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FOIA Number: 2013-0661-F (3)
FOIA
MARKER
This is not a textual record. This is used as an
administrative marker by the William J. Clinton
Presidential Library Staff.
Collection/Record Group:
Clinton Presidential Records
Subgroup/Office of Origin:
Americorps
Series/Staff Member:
General Files
Subseries:
OA/ID Number:
24234
FolderID:
Folder Title:
State Commissions
Stack:
Row:
Section:
Shelf:
Position:
S
66
1
2
2
M
INE
AMERICORPS IN STATE
UNITED
STATES
A
MERICORPS
DEPARTMENT
OF AGRICULTURE
TEAM USDA
February 16, 1996.
Richard Baird
Program Director
Maine USDA AmeriCorps
5 Godfrey Drive
Orono, Maine 04473
Joel Berg
Director of National Service
Office of Public Affairs
US Department of Agriculture
Jamie L. Whitten Building, Room 538A
14th & Independence Ave. SW
Washington, DC 20250
Dear Joel:
Enclosed is a memorandum I thought you might be
interested in. The memo was given to each commissioner and
the handwritten message on the front is from the Acting
Director of the Maine State Commission for Community
Service, Maryalice Crofton. This memo epitomizes
Maryalice's past and present attitude towards AmeriCorps.
This has resulted in lack of support by the commission and
has been an ongoing problem for programs in the state of
Maine. Everything within our program is going very well --
all of the Maine USDA AmeriCorps members continue to GET
THINGS DONE! I will keep you updated on any new
developments in the situation here in Maine.
Sincerely,
Richard Richard Baird.
(USDA) prohibits discrimination in its programs on the basis of race,color. national origin. sex, religion. age, disability. political beliefs and marital or familial status. (Not all prohibited bases apply
to all programs). Persons with disabilities who require alternative means for communication of program information (braille, large print, audiotape, etc.) should contact the USDA Office of Communica-
tions at (202) 720-5881. (voice) or (202) 720-7808 (TDD).
To file a complaint. write the Secretary of Agriculture. U.S. Department of Agriculture. Washington, D.C., 20250, or call (202) 720-7327 (voice) or (202) 720-1127 (TDD). USDA is an equal employment
TO STRENGTHEN
THE ETHIC OF SERVICE:
THE ROLE OF THE STATE COMMISSION
AS this is read, keep in mind that
it was written before community-based learn & Serve
awards plus reflects in-put from larger states
with greater AmeriCorps allotments For Maine,
the infrastructure & non-Americorps responsibilities
are as important and should be given equal
weight "AmeriCorps" CORPORATION could also read 11 natural service"
Through this.
FOR NATIONAL
SERVICE
SEPTEMBER 1995 EDITION
INTRODUCTION
This document represents the culmination of the work of State Commission
Executive Directors, Commission Chairs, and staff representing various
departments within the Corporation for National Service. It outlines the diverse
roles and responsibilities of State Commissions by combining requirements of
the National and Community Service Trust Act of 1993 and regulations and
policies developed by the Corporation for National Service over the past year. It
also draws on the experience of many State Commission Executive Directors and
Members who have worked tirelessly to advance national and community
service in their states.
The partnership between the Corporation for National Service and State
Commissions is dynamic and will continue to develop and mature over time.
Likewise, this document encompasses a set of objectives and responsibilities that
will continually need to be strengthened and updated. In the first year of
implementation, the Corporation worked closely with State Commissions to
develop their capacity and experience. But now, with a strong, independent
network of State Commissions successfully implementing their State Plans and
actively supporting the AmeriCorps programs in their state, to the extent
allowable by law, the Corporation is eager to continue to shift more responsibility
to the states. We hope that together, the Corporation and State Commissions
will continually strive to reinvent the federal/state relationship. Clearly, this
partnership requires ongoing improvement and we encourage you to share
feedback and suggestions for how it can be strengthened.
After a brief section providing some background on State Commissions and the
Corporation, this document is divided into three sections which delineate many
of the roles and responsibilities of State Commissions. Section I describes tasks
related to developing and implementing an expansive vision for service and
volunteerism, or "The Big Picture," in a state. The second section, "The
Details," focuses on the responsibilities that require the completion of a tangible
product (e.g. the State Commission administrative funds application,
coordinating the submission of quarterly reports) And finally, Section III,
"Supporting your Programs," looks at ways to ensure AmeriCorps programs are
of the highest quality.
