Stafford Loans\nFederal Perkins Loans - This is a campus based program.\nNational Defense Student Loan Program\nNational Direct Student Loan Program\nIncome Contingent Loan Program\nTitle VII of the Public Service Health Act\nHealth Education Assistance Loan Program (HEAL)\nHealth Professions Student Loan Program (HPSL)\nPrimary Care Loans (PCL)\nLoans for Disadvantaged Students (LDS)\nTitle VIII of the Public Service Health Act\nNursing Student Loan Program (NSL)\nUSDA AmeriCorps Operations Manual - June 1995\n83\nA\nUNITED\nSTATES\nLIMITED\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nDeferment of Student Loans\nIndividuals serving in an approved position in Americorps, the\nNational Service Program, are entitled to forbearance on\nqualified student loans during their terms of service. This\nbenefit is intended to enable individuals with outstanding debt\nto participate in AmeriCorps, the National Service Program\nestablished by the National and Community Service Trust Act of\n1993 (P.L. 103-82).\nThis law amended the Higher Education Act to provide that:\n\"upon written request, a lender shall grant a borrower\nforbearance on such terms as are otherwise consistent with\nthe regulations of the Secretary [of Education], during\nperiods in which the borrower is serving in a national\nservice position, for which the borrower receives a national\nservice educational award under the National and Community\nService Trust Act of 1993.\"\nThe Department of Education has further incorporated this\nstatutory mandate into its implementing regulations. The final\nregulations governing the Federal Family Education Loan Program\n(34 CFR Part 682) provides for mandatory forbearance for such a\nborrower \"in yearly increments (or a lesser period equal to the\nactual period during which the borrower is eligible) In the\nfuture, the Department will incorporate further regulatory\nreferences to this mandatory forbearance requirement for Perkins'\nloans.\nThe Department of Health and Human Services is developing policy\nguidance to notify schools, lenders, and holders that loans made\npursuant to Title VII and VIII of the Public Health Service Act\nare similarly eligible for forbearance during any periods of\nservice with the national service program.\n84\nMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nThe CNCS shall pay the interest that has accrued on the qualified\nstudent loans of any person in an approved national service\nposition during their term of service, pursuant to Section 148 (e)\nof the National and Community Service Trust Act. Interest will\nbe paid to the lender at the end of the term upon the successful\ncompletion of service by the borrower in a national service\nprogram. Members who fail to complete the full term will\ngenerally be liable for the accrued interest. In some instances,\nindividuals may leave service early for compelling personal\ncircumstances, and the Corporation will also pay accrued interest\nduring the term of service. Otherwise, individuals who leave the\nprogram early are responsible for paying the accrued interested.\nQualified student loans for which the Corporation will pay\naccrued interest costs are:\n\"any loan made, insured, or guaranteed pursuant to title IV\nof the Higher Education Act of 1965 (20 U.S.C. 1070\net.seq.), other than a loan to a parent of a student\npursuant to section 428B of such Act (20 U.S.C. 1078-2)\nand\n\"any loan made pursuant to title VII or VIII of the Public\nHealth Service Act (42 U.S.C. 292a et. seq. )\nIn general, the Department of Education loans that are covered\ninclude:\n(a) Federal Family Education Loan Program,\nFederal Consolidation Loans,\nFederal PLUS Loans (excluding those made to\nparents)\nFederal Stafford Loans\nFederally Insured Student Loans (1984 and prior)\nGuaranteed Student Loans (former name for\nStafford Loans)\nSupplemental Loans for Students\nUSDA AmeriCorps Operations Manual - June 1995\n85\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\n(b) Federal Direct Student Loan Program (FDSLP)\n(c) Federal Perkins Loans\nNational Defense Student Loan Program (NDSL)\nNational Direct Student Loan Program (NDSL)\nIncome Contingent Loan Program\nFor purposes of the Public Health Service Act, this includes:\nHealth Education Assistance Loans (HEAL)\nHealth Professions Student Loans (HPSL)\nLoans for Disadvantaged Students (LDS)\nPrimary Care Loans (PCL)\nNursing Student Loans\nIn order to get forbearance on a student loan, the member must\ncontact their loan holder requesting \"forbearance\" of their loan\npayments because they are participating in an AmeriCorps program.\nAppendix L is a copy of a \"Loan Forbearance letter\" published by\nthe Corporation. The member may need to take a copy of this\nletter to his/her loan holder. The loan holder/servicing center\nwill give her/him a form for requesting a forbearance or\ndeferral. (Lending institutions have standard forms they use for\nborrowers who request forbearance on loans). While the forms\ndiffer from lender to lender, there will be a section that the\nAmeriCorps member will need to complete. Then, they should send\nthe form to the National Service Trust for verification of\nservice. Writing \"forbearance\" on the envelope will help direct\nthe request to the proper person. The Trust will complete the\nappropriate section (if applicable), enclose the \"Dear Lender\"\nletter in the appendix, and return the form to the loan\nholder/servicing center or, if requested by the AmeriCorps\nmember, to him/her.\nThe Trust will only be able to certify eligibility if there is a\ncompleted and signed Trust Fund Enrollment Form on file.\nTherefore, it is important that these forms are filled out and\nreturned as soon as possible after the project begins. Return\nthese forms to your national agency headquarters in Washington,\nD.C.\n86\nUNITED\nNATIONALS A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAdditional Questions and Answers\nWhat can I use my education award for? Awards can be used to\nrepay existing or future qualified educational loans or to pay\nfor the cost of attending a qualified college or graduate school\nor an approved school/work program, as defined by the Departments\nof Education and Labor.\nWhat expenses are considered part of the \"cost of attending\" 'a\nqualified school? The Department of Education has defined the\nterm \"costs of attendance\" to mean tuition, normal fees and\nrequired material, equipment, and supplies. In addition, each\neducational institution establishes allowances for room and\nboard, books, supplies, transportation, and miscellaneous\npersonal expenses, which are also included in the cost of\nattendance.\nWhat if I don't use my entire education award all at once? You\ncan use up your education award at any rate you choose, as long\nas you use it within seven years for qualified expenses at\nqualified schools.\nCan an education award be used at more than one school? Yes.\nThe award can be used to help pay one or more loans or the costs\nof attendance at one or more educational institutions or a\ncombination.\nCan an education award be used to study outside the U.S.?\nMany post-secondary institutions offer educational opportunities\nabroad. As long as the institution itself is in the U.S. and\nmeets the legal requirements as defined in section 481 (a) of the\nHigher Education Act of 1965, as amended (20 U.S.C. 1088 (a), you\nmay use the education award to study overseas. Foreign schools,\nhowever, do not meet the Higher Education Act criteria.\nCan I use my past community service to qualify for an award? No.\nOnly service in an approved AmeriCorps program will be credited\nfor purposes of earning an education award.\nWhat happens if I withdraw from the school or fail to complete my\nperiod of enrollment for which the award has been used? The\nschool must have a fair and equitable refund policy that complies\nwith the Higher Education Act of 1965, as amended. If there is\nany refund owed and returned to the Corporation, the amount will\nbe credited to your \"account\" in the Trust, and can be used by\nyou, within seven years of your completion of service.\nUSDA AmeriCorps Operations Manual June 1995\n87\nUNITED\nNATIONAL A SEPTEM\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nWill I have to pay taxes on my education award? According to the\nIRS, in most cases awards are subject to income taxes in the\ncalendar year in which they are used. The Corporation will\ndeduct no taxes, but it will send you a Form 1099 to be used in\npreparing your income tax form.\nIs my award transferable? For example, if I am unable to use it,\ncan I transfer the award to another individual? No. Only\nAmeriCorps Members are eligible for education awards. You may\nnot transfer it to a relative or any other individual under any\ncircumstances.\n88\nAMERICORP\nA\nUNITED\nSTATES\nMEDICAL\nSERRICE\nDEPARTMENT\nOF AGRICUL TURS\nForms\nAppendix M describes the forms from the Corporation and gives\ndetailed information on how to fill them out. It is important to\nremember that every form should be sent to your agency\nheadquarters as soon as possible after your members have\nenrolled. Also, be sure to retain a copy of every form sent to\nyour agency headquarters for your files.\nAppointment\nUpon entrance to the program, the following must be completed by\nthe member:\n1. state and Federal income tax forms;\n2. health insurance form if a member is eligible;\n3. direct deposit forms;\n4. National Service Trust Form (Appendix N) i\n5. Member Enrollment Form (Appendix O) - members must sign\nand date this form. In the first section, For local Program\nStaff Use, this information will be provided to you by your\nagency's project director. Complete the requested program\ninformation and the member's date of enrollment. Note that\nthe sub grantee ID number is your grant number. You must\nindicate the recruitment type on each form. Mail this form\nand the National Trust Form to agency National Headquarters;\nNOTE: There is a misleading question on the member\nenrollment form. Question #4, \"Are you a (n) \" has as a\npossible response \"alien with a work permit/authorization to\nwork.\" This has led some to believe that aliens with a work\npermit/authorization to work are eligible to be AmeriCorps\nMembers. They are NOT eligible. Anyone checking this block\nis INELIGIBLE to be in Americorps.\n6. Form I-9, Employment Eligibility Verification; and\n7. SF-1152, Designation of Benefit for Unpaid Compensation.\nUSDA AmeriCorps Operations Manual - June 1995\n89\nUNITED\nNATIONAL A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nThe supervisor is to complete:\n1. Form SF-52, Request for Personnel Action;\n2. Position Description (example at Appendix P)\n3. Supplemental 52; and\n4. AD 322.\nForward completed forms to the personnel office where they will\nelectronically enter the information in the NFC personnel and\npayroll master file.\nFor each member, NFC will produce these output documents:\nForm SF-50, Personnel Action;\nForm AD-334, Statement of Earnings and Leave; and\nForm W-2, Earnings Statement.\nThe supervisor and the member should:\n1. review the Member Agreement (Appendix Q) and member must\nsign;\n2. review the safety release form and member must sign\n(Appendix V);\n3. review any performance standards and performance\nappraisal (example at appendix R).\n4. if appropriate, provide member with the child care\npacket and review with the member. Supervisor must\ndetermine if the member is eligible, complete the\neligibility form, and both member and supervisor must sign;\nand\n5. present member with USDA/AmeriCorps ID card.\n90\nUNITED\nNATIONALS A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nMember Agreements\nMembers shall sign an agreement which explains agency\nexpectations and member's rights and responsibilities, including:\nbeginning and ending dates of the member's term of\nservice;\nminimum number of hours needed to obtain a post-service\neducation benefit;\nidentification of member's supervisor;\nproject assignment and service activities;\nactivity performance standards;\nliving allowance amount and payment method;\na description of the other member entitled benefits;\na description of any deductions for room and board;\nacceptable conduct;\nprohibited activities;\nrequirements under the Drug Free Workplace Act;\ntermination and suspension rules (including the specific\ncircumstances under which a member can be released for\ncause) i\ngrievance procedures; and\nother items as appropriate.\nUSDA AmeriCorps Operations Manual - June 1995\n91\nUNITED\nREATIONAL A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nThe Department will develop two different Member Agreements for\nuse in the USDA/AmeriCorps program;\n1. Member Agreement for members of the Anti-hunger and the\nPublic Lands and Environment Team.\n2. Member Agreement for members of the Rural Development Team.\nIn addition, if a member has not completed high school, they must\nagree in writing to obtain a high school diploma or GED\ncertificate before using the education benefit.\nUSDA will maintain the confidentiality of information according\nto the Privacy Act. Prior written consent by members must be\nobtained before using their names, photographs, and other\nidentifying information for publicity or promotional purposes.\nIf members are under 18 years of age, parental or legal guardian\nwritten consent must be obtained. The easiest way to handle this\nis to include a standard informed consent form as a part of the\nMember Agreement signed at enrollment (this information has been\nincorporated into the member acknowledgment form found at\nAppendix V). You may release aggregate and other non-identifying\ninformation about members, and you must release member\ninformation to your granting agency, the Corporation, and\nauthorized program evaluators. NFC security for members will be\nthe same as that of regular USDA employees.\n92\nCRICORPS\nA\nUNITED\nSTATES\nSTREET\nDEPARTMENT\nOF AGRICULTURE\nTime and Attendance\nNFC will process payroll for the USDA/AmeriCorps Members.\nFull-time members will be granted 8 hours of excused absence each\nmonth for the first five months of their Term of Service for a\ntotal of 40 hours of excused absence. Advanced personal days can\nbe granted at the discretion of the supervisor. Nine Federal\nholidays will also be granted to full-time members (limited to\neight hours per holiday).\nThe following PC TARE and other T&A entry system entries will be\nrequired:\ninitial entry (in master record) i\nspecial accounting codes (defined by each agency) i\ntime and attendance submission to NFC each pay period; and\ntermination entry.\nThe following transactions will be used:\n01 - hours worked (80 hours maximum per pay period) ;\n21 - hours worked in excess of 40 hours in a week (these hours\nwill be paid at the base rate, not the overtime rate-NFC will\nconvert) ; members are not elilgible for overtime pay. They\nmust be listed as EXEMPT from FLSA.\n66 - Federal holidays and excused absence (manually track\nhours of excused absence to ensure the hours do not exceed\n40) i\n67 - hours of paid absence due to an injury suffered on the\njob, beginning the day after the day of injury. Forty-five\ncalendar days is the maximum number of days allowed. Non-work\ndays count toward the 45-day limit if evidence of inability to\nperform regular duties exist on those non-work days; and\n71 - LWOP (this is to be used for absences for military duty\nand any non-pay status - explain in the remarks section of the\nT&A)\nT&A's must always account for 80 hours. If less than 80 hours\nwere worked during a pay period, use entry 71 - LWOP for hours\nnot worked.