Subgrantee MeetingJuly 12-13 2017

Welcome!City Year

College Access NowCollege Success Foundation

Communities In SchoolsCommunity Youth Services

Cowlitz AmeriCorps NetworkEarthCorps

Kitsap Community ResourcesNorthwest Leadership

Foundation

Port Angeles School DistrictRegional Service CorpsSpokane Service Team

United Way King CountyVet Corps

WA Conservation CorpsWA Reading CorpsWA Service Corps

Ice BreakerOn the way to the National Service Regional Conference, a plane from Washington State carrying all the AmeriCorps Program Directors crash landed in the Arizona desert. The plane is completely destroyed but no one was injured.

The pilot was unable to notify anyone before the crash. He indicates there is a mining camp about 70 miles to the southwest.

The area is flat and barren except for an occasional cactus. The weather forecast calls for 110 degrees today.

Before the plane caught fire, your group was able to salvage 15 items. Your task is to rank the items according to their importance to your survival; 1 is most important and 15 is least important.

Your team has agreed to stick together and you need to decide what to do before ranking the items as a team.

Ice BreakerStep 1

Individually rank each item

NO TALKING!

Step 2

Rank each item as a team. Need to

discuss to reach an agreement.

CNCS Updates• Status of the Federal FY18 Budget

• Goodbye, eGrants. Welcome, GMM!

• CNCS OIG Audit Update

• New Service for ASC Members: MAP (Member Assistance Program)

Serve WA Updates

PY17-18 Contracts• Expected Date

• Competitive: out for signature this week• Formula: awaiting award from CNCS, hoping out next week

• What’s In a Fully Executed Contract?• Serve WA Contract Agreement• CNCS AmeriCorps Terms and Conditions• CNCS General Terms and Conditions• Serve WA Special Terms and Conditions• OFM General Terms and Conditions• Grant Application (Narrative, Performance Measures, Budget)• Audit/Financial Certification Form

Terms & Conditions• Where can I find?

• CNCS AmeriCorps Terms and Conditions• CNCS General Terms and Conditions• Serve WA Special Terms and Conditions (advance hardcopy in

meeting materials)• Hardcopy with fully executed contract

• Read in full!

• Are there additional resources?• Managing AmeriCorps Grants• Serve WA Subgrantee Resources

Terms & Conditions• CNCS General Terms and Conditions

• Updated CNCS Address• Added Identification of Funding section; public notices should

include federal and non-federal funding

• CNCS AmeriCorps Terms and Conditions• Enhanced language on childcare benefits to include notification

to benefit administrator when a member is suspended for a lengthy or indefinite time

• Updated language regarding pre-approval of costs; such as, pre-award costs

• Updated NSCHC e-Course to include Litmos access• Added Breaches of PII

Terms & Conditions• Serve WA Special Terms and Conditions

• Broadened definition of key staff• Updated reporting deadlines for new program year• Updated links to new Serve WA website pages• Added instruction to use AmeriCorps Washington logo

• Remember to submit MSA to your PO (10 working days prior to use) for approval!• Update service dates• Update ed award• Update living allowance• Change CNCS address (sometimes used in civil rights section)

• 250 E Street, SW, Washington, DC 20525

Terms & Conditions• Continued Priority!

NATIONAL SERVICE CRIMINAL HISTORY CHECKS“ON TIME, EVERY TIME”

PROHIBITED ACTIVITIES“NEVER EVER, EVER, EVER”

NSCHCs Disallowance ThemesNATIONAL SERVICE CRIMINAL HISTORY CHECKS

“ON TIME, EVERY TIME”and

ACCURATE

• NSOPW – State Repositories Inoperable/Down• Missing State of Residence• Misspelled Names• Names Don’t Match Photo Identification• Staff Overlooked• Failed To Get Permission• Failed To Adjudicate

Audit Certification FormReconfigured to Help Ensure Accuracy

(example also in packet)

Other PY17-18 Updates• Monitoring

• Evaluation• Language strengthened in upcoming NOFOs/RFGAs• Definitions of what to include in evaluation plan/report

• Handbook• Updated links for PY17-18 and reflective of all changes described.

Statewide Activities• Start Spreading the News!