NOTE: Some have suggested that this document should offer guidance on the
proper break down of responsibilities between Commission members and
Commission staff. However, given the unique qualities and circumstances of
each State Commission, it was determined that decisions of how best to manage
Commission responsibilities are more appropriately left in the hands of each
Commission. Generally, active and engaged Commission members will foster
and articulate an inclusive vision of service, make important policy decisions,
and help generate statewide interest and support for national and community
service, while Commission staff will implement the vision and manage day-to-
Page 2
day operations. It is important to note that while Commission staff can make
recommendations on policies and program selection, the National and
Community Service Trust Act requires that certain actions must be formally
ratified by Commission members. For more information on Commission
member responsibilities which cannot be delegated to staff, please see the
regulations governing State Commissions which are available by contacting the
Corporation's Office of the General Counsel.
Page 3
BACKGROUND
To implement AmeriCorps and other service programs, the National and
Community Service Trust Act of 1993 (the Act) provides for the establishment of
the Corporation for National Service, an independent federal agency governed
by a bipartisan Board of Directors appointed by the President and confirmed by
the Senate, and State Commissions for National and Community Service,
directed by bipartisan state boards appointed by Governors.
Recognizing that a national ethic of service begins with involved citizens from
different backgrounds, State Commissions are intended to reflect each state's
diversity of experience within their membership. As a means for ensuring that
important constituencies and areas of expertise are represented on State
Commissions, the Act authorizes between 15 and 25 voting members and
requires representatives from youth programs, community-based organizations,
the field of education, local government, labor and business, as well as older
adults, young adults and representatives of national service programs. And, just
as there is bipartisan support for national and community service, Commissions
must also be bipartisan.
As both a leader and partner, State Commissions have front-line responsibility
for selecting and supporting AmeriCorps programs within their state, while
working closely with the Corporation for National Service to strengthen our
nation's commitment to service and volunteerism and to revitalize the ethic of
citizenship and civic responsibility. In addition to serving as leaders and
partners in these areas, State Commissions act as visionaries, collaborators,
facilitators, ambassadors, administrators, advocates, strategic planners, fund-
raisers, grant monitors and resource brokers.
Page 4
I.
THE BIG PICTURE
The responsibilities outlined in this section reflect a few basic themes:
strengthening the ethic of service among all Americans, the practical and
symbolic role AmeriCorps can play in advancing this ethic, the required
maintenance of a decentralized national program, and the long-term
sustainability of the national and community service movement. While State
Commissions will often need to focus on the details of day-to-day
implementation, it is important that they keep in mind their long-term vision
and continually strive to achieve it.
Looking Beyond AmeriCorps. State Commissions have responsibility for
developing and communicating a statewide vision of service. Commissions
are in the best position to strengthen a public mandate for encouraging civic
responsibility and fostering an ethic of service and volunteerism throughout
the state. Rather than viewing AmeriCorps, Learn and Serve America, the
Senior Corps, and traditional volunteer programs as competing with one
another, State Commissions, State Departments of Education, Corporation
State Offices, State Offices of Volunteerism, and Volunteer Centers have an
opportunity to see each other as complementary partners that come together
to offer a continuum of service opportunities or "Seasons of Service." State
Commissions are uniquely positioned to facilitate this common vision. The
State Plan is the vehicle through which Commissions and their partners can
articulate this vision and describe the specific strategies which will be pursued
to realize it. (For more information on the State Plan see "Developing and
Updating a Three-Year State Plan" in section II, "The Details")
Expanding Support for AmeriCorps. If national service is to become an
integral means of solving public problems in America, support must come
from the full spectrum of American life. Through well-managed statewide
and local public relations activities, highly visible service projects, and
articulate and knowledgeable Commission Members, State Commissions can
be the linchpin for achieving the goals of national service. A Commission's
strategy for expanding support for AmeriCorps and other national and
community service programs will be an important component of its State
Plan. Corporations, foundations, elected officials, the media, and state
agencies are essential partners in the national effort to address shared
community problems through service. Commissions play a vital role in
fostering and maintaining long-lasting relationships with these important
sources of support. These relationships can translate into funds raised, bi-
partisan political support, and public support for national and community
service. These important partners can be divided into four categories:
Funders, Elected Officials, Media, and other State Agencies.
Page 5
Funders. State Commissions should help collectively publicize
AmeriCorps programs in their state making sure that a diverse
group of potential funders understands the basics of AmeriCorps
and are aware of the impact that programs are having on local
communities. Commission Members and staff should convene
meetings and arrange presentations and site visits for local
businesses and business associations such as the Chamber of
Commerce, foundations and the regional Council on Foundations,
as well as other governmental grant-making agencies.