\nUSDA AmeriCorps Operations Manual - June 1995\n93\nNATIONAL AMERICORPS A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nor AGRICIA TURS\nMilitary Leave\nMembers who are also members in military reserve units will be\nallowed to complete their two weeks of required military reserve\nduty. They will not receive any compensation for this period of\ntime and will not be credited time towards the 1700 hour\ncommunity service requirement. They will be carried as LWOP on\nthe Time and Attendance Report. They will have to make up this\nloss of time in order to complete the 1700 hours. In the event\nthey cannot make up this time, they may, at the discretion of the\nDepartment, be granted an early release for \"compelling personal\nreasons\" and be awarded a pro-rated share of the education award.\nThis exemption to allow a \"leave of absence\" does NOT apply to\ntraining or duty beyond the annually required two weeks. Leaving\nan AmeriCorps Program to perform such additional duty or receive\nadditional training may result in the member losing their\neducation award.\nJury Duty\nJury duty is part of a member's \"civic duty\". As such, time\nspent on jury duty (or just going to find out if you will be\ncalled) does count as hours of service performed toward meeting\nthe 1700 hour minimum. In addition, the member should be paid\ntheir normal daily salary minus any amount they receive from the\njurisdiction in which they are performing or answering a call for\njury duty.\n94\nNATIONALS MERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nPersonal Emergencies\nMembers should use excused absence hours for personal\nemergencies. Supervisors can approve LWOP for extended absences.\nUpon return, the AmeriCorps Member and the supervisor are to\ndevelop any necessary make-up schedules.\nWork Schedules\nLocal agency supervisors are responsible for developing work\nschedules. USDA recommends a 40-hour work week (including\ntraining). Local supervisors have the authority to adjust\nschedules to meet project needs and/or to assist members make up\nlost time. Supervisors are cautioned about scheduling time to\ninsure that a member serves a minimum of nine months, does not\nexceed a maximum of 1,812 hours, and does not exceed a maximum of\ntwelve months. In some instances this may be difficult but there\nis no flexibility in these three requirements. Supervisors will\nalso have to keep a careful record of hours of excused absence\nused by each member.\nID Cards\nAmeriCorps Members will be issued Form AD 1096 (USDA) (8/94), the\nUSDA/AmeriCorps identification card. Forms will be sent to each\nagency for issuance to members.\nUSDA AmeriCorps Operations Manual - June 1995\n95\nMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSECTION\nDEPARTMENT\nOF AGRICULT TURE\nAttire/Uniforms\nIt is expected that all AmeriCorps Members will be proud of their\nservice and will reflect that pride by wearing the AmeriCorps\nuniform. Upon entering AmeriCorps, members will receive a T-\nshirt, sweatshirt, hat, and pin. This complete uniform must be\nworn at official AmeriCorps events. In addition, the\nDepartment's policy is that, at minimum, Rural Development Team\nMembers will wear the pin at all times and Anti-Hunger Teams and\nPublic Lands and Environment Team Members will wear either a T-\nshirt, sweatshirt, hat, or a pin while on duty. However, USDA\nrealizes that work projects and work conditions will vary\nconsiderably around the country. While members must wear the\nother items whenever appropriate, the local project manager may\ndecide to vary the attire based on weather, safety, and work\nconditions.\nThe Department intends to purchase a minimum set of uniforms for\nthe FY 1996 USDA AmeriCorps Program. Agencies that wish to\npurchase additional items should remind their procurement offices\nthat CFR 48 Federal Acquisition Regulation, Chapter one, Subpart\n8.6, designates the Department of Justices' UNICOR, Federal\nPrison Industries, Inc. as a mandatory source for uniforms.\nThere is no bid or competitive process required to use UNICOR.\nThe point of contact is Ms. Wanda Moody, UNICOR at the Federal\nCorrectional Institution, Jesup, GA 31545. Whatever uniforms or\npatches are procured they should clearly identify the members as\nbelonging to a USDA AmeriCorps Program. The Department will\nprovide the logo and all agencies are reminded to follow the\nCorporation's rules governing the use of the AmeriCorps logo:\nDrivers License\nAmeriCorps Members who possess a valid State driver's license\nmay, if required, drive a government vehicle. The exception to\nthis is members less than 18 years of age may not operate a\nGovernment vehicle.\nMembers over 18 years of age and have the proper state driver's\nlicense are covered under the Tort Claims Act and are authorized\nto drive a government vehicle or their own vehicle in the\nperformance of their duties.\n96\nNATIONAL MERICORPS A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICUL TURE\nTravel Expenses\nTemporary duty travel expenses may be authorized (type C only)\nand reimbursed according to Federal Travel Regulations.\nReimbursement will be paid by the host agency. No relocation\nexpenses will be authorized or paid.\nTransfers\nA transfer is defined as an AmeriCorps Member who retains the\nservice hours s/he has earned and applies them toward the\ncompletion of her/his education award by either: 1) moving to a\ndifferent geographic site within the same AmeriCorps*USA program\nor: 2) moving to a completely different AmeriCorps*USA program.\nIn both cases, all parties involved are fully cognizant of the\ntransfer situation and schedule before it occurs. While the\ntransfer may occur to meet compelling personal circumstances, the\ntransfer should also meet programmatic needs. Please keep in\nmind that a member technically has no right of transfer within a\nprogram as an individual. Thus, a transfer should not occur\nsolely because a member would like a change of geographic\nenvironment.\n1) Within the same AmeriCorps*USA program.\nWhile the transfer may occur to meet compelling personal\ncircumstances, the transfer should also be based upon legitimate\nprogrammatic reasons such as community need, service activities,\nor organizational capacity. For example, a National Direct\nprogram with subgrantees sites in Nashville and Indianapolis may\nfind that in Nashville there is a greater need than in\nIndianapolis for more members than expected. Thus, based upon\ncommunity need and the capacity of the Nashville site, members\ncan be transferred. In all cases, the members cannot be forced\nto transfer.\nUSDA AmeriCorps Operations Manual - June 1995\n97\nMERICORP\nA\nUNITED\nSTATES\nINITITE\nSEPTEM\nDEPARTMENT\nor AGRICULTURE\nIn all cases of a transfer within a program, the appropriate\nfunds and education award allocation may be transferred to the\nnew host site in order to cover the related participant support\ncosts. Generally, the education award allocation and funds for\nthe members' living allowance are administered by the relevant\nhost site.\nWhen such a transfer occurs, the original Site Director must\ncomplete a Change of Status/Term Form and send the original to\ntheir agency headquarters and a copy to the new site placement\nDirector and the member. It is not necessary to complete another\nTrust Enrollment Form.\n2) Between Different AmeriCorps*USA Programs.\nThe transfer of a member and her/his relevant service hours from\none AmeriCorps program to another must be done within certain\nparameters. Foremost, the \"Transfer Member\" must be leaving\nProgram A for a compelling personal reason as determined by\nProgram A. The \"Transfer Member\" must apply to and be accepted\nby Program B. In order to offer enrollment to the \"Transfer\nMember\", Program B must have an available slot in the incoming\nmember class.\nIn such a transfer situation, no funds are transferred from\nProgram A to Program B. Rather, the appropriate funds are either\nused by Program A to fill the vacant slot or returned to the\nCorporation. In all cases the Program A Site director must\ncomplete a Change of Status/Term Form and send the original to\nthe CNCS and a copy to the Program B Site Director and the\nmember. It is not necessary to complete another Trust Enrollment\nForm.\n98\nNATIONAL MERICORP A\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nTerms of Service\nUSDA will operate the AmeriCorps Program primarily as a full-time\nmember program. However, part-time members are authorized upon\napproval from the Department. Full-time members must serve a\nminimum of 1700 actual working hours which provides direct\ncommunity service (excluding excused absences and Federal\nholidays) during a period of not less than nine months and not\nmore than one year. A member may spend up to 20 percent of\nhis/her time on training.\nUnless there is a compelling reason, members who fail to complete\nthe minimum amount of hours will forfeit the educational grant.\nThe Term of Service for USDA/AmeriCorps full-time members will be\nscheduled for 1,812 hours. The difference between 1,812 and\n1,700 hours will allow payment for excused absences (40 hours)\nand Federal holiday (72 hours).\nUSDA AmeriCorps Operations Manual - June 1995\n99\nNATIONAL MERICORP A SEPTICES\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nPart-Time Members\nA project may elect to have part-time AmeriCorps Members.\nHowever, they must get approval from their Agencies and it must\nbe an integral part of their program. Agencies must contact the\nDepartment, who will in turn seek approval from the CNCS.\nMembers may be part-time under the following conditions:\nAn individual performing part-time national service in an\napproved national service position shall agree to participate\nin the program sponsoring the position for not less than 900\nhour during a period of -\n1 - not more than 2 years; or\n2. - not more than 3 years if the individual is enrolled in\nan institute of higher education while performing all or\na portion of the service.\nThe Term of Service for part-time members would only be 952\nhours. This is 900 hours of service plus four holidays (32\nhours) and two and a half days (20 hours) of personal leave.\nPart-time members are not eligible for AmeriCorps health care or\nchild care benefits. They will receive all the other benefits\nthat full-time members are entitled to receive. They must also\nreceive the same degree of training that full-time members\nreceive.\n100\nNATIONALS MERICORP A\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nInstructions for Payment of Part-Time Members\n1. Using a Nature of Action code of 515 (conversion) enter\na grade of 00 and a step of 00 for the member.\n2. Give the hourly pay rate.\n3. If this is a person being converted from full-time to\npart-time, do a SF 52, use the 999 block to explain what\nyou are doing and change from Grade 00 step 01 or 02 to\nstep 00 and list the new hourly pay rate.\nNote: Hourly rate for part-time members must be computed by\nmultiplying the annual living allowance for full-time members by\n52.94% to get the part-time living allowance, then dividing the\npart-time living allowance by 952 hours.\nFor FY 96 - $7,945 X 52.94% = $4,206/952 = $4.41 per hour.\nUSDA AmeriCorps Operations Manual - June 1995\n101\nMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nNon-Completion of Service Hours\nThere are at least two different non-completion situations.\n1) Program non-completion\nIf a full-time AmeriCorps Member is enrolled in a program\nand is released for cause or leaves the program for a\npersonal reason that is not compelling as determined by the\nprogram, the member cannot receive any portion of her/his\neducation award\nCompletion of the required number of service hours is not\nthe only criteria that must be met before a member is\neligible for an education award. The member must also\nsatisfactorily complete assignments, tasks, or projects and\nmeet any other performance criteria that has been clearly\ncommunicated at the beginning of the term of service and are\ncontained in the Member Agreement form. Thus, if a member\nhas completed 1700 service hours but, for non-compelling\nreasons, does not complete the service program, this member\nis not eligible to receive any portion of the allotted\neducation award.\nIn both situations, the Program Director must fill out both\na Change of Status/Term form and an End of Term of Service\nForm indicating Early Terminated for Cause. The member must\nfill out an Exit Form. Again, remember to make a copy for\nyour records and forward the original to agency\nheadquarters. If the member signed the form, provide them a\ncopy.\n102\nMERICORP\nA\nUNITED\nSTATES\nMEDICAL\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\n2) Service hours non-completion\nAt the end of a program, if a full-time AmeriCorps Members\nfalls short of completing the required 1700 service hours\nfor a compelling personal reason but has completed at least\n255 hours, s/he is eligible to receive a pro-rated education\naward. For example, an AmeriCorps Program became\noperational in September 1994. An AmeriCorps Member joined\nthe program in its January 1995 class, fully intending to\nparticipate in a 12 month program. However, the program's\nfunding is not renewed and the program is forced to close\nits doors in September 1995. The member has completed only\n1400 service hours and is unable to fulfill the remaining\n300 service hours. In such a case the AmeriCorps Member\nwould be able to receive 1400/1700th of their education\naward because the termination of the program was beyond the\nmember's control and is considered by the program to be a\ncompelling personal reason. The Program Director must fill\nout both a Change of Status/Term form and an End of Term of\nService Form indicating: \"Compelling Personal Circumstances. \"\nThe member must fill out an Exit Form.\nHowever, if the program is refunded, the member should be\nallowed to finish the remaining three months of the program\nand complete the remaining 300 service hours.\nIf however, a member completes the program but fails to earn\n1700 hours by the end of the program because s/he had too\nmany unexplained absences, then if the program certified\nsuccessful completion, the member may get a part-time\neducation award for at least 900 hours of service.\nUSDA AmeriCorps Operations Manual June 1995\n103\nNATIONAL AERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nMultiple Terms of Service\nA term of service may be a full year program or a summer program.\nIndividuals may participate in more than one term of service.\nHowever, the maximum number of educational grants an individual\nmay receive is limited to two.\nTo be eligible for another term of service, an individual must\nreceive a satisfactory performance review (s) for any previous\nterm(s) of service. Mere eligibility for an additional term of\nservice does not guarantee selection or placement. Members\nshould also be aware that budget constraints may lead to\nsituations where the living allowance they receive in the second\nterm of service is lower than the first term of service.\nSupervisors must make recommendations for continued or additional\nservice. Members' eligibility for second or additional terms of\nservice must be based on at least a mid-term and end-of-term\nevaluation of members' performance that focused on factors such\nas:\nwhether the member has completed the required number of\nhours;\nwhether the member has satisfactorily completed assignments,\ntasks, and/or projects; and\nwhether the member has met any other performance criteria\nthat were clearly communicated both orally and in writing at\nthe beginning of the term of service.\n104\nERICORPS\nA\nUNITED\nSTATES\nDEPART\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nFilling Vacancies\nThe CNCS desires to create cohesive \"classes\" of members who\nstart programs in September, January, or June and who complete\nthe program as a class from nine to twelve months later. This\nhowever is the ideal and not always the reality. The inability\nto fill vacancies during the course of the year can have a\nnegative impact on projects. Therefore, vacancies may be filled\nat any time during the year. However, when possible the CNCS\nwould like to stay with the class concept. Programs are\nencouraged to fill empty slots at the start of the next term of\nservice. This will ensure the same comprehensive training and\norientation to replacement Members as was provided to members of\nthe first class.