• CNCS AmeriCorps Branding & Messaging Guidance• CNCS Engagement & Outreach Plan• Invite VIPs such as local officials, Serve WA Commissioners, Serve WA

Staff• Press Releases• Radio Spots/Newspaper Ads• Post, Tweet, Share on Social Media• Use Designated #Hashtags (#AmeriCorpsWorks) and/or Monthly

Themes• Tag ServeWA (FB/Twitter)

• At which event(s) does your program shine? Sign-up’s from PY16-17 will continue through PY17-18!

• Example talking points in packets – National, State, you add the Local!

Reasonable AccommodationPrograms and activities must be accessible to persons with disabilities, and the subgrantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. The vast majority of accommodations are inexpensive. For those cases where reasonable accommodations are more costly, there is a limited amount of money available through CNCS.

• Resources:• Your Organization!• Job Accommodation Network www.askjan.org• Vocational Rehabilitation www.dshs.wa.gov/ra/division-vocational-

rehabilitation• Assistive Technology www.watap.org/• CNCS Reimbursement Request – Contact Serve WA Program Officer

Questions?

CIF 2016-2017• CIF = Commission Investment Funds• Key Themes from Evaluation and Performance Measures TTA

• Data Quality• Performance Measurement improvement

• Leader Corps success• Closing year 1 and planning for next 18 months

CIF 2017-2018• Ongoing Individualized support

• Greater focus on evidence and evaluation planning including developing strong research questions

• Ensuring selected outcomes capture change that is meaningful/significant

• Considering hosting DIA for Project Impact • Survey to come

• Continue with the enhancement of Leader Corps• Determine service needs/gaps in the state

Project Impact (formerly SIP) PurposeDevelop the capacity of programs to prove and to improve their impact.NeedLives are being touched every day. Communities are being transformed. But our collective capacity to prove and to improve our impact is underdeveloped. We need greater capability throughout our sector for doing clear, deep, and meaningful evaluation.MethodInquiry design strategies to produce both qualitative and quantitative findings.DesignSix months, three graduate-level training days, instructional webinars, and ongoing feedback resulting in one evaluation of a primary area that can be replicated for additional areas and build durable habits of evaluation.

CIF 2017-2018• Resources

• Building Evidence of Effectiveness: https://www.nationalservice.gov/sites/default/files/resource/npm/building_evidence_of_effectiveness.ppt

• Evaluation Planning: • How to Write an Evaluation Plan -

https://www.nationalservice.gov/sites/default/files/resource/How%20to%20Write%20an%20Evaluation%20Plan_revisedv2.ppt

• How to Develop the Right Research Questions for Program Evaluation -http://www.nationalservice.gov/sites/default/files/resource/Asking_the_Right_Research_Questions.pdf

• Strong Outcome Measures: see slides 11 – 22 of High Quality Performance Measures -https://www.nationalservice.gov/sites/default/files/resource/high-quality-pm-powerpoint.ppt

Recruitment WorkgroupHow might we craft the best state-wide recruitment of

AmeriCorps candidates ever created?

Participants of Information Gathering Session on 6/5/17:• Katharine Swilley – Community Youth Services• Jeremy Webb – College Access Now• Tiffany Anderson – United Way of King County• Michelle Scheving – Communities in Schools of WA• Kim Maki – Northwest Leadership Foundation• Jenny Benson – Serve Washington• Lorraine Coots – Washington Service Corps

Other Workgroup Members:• Stephan Harrell – Regional Service Corps• Dylan Fernandez – EarthCorps• Charlotte Gavell – United Way of King County• Kendra DeBow – Washington Reading Corps

Recruitment Workgroup Activities and Action Items

Activities Completed•Rose, Thorn, Bud - Information gathering exercise to identify current status of recruitment•Affinity Clustering – Graphic technique for sorting items according to similarity• Importance/Difficulty Matrix – Chart for plotting items by relative importance and difficulty

to determine action steps

Action Items•Coordinating efforts between Serve Washington grantees on PY 17-18 candidate pool. How

do we ensure 100% fill rate for all programs? How do we share candidates?•Sharing innovated recruitment strategies and best practices and maximizing our resources.

