AmeriCorps Member File Policy and Procedure Template

Please keep in mind that these are just recommendations and maybe not be complete instruction. Please refer to the most recent guidance by AmeriCorps and your State's Commission. Your Program Officer is always you best resource for questions and answers. 

TABLE OF CONTENTS

• Introduction 
• Recordkeeping and Member Information Confidentiality
  • Policies and Procedures Checklist
  • Resources
• National Service Criminal History Check (NSCHC) 
  • Policies and Procedures Checklist
  • Resources
• Member Eligibility Documentation
  • Policies and Procedures Checklist: Member Eligibility Documentation
  • Resources
• Obtaining the Approved Member File Checklist
  • Steps to Obtain the Approved Member File Checklist
• Annual Policy and Procedure Update
  • Annual Update Template
• Creating and Managing Panels, Subpanels, and Fields 
  • Accessing the Reporter Profile Management System
  • Creating a Custom Panel
  • Editing Panel Visibility Settings
  • Creating a Subpanel
  • Cloning a Panel or Sub-panel
  • Creating a Context Block
  • Creating and Managing Fields
  • Set Up Quick Access To Dos and Mandatory To Dos:Quick Action To Do List and Mandatory To Dos help ensure members complete and upload required fields in their profiles. Set these up to streamline the data entry process and maintain compliance.
  • Additional Tips

Introduction 

The America Learns Impact Suite is a comprehensive and AmeriCorps-compliant system designed for maintaining AmeriCorps Member Profiles. This guide provides policies and procedures to ensure compliance with AmeriCorps requirements, particularly focusing on recordkeeping, member information confidentiality, and Personally Identifiable Information (PII). Additionally, this guide includes instructions on creating and managing custom panels, subpanels, and fields within the system. 

Recordkeeping and Member Information Confidentiality

Policies and Procedures Checklist

• File Maintenance Policy: Our policy dictates how and for how long a member’s file will be maintained.
  
  
• Eligibility Documentation Policy: We have a policy for maintaining specific documentation that establishes a member’s eligibility to serve in the program.
  
  
• Program Requirements Documentation Policy: Our policy establishes how we will document that a member met program requirements.
  
  
• PII Breach Response Policy: We have a policy to prepare for and respond to breaches of PII. This policy includes notification to AmeriCorps in the event of a breach.
  
  
• Member File Completeness Procedure: We have a procedure, such as a checklist, to ensure each member file is complete.
  
  

Resources

• Retention requirements for records (2 CFR 200.334)
• AmeriCorps State and National Terms and Conditions, Section IX (Member Records and Confidentiality)

National Service Criminal History Check (NSCHC) 

Policies and Procedures Checklist

• NSCHC Policy Compliance: Our policy incorporates the recommended elements outlined in the Recommendations for Effective NSCHC Policies and Procedures.

• Resources

  • Recommendations for Effective NSCHC Policy and Procedures
  • National Service Criminal History Check (NSCHC) Manual
  • Regulatory Requirements: 45 CFR §2540.200 - §2540.207
  • General and ASN Terms and Conditions
  • Required Annual NSCHC Course
  • Approved NSCHC vendors

Member Eligibility Documentation

This section provides guidelines on how to capture and manage member eligibility documentation in the America Learns Impact Suite. Ensuring that member eligibility documentation is accurate and up-to-date is crucial for compliance with AmeriCorps requirements.

Policies and Procedures Checklist: Member Eligibility Documentation

• Eligibility Review Procedure: We have a written procedure that describes how we review member eligibility documentation.
  
  
• Satisfactory Documentation Procedure: We have a written procedure that describes how we find member eligibility documentation satisfactory.
  
  
• Eligibility Requirements Policy: Our policy lists member eligibility requirements and the acceptable forms of documentation needed to prove eligibility.
  
  
• Documentation Maintenance Policy: Our policy details how we maintain documentation to prove member eligibility for a program.

Resources

• AmeriCorps State and National Terms and Conditions
• Full List of Eligibility and Documentation Requirements: 45 CFR 2522.200

Obtaining the Approved Member File Checklist

It is essential to have the latest Member File checklist from the client's state commission or AmeriCorps National to ensure compliance with the latest standards and requirements. This section outlines how to obtain and implement this checklist.

Steps to Obtain the Approved Member File Checklist

1. Contact the State Commission or AmeriCorps National:

   • Reach out to the client's state commission or AmeriCorps National contact person.
     