\nProvided their job performance is deemed satisfactory, AmeriCorps\nMembers who enroll at the start of a second or third class would\ncontinue with the program in the following program year in order\nto accrue the 1700 hours of necessary service for a full-time\neducation award. With the approval of the Corporation, a program\nmay also convert the full-time slot to a part-time slot and\nensure that the replacement AmeriCorps Member serves at least 900\nhours. Should the program not be renewed, the CNCS would try to\nplace the Member in another AmeriCorps program; failing that, the\naffected member would be eligible for a pro-rated education award\nif they have completed at least 15% of the necessary hours.\nAmeriCorps Members enroll with the expectation that they will\ncomplete their term of service; they may not be offered a pro-\nrated education award at the time they begin their term of\nservice.\nUSDA AmeriCorps Operations Manual June 1995\n105\nMERICORP\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nEnd of Term of Service\nWhen a member leaves National Service, two forms must be\ncompleted for the Corporation:\nNational Service Trust End of Term of Service Form\n(Appendix S)\nAmeriCorps Member Exit Form (Appendix T)\nThese forms should be mailed immediately to your agency national\nheadquarters. You should retain a copy for your records and you\nshould give the member a copy of at least the National Service\nTrust End of Term of Service Form.\nAlso, an SF 52 for resignation should be submitted to personnel.\nMember must sign the back of the SF 52. It is not necessary to\ngive a reason for the resignation.\nIf a member is entitled to an educational award, the CNCS will\nsend a letter to the member informing them of the amount of the\naward. This letter may be presented to a loan holder or a\nschool. The loan holder or the school will contact the CNCS for\npayment. Payments will be made directly to them, not to the\nmember. When payments are made, the CNCS will notify the member\nof the amounts and the balance in the account. Letters should be\nreceived within 20 days of completing a term of service. The\nletter will automatically be sent to the permanent address\nfurnished by the member, so it is important that the members keep\nthe National Trust Fund informed of any address changes.\n106\nMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nInstructions for Continuation of AmeriCorps Members Past the 1812\nHour Limit\n1. AmeriCorps Members must work a minimum of 1700 hours to earn\nthe full post service award. The only maximum is that their\nservice period cannot exceed 12 months.\n2. It is possible that a program has money to continue paying an\nAmeriCorps Member beyond the standard 1812 hour limit of the USDA\nAmeriCorps programs. If an agency wants to continue a program\nand the work is AmeriCorps work, the members may be retained\nbeyond the 1812 limit provided they receive the same pay and\nbenefits that they received during the 1812 hours.\n3. To be able to pay them using NFC, the current \"Not to Exceed\"\ndate given for the member must be changed so that they can be\npaid beyond that date.\n4. If the member is to be doing work that is not AmeriCorps\nrelated, you must be aware of two conditions:\na. The member can't be paid less than minimum wage and\nis now subject to the same rules and provisions as\nothers who would be doing the same work under whatever\nprogram the agency chooses to pay them.\nb. The member may be prohibited from re-entering the\nAmeriCorps program next year, because they will be\nconsidered a recent Federal Employee. We cannot enroll\ninto the AmeriCorps Program personnel who have been\nFederal Employees in the last six months prior to\nentering AmeriCorps.\n5. If a member works beyond the 1812 hours, they do not get any\nadditional post service education award.\nUSDA AmeriCorps Operations Manual - June 1995\n107\nUNITED\nNATIONAL A\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nAuthorization to sign End of Term of Service Forms\nSupervisors, project managers, or project directors may sign this\nform. The names of personnel who will be signing these forms\nmust be submitted to your agency national headquarters. Keep in\nmind that the person signing this form is certifying the number\nof hours served and whether the member is being released for\ncause or for compelling personal circumstances. Agencies should\nhave accurate lists of certifying officials. Educational awards\ncan only be made to individuals who have a form on file signed by\nan individual on records as authorized to sign.\nMember Release\nMembers may be released for:\n1. for compelling personal circumstances; or\n2. for cause, as defined by the Corporation and by the\nprogram's member agreement.\nWritten documentation is required whenever a member is released.\nSupervisors have the primary responsibility for determining when\nto release a member. Members released due to compelling\ncircumstances may receive a pro-rated educational award while\nmembers released for cause shall not.\n108\nERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nCompelling Circumstances\nThe project manager/supervisor is in the best position to\ndetermine whether a member's personal circumstances are\nsufficiently compelling to justify release on this basis. If the\nproject manager determines that there is justification for\nrelease, Agency National Headquarters must be notified. The\nAgency, in consultation with the Department, has the approving\nauthority for release. If release is approved for compelling\npersonal circumstances, we may elect either to authorize a pro-\nrated education award or to temporarily suspend service for up to\ntwo years. In order to be eligible for a pro-rated education\naward, a member must have served a minimum of 15 percent of his\nor her term of service. If the member is released on the grounds\nthat an accommodation of a disability would impose an undue\nburden, we must document our determination and notify the CNCS.\nSuch circumstances are to be considered compelling\" for\npurposes of this clause.\nSome examples of reasons which could justify the early release of\na member and entitle the person to a portion of an award:\nSickness or critical illness of the member\nDeath or critical illness of a member of the member's\nimmediate family (spouse, parent, sibling, child, or\nguardian)\nTermination of a project site if reassignment to another\nproject is not possible.\nUSDA AmeriCorps Operations Manual - June 1995\n109\nMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nRelease for Cause\nMembers may be released for cause according to the conditions of\nthe Corporation and the members contract.\nMembers shall be released for cause if they are convicted of a\nfelony. If members are charged with a violent felony or the sale\nor distribution of a controlled substance, they must be suspended\nfrom service without a living allowance and without receiving\ncredit for hours missed. Additional provisions for releasing\nmembers for cause shall be added to the member agreement.\nAny member that drops out of a program without obtaining a\nrelease for compelling personal circumstances is considered to be\nreleased for cause. A member released for cause may not receive\nany portion of an education award. A member wrongly released or\nsuspended for cause will receive credit for any service missed\nand reimbursement for missed living allowances as specified in 45\nCFR, 25232.230\nAll adverse action cases shall be thoroughly documented. The\nsupervisor must write a complete, detailed statement of the\nincident (s). Include documentation of interviews with the member\nand written statements from individuals involved in the\nsituation. Also state when the member was informed and\nunderstood the level of performance and/or conduct expected, and\nto whom (if any) the member was referred for assistance.\nRecords of proposals for release must be sent immediately to the\nRegional or State office. The release process shall be completed\nno earlier than 15 days from receipt of the proposed action\nunless the member's presence constitutes an emergency or a threat\nto other individuals. The member must be provided with a written\nnotice stating the grounds for release and appeal procedures,\nincluding time limitations for filing an appeal; and the member\nmust be provided ample opportunity to respond either orally or in\nwriting to the charges.\n110\nNATIONAL MERICORP A STATE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nThe following are examples which would NOT justify the member\nreceiving an award:\nTerminating to go back to school.\nTerminating to get a job.\nTerminating because member does not enjoy the work.\nTerminating because of the size of living allowance.\nTerminating to move.\nBoth the CNCS and the Department feel strongly about enforcing\nthis regulation for termination. If a Project Director has any\nquestions regarding Termination for Compelling Personal\nCircumstances, consult with your Agency contact in Washington,\nD.C.\nNotice to Corporation and National Service Trust\nThe Department must notify the Corporation and National Service\nTrust immediately whenever it suspends or terminates a member,\nwhether for compelling circumstances or for cause.\nReinstatement Rights\nAmeriCorps members who, through no fault of their own, lose\nsubstantial service time, with the approval of their supervisor,\nmay be allowed to return to projects if they can reasonably and\nsafely complete their term of service.\nUSDA AmeriCorps Operations Manual - June 1995\n111\nSTATE\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nResumption of Service\nAny member whose service was suspended because of being charged\nwith a violent felony or sale or distribution of a controlled\nsubstance may resume service if he or she is found not guilty or\nif such a charge is dismissed. Any member whose service was\nsuspended because of being convicted of a first offense of\npossession of a controlled substance may resume service by\ndemonstrating that he or she has enrolled in an approved drug\nrehabilitation program. A member convicted of a second or third\noffense of possession of a controlled substance may resume\nservice by demonstrating successful completion of a\nrehabilitation program. In addition, any individual released for\ncause who wishes to reapply to the program from which he or she\nwas released or to any other AmeriCorps program is required to\ndisclose the release to that program. Failure to disclose to an\nAmeriCorps program any history of having been released for cause\nfrom another AmeriCorps program will render an individual\nineligible to receive the AmeriCorps educational award, whether\nor not that individual successfully completes the term of\nservice.\nReturning Members\nA returning member is defined as a member who leaves a program\nfor a compelling personal reason but intends on completing the\nterm of service in the future with the same or a different\nAmeriCorps*USA Program. Upon leaving Program X, the director\nmust complete the Change of Status/Term Form and indicate that\nthe member is \"Suspended with intent to transfer.\" The Director\nthen sends the completed form to their agency headquarters. The\nmember must keep a copy of the Change of Status/Term Form and the\nNational Service Trust will hold the service hours in a pending\nstatus.\n112\nERICORP\nA\nUNITED\nSTATES\nAMBITE\nSERIVICE\nDEPARTMENT\nor AGRICULTURE\nWhen the member applies and is accepted into Program Y within the\ntwo-year period of suspension, s/he presents the Program Y\nDirector with the copy of the Change of Status/Term Form in order\nto reinstate the member and allow service hours to transfer. It\nis not necessary for the Program Y Director to complete another\nTrust Enrollment Form.\nIf the member does not join another program within the two year\nperiod, s/he will automatically become eligible for a pro-rated\neducation award two years from the transfer date provided that\ns/he had completed at least 15% of the necessary hours. If the\nmember will not be able to return, s/he should notify the CNCS or\nthe Director of her/his original program sometime within the two-\nyear period.\nDiscipline Policy\nUSDA has assumed a sponsorship role for AmeriCorps Members. Part\nof the responsibility that goes with this sponsorship role is to\nprovide mentoring and assistance to our members. Supervisors are\nencouraged to reach out to members who are having problems. Many\nof our AmeriCorps Members will be young people with few problem\nsolving skills. It is our job to provide new skills that will\nreduce their problems to manageable levels. Many times problems\nthat manifest at the work place can be resolved when someone\ntakes an interest and offers to help. Often just listening can\nhelp. Supervisors ae encouraged to go the extra mile with\nmembers before resorting to any type of formal discipline.\nHowever, when all efforts fail to resolve problems which affect\nthe work place, supervisors should follow the discipline path\noutlined following this paragraph.\nUSDA AmeriCorps Operations Manual - June 1995\n113\nCRICORPS\nA\nUNITED\nSTATES\nDEPARTMENT\nAMOUNT\nOF AGRICULTURE\nSteps to Follow for Discipline of AmeriCorps Members\nMembers shall be informed in writing of alleged improper conduct\nor work deficiencies within seven days of occurrence of the\nincident. Four types of adverse actions may be used to correct\nperformance or conduct problems.\n1. Verbal Reprimand - use the verbal reprimand to correct\nminor infractions. This is an informal method with\nexplicit dialogue between the member and the supervisor.\nThe supervisor must ensure that the member knows the\nlevel of performance or conduct expected, and that the\nmember understands the nature of the specific deficiency\nin his/her conduct or performance. The supervisor shall\ndocument the specific dialogue of verbal reprimands.\n2. Written reprimand - action taken to correct a single\nserious offense or a long series of lesser offenses. It\nwill be used as a means of informing a member of\nunacceptable performance or behavior. This will inform\nthe member that failure to show improvement within a\nreasonable period of time may be cause for release.\n3. Suspension - members may be suspended for one or more\ndays for serious infractions. Written documentation is\nrequired. The member will have to make up any lost time.\n4. Release - supervisors may release, for cause, any member\nwhose conduct and/or performance is unsatisfactory. This\naction will be taken if a member persistently refuses to\naccept corrective action and/or to conform to reasonable\nstandards of performance or conduct.\n114\nNATIONAL ERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURES\nAppeal Procedures\nWithin 15 days of receipt of the decision to release, the member\nmay appeal the adverse action taken by the supervisor, to the\nfollowing appropriate levels:\n1. Project Director or appropriate line officer;\n2. State or Regional line officer, if not resolved at the\nProject Director level; and\n3. Agency Head, Washington office, if not resolved at the\nState or Regional level.\nRefer the member to a 74 counselor and/or to the nearest\npersonnel office for assistance in filing an appeal.\nA member who is wrongly released or suspended for cause will\nreceive credit for any service missed and back-pay for missed\nliving allowances. The legislation further describes the\nconditions under which members whose service has been suspended\nmay be reinstated, the impact of release for cause, and the\ngrievance procedure available to members. (See 45 CFR, Chapter\nXXV, Section 2522.230)\nUSDA AmeriCorps Operations Manual - June 1995\n115\nREALIONALS AMERICORPS A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nGrievance Procedures\nAmericorps Members have the right to file grievances.