Let’s stop duplicating our efforts!•Conduct a “self-study” by involving a sampling of PY 17-18 members from all grantees to

determine what recruitment efforts were effective.•Develop long term strategies to brand WA State Service Opportunities. Goal is to have a

media campaign that invites potential candidates to serve in WA. What’s our unified message? How do we compete with a thriving job market? Do we utilize social media in a way that promotes all of us? How about a WA State AmeriCorps Network?

Working Lunch Table Discussion Topics

Coordinating efforts on our candidate pool –

ensuring 100% fill rate for all programs

Collaborative recruitment strategies –

how do we stop duplicating our efforts?

Best ways to conduct a self-study to determine

what recruitment efforts were most effective

Branding WA State Service Opportunities –

what is our unified message?

Position DescriptionsHow can Position Descriptions help YOU?• Craft recruitment messages to specifically target candidates with

required skill sets• Write appropriate interview questions• Determine qualifications to perform essential functions of the

position• Identify reasonable accommodations to enable all people to perform

essential functions• Use as a performance measurement or evaluation tool – look back to

see what the member has accomplished!

Resources:• eCourse in Litmos• Checklist in Serve Washington AmeriCorps Program Handbook• Sample on the Serve Washington Subgrantee Resource Page

Bonus Resource:Member Assignment Listings Resources

Performance Measurement & Data Quality – Small Group Activity #1

• Grouped by performance measure as closely as possible

• You can add your own questions/related topics• Focus on commonalities

Serve WA Discussion

Partner

Breakout Session #1 -Performance Measures &

Data QualityAmeriCorps Program

Mary Program to choose group Washington Service CorpsCowlitz AmeriCorps Network

Robyn Applicant Determined: Youth Comm Youth Services

Engagement/Development CIS AmeriCorps ProjectPort Angeles School DistrictCollege Access Now

Denise ED27A College Success FdnUrban Leaders in TrainingCity Year Seattle

Laura ED5 KCR AmeriCorpsRSC-AmeriCorpsWashington Reading CorpsEarthCorps

Debbie EN Measures (Environment) WA Conservation Corps

O Measures Spokane Service Team

Jenny (Economic Opportunity) United Way of King CountyVet Corps

Discussion Questions• Briefly state the need your program is addressing for your community.

(you might refer to the problem statement described at the beginning of your performance measure module)

• Briefly share your program's intervention. • Challenges/successes with defining the dosage (frequency, intensity, and

duration) of your intervention.• What outputs are you tracking?• If applicable, what counts as program "completion"?• What outcomes are you tracking? (i.e. What is the change you expect?)• What tools do you use to measure and track outcome data?• What did you consider when deciding to use this instrument?• What challenges/successes have you had with collecting data?• Who are your primary data collectors?• Share any challenges and best practices with training data collectors. • How do you ensure buy-in from members and/or sites regarding data

collection/entry? How do you reduce burden?• Share how your program does or could communicate performance

measurement results to demonstrate impact; include internal and external stakeholders.

Give and Get: AmeriCorps Style

Give• What resources do you have that you want to share

with your peers?

Get• What questions do you have for your peers?• What resources do you need that you want to see

examples from other programs of?

Give• Is there anything on the “Get” board you could help

with?

Theory of Change & Evaluation –Small Group Activity #2

• Matched by focus area• You can add your own questions/related topics• Focus on commonalities• Discussion questions

are at your table and are group-specific

Housing and Homelessness

Academic Improvement

Environment Youth Engagement

College Prep/Access

Multi-focus intermediaries

Small Groups for Breakout #2(Look for table labels with your group name)

Academic Improvement(Mary)

Economic Opportunity(Jenny)

Environmental Stewardship

(Debbie)RSC-AmeriCorps Spokane Service Team EarthCorps

WA Reading Corps UWKC WA Conservation CorpsCity Year Seattle VetCorps

Youth Engagement(Denise)

Multi-Focus Intermediary

(Laura)

College Prep/Access(Robyn)

Comm Youth Services Cowlitz College Success FdnPort Angeles School

DistrictKitsap Comm Resources College Access Now

Urban Leaders in Training WA Service CorpsComm In Schools