adding a legal name memo to your reporter profile

Modified on Thu, 17 Oct at 9:20 AM

TABLE OF CONTENTS

Legal Name Policy Update from Office of Monitoring
Updating Name Field to Reflect a Person's Chosen Name
Video Guidance: Creating a Legal Name Memo Field
Written Guidance: Creating a Legal Name Memo Field
Legal Name Memo Template

Legal Name Policy Update from Office of Monitoring

The Office of Monitoring has confirmed that AmeriCorps Members are allowed to sign timesheets with their chosen name, provided there is a documented link between their chosen and legal names in their member file.

This change supports members by helping them maintain authenticity while complying with AmeriCorps' guidelines. Below is a guide on how to implement this change on your site.

Here is the text in the Office of Monitoring's words:

Below is how to implement this change.

Updating Name Field to Reflect a Person's Chosen Name

On the left, in your Mission Control, click Reporters, Staff, & Sites.
On the right, click Manage reporter accounts.
Find the reporter's name in the table and click it.
Next to the Name & Contact Details Panel, press the Edit button on the right.
Change the name details and and click Update.

Video Guidance: Creating a Legal Name Memo Field

Written Guidance: Creating a Legal Name Memo Field

NOTE: Please pay particular attention to Steps 12 and 13 where your field privacy settings are decided.

On the left, in your Mission Control, click Reporters, Staff, & Sites.
On the right, click Manage reporter accounts.
On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
On the top-right, click Create a Field.
A window will open:
Type your new field Name Legal Name Memo.
Optionally, you can create a Field Description with help text available when viewing the field.
Next, click the Assign link and choose the field type File Attachment(s) and hit Apply.
You'll need to select the total number of files that may be attached (up-to 15).
Choose the Column Width (for this case, you'd typically select 1).
Choose the panel and/or sub-panel you’d like to add the field to.
Next, decide what types of access you would like your Reporters to have:
Note: In this case, we recommend not checking any boxes, as reporters do not need access to this memo.
Decide which staff members should have access to the data in this field. Since this is likely private information, you can limit the access to only your fellow program directors.
Click Create.

Legal Name Memo Template

Here is a template you can use for your Legal Name Memo. We recommend copying this template onto your program's letterhead, signing the document*, and uploading it to the field created in the previous step.

*If you are using SignNow, you could use this functionality to sign this document.

AmeriCorps Member Name Verification Attestation Program Information:

Program Name: _______________________________________
Program Staff Name: __________________________________
Date: _______________________________________________

AmeriCorps Member Information:

Chosen Name: _______________________________________
Legal Name (as per ID documents): _____________________

Verification Attestation

I, [Program Staff Name], attest that I have verified the identity of the AmeriCorps Member listed above. The individual’s legal name is indicated on official identification documents, and their chosen name, provided here, will be used for all AmeriCorps service-related purposes including timesheet signatures.

Attestation Statement:

By signing this document, I confirm that I have verified that the person using the chosen name is the same individual identified by the legal name as found in their identification documents.

Signature of Program Staff:

Name: _______________________________________________
Signature: ___________________________________________
Date: _______________________________________________