\nThe deadline for filing a grievance, except for a grievance that\nalleges fraud or criminal activity, is one year after the date of\nthe alleged occurrence of the event that is the subject of the\ngrievance.\nThe deadline for the hearing and decision are as follows:\nHearing - a hearing on any grievance shall be conducted not\nlater than 30 days after the filing of the grievance.\nDecision - a decision on any such grievance shall be made\nnot later than 60 days after the filing of such grievance.\n116\nNATIONALS ERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nArbitration:\nIn general -\nJointly selected arbitrator - in the event of a decision\non a grievance that is adverse to the party who filed\nsuch grievance, or 60 days after the filing of such\ngrievance if no decision has been reached, such party\nshall be permitted to submit such grievance to binding\narbitration before a qualified arbitrator who is jointly\nselected and independent of the interested parties.\nAppointed arbitrator - if the parties cannot agree on an\narbitrator, the Chief Executive Officer shall appoint an\narbitrator from a list of qualified arbitrators within 15\ndays after receiving a request for such appointment from\none of the parties to the grievance.\nDeadline for proceeding - an arbitration proceeding shall be\nheld not later than 45 days after the request for such\narbitration proceeding or, if the arbitrator is appointed by\nthe Chief Executive, not later than 30 days after the\nappointment of such arbitrator.\nDeadline for decision - a decision concerning a grievance\nshall be made not later than 30 days after the date such\narbitration proceeding begins.\nCost - in general the cost of an arbitration proceeding\nshall be divided evenly between the parties to the\narbitration. An exception to this is if as part of the\ndecision, costs are placed on one party.\nUSDA AmeriCorps Operations Manual - June 1995\n117\nUNITED\nSTATES\nNATIONAL SEPTEM\nDEPARTMENT\nOF AGRICULTURE\nNATIONAL ERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nChapter Nine\nTraining and Development\nGeneral\nTraining and education is a vital element of the National Service\nProgram. It will be an on-going process during the entire\nprogram. Approximately 20 percent of a member's time should be\nspent in some type of training or educational activity. It does\nnot have to be typical classroom training but should include\nsignificant \"experiential education.\" You can be creative in\ndevising methods, instructors, and sites for this training.\nProjects will have to track service hours and will have to\ncertify that not more than 20 percent of the 1700 hours were\nspent on training and education. The CNCS will monitor and\nperiodically audit programs to ensure that activities are\ncategorized correctly and that the hours are in fact served.\nUSDA AmeriCorps Operations Manual - June 1995\n119\nMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nTraining and Education versus Direct Service\nA common question that has been asked is, \"What should be\nconsidered training and education versus what should be\nconsidered direct service?\" The following paragraphs will\nattempt to answer this question.\n1. The CNCS does not differentiate between education and\ntraining; they both count toward the 20 percent limit.\nTherefore, the most direct way of keeping track of\neducation and training hours is by backing into it; any\neligible activity that is not direct service must be\neducation or training.\n2. Certain types of training and education are easily\ncategorized as such for the Corporation's purposes. If\nmembers spend a half-day each week away from the service\nsite, learning computer skills that relate indirectly to\ntheir service experience, but which may help them in the\nfuture, that is clearly education. If a corps that will\nbe working in public safety goes on a week-long retreat\non alternative conflict resolution and mediation, that is\nclearly training.\n3. Other activities are not quite so straight forward.\nConsider, for example, a program that takes its members\non a mountain retreat for four days. The first three\ndays are spent in the classroom and in the field learning\nenvironmental techniques, and on the fourth day the\nmembers perform a project cleaning up a portion of a\npolluted river. In this case, the first three days would\ncount as training and education, whereas the last day\nwould count as direct service.\n120\nMERICORP\nA\nUNITED\nSTATES\nINDIANA\nSERRICE\nDEPARTMENT\nDI AGRICULTURE\n4. Training and education activities should be counted as\nsuch if they are planned and structured. To the extent\nthat learning opportunities occur incidentally to direct\nservice, or that training occurs \"on the job,\" those\nactivities should not count toward the 20 percent limit.\nMember Orientation/Training\nMembers should be provided with an orientation briefing and\nguidelines at the beginning of the project. This should include\n(but is not limited to) the following:\n1. Welcome and introduction of appropriate personnel.\n2. A reinforcement of the \"ethic of service.\" Use this\nopportunity to discuss the meaning of citizenship and to\nencourage eligible members to register to vote.\n3. An overview of the project (s), introduction to the\ncommunity and natural resources, cross-cultural\nsensitivity, and other project specific training.\n4. Give specific information about your program rules. You\nmust cover member rights and responsibilities, including\nthe program's code of conduct and safety protocol,\nprohibited activities, requirements under the Drug Free\nWorkplace Act, sexual harassment, and other\nnondiscrimination issues, suspension and release from\nservice, and grievance procedures. This is also the time\nto provide information about AmeriCorps benefits, payroll\ninformation, time and attendance, travel, expense\nreimbursement and similar operation policies.\n5. Other training that should be considered in this phase\nis safety training, CPR, First Aid, conflict resolution,\netc.\nUSDA AmeriCorps Operations Manual - June 1995\n121\nMERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nYou are required to provide members with the training, skills,\nand knowledge they need to perform well in their assigned service\nproject. For members who have not completed high school, you\nmust provide support services to help them get a high school\ndiploma or GED certificate. Local area schools will be able to\nassist you with this program. You may also want to provide\ncollege readiness programs for members going on to higher\neducation. Both high school/GED programs and college readiness\nprograms can be effectively integrated with service learning\ncurricula. You should use service experiences to help members\nimprove their skills, internalize project goals, and increase\ntheir insight.\nA training plan shall be developed for each member based on their\nindividual training needs. This would include their GED or\ncollege readiness training. Also, training directly related to\nthe job they will be expected to perform on the project. For\nexample, if the person is working on recycling wood waste at\nlandfills, that person should attend workshops or training in\nthis subject or be trained by an agency specialist on this\nsubject.\nTailgate sessions are ideal to review information, such as:\norientation to the project site and its relationship to local\nresidents and AmeriCorps objectives;\nwork progress;\njob hazard analysis;\non-the-job (OJT) training;\nbenefits of the service/work to individual member and to the\npublic; and\ndiscussion, questions and answers.\n122\nNATIONALS ERICORP A SEPTICES\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nProject supervision should lead the members into an understanding\nof how the project benefits can contribute to their present and\nfuture success. On-the-job training should be emphasized as a\nmeans of developing member knowledge and skills which should\nenhance present performance and future employability.\nInformal work-learning relationships between the members and\nproject staff should be encouraged.\nProject Manager Training\nProject manager training will be held prior to start date after\napproval notification. States/Regions will be notified of time\nand location for this training. Special training on personnel\nmanagement, administration, safety, special needs awareness,\nconflict resolution, team building, etc. will be included.\nUSDA AmeriCorps Operations Manual June 1995\n123\nAERICORP\nA\nUNITED\nSTATES\nLIMITED\nSERRICE\nDEPARTMENT\nor AGRICULTURE\nOJT Checklist\nProject work managers should stress to members the importance of\nthe following:\nBe punctual - report to work on time.\nBe presentable - report to the job with proper work attire.\nBe safe - keep yourself and others safe on the job.\nBe organized - keep your work tools or equipment in good order.\nBe attentive - listen to directions carefully, and do not be\nafraid to ask questions if something does not seem clear.\nBe patient - understand the supervisor's need to be concerned\nwith all members, not just one.\nBe a team player - work with others to accomplish a job\nobjective.\nUse initiative - when you see a job that needs doing, do it\nwithout having to wait for direction from your supervisor.\nBe thorough - doing your share of the job even though others\nmay not be doing theirs. Learn to work as an individual and a\nteam member.\nBe helpful - promote comradeship within the group, such as\nhelping others do their job when they feel bad, do not know\nhow to do the job, or when they need help.\nKeep the supervisor informed of potential problem areas which\ncould affect getting the job done properly at some point.\nSee a project through to an identified completion point.\nSet an achievable individual work standard (pace as well as\nquality criteria) agreeable to you and your supervisor\nmutually.\nFind out from a supervisor what can be done to improve work\nperformance and then do it.\nBe proud of the work accomplished.\n124\nMERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nMember Development - Anti-Hunger and Public Lands and Environment\nTeam\nSince both the Anti-Hunger Team and the Public Lands and\nEnvironment Team will be corps with similar mixes of members,\nthey will both have the same three member development objectives,\nwhich are:\n1. To enable members to develop motivation, educational\nskills, vocational goals, and financial resources so\nthat, out of the members who started the program with no\ndesire to continue their education, at least 50 percent\nwill change their mind and decide to further their\neducation. This change will be determined by member\ninterviews before the start of the service year and at\nthe end of the service year.\n2. To spur 65 percent of the members who entered the program\nwithout a high school degree to earn GED's within a year.\n3. To educate members about hunger, nutrition, and poverty\nissues - or about public lands and the environment issues\n- so that at least 25 percent of the members express a\ndesire at the end of the service year to enter careers in\nthe field in which they provided service, and at least 50\npercent express their desire to volunteer for service in\nthat field in the future. This will be determined by\nmember interviews at the end of the service year.\nUSDA AmeriCorps Operations Manual - June 1995\n125\nSTATE\nERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nMANITE\nSERVICE\nor AGRICULTURE\nMember Development - Rural Development Team\nThe following are the top three member development objectives of\nthe Rural Development Team, which will be measured through member\ninterviews conducted before the start of and after the completion\nof the first year of service.\n1. To increase by 20 percent the number of members\nexpressing a desire to obtain a job in rural development\nor rural environmental protection in the region in which\nthey served or a region with similar characteristics.\n2. To increase by 25 percent the number of members who plan\nto obtain further graduate school or professional school\ntraining in their discipline of service.\n3. To obtain a written commitment from 65 percent of the\nmembers who graduate from the program to volunteer to\nmentor members in the following year's program or to\nengage in another specific volunteer activity related to\nrural development or environmental protection.\nOn-Going Training\nEach state will need to determine what type of training will be\nmost appropriate for their members during the year. For those\nmembers that do not have a high school diploma, they will need\nGED training. Teams may need team building and problem solving\ntraining. Career Counseling should be available for members.\nMentoring should be considered for each person. There is a wide\nrange of training that can be provided to members. States or\nregions should be creative and try to meet their needs and the\nneeds of the members.\n126\nSTATE A SERRICE STATE\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nMember Journals\nMembers should be encouraged to keep a journal of their year of\nnational service. Journal writing gives a person the opportunity\nto record events to be perused at a later time; it provides a\ntime for reflection, and a chance to analyze feelings and\nemotions brought about by events of the day. Sharing journal\nentries with other members in the team helps create understanding\nand cements a team into a cohesive unit. Project managers should\nensure that members have the time and opportunity to share their\nentries. There will also be times when members may be willing to\nshare their entries to a larger audience. These entries can be a\npowerful tool to enlighten the public about our program. The\nbenefits to journal writing are numerous, and members should be\nurged to take time to do this type of writing.\nUSDA AmeriCorps Operations Manual - June 1995\n127\nMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nLIMITED\nOF AGRICULTURE\n\"AmeriCorps Spirit\"\nAs you know, one of your most important tasks in helping run\nAmeriCorps is to build a special spirit for AmeriCorps that:\nImbues all our AmeriCorps members with a special ethic of\nservice and citizenship.\nCreates a unique pubic identity for the program that is\ndifferent from either a jobs program or a volunteer program.\nAssures that members understand that they are all part of a\nlarger program with other projects both within and outside of\nUSDA.\nGuarantees that all members understand not only the\nresponsibilities, duties, and requirements which they must\nmeet, but also the rights and benefits to which they are\nlegally entitled.\nProvides members with enough understanding of the program that\nthey can effectively communicate that understanding to the\nmedia, policy makers, and the general public.\nFosters an \"Esprit de corps\" that motivates all our Members to\ngive a 100% effort every day.\nEnsures that all members work on a regular basis side-by-side\nwith other members of different education levels, races,\ngenders, economic backgrounds, etc.\nAllows the members to have structured time for critical\nreflection and discussion to enable them to put their service\nactivities in perspective.\n128\nAERICORP\nA\nUNITED\nSTATES\nLIMITA\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nSome Things You Can Do To Build the \"AmeriCorps Spirit\"\n1. Set-up meetings in which all Members in each Anti-Hunger\nTeam, Public Lands and Environment Team, and Rural Development\ncluster physically get together for training, project planning,\ncritical reflection, and joint projects. Each cluster should\nalternate among the members leadership responsibilities for the\nmeetings or work projects, and in making presentations about\ntheir service projects. Another tool for your use is the\nteleconference When it is not possible to physically get\ntogether, teleconferences can be very helpful.\n2. Establish a schedule in which your Members meet with USDA\nAmeriCorps Members in other projects, clusters, or issue areas.