Students in Service (SIS) AmeriCorps Program

New Campus Partner Training Part 2: Enrollment Phase

Enrollment PhaseEnrollment Phase is made up of the following steps:

(For training purposes, new CPs and the student/staff assistants should review all the hyperlinks (rt. click link, press “open hyperlink”) throughout the training power point presentations.

1. Market SIS to your campus2. Have members complete Pre-Service Online Orientation3. Schedule and administer an In-Person Orientation4. Have member fill-in the SIS sign-in sheet before the In-Person

Orientation (OIG audit requirement)5. Collect Enrollment Paperwork (sign Member Agreement)6. Make sure criminal record check is completed before enrolling

member7. Invite and Enroll member into egrants8. Put together member file9. Contact Site Supervisor

Marketing SIS to your campus

• Marketing strategies are varied and what works can be different for each campus depending on institution mission, amount of time and resources given to market program, and the ability to create partnerships with faculty and other campus departments.

• What has worked on other campuses:Marketing SIS on your campus

Pre-service Online Orientation

If a student is interested in participating in SIS have them first review the

online pre-service orientation (link is located at the top right hand corner of SIS home page)

and complete the questionnaire at the end before scheduling an in-person orientation.

SIS In-Person Orientation• All new members must participate in an in-

person orientation• All members must sign in before the in-person

orientation• All Orientations must follow the

Orientation script• 3-options to administer the orientation (good training

to review each option):– Use SIS website– Use SIS In-person Orientation powerpoint– Use SIS Video Orientation

3 main parts of an effective SIS In-Person Orientation

• Show new member how to navigate the SIS web site so they can look for their own information (including forms, My AmeriCorps, etc.)

• Review details of SIS program including the big picture, member flowchart, member agreement, etc.

• Review enrollment forms

Once a member passes in their enrollment paperwork, what should you look for?

• All the Enrollment checklist items are accounted for• SSN number is clearly written on enrollment form and that

the enrollment form is fully completed, signed and dated• Member agreement has been signed and term of service

has been chosen (Campus Partner should sign and date the Member Agreement)

• Copy of ID is included• Site Agreement is completely filled out and the site

supervisor checked the boxes on the form and signed and dated the form

• Member passed in either a completed Criminal Record Check Verification Form or Authorization Form

Criminal Record Check must be on file before member can be enrolled

• If member is serving a vulnerable population then the member should have a Criminal Record Check Verification Form completed. At this point, do a quick sex offender record check before you enroll them.

• However, if member is not serving a vulnerable population then they should complete, sign, and date a Criminal Record Check Authorization Form. At this point, the campus partner should Order a criminal record check

Power point on How to order a Criminal Record Check

• For more information about this recent policy change, go to: http://www.studentsinservice.org/backgroundchkchanges.shtml

Enroll member into the Egrants database

• A member’s official enrollment date must be on or after all the members paperwork is signed and dated and a criminal record check was completed and reviewed.

• Invite and enroll member into EgrantsPower point: How to Invite and Enroll a new SIS

member into Egrants.

Put member file together

• All member files should be organized the same by using the following:

Member File Format

Reason: The above “Member File Format” keep the files in an audit ready format and the files are standardized throughout our 7 active states.

Contact Site Supervisor

• It is best practice to contact site supervisor so you can confirm the member is serving that site, they know who you are, and they know who to ask questions to about SIS.

• Helpful resources:Site Supervisor Contact Information

Site Supervisor initial email

Once a member is enrolled in Egrants, the member can begin to serve their community

and start counting their hours as of their official enrollment date.

This process should be repeated for every enrollment.

The Enrollment Phase is complete!!