Working with AmeriCorps programs, State Commissions can help
build partnerships with funders that will raise funds and in-kind
donations to meet or exceed financial match requirements.
Commissions can assist and train local programs in research,
outreach, the general principles of proposal writing,
communication, and partnership building skills. Technical
assistance in this area will also be available through Corporation-
funded national providers.
In addition to soliciting support for local AmeriCorps programs,
State Commissions might also attempt to raise support for state-
wide community service events or their own match requirements.
In these instances, Commissions should look to expand the funding
pool for all their state's AmeriCorps programs, rather than cause
programs to compete among themselves for limited resources.
Successful fundraising requires diligence and long-term partnership
building. Commissions should give considerable thought to these
efforts, being sure that fundraising strategies are carefully integrated
into their State Plan.
Elected Officials. Commissions can play an important role in
building relationships with elected officials and other public
servants at all levels and in assisting the Corporation to strengthen
bipartisan support for national service. Periodically, the Corporation
will provide State Commissions with information concerning its
national strategy to build support for national service, and
Commissions should give thought to how they can reinforce this
strategy at a state level.
It is essential that Commissions (and programs) help elected
officials learn more about the many benefits of national service by
having them participate in AmeriCorps site visits, state-wide
events, and Opening and Graduation Ceremonies. These leaders
will become more invested in national service if they see first hand
how AmeriCorps Members are getting things done in their
communities.
Page 6
Media. State Commissions share responsibility for increasing the
visibility of the AmeriCorps programs in their state. State
Commissions will want to design a statewide strategy to increase
public awareness and support for all AmeriCorps and other service
programs in their state including any National Direct or programs
funded through the Indian Tribe set-aside. Commissions are
encouraged to work with local media to highlight the
accomplishments of AmeriCorps Members and programs. For
consistency and visibility, all press releases and press conferences
should identify the program as part of the AmeriCorps national
service network and participants identified as AmeriCorps
Members. Outreach to national press should be coordinated with
the Corporation's Public Affairs Office. Copies of all local press
coverage should be sent to your Corporation program officer so that
there can be a central repository of AmeriCorps press clippings.
When major media events or site visits are taking place, State
Commissions will want to inform the Corporation's
Congressional/Intergovernmental Affairs and/or Public Affairs
offices through their Corporation program officer. The Corporation
may be able to provide the Commission with additional assistance.
Other State Agencies. State Commissions can also develop
relationships with state agencies that address human services, K-12
and higher education issues, job-training/vocational education,
natural resources, rehabilitation, finance, administration and
justice. These relationships can lead to the sharing of resources, the
provision of technical assistance, and the coordination of related
state policy (e.g. AFDC, worker's compensation, and child care).
Promoting the AmeriCorps National Identity. To gain the benefits of a
national program, we must work together to build a national identity beyond
that of grants administration and program requirements. When
implemented correctly, national identity allows for programs to maintain
their important local identities while they benefit from and contribute
towards the name recognition and positive reputation of the national
AmeriCorps program. To this end, it is essential that State Commissions help
to foster national identity among all the AmeriCorps programs in their state
(including AmeriCorps National programs, those funded through the set-
aside for Indian Tribes, and, working with their Corporation State Director,
AmeriCorps*VISTA). To this end, all AmeriCorps programs should share a
common look and language. The AmeriCorps identity will develop as
community members see the AmeriCorps logo at project sites where
Members serve, on the uniforms of Members themselves, and on
recruitment brochures and posters. Language also plays an essential role in
Page 7
creating a single AmeriCorps identity, and State Commissions should
promote the use of a shared vocabulary among Commission members,
Commission staff, program staff and AmeriCorps Members.
In addition to a shared vocabulary, the Corporation has developed a strategy
to highlight local AmeriCorps programs nationally on a few key dates during
the year. State Commissions and AmeriCorps programs in their states are
asked to host or participate in these national recognition days at either a
statewide or local level. When appropriate, Commissions should work with
Corporation State Offices to organize the following (and other) activities that
will help build esprit de corps among Members and enhance the visibility of
AmeriCorps.
National Opening Ceremony (this year October 12, 1995)
State Commissions are the primary organizers of these ceremonies
in which all AmeriCorps programs should plan on participating
each year. The Corporation will be available to provide support,
coordination, and technical assistance.
Martin Luther King, Jr. Federal Holiday (January)
State Commissions are encouraged to work with the Corporation
and their state Martin Luther King, Jr. Commission to
commemorate Dr. King's commitment to service. Event
coordination for this day will come from both state and local levels.