\nMembers in all our projects have a deep desire to meet their\npeers and learn about our other projects, no matter the\nsponsoring USDA agency. If these members cannot physically meet,\nthey should talk on telephone conference calls.\n3. Arrange for your members to meet with members of other, non-\nUSDA AmeriCorps projects. Remember that USDA's 1200 members\ncomprise only 6% of the 20,000 members in the overall AmeriCorps\nprogram. It is likely that there are non-USDA AmeriCorps Members\nserving in or nearby your project. Our members very much want to\nlearn about such programs. If these members cannot physically\nmeet, they should talk on telephone conference calls.\nUSDA AmeriCorps Operations Manual - June 1995\n129\nMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nor AGRICULTURE\n4. Organize \"signature service projects\" for members. Members\nfrom your project can work alongside members from other USDA\nAmeriCorps projects, local FFA chapters, local 4-H groups, other\nlocal youth groups. Your members can also implement projects on\ncertain weekend days to coordinate community volunteer days in\nwhich ordinary local citizens are mobilized for certain large\nprojects -- typically requiring strenuous physical labor -- help\nthe members bond. The idea is to challenge teams to complete\ntasks that individuals can't. Such projects. could be\nparticularly helpful for Rural Development Team Members, many of\nwhom will not often perform physical labor or work alongside each\nother. Such projects can also generate enormous public support.\nSome suggestions:\nTree planting in urban and rural areas\nStream or park clean-ups\nPainting or repairing\nCommunity nutrition/anti-hunger festivals\nRenovating, repairing, or painting low-income houses\nChildren immunization events\nDistributing flyers on USDA hunger programs\nServing holiday meals to homeless citizens\nMaking local facilities handicapped accessible\nRenovating or repairing Forest Service visitor centers\nWhile Forest Service Public lands sites may not be able to hold\nsuch signature projects off forest land, they certainly can\norganize community volunteers working on special projects on\nforest land.\n5. Arrange recreational activities for members for their\npersonal time or as part of their 20% of time in training.\nRecreational activities, either within a project or cluster or\nwith other projects or clusters, is a great way to build team\nwork, without the pressure and anxiety that often accompanies\nmore formal \"team building\" exercises. Members could hike,\nvisit an amusement park, go rafting, play Frisbee football, hold\na scavenger hunt, etc. You should strongly consider\nopportunities to camp out on a National Forest.\n130\nMERICORP\nA\nUNITED\nSTATES\nAMERICA\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\n6. Organize training programs and other events on a regional\nbasis. The USDA Rural Development team, in particular, was\ndesigned to operate on a regional basis in order to be able to\ntackle problems that are common throughout each region. All\nRural Development Team members in a region should meet together\nphysically at least four times a year. All Rural Development\nTeam Members in a region should also talk to each other on\nconference calls at least once every other month.\n7. Working with other regional facilitators and with my office,\norganize issue-based conference calls for members. Most of our\nservice projects in one region have a similar counterpart in at\nleast one other region. All members working on rural fire\nprotection throughout the country should talk to each other.\nLikewise for those working on housing, water quality, economic\nplanning, recycling, tourism development, flood relief, etc. I\nwould also like to speak by conference call periodically with all\nmembers in various clusters, states and/or regions.\n8. Arrange for outsiders to speak and/or meet with members.\nSome suggestions: experts on issues, former Peace Corps or Vista\nvolunteers, executive directors from State Commissions on\nNational Service, State staff of the Corporation for National and\nCommunity Service, elected officials, staff from other AmeriCorps\nprojects, etc.\n9. Set aside a public space at each worksite to display\ninformation. Create a bulletin board or kiosk on which to place\npositive newsclips, thank you letters, photos of service\nprojects, information about other AmeriCorps projects, etc.\n10. Create \"United Way\" type thermometers and place them in\neither a public place or at your office to track progress of your\nservice projects. Let all the members graphically see evidence\nof how they are \"getting things done.\"\nUSDA AmeriCorps Operations Manual June 1995\n131\nREATIONALS ERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\n11. Set-aside time for members to keep a journal of their\nexperiences. Journal writing is a great way to both document our\nprogram and allow members to critically reflect on their service.\n12. Match all our members up with USDA employees, who are not\ndirectly involved in managing AmeriCorps, to serve as one-on-one\nmentors. This mentoring opportunity should be open to al local\nUSDA employees, not just those from sponsoring agencies.\n13. Ensure that all members receive copies of the weekly\nAmeriCorps/USDA newsletter. This newsletter report will be made\navailable each Friday to members and staff via an USDA computer\nbulletin board, Internet, and in paper copies.\n14. Facilitate a process through which members can help design\ntheir own service projects, community service and member\ndevelopment objectives, quarterly reports, and year-end reports.\nBe careful not to use such member involvement as an excuse for\nour Department to neglect our legal management and oversight\nrole. However, a strong collaboration between the members and\nour agencies in every aspect of the program management and\ndevelopment will only enhance the quality of our projects.\n132\nMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nAMOUNT\nOF AGRICULTUR\nChapter Ten\nNational Public Affairs Policy\nPurpose\nThe purpose of the National Media Policy is to ensure that a\nuniform message, consistent with the AmeriCorps/USDA mission and\nvision statements, is conveyed to the media nationwide about all\nAmeriCorps/USDA projects. All projects must continually\ncommunicate the message that AmeriCorps is working to \"get things\ndone\" while building community, opportunity, and responsibility.\nThe media policy is a reflection of a Departmental public affairs\nprogram to educate the public through the dissemination of\naccurate and timely information about all AmeriCorps/USDA\nprojects. The strategy targets daily and weekly newspapers, and\ntelevision and radio stations in the communities near the\nAmeriCorps/USDA sites.\nGuidelines\n1) Any press release, fact sheet, brochure, or flyer describing\nAmeriCorps projects or the service of AmeriCorps Members must\ninclude the following two standardized paragraphs. These\nparagraphs must be included not only in USDA materials, but in\nany materials related to USDA AmeriCorps projects produced by\nRC&D Councils, youth service corps, community colleges, local\ngovernments, conservation districts, or other partnering\norganizations.\nAmeriCorps is President Clinton's national service program,\npassed with bi-partisan support from Congress, that engages\n20,000 Americans of diverse backgrounds in performing service\nthat meets critical community needs in return for an educational\naward, which my be used to pay for college, job training, or\ngraduate school, or to pay back student loans. The majority of\nAmeriCorps Members are working in partnerships with states, local\ngovernments, and non-profit organizations.\nThe U.S. Department of Agriculture is running three types of\nAmeriCorps teams in 38 states, composed of approximately 1,200\nmembers: an Anti-Hunger Team, a Public Lands and Environment\nTeam, and a Rural Development Team. Many of the AmeriCorps\nprojects are sponsored by community-based organizations and all\nprojects designed to get things done, while boosting community,\nopportunity, and responsibility.\nUSDA AmeriCorps Operations Manual - June 1995\n133\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\n2) AmeriCorps Project Managers and agency public affairs staff\nare encouraged to solicit local press coverage of their projects\n-- through interviews, media events, letters to the editor,\nprepared feature stories, radio actualities, video press\nreleases, etc. However, at all times, AmeriCorps staff and\nmembers should emphasize the following:\na. How the projects are \"getting things done\" achieving\nconcrete results that directly meet community needs.\nb. The educational opportunities provided by the voucher;\nC. The principles of civic responsibility and community\nd. That 1,200 USDA AmeriCorps Members are only a small\nportion of the 20,000 members of the overall AmeriCorps Program,\nthat most projects are not funded directly by Federal agencies,\nand that two-thirds of AmeriCorps projects are funded by state\ncommissions appointed by each state's governor.\n3) It must be made clear in all communications that AmeriCorps\nis neither a jobs program nor a pure volunteerism program, but\nrather a unique new community service initiative. Use the term\n``select'' rather than \"hire\" and \"community service\" rather than\n\"job\". Use the term \"AmeriCorps Member\" rather than \"employee.\"\nNever use the word \"volunteer\" to describe AmeriCorps Members;\nthe word \"volunteer\" should only be used to connotate\nuncompensated community residents who volunteer their time to\nserve part-time in service projects alongside AmeriCorps Members.\nAlso, be careful never to give the false impression that USDA\nAmeriCorps Members are Federal employees or are performing\nfunctions that would normally be performed by Federal employees.\n4) Project managers are personally responsible for ensuring that\nany USDA employee or AmeriCorps Member who communicates with the\nmedia is fully conversant with the vision, philosophy, and\nprogram design of AmeriCorps.\n5) If any national reporters (NBC, CBS, ABC, CNN, or major\nAmerican Dailies, such as the New York Times, the Washington\nPost, the Washington Times, the Atlanta Journal/Constitution, the\nMiami Herald, the Chicago Tribune, the Los Angeles Times, the\nKansas City Star, USA Today, etc.) contact a site, the local\nproject manager or public affairs staff should call USDA Director\nof National Service, Joel Berg, at (202) 720-6350 or\nUSDA/AmeriCorps Coordinator of Communications, Katherine Gibney\nat (202) 720-4369, before they talk to them or return the call.\n134\nERICORP\nA\nUNITED\nSTATES\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\n6) If a project manager or public affairs staff person feels\nlike an interview did not go well - or suspect that a reporter is\nworking on a story that will have a negative angle-- they should\nnotify the Director or the Coordinator of Communications\nimmediately (listed above) i if possible, this notification should\noccur before the reporter is past deadline.\n7) Project managers and agency public affairs staff must make\nsure that the release of any material to the media by one agency\nAmeriCorps project is fully coordinated with all the USDA\nagencies in the state involved in AmeriCorps. In particular, all\nactivities related to recruitment, the National Day of Service,\nand other coordinated efforts should be combined in one press\nrelease that includes all the USDA agencies in the state.\n8) New project sites or the recruitment of new members should\nnot be announced to the media before such actions are officially\napproved by your agency Washington office, the USDA Director of\nNational Service, and the Corporation for National and Community\nService.\n9) Project managers and agency public affairs staff should\ncollect all media coverage and send immediately to the USDA\nAmeriCorps office. Please pay particular attention to not only\nobtaining newspaper clips, but also getting videos of all\ntelevision coverage and cassettes of all radio coverage. All\nnewspaper çlips should be faxed immediately to (202) 720-4614.\nAll hard copies of newsclips, videotapes, and audio cassettes\nshould be mailed to: Katherine Gibney, AG Box 1310, 14th and\nIndependence, SW, Washington, DC 20250-1310.\n10) Project managers may be asked to coordinate their site's\nparticipation in media activities regarding national events such\nas the yearly launch of the program, national AmeriCorps\nsatellite video conferences, Earth Day, the National Day of\nService, World Food Day, and yearly graduation ceremonies.\nUSDA AmeriCorps Operations Manual - June 1995\n135\nUNITED\nNATIONALS A STATE\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nIMERICORP\nA\nWRITED\nSTATES\nDEPARTMENT\nor AGRICAL TURES\nChapter Eleven\nProject Planning, Implementation, and Evaluation\nSite Operating Forms\nOnce you have been notified of approval, you will be sent\nOperating Site Forms to complete for each site that AmeriCorps\nMembers will be using as work locations. Complete these forms\nand return them to agency national headquarters in Washington,\nD.C. (Appendix U)\nThe Connection of Objectives to Plans of Work to\nQuarterly Reports\nThe service being performed at each site should be able to be\ntracked from the community service objectives to the plan of work\nto the quarterly reports. In other words, the objectives should\nspecify exactly what service will be performed, the workplan\nshould specify exactly how that service will be performed, and\nthe quarterly reports should specify exactly how much of that\nservice was actually performed each quarter.\nThe flow between each site's three document types should be\nseamless, and easy to follow for even a layperson reading them.\nIf either the workplan or the achievements reported each quarter\ndo not track directly back to the original community service\nobjectives, then the documents needs to be revised in order to do\nso.\nUSDA AmeriCorps Operations Manual - June 1995\n137\nNATIONALS AMERICORPS A STATE\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nWriting Community Service Objectives\nThe single greatest requirement for each USDA AmeriCorps site is\nto have concrete, measurable, community service objectives.\nEach Anti-Hunger and Environmental Team site must have at least\nfive objectives, and each Rural Development Team Member\nperforming an individual task must have an individual community\nservice objective.\nPlease refer to Chapter 5, \"Process for Grant Application\", sub-\nsection on new applications, for more details on the objectives\nthat should be in each original application.\nObjectives are statements of what your program believes will be\nthe result of a year of effort, a statement about what will\nchange. Objectives should be measurable and address what work\nwill get done. Objectives must be specific enough to allow\ndetermination of what changes will occur as a result of the\nefforts, and to whom the benefits will accrue.\nA good objective describes the recipient and the desired change.\nThe evaluation portion of a program objective describes the means\nof determining whether the change occurred, what constitutes\n\"success\" or the \"impact\" resulting from the attainment of the\nobjective, and how this impact will be measured.\nAvoid measuring activities that are not at the core of your\nprogram's objectives. It may be \"nice to know\" how many people\nactually read your brochures on affordable housing, but it is\nmuch more important how many people attained affordable housing\nas a result of your program's efforts.\n138\nMATIONALS MERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nThe objectives set out for your program are of great importance.\nThey provide the direction for your program. They provide a\nyardstick to measure the progress toward the goals you have\narticulated. And, well written objectives tell you if you have\nbeen successful in reaching your goals.