     
   • Request the latest Member File checklist.
     
     

2. Review the Checklist:

   • Carefully review the provided checklist to understand all required documentation and compliance measures.
     
     
   • Identify any updates or changes compared to previous versions.
     
     

3. Implement the Checklist in the Impact Suite:

   • Use the steps outlined in the last section of this document to create new panels, subpanels, and fields as necessary to accommodate the checklist requirements.
     
     
   • Ensure all required documentation fields are created and properly categorized.
     
     

4. Train Staff:

   • Conduct training sessions for all staff members involved in the member onboarding process.
     
     
   • Ensure they are familiar with the new checklist requirements and know how to use the Impact Suite to capture and manage the required information.

Annual Policy and Procedure Update

Policies and procedures must be reviewed and updated annually to reflect any changes in AmeriCorps requirements or internal processes. This section provides a template for conducting these annual updates. It is essential to have the latest Member File checklist from the client's state commission or AmeriCorps National to ensure compliance with the latest standards and requirements. This section outlines how to obtain and implement this checklist.

Annual Update Template

1. Review Current Policies and Procedures:

   • Conduct a comprehensive review of all existing policies and procedures.
     
     
   • Identify any areas that need updates based on changes in AmeriCorps requirements or internal processes.
     
     

2. Gather Input:

   • Solicit feedback from staff members and clients on the current policies and procedures.
     
     
   • Identify any pain points or areas for improvement.
     
     

3. Update Policies and Procedures:

   • Make necessary revisions to policies and procedures based on the review and feedback.
     
     
   • Ensure all updates comply with the latest AmeriCorps requirements.
     
     

4. Communicate Changes:

   • Inform all relevant stakeholders about the updated policies and procedures.
     
     
   • Provide training sessions or resources to ensure everyone understands the changes and how to implement them.
     
     

5. Document the Update Process:

   • Maintain a record of the review and update process, including the date of the review, changes made, and individuals involved.
     
     
   • Ensure this documentation is easily accessible for future reference and compliance audits.
     
     

By following these steps, your organization can ensure its policies and procedures remain current and compliant with AmeriCorps requirements.

Creating and Managing Panels, Subpanels, and Fields 

The America Learns Impact Suite allows you to create custom panels, subpanels, and fields to collect and store detailed information about AmeriCorps members. This section provides a step-by-step guide on how to use these features effectively.

Accessing the Reporter Profile Management System

1. In your Mission Control, click Reporters, Staff, & Sites.
   
   
2. Click Manage reporter accounts.
   
   
3. Use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

Creating a Custom Panel

1. Click Create a Panel.
2. Enter the new Panel Name.
3. Choose if the panel should be open on page load.
4. Click Create.
   
   

Editing Panel Visibility Settings

1. Open the panel using the green arrow.
2. Click Edit.
3. Change the visibility setting as needed.
4. Click Update to save changes.
   
   

Creating a Subpanel

1. Click Create a Sub-panel.
2. Enter the Sub-panel Name.
3. Select the panel to add the sub-panel to.
4. Click Create.
   
   

Cloning a Panel or Sub-panel

1. Find the panel or sub-panel you want to clone.
2. Click the clone icon.
3. Enter a unique name for the cloned panel or sub-panel.
4. Click Update.
   
   

Creating a Context Block

1. Click Create a Context Block.
2. Enter the context and attach any documents.
3. Select the panel (and sub-panel, if relevant) to place the context block.
4. Click Create.
   
   

Creating and Managing Fields

1. Click Create a Field.
2. Enter the Field Name and select the field type.
3. Click Create.
   
   

Set Up Quick Access To Dos and Mandatory To Dos:
Quick Action To Do List and Mandatory To Dos help ensure members complete and upload required fields in their profiles. Set these up to streamline the data entry process and maintain compliance.

• Navigate to the field you created.
  
  
• Use the Quick Action To Do List to ensure members are reminded to complete and upload the necessary documentation.
  
  
• Mark the fields as Mandatory To Dos to enforce completion before moving forward in the application process.

Additional Tips

• Training: Ensure all staff involved in the review and maintenance of eligibility documentation are trained on the procedures and the use of the Impact Suite.
  
  
• Consistency: Apply the eligibility requirements consistently to all members to ensure fairness and compliance with AmeriCorps regulations.
  
  
• Updates: Keep the list of acceptable forms of documentation up to date with the latest AmeriCorps guidelines.