National Day of Service (National Volunteer Week in April)
Throughout this week, State Commissions and local programs are
asked to coordinate regional or statewide service project(s) that will
bring together AmeriCorps Members from different programs to
celebrate the impact AmeriCorps is making in communities around
the state.
Overseeing National Skills Activities. As part of the effort to build national
identity among AmeriCorps Members, the Corporation has identified a set of
skills and trainings that should be a part of all programs in the national
service network. It is expected that all AmeriCorps Members will receive
training in three national skills areas-CPR/first aid, communication, and
conflict resolution-and that they may also have opportunities to participate
in one or more other training or projects that reinforce an ethic of
responsibility. These topics are HIV/AIDS awareness, citizenship education,
and environmental audits. State Commissions can help programs identify
local resources to support training in these areas. Some Commissions may
want to coordinate regional or statewide training programs to assist
AmeriCorps programs in fulfilling these important requirements.
Page 8
Coordinating Activities. State Commissions should partner with their State
Education Agency (SEA), which subgrants Learn and Serve America funds for
school-based service-learning programs, and Corporation State Offices, to
coordinate AmeriCorps with Learn and Serve America activities and other
federally operated service programs such as AmeriCorps VISTA, and the
National Senior Service Corps. These entities should work together to
ensure that their services complement, not duplicate, one another. Where
appropriate, Learn and Serve America Higher Education grantees should also
be included in State Commission activities. To the extent possible and as part
of their broad inclusive vision of service in the state, State Commissions
should also include traditional service and volunteer programs in their
activities.
Page 9
II.
THE DETAILS
This section provides an overview of State Commission responsibilities than can
be associated with a tangible product which a Commission will need to produce
and submit to the Corporation (e.g. the state's package of AmeriCorps proposals
or the State Plan). Obviously there will be significant overlap between
developing the long-term vision for service in a state as described in Section I
and the development of a State Plan as described below. Where possible we have
tried to cross reference these sections to reinforce their connectedness.
Preparing Applications for Administrative Funding. In addition to pushing
most decision-making authority out to the states, the Corporation makes
funds available to each state (using a population-based formula) to establish
and maintain a State Commission. Each is expected to develop a strong
capacity to manage its grants. Each fall, State Commissions must prepare
applications describing how they plan to utilize the administrative funds in
compliance with all legislated requirements. Commissions must maintain
complete fiscal records in the manner described in the grant agreement. For
the 1995-1996 program year and beyond, State Commission administrative
funds will be contingent on the submission of a satisfactory State Plan or
annual update of a State Plan (see below).
Developing and Updating a Three-Year State Plan. One of the most
important duties of every State Commission is to create and implement a
broad vision for national and community service in the state (as described in
Section I). Through an open and public process, Commissions develop this
vision and describe it in an annually updated three-year plan which details
the state's long-term strategies for making the vision a reality. Components
of the plan include: the demonstration of an inclusive process; the
articulation of a broad, expansive vision; and the development of goals and
strategies for expanding support, strengthening infrastructure by coordinating
the streams of service, promoting national identity, ensuring administrative
capacity, improving program quality, and delivering training and technical
assistance. State Commission members were selected because of their varied
backgrounds and significant community experience, thus enabling them to be
important contributors to the development of the State Plan. As mentioned
above, for the 1995-1996 program year and beyond, Commission
administrative funds will be tied to the annual submission of an updated or
revised State Plan.
Selecting Grantees / Preparing State Application. State Commissions are also
responsible for administering a competitive process to select AmeriCorps
program proposals to be included in their state application. At least initially,
Commissions should develop a comprehensive outreach strategy to reach
and inform all potential applicants, including grassroots organizations and
Page 10
those in rural areas. This is an important first step toward generating interest
and support for national and community service. Once applications are
issued, Commissions are required to provide application assistance to
potential applicants. This aid will be essential in ensuring the Commission
receives high quality proposals.
Once proposals are submitted, State Commissions will select potential
grantees using an application review process which avoids any real or
perceived conflicts of interest. After proposals have been evaluated at the
state level, and Commission members have approved the package of
proposals, the package will be submitted to the Corporation for both formula
and competitive funds. The National and Community Service Trust Act
stipulates that all new AmeriCorps program proposals be peer reviewed at the
national level. Corporation staff reviews the results of the peer review
process and works with each state to ensure the quality of formula-funded
programs. The Corporation then selects programs from among the pool of
proposals competing for funds nationally. Once decisions and grant
negotiations are finalized, the Corporation makes an aggregate grant to the
state for formula and competitive programs and Commissions in turn
subgrant funds to individual AmeriCorps programs. Commissions will also
notify unsuccessful applicants and provide them with additional information
and assistance if requested.