\nBe sure that the objectives set out are \"outcome\" objectives and\nnot \"process\" objectives. Process objectives say how work will\nget done-not what work will get done. Holding weekly staff\nmeetings' is a process objective. Producing 15 units of\naffordable housing in year one is an outcome objective.\nSo, each objective described in a plan of work should include the\nfollowing components:\nthe work to be done (a product or service to be provided),\na result of the work,\na means of measuring the quality or success of the work,\na standard of quality or success the program hopes to meet,\nand\nthe number of service recipients.\nObjectives should be written with great care because they will be\nthe standard by which the success of a program will be measured.\nObjectives too ambitious or unrealistic can result in a negative\nevaluation by the Corporation. Spend time thinking through your\nobjectives to be sure they will be achievable, given the skills\nof the members, the situation in which they will be working, and\nthe time allotted to accomplish the tasks.\nUSDA AmeriCorps Operations Manual - June 1995\n139\nA\nUNITED\nSTATES\nDEPARTMENT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nSimilarly, be sure that your program's objectives are directly\ntied to measurement of the activity's effectiveness. Counseling\nsmall business owners may lead to a more vital business climate.\nBut, it is not demonstrable that the 10 percent increase in local\nretail sales is directly attributable to your program's efforts.\nThis sales increase could result from any number of other\nfactors. A more reliable measurement would be the sales of those\nbusinesses whose owners you counseled, compared with their sales\nover comparable periods.\nIt would also be useful to know the \"relative\" impact of your\nobjectives. Collecting 8000 pounds of recyclable materials is a\nlaudable goal. But what are the estimated total amount of\nrecyclable materials available in the community? Does 8000\npounds represent a meaningful amount? It may not if measured\nagainst the total amount of all recyclable material available.\nIt may be quite meaningful if it is 8000 pounds of hazardous\nmaterials.\n140\nIMERICORPS\nA\nWRITED\nSTATES\nSERVICE\nDEPARTMENT\nor AGRICULTURE\nSimply stated, each objective should address all five components\nlisted on the previous page. An example of a community service\nobjective which covers all five components would be:\nOne hundred county farmers and 50 non-farm land owners will attend a\nfour week training session to be taught how to assess their farmsteads for\npotential water pollution hazards using the Farmstead Assessment System\n(FAS). A pre- and post-test of the training will be administered to ensure\nthat all attendees have increased their knowledge of the subject by at\nleast 85 percent; meaning they have gained sufficient knowledge to use\nthe FAS system effectively.\n1. The work to be done.\nTo train rural landowners how to assess their farmsteads groundwater for\npollution by using the Farmstead Assessment System (FAS).\n2. The result of the work.\nFarmers and rural landowners will be trained.\n3. Means of measuring the quality of the product or impact of the service.\nPre- and post-tests will be administered to all attendees.\n4. Standard of quality or Impact that the program hopes to meet.\nAll attendees will have increased their knowledge of FAS by at least '85 percent.\n5. Number of service recipients.\nOne hundred and fifty rural dwellers.\nUSDA AmeriCorps Operations Manual - June 1995\n141\nUNITED\nNATIONALS A SECURITY\nSTATES\nDEPARTMENT\nor AGRICULTUR\nIdentifying and listing the five components is easier in\ncommunity service objectives than in community building\nobjectives because they tend to be product oriented. A community\nbuilding objective related to the community service objective\nwritten above could be 'to increase awareness of water quality\nissues among rural residents'.\nAll community service objectives should be as concrete and as\nmeasurable as possible. Your answers should not focus on\n\"process\" activities such as meetings held, surveys or\ninventories completed, citizens informed of programs, but rather\nshould focus on direct benefits to the community, such as: number\nof trees planted, number of jobs or new businesses created,\nnumber of school children educated, number of homes built or\nrepaired, number of (or acres of) conservation practices actually\nimplemented, miles of trail built, percentage improvement in\nwater quality, increase in recycling rate, etc.\nIn drafting your project objectives, you must use the format on\nthe next page. For multiple objectives, make as many copies of\nthe forms as necessary.\n142\nNATIONALS AMERICORP A SEPTICES\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nCOMMUNITY SERVICE OBJECTIVES\nObjective 1\nGrantee Name:\nSite:\nSITE SUPERVISOR:\nPHONE:\nCOUNTY:\nCOMPONENTS OF OBJECTIVE STATEMENT:\n1. What work will be done? What service activities will your members engage in?\n2. What is the hoped for result of the work/activities described above?\n3. How will you measure the quality of your product or impact of your service?\n4. By what standard will you gauge success?\n5. How many Individuals will receive the benefit of the work your members\nperform?\nUSDA AmeriCorps Operations Manual - June 1995\n143\nNATIONAL MERICORPS A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICUL TUE\nPlan of Work (POW)\nOnce the community service objectives have been completed, a plan\nof work (POW) should be developed for each site. Each POW will\nconsist of the following:\n1. Overall plan for the year.\n2. Weekly work plans.\n3. Action plan.\n4. Resource plan.\nEach AmeriCorps Site, whether for a Team or RDT member, is\nrequired to submit a POW to the USDA National Service Office.\nThese plans will form the basis for quarterly progress reports\nduring the year, as well as the end of year accomplishment report\nwhich will be submitted to the Corporation.\n144\nAMERICORPS\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nYearly POW\nEach plan will indicate the following:\nTotal number of hours planned for the year.\nTotal number of projects. It is vital that a sufficient\nnumber of quality projects be selected to last through the\nyear.\nNumber of hours per project.\nType of 'priority program area' designation.\nNumber of AmeriCorps Members working at site.\nNumber of Agency/community members working at site.\nNumber of volunteers.\nList of specific tasks, staff days required to complete each\ntask, projected completion date, and task supervisor.\nAction Plan\nThe action plan will include:\nThe objective statement.\nSpecific statements describing how the objective will by\naccomplished.\nWho is responsible.\nTime line for accomplishment of objective.\nSpecific tasks to be accomplished each week.\nUSDA AmeriCorps Operations Manual - June 1995\n145\nIMERICORP\nA\nUNITED\nSTATES\nAMOUNT\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nAction plans are essentially a timetable of activities listed by\nthe day, week, month, or quarter (whichever is most appropriate\nfor your program) in which they are to take place. If your site\nprogram has several involved objectives, it will be more\neffective to write an implementation plan for each objective-\nlisting chronologically the action steps to be undertaken until\nthe objective is accomplished. For site programs having one or\ntwo straight forward community service objectives, a single\nimplementation plan is preferable.\nWeekly POW\nSome items to be included in the weekly POW are:\ntasks to be accomplished for the week;\ntransportation for crew and equipment;\narrangements for any needed tools and supplies to be on\nsite;\npersonnel needs, for example -PL&E: lunches, water,\nprotective clothing, first aid kits, toilet supplies,\netc.\nRDT: reference materials, access to computers,\ntransportation needs.\ncommunications equipment for business and emergency;\nprogram identity signs for work sites;\ntraining needs; and\n146\nUNITED\nLIMITA SERVICE A\nSTATES\nDEPARTMENT\nor AGRICULTURES\nResource Plan\nList all of the resources needed for completion of the\nobjectives.\nHuman;\ntechnological;\nadministrative;\nprinted material;, and\nany other resources required.\nThe list should indicate who will be expected to supply the\nresources, when they are needed and when they will be delivered.\nThe resources plan requires a high degree of specificity, both\nfor the resources required and when they will be needed. This\nensures program continuity and will allow your agency, and other\nDepartmental units, time for preparation.\nThe POW should be approved by each agency's national headquarters\nand by the community to ensure understanding of expectations.\nPOW's, when approved, shall be the principal guiding plan for on-\nsite service/work to be accomplished by member/crews.\nIn\naddition to its value as a planning document, the POW should also\nfacilitate keeping account of member hours, training, costs, and\nother data needed for accomplishment reporting.\nUSDA AmeriCorps Operations Manual - June 1995\n147\nMATIONALS MERICORP A STATE\nMONTED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nProject supervisors are responsible for development of the POW.\nHowever, when possible the members should be encouraged to\nparticipate in the development of the POW. This participation\ncreates \"buy-in\" by everyone and helps to create team spirit.\nMembers and supervisors should also join in feed-back sessions\nabout project activity--with on-going and open dialogue in\nmonitoring and evaluating the project. Both supervisor and\nmembers are accountable--perhaps for different things and in\ndifferent ways--and open discussion of accountability for these\nroles should be rewarding for individuals and the team\ncollectively. Effective two-way communications is essential in\n\"getting things done\" well.\nThe AmeriCorps Members should know that this work is meaningful\nand how it fits with the basic objectives of public service\nthrough the AmeriCorps Program. Some basic principles how the\nmembers can be involved:\nSee a project through to an identified completion point.\nSet an achievable individual work standard (pace as well as\nquality criteria) agreeable to you and your supervisor\nmutually.\nFind out from a supervisor what can be done to improve work\nAll community service objectives should be as concrete and as\nperformance and then do it.\nBe proud of the work accomplished.\n148\nA\nUNITED\nSTATES\nLIMITH\nSERVICE\nDEPARTMENT\nor TURE\nDuring the process of drafting the POW, project managers and\nmembers should carefully consider the total hours the members\nwill be in the program - 1,812 hours. Within this time frame the\nmember will have to:\nbe trained in the service activities they will be\nexpected to perform,\nundertake a program of personal development,\nperform needed service activities for the community,\nand\ncontribute to the overall building of their host\ncommunity.\nThe process of writing a plan will bring all of these elements\ninto focus and result in an effective and meaningful experience\nfor the member and the community.\nThe narrative that follows provides a discussion of each of the\nplanning elements, along with examples. At the end of the\ndiscussion, a format for drafting your site plan is provided.\nYou will notice that the form requires certain codes be included.\nBecause the AmeriCorps siting process is not yet complete, site\ncodes are not listed. When complete, the codes will be sent to\nyou under separate cover\nUSDA AmeriCorps Operations Manual - June 1995\n149\nAMERICORPE\nA\nUNITED\nSTATES\nDEPARTMENT\nAMOUNT\n8\nOF AGRICULTURE\nExample 1\nThis objective will require six months for completion, and a plan\nhas been written on a quarter.\nObjective One: 100 county farmers and 50 nonfarm land owners will attend a four\nweek training session to be taught how to assess their farmsteads for potential water\npollution hazards using the Farmstead Assessment System (FAS). A pre- and post-test\nof the training will be administered to ensure that all attendees have increased their\nknowledge of the subject by at least 85 percent; meaning they have gained sufficient\nknowledge to use the FAS system effectively.\nAction Plan-October-December\nA.\nContact university specialists, state and federal agencies,\nand news media to promote upcoming educational programs.\nWill also be requesting mailing lists and other ways of\nobtaining potential client lists.\nB.\nPrepare and send news articles on FAS, conservation farming,\nwater testing, and other aspects of program to all media in\nthe area.\nC.\nUpdate and prepare mailing lists and maps of potential\ntarget farmers.\nD.\nPrepare list of local groups and neighborhoods to be\ncontacted.\nAction Plan-January-March:\nA.\nIdentify 20 key contacts and leaders in all groups and\nneighborhoods.\nB.\nContact all 20 or more key contacts in neighborhoods and\nvoluntary organizations.\nC.\nPrepare and send two news articles on FAS and conservation\nfarming.\nD.\nHold several neighborhood meetings with small groups on FAS\nE.\nFinalize attendee list and send out confirmation letters.\nF.\nComplete four week training of farmers and rural residents.\nG.\nPre- and post-test results analyzed.\n150\nUNITED\nEXPIRAL A SECURITY\nSTATES\nDEPARTMENT\nOF AGRICULTURES\nExample 2\nObjective-construct 18 miles of hiking and horseback trails by ten person crew\nlearning work ethics, teamsmanship, safe working practice, job skills, environmental\neducation, and job quality standards.\nAction Plan-prior to start up\nA.\nMark trail location on ground.\nB.\nDevelop design plans identifying signing, bridges,\nwater bars, universal access, safety, and other trail\nstructure needs. Utilize agency design specifications\nand standards as required.\nC.\nSecure appropriate design plan approvals.\nD.\nDevelop project work plans and secure approval.\nE.\nDevelop Hazard Analysis for project.\nF.\nNews release to media about project plan and AmeriCorps\nparticipants doing the project.\nAction Plan-at start up time-week\nA.\norientation to project.\nB.\nsafety training\nC.\nlogistics\nD.\nwork standards and expectations\nE.\njob training and work activities.\nAction Plan-at start up time-weekly\nAccomplishment review and evaluation by AmeriCorps members\nand technical experts.\nAction Plan-at start up time-week 28\nComplete project, final evaluation.\nAction Plan-follow-up\nSurvey public use activity level and appreciation.\nCelebrate accomplishments\nUSDA AmeriCorps Operations Manual - June 1995\n151\nREATIONALS AMERICORP A SECURITY\nMANITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nResources\nExample Resources\nTeam training by National Office NRCS water quality\nspecialists in first month of service\nFact sheets and news releases developed by National Office\nSpecialists on safe water quality practices.\nOne hundred Farmstead Assessment System packages by\nFebruary 1.\nThe development of a slide show on tillage methods by State\nSpecialists by February 1.\nDelivery of 200 well testing kits and instructions by\nFebruary .\nBulletins on water quality, tillage, and pesticide\nmanagement developed by AmeriCorps member.\nObtain NRCS, CFSA, and DNR data on local watershed status in\nJanuary.\n152\nHOLLAN LIMITED SERVICE A *AM\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nPLAN OF WORK FORMAT\nYear:\nName:\nCODE\nAgency Name:\nState/Region:\nOperating Unit:\nMission Statement:\nSituation Statement:\nObjectives and Evaluation Plan:\nAction Plan:\nResources:\nPlan for Diversity:\nUSDA AmeriCorps Operations Manual - June 1995\n153\nAMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nQuarterly Reports\nThe single most important component of this report is indicating\nthe quantifiable, measurable progress your project has made\ntowards meeting each of your already agreed-upon community\nservice objectives.