Site Supervisor Orientation - PowerPoint Presentation

Site Supervisor Orientation Program Year 2013-2014

Introductions

Agenda Program Overview Overview of Site Supervisor Responsibilities Member Recruitment Member Management Providing Evaluation Data Communication Grant Management

Program Overview: AmeriCorps 1993- National and Community Service Act, creating the Corporation for National and Community Service (CNCS)1994- AmeriCorps Launched as CNCS program Mission: Getting things done Strengthening Communities Encouraging Responsibility Expanding Opportunity

Program Overview: AmeriCorps National Priority AreasEducation Human Needs Environment Public Safety

Program Overview: AmeriCorps Hierarchy

Program Overview:Silicon Valley HealthCorps Increase fruit and vegetable consumption through ongoing garden-based nutrition education Increase food security through distribution of free or reduced cost produce Recruit, train, and coordinate community volunteers to support HealthCorps programsIncrease AmeriCorps member skills

Program Overview: Silicon Valley HealthCorps 24 full-time members 10 Sites The Health Trust Collective Roots Community Alliance with Family FarmersValley VerdeSacred Heart Community Service (La Mesa Verde)Santa Clara University (Bronco Urban Gardens) Schmahl Science Workshops Rocketship Education (5 schools) Veggielution CommUniverCity

Program Overview: Silicon Valley HealthCorps Begins Sept 1, 2013 (AND when enrollment complete) Ends August 31, 2014 2 nd year of 3 year grant cycle

Program Overview: Silicon Valley HealthCorps Member Benefits Living Allowance Health Insurance (AmeriCorps Benefits) Child Care Assistance The Segal Education Award

Program Overview: Silicon Valley HealthCorps

Overview of Site Supervisor Responsibilities Member RecruitmentMember Management Data for Evaluation Communication Grant Management

Member Recruitment

Member Recruitment

Member Management Provide Adequate Resources Supervise Member Activities Approve Timesheets Approve Mileage Forms Allow Training Attendance Provide Feedback Mediate Disputes

Provide Adequate Resources WorkplaceDeskPhone Computer supplies Office Supplies Orientation and training

Member Activities:Approved Activities Approved activities are outlined in our Performance Measure Worksheet These were approved by California Volunteers Members can only perform activities under the following performance measures: Healthy Eating Knowledge and Behavior ChangeProduce Availability and AffordabilityVolunteer Recruitment

Member Activities:Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs Y outh in grades 3-12 At school gardens or classrooms Once a week for at least 45 minutesMinimum of 8 weeks

Member Activities:Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs Nutritional Makeup for Fruits and Vegetables Organic and Sustainable Farming Composting GrowingHarvestingFood Preparation, Cooking, and Tasting

Member Activities:Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs Curricula: CAFF Farm-to-School Program Lessons from California State Science Standards Life Lab Science Programs2-5 Hours Per Week Lesson PlanningModifying Curricula Collecting Garden/Farming Supplies (provided by site)

Member Activities:Approved Activities Healthy Eating Knowledge and Behavior Change: Deliver on-going garden-based education programs High School Youth Workshops through leadership programs Youth become Workday Managers- Work an organic farmManage volunteers during garden/farm events Workshops year round for 2 days a week during the summer 5 days a week for 5 weeks

Member Activities:Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands Planning, coordination, and construction of new community, backyard, and school gardens Support general garden maintenanceProvide fresh, affordable produce for high need families

Member Activities:Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands Schedule operation of year-round community based farm stands At least one day a week, manned by members and volunteers

Member Activities:Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands Technical Assistance with New Gardens Work with school staff and community members Scouting possible locations Determining tools and systemsAdvice on Crops

Member Activities:Approved Activities Produce Availability and Affordability: Increasing produce availability and affordability through gardens and farm stands 2-5 Hours per month on reporting requirements Online entry of number new gardens Lbs of produce grownHow produce distributed

Member Activities:Approved Activities Volunteer Recruitment: Recruit volunteers to support garden-based education programs and local food production Recruit, train, coordinate volunteers Deliver presentations and conduct outreach Utilize online volunteer recruitment resources Establish and implement volunteer training and recognition activitiesSupport creation and maintenance of school and community gardens Fundamentals of using those gardens for education

Member Activities:Approved Activities Member Development: Give members content knowledge as well as strong leadership and core skills to be successful in their service activities and to enhance their esprit de corps. Training Working with the supervisor

Member Activities:Approved Activities Stick to PMW Stick to Position Description Contact Elena if you have any questions

Member Activities:Prohibited Activities AmeriCorps members and staff may not perform the following in the course of their duties, while charging time to the AmeriCorps program, or in any way that would associate the national service program or the Corporation with these activities- Lobbying Political Activities Religious Activities Advocacy Activities Full List Available in Supervisor Manual, Pages 12-13

Member Activities:Prohibited Activities Fundraising is NOT an approved activity for SVHC members! This includes the following: Seeking and applying for grants Actively raising money for the site Looking for in-kind donations (books, soil, etc) If you have any questions, please contact Elena

Member Activities:Prohibited Activities Unauthorized tardiness Unauthorized absences Repeated use of profanity Failure to wear appropriate clothing Stealing or lying Physically or emotionally damaging staff or community members

Member Activities

Member Activities:Workplan Workplan clarifies: Primary Responsibilities % of Time Spent on Responsibilities Goals Done at the beginning of the year with memberRevised every few monthsKeep an overall plan in mind for year- especially for summer!