Preparing the PDAT proposal. One of a State Commission's most important
responsibilities is to provide program development assistance and training
(PDAT) to the AmeriCorps programs in its state. Funds are available from
the Corporation to assist Commissions' efforts in this area. These funds
represent the Corporation's commitment to investing in and empowering
State Commissions as the front-line providers of technical assistance. To
access PDAT funds, State Commissions submit a proposal and budget to the
Corporation detailing the state's strategy for using these funds to support
their programs. In 1995-1996, the application for PDAT funds has been
incorporated into the 1995 State Commission Application, which also
includes the annual update of the State Plan and the request for State
Commission administrative funds. (For more information on PDAT please
see "Providing Program Development Assistance and Training" in "Section
III Supporting Your Programs.")
Preparing Learn and Serve America Community-Based Application. State
Commissions are encouraged to prepare and submit a community-based
Learn and Serve America application to support service-learning programs
for school-aged youth. These grants are awarded competitively. As part of the
application, states develop a three year plan describing how the state will
manage such an initiative and how it will be integrated into the overall state
service plan. Commissions will coordinate with the state education agency in
the development of the application. States that receive such funds will then
Page 11
be responsible for conducting a state subgrant process to select local partners.
Commissions must provide the same degree of outreach and application
assistance to potential Learn and Serve programs as is required for
AmeriCorps (see above). Unlike the AmeriCorps' State application process,
pre-selection of programs to receive Learn and Serve funding is not required.
However, Commissions must clearly describe the selection process and
criteria that will be used should the plan be funded.
Coordinating the Submission of Quarterly Reports. Quarterly Reports
provide an opportunity for State Commissions, the Corporation, and the
programs themselves to assess progress made toward achieving objectives.
Programs also have the chance to raise issues of concern, and highlight areas
in which the programs and Members have been successful. State
Commissions are responsible for ensuring that individual programs comply
with reporting requirements and that their reports assess their own
performance and summarize data collected from their programs. When
compiling their programs' quarterly reports to submit to the Corporation, it is
important that Commissions analyze the information and include candid
assessments of their programs' progress to date and recommendations for
technical assistance. This analysis should be included in the State
Commission quarterly report. After the Corporation has received and
analyzed quarterly reports, program specific feedback will be shared with
Commissions. Commissions should share this feedback with their programs
with any comments or recommendations of their own.
Participating in CNS Sponsored Meetings and Conferences. The Corporation
may sponsor a number of meetings and conferences each year. State
Commission staff and/or AmeriCorps program directors are expected to
attend all Corporation-sponsored national or regional meetings which
pertain to them (approximately two to four meetings annually for
Commission staff, fewer for program directors).
Administering Disabilities Funding. State Commissions will receive an
allotment of funds based upon the number of AmeriCorps Members in their
state funded through State Competitive and National Direct grants.
Unfortunately, the current legislation contains an error which does not
permit these funds to be expended on State Formula programs. This will be
corrected during reauthorization efforts. Nonetheless, once you have
established a plan for helping your programs include people with disabilities,
formula-funded programs can be included in these activities, including the
provision of training or technical assistance. State Commissions will
determine the most effective ways to expend these funds to involve
individuals with disabilities in AmeriCorps. Examples include:
-reasonable accommodation of AmeriCorps Members;
-development of materials in alternative formats;
Page 12
-consultants to assist with outreach, recruitment, or technical assistance;
-meeting costs; and
-other costs associated with outreach, recruitment, or reasonable
accommodation requests for retention of people with disabilities.
Participating in Other Corporation Activities. State Commissions are often
asked to participate in other Corporation activities which are difficult to
predict. Examples of activities which require the completion of a product
include: the national evalutation, customer satisfaction surveys, external
studies, and other feedback mechanisms.
Page 13
III. SUPPORTING YOUR
PROGRAMS
It has been said many times that ultimately the success of AmeriCorps rests
squarely on the strength and quality of local AmeriCorps programs. One of the
most important responsibilities of State Commissions is to support local
AmeriCorps programs and to work with them to ensure they are of high quality.
Listed below are several ways that Commissions can help AmeriCorps programs
succeed.
Monitoring Programs and Administering Grants. Program monitoring is
perhaps the most critical function that State Commissions perform in their
efforts to ensure the quality of AmeriCorps. State Commissions have front-
line responsibility for holding State Commission-funded programs
accountable for high quality management and service projects, development
of national identity, and compliance with legal and grant requirements. State
Commissions may use many tools to monitor programs-regular telephone
or other contact with program staff, review of quarterly reports, periodic
meetings with groups of AmeriCorps Members and program directors, and
program site visits. Monitoring should be both forward and backward
looking-How is your program doing? Are there signs that problems may
emerge? How has the program dealt with problems in the past? Through
monitoring, State Commissions can assess programs' needs for technical
assistance or other resources. Ultimately, monitoring allows renewal
decisions to be made based upon more than just a written proposal.