\nThe Corporation for National and Community Service (CNCS)\ncontinues to refine each quarter's site reporting format, thus\nthe manual cannot be precise in the format requested for each\nquarter. However, the following is what we believe will be\nrequested. Following the narrative is a layout of the report in\nan easy to use form.\n1) Operating Site Name, location, Operating Site ID #, Number of\nQuarter.\n2) Name, title, address, and phone number, fax number, and e-mail\naddress (if available) of person completing report.\n3) Number of Members Serving and Number of Hours Served --- Each\nthird quarter site report must state the number of full-time\nMembers allotted to the site, the number of full-time Members\nenrolled on the last day of the third quarter, the number of\nfull-time Members who served the entire third quarter, the total\nof service hours performed in the second quarter by full-time\nMembers, and the total of service hours performed to date (since\nthe launch of the program) by full-time Members. If your site\nhas part-time Members, all five of the above questions should be\nanswered separately for your part-time Members. Please answer\nall the above questions about number of Members and hours served\non each individual site report, but also please aggregate for\nyour state this information for all the Members sponsored by your\nagency in the state. Hours in training should be included in\nthese hours and are treated no different than hours in direct\nservice.\n4) Number of Non-AmeriCorps Volunteers and Number of Volunteer\nHours --- Each third quarter site report must specify how many\nnon-AmeriCorps unpaid volunteers were recruited in the quarter to\nserve alongside your AmeriCorps Members, as well as the total\nnumber of hours these volunteers served in the quarter. This\ninformation is absolutely critical, because it allows us to\nrefute the false charge that AmeriCorps' existence decreases the\nnumber of people who volunteer in communities. All our\nexperience proves that AmeriCorps in facts boosts community\nvolunteerism --- that is why our reports need to document that.\n154\nA\nUNITED\nSTATES\nDEPARTMENT\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\n5) Significant changes this quarter: Explain either staff\nchanges or program changes in this section.\n6) Member Assessment --- This is to assess the diversity of your\nteams.\n7) Budget Information. See pages 165-166.\n8) Comparison of Community Service Objectives Planned With\nCommunity Service Objectives Achieved --- Each quarter site\nreport must re-state its complete set of existing community\nservice objectives, before explaining precisely what progress has\nbeen made towards achieving those objectives. Answers should be\nas concrete and measurable as possible. Answers should not focus\non \"process\" activities such as meetings held, surveys or\ninventories completed, citizens informed of programs, but rather\nshould focus on direct benefits to the community, such as: number\nof trees planted, number of jobs or new businesses created,\nnumber of school children educated, number of homes built or\nrepaired, number of (or acres of) conservation practices actually\nimplemented, miles of trail built, percentage improvement in\nwater quality, increase in recycling rate, etc.\n9) Primary accomplishments in meeting Member development\nobjectives.\nPlease specify any progress you have made in boosting the\npersonal development of the Members, i.e., types of training,\nteam building activities, etc.\n10) Primary accomplishments in meeting community building\nobjectives.\nPlease amplify how the service your project has performed has\nbegun meeting your community service objectives. Please also\nspecify, using either empirical data or anecdotal stories, other\nimportant service you have performed that ``get things done'' in\nyour community. Please specify any progress you have made in\nhelping local communities build their long-term infrastructures.\nUSDA AmeriCorps Operations Manual - June 1995\n155\nNATIONALS MERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\n11) Other Accomplishments This Quarter \"Getting Things Done\"\n12) Unique Successes or \"Great Stories\"\n13) Primary Challenges Encountered This Quarter\n14) Training Needs\n15) NATIONAL IDENTITY ACTIVITIES THIS QUARTER\nPlease report on activities this quarter that fostered the\nnational identity of AmeriCorps. Examples could include signage\nor publicity materials projects with other AmeriCorps programs,\ntraining members in their national skills areas (communication,\nconflict resolution, or CPR/first aid, participating in\ncitizenship education, graduation or swearing in ceremonies, use\nof national recruitment, use of AmeriCorps members handbook.\n16) MEDIA COVERAGE\nPlease provide all newspaper or magazine clippings, videotapes of\nTV news reports, and cassettes of radio news reports.\n17) OTHER CREATIVE DOCUMENTATION\nWe strongly urge you to find other ways to creatively demonstrate\nthe progress of your projects, such as:\n\"before and after\" photographs and videotapes\nexcerpts from journal entries written by Members\nletters of support from satisfied individuals or groups\nNOTE: In an effort to make the quarterly reports easier to do\nyou will find on pages 159-172 a format for the quarterly report\nthat you may copy and complete if you desire. Please keep in\nmind however that this format is subject to change by the CNCS.\n156\nNATIONAL MERICORP A SERIES\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nQuarterly Report Schedule\nQuarterly reports are due --- in both paper and electronic\n(diskette or e-mail) versions --- from your agency national\noffice to the USDA Director of National Service ten days after\nthe close of each quarter. Each operating site will submit a\nreport to the state or regional office of the agency, which will\nin turn aggregate the date before forwarding to that agency's\nnational office.\nBased on the requirement for the state and regional level;\nproject managers at the local level need to submit their reports\nin sufficient time to allow state/regions to meet their\nrequirements and submit by the deadline.\nIf a project starts prior to the start of the Fiscal Year, that\ntime should be included in the first quarter report. Reports\nshould be submitted in both hard copy and in electronic format\nand in the format shown in the following pages.\nUSDA AmeriCorps Operations Manual - June 1995\n157\nNATIONALS IMERICORPE A SECURITY\nMARTED\nSTATES\nDEPARTMENT\nDE AGRICULTURE:\nResponsibility for Preparing Quarterly Reports\nQuarterly reports are a critical part of your reporting\nrequirements. They will serve as the basis to determine your\neligibility for project renewal. Also, based on information from\nthe quarterly reports, a consolidated report is prepared and\nshared with Members of Congress. Consequently, project managers\nshould pay close attention to the accuracy of these reports.\nHours reported on time spent doing direct community service need\nto be as accurate as possible. These hours will be tracked by\nagency headquarters, the Department, and the CNCS.\nEvery management level shares a responsibility in the quarterly\nreporting. Quarterly Reports should pass through the following\nlevels:\n1. Project/local level: The report starts at this level.\nEvery operating site is required to submit a quarterly\nreport to their state or regional headquarters.\n2. State/Regional level: After receiving reports from all\nof their operating sites, the Project Director should\nprepare a consolidated report as a representation of\naccomplishments in the state or region as a whole. Forward\nthe State/regional report, along with copies of all\noperating site quarterly reports, to agency national\nheadquarters in Washington, DC. (A copy of a quarterly\nreport for every operating site must be filed with the\nCNCS.)\n3. Agency level: After receiving reports from all states\nand/or regions, national staff must prepare a consolidated\nreport for the Department.\n4. Department level: After receiving reports from all USDA\nagencies must prepare a report and forward copies of all\nquarterly reports to the CNCS.\n158\nUNITED\nNATIONAL A SEPTICE\nSTATES\nDEPARTMENT\nor AGRICULTURE\nAMERICORPS\nQUARTER REPORT\nSITE INFORMATION\nOperating Site name:\nState:\nSite ID #\nYour Name:\nYour Position:\nTelephone number:\nFax number:\ne-mail address\n(if available)\nDate report completed\nReporting Period:\nProgram Start-up date:\n159\nNATIONAL AMERICORP A SEPTECE\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nMEMBER INFORMATION\nFULL-TIME MEMBER INFORMATION\nNumber of Members authorized for your site:\nEnvironmental Corps Members:\nRural Development Corps Members:\nNumber of Members enrolled at end of quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nNumber of Members at beginning of quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nTotal Hours of Direct Service for previous Quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nTotal Hours of Direct Service for this Quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nTotal Hours of Direct Service to Date:\nEnvironmental Corps Members:\nRural Development Corps Members:\n160\nLMERICORP\nA\nUNITED\nSTATES\nDEPARTMENT\nNATIONAL SERVIL\nor TURE\nPART-TIME MEMBER INFORMATION\nNumber of Members authorized:\nRural Development Corps Members:\nEnvironmental Corps Members: :\nNumber of Members enrolled at end of quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nNumber of Members at beginning of quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nTotal Hours of Direct Service for previous Quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nTotal Hours of Direct Service for this Quarter:\nEnvironmental Corps Members:\nRural Development Corps Members:\nTotal Hours of Direct Service to date:\nEnvironmental Corps Members:\nRural Development Corps Members:\n161\nNATIONALS MERICORPE A SPENICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nVOLUNTEER ASSESSMENT\nNon-AmeriCorps Member Volunteers\nTotal Number of non-AmeriCorps Volunteers:\ninvolved in AmeriCorps service activities in\nthis quarter\nTotal hours of AmeriCorps service activities:\ncompleted by non-AmeriCorps Member volunteers\nin this quarter.\n162\nNATIONAL MERICORP A SEPTIME\nUNITED\nSTATES\nDEPARTMENT\nor AGRION TUE\nSIGNIFICANT CHANGES THIS QUARTER\n1. Staff changes made this quarter:\n2. Program structural changes made this quarter:\nNumber of Members who have left National Service\nthis quarter.\nTotal-to-date\nNumber of Members who have gained employment thru their\nAmeriCorps Service\n163\nAMERICORPS\nA\nUNITED\nSTATES\nLIMITED\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nMEMBER ASSESSMENT\nas of end of this quarter\nTOTAL AUTHORIZED POSITIONS:\nTOTAL EMPLOYED:\nTOTAL ENVIRONMENTAL CORPS POSITIONS FILLED\nTOTAL RURAL DEVELOPMENT CORPS POSITIONS FILLED\nDEMOGRAPHICS OF AMERICORPS MEMBERS\nBox 1 - GENDER\nNumber of Males\nNumber of Females\nTOTAL\nBox 2 - RACE\nNumber of Caucasians\nNumber of African Americans\nNumber of Native Americans\nNumber of Hispanics\nNumber of Asian Americans/Pacific Islander\nOther\nTOTAL\nBox 3 - EDUCATION\nNumber w/out High School Diploma or GED\nNumber with High School or GED\nNumber with some college\nNumber with college degree\nNumber with Graduate degree\nNumber w/Professional or Trade School\nTOTAL\nNOTE: Totals in boxes 1-3 should be the same number and should be the same as TOTAL EMPLOYED.\nBOX 4 - OTHER\nNumber receiving Health Insurance from NRCS\nNumber receiving Child Care through AmeriCorps\nNumber of children\nNumber w/Disabilities\n164\nNATIONALS MERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nBUDGET INFORMATION\nFederal dollars spent on AmeriCorps (Local Level Only)\nProject Manager completes this section\nPer cent of your time spent on AmeriCorps\nApproximate dollar amount\nCost for any other Federal employee spending\ntime on AmeriCorps\nTravel costs for Members & Managers\nTraining costs\nSupplies\nUniform costs\nProgram Costs\n(Please explain what these costs were.)\nPartner dollars spent on AmeriCorps\nSupplies\nTravel\nTraining\nProgram Costs\nOther\n165\nMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nPROJECT DIRECTOR COSTS (One per State - Above site level costs only,\nDo NOT include any costs already captured by the Project Manager.\nFederal dollars spent on AmeriCorps\nPer cent of your time spent on AmeriCorps\nApproximate dollar amount\nCost for any other Federal employee spending\ntime on AmeriCorps\nTravel costs for Members & Managers\nTraining costs\nSupplies\nUniform costs\nProgram Costs\n(Please explain what these costs were.)\nNon-Federal Funds Spent\n(Explain)\n166\nUNITED\nMATIONALS A SEPTEM\nSTATES\nDEPARTMENT\nor AGRICULTURE\nObjectives Section\nObjective: (state objective)\nProgress towards meeting this community service objectives\n(complete this sheet for each objective)\n167\nREATIONAL ERICORP A SECURITY\nUNITED\nSTATES\nDEPAR TREN\nOF AGRICULTURE\nPRIMARY ACCOMPLISHMENTS\n1. Member Development: Progress made in boosting the personal\ndevelopment of members.\n2. Community Building: Progress made in meeting your community\nservice objectives.\n168\nMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nDI AGRICULTURE\n3. Other Accomplishments:\n4. Unique Successes or Great Stories\":\n169\nAMERICORPS A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTUR\nPRIMARY CHALLENGES\nReport on problems resolved and unresolved, obstacles to achieving\nprogram objectives, significant sources of delay, program elements not\nmeeting expectations, events or incidents that caused concern. Use the\nformat below for explaining problems and solutions.\nNATURE OF PROBLEM\nPlease state the problem clearly and concisely. Be candid.\nHAS THE PROBLEM BEEN RESOLVED?\nIF NO, WHAT STEPS HAVE BEEN TAKEN TO RESOLVE THE PROBLEM?\nWHAT DO YOU SEE AS THE SOLUTION OR RESOURCES NEEDED TO RESOLVE THIS\nPROBLEM?\nSpecify what steps you, your Members, USDA, and/or the Corporation for\nNational Service can take to rectify the problems or at least ensure\nthey do not recur in the future\n170\nREATIONAL ERICORP A SECURITY\nUNITED\nSTATES\nDEPAR TIMENT\nor AGRICUL TUE\nTRAINING ASSESSMENT\nPRIMARY TRAINING AND TECHNICAL ASSISTANCE NEEDS\nPlease specify precisely what kind of staff or Member training or other\ntechnical assistance can be provided by USDA, the Corporation for\nNational and Community Service, or other sources to improve your\nproject.\n171\nREATIONALE AMERICORPS A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nMEDIA ASSESSMENT\n1. NATIONAL IDENTITY ACTIVITIES THIS QUARTER\n2. MEDIA COVERAGE\n3. OTHER CREATIVE DOCUMENTATION\n172\nUNITED\nNATIONALS A SEPTICE\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nChapter Twelve\nHealth, Safety, And Accident Control\nPurpose\nThis chapter provides guidance on the Health, Safety and\nAccident Control Program. This program is directed toward\nreducing errors and risks, and protecting the physical and\nmental health of members and staff while participating in all\nproject activities. The CNCS requires that projects institute\nsafeguards as necessary and appropriate to ensure the safety of\nparticipants.\nBasic Direction\nEach residential and nonresidential project must have a\ncomplete safety and health plan. This plan shall be integrated\nwith and comply with the overall health, safety, and accident\ncontrol policies of the administering agency. Policies now in\neffect in each employing agency are adequate for the\ndevelopment of each plan. The AmeriCorps/USDA project/program\nshall use existing USDA and agency forms for injury, illness,\nand accident reporting. Work supervisors will need to maintain\nclose and continuous supervision of work crews.\n173\nNATIONAL IMERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICUL TURE\nMinimum Requirements\nRescue and emergency medical aid plans shall be set up for each\nproject to cover injuries or illness occurring at camp or on\nthe job. The plan must detail each step to be taken from onset\nof the injury or illness to professional treatment.