Member Activities:Workplan

Timesheets:Overview Supervisors monitor and approve member service hours and activities and submit timesheets by 7 th of month

Timesheets:Hours Overview Minimum of 1700 service hours Minimum of 190 training hours Holidays, leave time, and other absences not counted towards service hours No hours spent on fundraising

Timesheets:Offsite Hours Hours served away from assigned site Must be pre-approved by supervisor Member and supervisor must create a dated and signed workplan before member serves the hoursTasksDeliverablesMember must submit hard copy deliverables to supervisor afterwards Workplan and hard copy deliverables must be submitted with timesheet

Timesheets:The Process Lunch Must have lunch if 6-8 hour day Lunch break minimum of 30 minutes No service hours during lunch Not beginning or end of shift Smaller breaks15 minutes/4 hoursService hours during smaller breaks

Timesheets:Process PowerPoint Switch!

Mileage Forms Member travel during service hours50 cents/mile Hard copy (or scanned) Signed by member and supervisor Submitted by 7 th of month

Timesheets and Mileage Forms

Trainings Training to provide quality service to the community Minimum of 190 training hours Maximum of 20% of time on training Types of trainings Mandatory Orientation Days in September Monthly Mandatory Training National Service DaysOther Training

September Orientation Tuesday, September 10: Orientation Wednesday, September 11: Cultural Diversity Training Thursday, September 12: Garden Training Thursday, September 19: Farm Training Friday, September 20: San Jose Environment, Compost Training

Monthly Mandatory Training Why?Member Requests Help meet 190 requirement Social gathering Helps development California Volunteer Requests What?Site visitsOther suggestions

Monthly Mandatory Training When?Same day each month? Ex: Last Tuesday Different day of the week each month? Other Suggestions? Questions?

National Service Days Martin Luther King Day- March 31, 2014Cesar Chavez Day- January 24, 2014 National AmeriCorps Week – Date TBD

Other Training OptionalOpen to possibilities! Past Topics Sustainable farming techniques CPR & Emergency Response Networking and outreach Community food systemsProject managementConflict resolution

Training

Member Feedback Supervisors should provide members with frequent, honest feedback Member Performance Evaluation Mid-Year End of Year Meet with members At least once a week Immediately if urgent matter

Mediate Disputes

Disciplinary Procedures

Member Feedback and Disputes

Data for Program Evaluation Monthly Progress Reports- due on the 7th Oversee data collection Youth Garden-Based Education Surveys USDA Household Food Security Surveys Produce Tracking LogVolunteer Attendance LogAdult Education Surveys (optional)At meetings, will hand out progress Protocols online and site specific protocols in packet

Youth Garden-Based Education Surveys Collect data on daily fruit and vegetable consumptionGrades 3-12 Complete once at beginning of workshop and once at end

USDA Household Food Security Surveys Collect data on food security status of familiesAdministered by SVHC member or completed by family Completed once before receiving service and once after (9-12 months)

Logs Attendance Log-attendance every class or workshopProduce Tracking- amount of produce distributed to each family. Completed once a month. Volunteer Tracking Log Number of volunteers Number of volunteer hours One-time OngoingCompleted after volunteer events

Data for Evaluation

Communication with Partners Bi-Monthly Partner MeetingsMonitor satisfaction, needs, and performance of members and sites Schedule? Last Tuesday of the month? Google Group Secret website www.healthtrust.org/svhealthcorps/ forms.php

Communication with Public WebsiteInteractive calendar? AmeriCorps Jargon – “members” Logo Members must always wear an AmeriCorps logo while serving SVHC logo, along with AmeriCorps logo, should be on all signs, websites, and promotional materials associated with or supported by the grant

Communication with Public Standard language to keep communication consistent “Silicon Valley HealthCorps , a partnership among 10 community organizations led by the Health Trust, seeks to improve community health by providing ongoing garden-based nutrition education, and increasing the availability and affordability of locally grown produce in Santa Clara and San Mateo Counties.”

Communication with Elena Open door policyMust be notified immediately regarding Unscheduled termination of members Unscheduled changes in member status Conditions of members (hospitalization, etc )Absence without leaveI will not be here the first week in September! Please contact Rachel Poplack ( RachelP@healthtrust.org , 408-513- 8706)

Communication

Grant Management Maintain appropriate documentation of matching contributions, cash or in-kindProvide matching costs Stipends Health insurance Workers compensation FICA MileageYou are billed monthly and payment due within 30 days of invoice. Provide date for which you are paying on invoice.

Questions?

Thank You!