As Commissions become more established, responsibility for program quality
has been and will continue to be shifted to State Commissions. The
Corporation's monitoring efforts are designed to support and supplement
Commissions efforts, not to replace them, and it is likely that State
Commissions will be asked to coordinate joint site visits for Commission and
Corporation staff.
There are two types of information that Commissions will want to share with
their Corporation program officer as soon as it is known: 1) notable examples
of program success, and 2) significant problems. An example of the former is
the completion of a major service project-a house built, a life saved, a
significant goal achieved; an example of the latter is a high member dropout
rate, service projects that may appear to involve prohibited activities or are of
limited impact, an inability to raise matching funds, poor management, or
the inappropriate use of funds. Program success stories will be used to bring
positive attention to the local program, while information about problems
will enable the Corporation to respond appropriately with assistance or other
action.
Page 14
While State Commissions do not have responsibility for monitoring
AmeriCorps*National or AmeriCorps*Indian Tribe sites in their state, they
often become aware of key successes or problems these programs may be
experiencing before word gets back to the Corporation. It will be important
for State Commissions to keep their AmeriCorps* program officer up to
date on this information so that it can be shared with the
AmeriCorps*National program officer responsible for the program.
Providing Program Development Assistance and Training. State
Commissions have responsibility for providing program development
assistance and training (PDAT) to programs within their state. This assistance
should be available to AmeriCorps State programs, National Direct local sites,
and programs operated by Indian Tribes located within the state.
Commissions may also want to include Learn and Serve America K-12 and
Higher Education grantees in T/TA activities and look to them for assistance
in providing T/TA, especially in the area of service-learning.
The Corporation believes that State Commissions are in the best position to
work primarily with Commission-funded programs, and to a limited extent
with National Direct sites, to identify their T/TA needs and broker the
assistance of qualified local T/TA providers. This year Commissions were
eligible to apply for up to $100,000 to support a State Commission's PDAT
efforts. Commissions were asked to assess the needs of all AmeriCorps
programs operating in the state and develop a proposal which was submitted
to the Corporation, designating a lead person to coordinate the state's efforts.
It is anticipated that the Corporation will make additional PDAT funds
available to Commissions each year. (For more information on PDAT please
see "Preparing the PDAT Proposal" in "Section II The Details.")
Acting as Convenors. In order to ensure high quality service programs, State
Commissions are encouraged to convene working groups of AmeriCorps
program directors. By bringing together program directors, State
Commissions can develop a peer support network to share lessons learned,
promote a sense of esprit de corps, and receive specialized training. Networks
can also be formed among AmeriCorps Members through meetings which
allow Members from different programs (including AmeriCorps' VISTA and
AmeriCorps*N to share their experiences, discuss common issues facing
their communities, strengthen national identity, and provide input to the
State Commission on how AmeriCorps programs are being implemented in
the state and how they might be improved.
Commissions may also want to convene at least one annual meeting of
program practitioners across the various streams of service (e.g.
AmeriCorps*State/Direct, AmeriCorps*VISTA, AmeriCorps*NCCC,
National Senior Service Corps, K-12 and higher education Learn and Serve
Page 15
America). When appropriate, Commissions should partner with the
Corporation State Offices and State Education Agencies in these efforts.
Assisting Local Sites of National Direct AmeriCorps Programs. State
Commissions are uniquely positioned to encourage collaboration and
resource sharing between AmeriCorps* State programs and
AmeriCorps* Direct sites in their state (including programs funded through
the set-aside for Indian Tribes). While State Commissions are not required to
oversee or monitor National Direct sites, it is critical that they incorporate all
national service programs into their state service network.
Commissions should include National Direct sites in their regular
communication networks, in training and technical assistance (PDAT)
activities, and in all statewide and regional events. In turn, Direct programs
are responsible for working closely with State Commissions to identify their
own technical assistance needs and to participate in opportunities for
statewide information exchange. Through this interaction, AmeriCorps
program directors (and Members where appropriate) can share their
experiences, learn from each other, and respond to local and regional needs
more effectively.
State Commissions can also help Corporation program officers improve
National Direct program quality by sharing any issues that come to their
attention.