\nSpecific safety and health plans and/or a job hazard analysis\ncovering all areas of members activity including trips,\nrecreation, and work are required. No member may be ordered or\nallowed to perform work of a hazardous nature without\nauthorization and certification.\nPublic safety programs and other programs posing a significant\nrisk to members must adhere to applicable provisions to the\nsafety protocol issued by the CNCS.\nProject managers must have prior written approval from CNCS for\nmembers to participate in forest fire related activities and\nother natural/man-caused disasters (floods, earthquakes, etc).\nMembers shall meet the same physical fitness and training\nrequirements as organized agency crews. Agencies must ensure\nthat qualified overhead personnel are assigned to manage crews\nin all incidents.\nEnvironmental Team project managers may wish to develop some\ntype of physical fitness program. Most youth corps do have a\nprogram of this type.\n174\nNATIONALS ERICORP A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTUR\nSafety Awareness Training-training should provide clear\nguidelines for member safety as well as specific procedures to\nhelp ensure safety. Training should occur in preservice\nsettings as well as during service. The training should\nincludes sessions on\navoiding dangerous situations,\nprocedures for obtaining immediate assistance in the event\nof an emergency, including explicit guidelines for\nreacting to dangerous or threatening situations,\nbecoming familiar with the community,\ninteraction with supervisors and other AmeriCorps members,\nand\nprevention of occupational hazards.\nSafety Precautions-projects must take all appropriate\nprecautions to help ensure the safety of members.\nRecommended precautionary measures include\nassignment during daylight hours and enhanced security for\ncarefully planned activities during evening hours;\nservice activities which are appropriate for the members'\nage and abilities;\nsafe passage, safe areas, and escorts, if necessary, to\nand from the service site;\nassignment of members in pairs or groups;\ncoordination of safety plan with local law enforcement\nagency and possible increase in police surveillance in\nservice sites;\n175\nERICORPS\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nprovision of communications equipment, if available;\nissuance of distinctive clothing; and\nclose monitoring of member activities by immediate\nsupervisors and project coordinator.\nCaution must be exercised in permitting members under 18 years\nof age to work on projects which consist of work described as\nhazardous by Federal laws and regulations. Certain tasks will\nrequire a clearance before these youths can be authorized to\nundertake them. Hazardous work is defined in the child labor\nbulletins. Examples are:\n1. Members under 18 may not operate power-driven circular\nsaws, bandsaws, or chain saws.\n2. Members under 18 may not operate Government vehicles.\nMembers should have a tetanus booster shot or a current shot\nrecord. Any serious scratch or puncture wound requires\nimmediate treatment by a physician, regardless of recency of\ntetanus inoculation.\nEach project must develop a system to facilitate locating any\nmember whenever necessary. Residential projects carry a 24-\nhour-per-day responsibility for safety, health, and well-being\nof the member. This responsibility requires some form of staff\ncoverage which must be exercised on an assigned basis.\n176\nMATIONAL MERICORP A SECTION\nUNITED\nSTATES\nDEPARTMENT\nor AGRICULTURE\nDuring the beginning weeks of the project, members and \"when\nneeded staff\" will receive training in:\ndefensive driving,\nvehicle handling,\ntool use,\nfire suppression,\nCPR,\nfirst aid, and\nsanitary food handling.\nSwimming tests should also be given to members as appropriate.\nThere will be additional tool training at the beginning of each\nwork project. \"Tail-gate safety sessions\" should be used to\nre-emphasize the safe use of tools and increase awareness of\nother potential hazards.\nMember Acknowledgment Form\nAt Appendix V is a form which should be used by projects and\ncompleted by all members. It serves as an acknowledgment by\neach AmeriCorps member (in the case of members under 18 years\nof age, by their parents or guardians) that the USDA AmeriCorps\nProgram projects - despite appropriate training-policy\nguidelines and other reasonable precautions, may involve some\nsafety risk.\n177\nNATIONALS MERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nReporting An Emergency\nIn cases of accident or injury:\n1. Take whatever steps necessary to ensure the safety and\nhealth of the member (s) (apply first aid, CPR, take member to\nthe hospital/doctor)\n2. In the case of severe or serious injury, notify agency\nheadquarters NOW.\n3. Complete paperwork. Complete form CA-1 and any other\npaperwork necessary in the circumstances.\n3.\nIf not previously notified, notify agency national\nheadquarters and send copy of paperwork.\n178\nNATIONALS MERICORP A SEPTICE\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICUL TURE\nChapter Thirteen\nProject Close Out\nGeneral\nAt the close of each project, project managers and directors\nwill be required to perform certain close out tasks. It is the\nresponsibility to ensure that these tasks are completed in\ntimely manner.\nProject Close Out\nThe following items must be accomplished.\n1. Member must complete a Member Exit Form.\n2. Project Managers must complete an \"End-of-Term-of-\nService form\".\n3. Project managers must complete the Annual\nAccomplishment Survey-to be provided.\n4. Three months prior to end of project, notify agency\nheadquarters of the members currently receiving child\ncare benefits.\n5. USDA Office of National Service will notify the\nCorporation three months prior to end of term of\nservice for member's receiving child care benefits.\n179\nUNITED\nREATIONALS A SEPTEM\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nSite Graduation\nSince each USDA project progresses at a different pace, the\nDepartment will not set a standard graduation date for the\nprogram. It is up to the judgment of the project manager to\nset a date for a ceremony when all or most of the site's\nmembers have completed their 1,812 hours of service. However,\nwhenever possible, all USDA agency projects in the same\ngeographical area should have the same graduation ceremony.\nEach site will receive --- through the state or regional\nfacilitator -- permanent signs with an AmeriCorps logo and the\nHeading, \"A project of AmeriCorps, United States Department of\nAgriculture.' These signs are to be posted at physical\nworksites so that or AmeriCorps Members and staff can take\nlasting credit for the wonderful work they have performed\nthroughout America -- just as alumni of the original CCC can\nnow view plaques at the sites they constructed throughout the\ncountry. The installation of these signs should be\nincorporated into site graduation ceremonies, particularly if\nthe project has built, repaired, or renovated physical sites --\n- such as homes, trailheads, timber bridges, kiosks, soup\nkitchens, community gardens, public parks, environmental\neducation centers, campgrounds, etc. Sites may choose to\nsponsor a caravan or parade in the area in which the members\nride or walk from physical site to physical site, installing\nthe permanent signs at each sites. Project managers should\ninvite media, elected officials, and other permanent community\nleaders.\n180\nMERICORPS\nA\nUNITED\nSTATES\nSERRICE\nDEPARTMENT\nOF AGRICULTURE\nGlossary Of Terms\nAmeriCorps Program\nA coordinated group of activities linked by common elements\nsuch as recruitment, selection and training of participants and\nstaff, regular a-group activities and assignment of projects\norganized for/he purpose of achieving the mission and goals of\nnational service.\nAnti-Hunger Team\nRun in conjunction with anti-hunger organizations and/or youth\nservice corps. Members in this category are required to work\nwith other team members (a minimum of five) There is no age\nrestriction; educational background is varied (from those\nwithout a high school diploma to those with a Ph.D.) and teams\nare required to be diverse in their makeup (age, race,\neducational background, and gender).\nCluster Requirement\nRural Development Team Members are required to meet at least\nonce a month in order to increase their awareness of the larger\nconcept of AmeriCorps and National Service. This time also\ngives them the opportunity to share concerns and ideas. They\nmay also come together to participate in group projects.\nCNCS\nThe Corporation for National and Community Service is the new\nFederal cooperation that funds and oversees the AmeriCorps\nProgram, as well as other domestic service and volunteer\nprograms.\nGED\nGeneral Equivalency/Diploma. A degree obtained by examination\nwhich may substitute for a high school diploma. An individual\nmust agree to obtain a GED or high school diploma before using\nthe AmeriCorps education award.\nMember\nThe official word to describe a participant in AmeriCorps who\nis earning a living allowance and serving hours towards an\neducational award\nNational Headquarters (NHQ)\nRefers to Agency Headquarters in Washington, DC.\n181\nMERICORP\nA\nUNITED\nSTATES\nSTATES\nSERVICE\nDEPARTMENT\nOF AGRICULTURE\nNational Identity\nThe sense of purpose and membership in a common program that\nall AmeriCorps Members share. National identity can be\nstrengthened by everything from buttons and T-shirts to\nreflection activities, common national service projects, and\ncivic education.\nNational Service Trust Fund\nAlso \"Trust Fund \" or \"Trust. \" A trust fund in the United\nStates Treasury Department established by the National and\nCommunity Service Trust Act of 1993 to finance AmeriCorps\neducation awards.\nNFC\nThe National Finance Center is the USDA office that processes\npayroll and reimbursement checks for both AmeriCorps Members\nand USDA employees.\nNondisplacement\nAmeriCorps members cannot perform any services that would\nresult in a paid employee losing a job.\nOperating Site\nAn operating site is the lowest possible unit at which\nAmeriCorps Members report to work each day. Thus, each\nEnvironmental Team location at which the Members meet daily\nwould be an operating site. For Rural Development Teams, if\nthe Members in a cluster report to the same office at the\ncounty level, then that office is the operating site. If,\nhowever, five Members in a cluster each report daily to\ndifferent offices, then each of those offices must be listed\nindividually as operating sites.\nProgram\nApplies to the entire USDA AmeriCorps Program.\nProject\nApplies to individual site locations.\nProject Director\nRefers to individual located at State level tasked with\nresponsibility for the AmeriCorps Program.\n182\nCRICORPS\nA\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nProject Manager\nRefers to individual located at local level tasked with\nresponsibility for the AmeriCorps Project.\nPublic Lands and Environmental Corps Members\nMembers in this category are required to work with other team\nmembers (a minimum of five). There is no age restriction;\neducational background is varied (from those without a high\nschool diploma to those with a Ph.D.) and teams are required to\nbe diverse in their makeup (age, race, educational background,\nand gender).\nRural Development Team\nThe Rural Development Team is a component of the USDA program\nthat requires at least a Bachelor Degree for most Members, pays\na higher living allowance than the Public Lands and\nEnvironmental Corps or the Anti-Hunger Corps, and allows the\nmembers to service daily in individual placements rather than\nwork in crews.\nRural Development Team Member\nA member who is entitled to a higher wage based on educational\nbackground or on personal expertise and knowledge gained\nthrough experience. In general, a minimum of two years of\ncollege is required for a position on a Rural Development Team.\nThis requirement can be waived if the applicant possesses a\nsignificant degree of expertise which he/she has gained through\nemployment experience. These individuals have the ability to\nwork independently. Rural Development Teams are expected to be\ndiverse in their makeup.\nState Commission\nA 15-25 member, independent, bipartisan commission appointed by\na governor to implement service programs in the State. Each\nState Commission receives funding from the Corporation and is\noverseen by an executive director. The State Commission's\nduties include developing a State plan, submitting the State\napplication to the Corporation, and overseeing funded\nAmeriCorps programs.\nUSDA AmeriCorps Program\nRefers to the AmeriCorps Program sponsored and run by the U.S.\nDepartment of Agriculture.\n183\nNATIONAL AERICORP A SEPTEM\nUNITED\nSTATES\nDEPARTMENT\nDI AGRICULTURE\nVolunteer\nThe word \"volunteer\" should only be used to connote\nuncompensated community residents who volunteer their time to\nserve part-time in service projects alongside AmeriCorps\nMembers. Never use the word ``volunteer'' to describe actual\nAmeriCorps Members.\n184\nSEATIONALS HAW CRICORPS A SECURITY\nUNITED\nSTATES\nDEPARTMENT\nOF AGRICULTURE\nGrant Application Submission, 33\nGrant Provisions, 12\nGrievance Procedures, 116\nAccident, 173\nAction Plan, 145\nI\nAmeriCorps Spirit, 128\nAppeal Procedures, 115\nID Cards, 95\nApplication Format, 42\nInsurance, 78\nAppointment, 89\nArbitration, 117\nJ\nB\nJournals, 127\nJury Duty, 94\nBenefits, 69\nC\nLiability, 78\nChild Care, 75\nLiving Allowance, 70\nCompelling Circumstances, 109\nLiving Allowance Waivers, 74\nCooperative Agreement, 25\nCrew Leaders, 58\nM\nCriminal Records, 68\nMember Acknowledgment Form, 177\nD\nMember Agreements, 91\nMember Lobbying, 15\nDeferment of Student Loans, 84\nMember Orientation/Training, 121\nDelegation of Authority, 13\nMember Release, 108\nDirect Service, 120\nMember Selection, 67\nDiscipline Policy, 113\nMilitary Leave, 94\nDiversity, 37, 66, 195\nminimum service, 80\nDONATIONS, 29\nMultiple Terms of Service, 104\nDrivers License, 96\nN\nE\nNon-Completion of Service Hours, 102\nEconomic Planning Work, 18\nNondiscrimination, 67\nEducational Awards, 80\nNon-Displacement, 14\nEffect of Living Allowance on Other Programs, 71\nNon-Duplication, 14\nEligibility, 64\nNumber of Requests, 33\nEmployee Assistance Program, 79\nEnd of Term of Service, 106\nEnvironmental and Public Lands Corps, 21\nExtension of Term of Service, 107\nObjectives, 45, 138\nOJT Checklist, 124\nF\nOperational grants, 34\nOrientation, 76\nFederal Register, 12\novertime pay, 70\nFood Stamp Eligibility, 72\nFormer AmeriCorps Members, 65\nP\nForms, 89\nFunding, 30, 32, 195\nParticipant Application, 69\nFundraising, 16\nPart-Time Members, 100\nPayment of Part-Time Members, 101\nG\nPersonal Emergencies, 95\nPlan of Work (POW), 144\nGarnishment of Wages, 79\nPlanning grants, 34\nGraduation, 180\nPlans of Work, 137\n185\nUNITED\nSTATIONALS A SECTION\nSTATES\nDEPARTMENT\nOF AGRICULTURE\npress releases, 63\nSite Operating Forms, 137\nProhibited Activities, 17\nSummary Page, 42\nProject Close Out, 179\nSupport Services, 13\nProject Manager Training, 123\nProjects, 21, 22, 35, 187, 196\n-T-\nPublic Affairs Policy, 133\nTerms of Service, 99\nThird Party, 13, 26, 62\nTime and Attendance, 93\nQualified Student Loans, 82\nTitle Page -, 42\nQuarterly Reports, 154\nTraining, 119\ntransfer of award, 81\n-R-\nTransfers, 97\nTravel Expenses, 97\nRecruitment, 63, 65, 196\nTypes of Program Assistance, 34\nrecruitment plan, 63\nRegional Facilitators, 56\n-U-\nReinstatement Rights, 111\nRelease for Cause, 110\nUnemployment Benefits, 79\nRelocation Costs, 64\nUniforms, 96\nRenewal applications, 48\nResidential/Non-residential Projects, 21\nV.\nResource Plan, 147\nResponsibilities, 51\nVacancies, 105\nResumption of Service, 112\nReturning Members, 112\n-W-\nRules of Conduct, 59\nRural Development Corps, 21, 196\nWeekly POW, 146\nWork Schedules, 95\nS\nWork Study, 74\nWorker's Compensation, 78\nSafety, 173\n186"
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