Evaluating Programs. During the program selection and negotiation process,
Commissions should work with prospective programs to develop appropriate
program objectives that are outcome-based, rather than process-focused. As
one element of program monitoring, Commissions should ensure that their
programs develop systems to measure progress toward their annual
objectives, and that the programs make progress toward those objectives.
Commissions should encourage programs to establish mechanisms for
obtaining and utilizing "stakeholder" feedback to continuously improve
program quality (stakeholders include AmeriCorps Members, community
residents, community leaders, and business leaders). Other suggestions for
assessing progress and identifying areas to be strengthened can be found in
the "Handbook for Continuous Improvement" which has been provided to
each State Commission and AmeriCorps program. (Commissions will also
want to develop systems to monitor their own progress, and collect and
utilize their own stakeholder feedback.)
Commissions can also facilitate the sharing of evaluation resources within a
state and develop state-wide evaluations. If appropriate, these evaluations
can be modeled after the Corporation's national evaluation with
modifications and additions made as dictated by state-specific circumstances.
Page 16
Finally, the Corporation is relying on State Commissions to ensure that
programs submit required evaluation-related forms, such as enrollment
forms, exit forms, and operating site information forms, by important
deadlines.
Sharing Information. State Commissions are responsible for disseminating key
information to AmeriCorps programs, and, if appropriate, to Commission
members, other service and volunteer programs, and key supporters.
Periodically the Corporation sends State Commissions and National Direct
umbrella organizations "updates" which include policy memos, recent news
about AmeriCorps, and examples of best practices by Commissions and
programs. It is important that Commissions distribute these updates to their
programs in a timely manner.
Assisting Programs with Recruitment. State Commissions, in cooperation
with Corporation State Offices, are responsible for making information about
AmeriCorps and other service opportunities widely available to potential
applicants. This might take the form of developing their own statewide
recruitment database as well as actively using the National Referral System.
State Commissions also assist programs develop a recruitment strategy to
recruit Members with diverse backgrounds and experiences and to ensure
that the program fills all available positions.
To the extent possible, Commissions should coordinate their state
recruitment efforts with the Corporation's National Referral System. To
ensure that potential AmeriCorps Members in the national database are
properly directed to local programs, State Commissions will work with the
Corporation to compile the most up-to-date information in® the AmeriCorps
Program Directory. Commissions should also educate programs within their
state about the National Referral System, provide technical assistance on how
the database can be accessed, and encourage program directors to utilize it.
The National Referral System can be used to recruit locally as well as
nationally; some individuals listed in the database will live within the general
vicinity of a program, while others may live outside the geographic area. In
1995-1996 the Corporation had planned to provide up to $500 per qualified
nationally recruited Member both at the start and at the successful completion
of the term of service. The recent recision of $30 million from the AmeriCorps
budget has necessitated a change in this policy for this year. Instead of the
planned policy, each State Commission has been awarded $1,000 to divide as
equitably as possible among AmeriCorps*Sta programs that may need it to
offset relocation expenses of Members. Please continue to provide the
Corporation with feedback on how the National Referral System can be
improved.
Page 17
CONCLUSION
This document has been a long time coming and we apologize for the delay. It is
our sincere hope that it remains useful to the Members and staff of State
Commissions as you outline your goals and strategies for the years ahead.
You will notice that this version of the document is marked "September 1995
Edition." This paper will undoubtedly need to be refined and updated as we
continually refine and update the relationship between the Corporation and
State Commissions and the role of State Commissions in the broader scheme of
national and community service. We look forward to receiving your input.
Finally, we would like to thank all those who contributed to the development of
this document. The original drafters, Aulani Wilhelm, Chris Murphy, and all
the Corporation staff who represented their departments, wrote and wove
together a myriad of pieces into a comprehensive document. Craig Bowman
deserves thanks for his neutral translation of hundreds of comments into a
revised document. And most important were the State Commission
representatives, Bill Basl, Jim Brower, Frank Dirks, Linda Forsyth, John
McDonald, and Kate Mehr, who reviewed this document countless times, never
failing to provide thoughtful suggestions for its improvement.
Page 18
From:
Pat Kells <[email protected]>
To:
Joel Berg <[email protected]>
Date:
1/29/96 11:00am
Subject:
Re: Update on Status of Fede
Reply to: RE>Update on Status of Federal-Agency Run AmeriCorps
Projects
Joel - Thanks so much for your update. It is my sincere hope that Congress does not eliminate your funding either
through a CR or in reauthorization. For a person who was less than enthusiastic when the statute included funding
federal agencies, your Kansas programs and you as a leader have made a believer out of me. Best wishes. Pat
Date: 1/25/96 5:03 PM
To: Pat Kells
From: Joel Berg
in Your State
Dear State Service Commission Executive Director:
Greetings from the national staff of the U.S. Department of Agriculture's
(USDA) AmeriCorps program! As you are aware, USDA is currently sponsoring an AmeriCorps program in your
state -- most likely in rural areas.
One of our goals this year is to dramatically improve our communications to -- and coordination with -- state
commissions. Thus, beginning today, we intend to regularly send you electronic messages keeping you apprised of
important developments regarding our program. We will also send our weekly newsletter produced for our
AmeriCorps Members. If for some reason you do not want this information, please let us know and we will remove
your commission from our mailing list. We also welcome your suggestions and/or comments. We can be reached
at: [email protected].
You might be interested to know that -- even as Congressional leaders have indicated their willingness to restore
funding for the overall
AmeriCorps program -- a concerted effort is still being made to specifically eliminate all Federal agency-run
AmeriCorps projects, including all of the projects we sponsor in YOUR state. Appropriations language eliminating
such programs may be passed by Congress in the next few days.
Given that the vast majority of funds for the USDA AmeriCorps program come from our Department's own internal
budget and not from the
Corporation for National Service, elimination of our funding will NOT likely lead to an increase in funding for state
commissions. Such a move would only decrease overall Federal funding for AmeriCorps.
Please feel free to make the above information available to anyone in your state particularly interested in the status
of our program. If you have any questions about these or any other issues regarding our program, do not hesitate to
reply via e-mail or call me at (202)720-5746.
Sincerely,
Joel Berg
Director of National Service, USDA
RFC822 Header Follows
Received: by smtpgw.ksbe.state.ks.us with SMTP;25 Jan 1996 16:59:30 U
Received: from USDAHQ-Message_Server by SIES.WSC.AG.GOV
with Novell_GroupWise; Thu, 25 Jan 1996 17:59:26
From:
<[email protected]>
To:
Joel Berg <[email protected]>
Date:
2/1/96 1:59pm
Subject:
Re: Update on Status of Federal-Agency Run AmeriCorps Projects
Joel: Thanks for the update. I look forward to regular updates and information from you and the chance to
"communicate" even if it is only electronically. I hope you know that I have been working with our delegation and
others concerning the appropriation. The USDA programs in Oregon are some of our strongest, and we want to do
everything we can to avoid losing any of them. It has been frustrating for us to have
Mindy Martin's program in a holding pattern for so long (but, of course, not nearly as frustrating as it has been for
Mindy).
These programs are integral to the environment to Oregon, which, as you know, Oregonians describe the
environment and environmental issues as one of the fundamental reasonsn to "BE" an Oregonian.
Anyway enough rambling! I look forward to hearing from you. And, please let me know if there is ANY way I can
help you. Our new Senator (Ron Wyden) is a BIG supporter of AmeriCorps and has more involved than anyone else
in our delegation it can only help having him in the Senate now, although we will lose his voice in the House.
When are you coming to Oregon again? reasons
Date:
Thu, 25 Jan 1996 17:48:26-0500
From:
Joel Berg [email protected]>
To:
[email protected], [email protected], [email protected], [email protected],
[email protected],
[email protected], [email protected], [email protected],
[email protected], [email protected], [email protected],
[email protected],
[email protected],
[email protected],
[email protected], [email protected],
[email protected], [email protected],
[email protected],
[email protected], [email protected],
[email protected], [email protected], [email protected],
[email protected], [email protected],
PHOTOCOPY
[email protected], [email protected],
[email protected], [email protected]
PRESERVATION
Subject:
Update on Status of Federal-Agency Run AmeriCorps Projects
in Your State
Dear State Service Commission Executive Director:
Greetings from the national staff of the U.S. Department of Agriculture's
(USDA) AmeriCorps program! As you are aware, USDA is currently sponsoring an AmeriCorps program in your
state -- most likely in rural areas.
One of our goals this year is to dramatically improve our communications to -- and coordination with -- state
commissions. Thus, beginning today, we intend to regularly send you electronic messages keeping you apprised of
important developments regarding our program. We will also send our weekly newsletter produced for our
AmeriCorps Members. If for some reason you do not want this information, please let us know and we will remove
your commission from our mailing list. We also welcome your suggestions and/or comments. We can be reached
at: [email protected].
You might be interested to know that -- even as Congressional leaders have indicated their willingness to restore
funding for the overall
AmeriCorps program -- a concerted effort is still being made to specifically eliminate all Federal agency-run
AmeriCorps projects, including all of the projects we sponsor in YOUR state. Appropriations language eliminating