SW 2013 Senior Corps 101

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Understanding the Landscapeof Senior Corps Grants –

The Programming

Southwest National Service Trainin Event

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Senior Corps: Tapping the Rich Experience, Skills, and Talents of Older Americans

Understanding the Landscape of Senior

Corps Grants – The Programming

Agenda• Introduction to CNCS

• Senior Corps – FGP, RSVP, and SCP

–

Purpose and Goals• Project Operations

• Compliance Monitoring

•

Fiscal Management• Reporting Requirements

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Introduction to CNCSMission Statement

The mission of the Corporation for National &

Community Service is to improve lives, strengthen

communities and foster civic engagement through

service and volunteering.

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Introduction to CNCSHow does CNCS achieve its mission?

• Provides grants and training and technical assistance todeveloping and expanding volunteer organizations.

• Explores, develops, and models effective approaches forusing volunteers to meet the nation's human needs.

• Conducts and disseminates research that helps develop

and cultivate knowledge that will enhance the overalleffectiveness of national and community serviceprograms.

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Board of Directors

Chief Executive Officer Inspector General

AmeriCorpsState and Nat'l

AmeriCorpsNCCC

AmeriCorpsVISTA

Senior Corps

Office of FieldLiaison

Social InnovationFund

SeniorAdvisors

Senior Advisor forDisaster Service

Senior Advisor forVeteran’s Affairs

Senior Advisor forEducation

Chief of Staff

External AffairsGovernment

Relations

Chief OperatingOfficer

Strategic Advisorfor Native

American Affairs

GeneralCounsel

Field

Offices

North Central Cluster Area Manager

Atlantic Cluster Area Manager

Pacific Cluster Area Manager

Southern Cluster Area Manager

Southwest Cluster Area Manager

Introduction to CNCSOrganization Chart

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Introduction to CNCSNational Service Timeline

Retired and Senior Volunteer ProgramFoster Grandparents ProgramSenior Companion Program

1960s

VISTA(Volunteers in Service to America)

1964

1970s

Senior Service Programs + Peace Corps + VISTA

form the ACTION Agency

Domestic VolunteerService Act of 1973

1973

National and CommunityService Act of 1990

AmeriCorps*NCCC

created

Corporation for National andCommunity Service created

AmeriCorpscreated

Edward M. Kennedy ServiceAmerica Act signed

Social Innovation Fund launched

FEMA Corps launched

1990 1992 1993

2009 2010 2012

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Introduction to CNCS2011 - 2015 Strategic Plan - Four Strategic Goals

1) Increase the impact of national service on

community needs in communities served by

CNCS-supported programs

2) Strengthen national service so that participants

engaged in CNCS-supported programs consistently

find satisfaction, meaning and opportunity

3) Maximize the value we add to grantees, partners

and participants

4) Fortify management operations and sustain a

capable, responsive and accountable organization

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Introduction to CNCS2011 - 2015 Strategic Plan - Six Priority Areas

• Disaster Services

• Economic Opportunity

• Education

• Environmental Stewardship

• Healthy Futures

• Veterans and Military Families

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• September 11th National Day of Service and Remembrance

• Martin Luther King Jr. Day of

Service

• National Mentoring Month

• President’s Volunteer Service

Award• Veterans and Military Families

• Senior Corps Week

Introduction to CNCSCNCS Special Initiatives & Special Days of Service

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Introduction to CNCSRoles of CNCS State Office Staff

The CNCS State Office is the face of National Service in each

state. State Program Specialists’ and State Program Directors’

duties include:

• Administering the Senior Corps and

AmeriCorps VISTA programs

• Providing training and technical assistance

to grantees

• Conducting compliance monitoring reviews

with grantees

• Assisting with special assignments

• Supporting service as a strategy to meet

local needs.

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Introduction to CNCSOur Programs

AmeriCorps State and National

AmeriCorps VISTA (Volunteers in Service to America)

AmeriCorps NCCC (National Civilian Community Corps)

Senior Companion Program

Foster Grandparents Program

RSVP

Volunteer

Generation

Fund

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INTRODUCTION TO

SENIOR CORPS

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Senior CorpsAuthorization

Senior Corps was authorized under Title II of the Domestic

Volunteer Service Act of 1973:

".. empower older individuals to contribute to

their communities through volunteer service,

enhance the lives of the volunteers and those

whom they serve, and provide communities

with valuable services"

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Senior Corps

Programs

Senior Companion Program

Foster Grandparents Program

RSVP

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Senior CorpsSenior Companions Program

Senior Companions:

• provide assistance and friendship to adults

who have difficulty with daily living tasks

• are 55 and older

• serve 15 - 40 hrs./week

• Income-eligible participants receive a

stipend.

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Senior Companions ProgramPurpose and Goals

• Enable low-income persons aged 55 and over toremain physically and mentally active and toenhance their self-esteem through continuedparticipation in needed community services;

•

Provide supportive services to adults withphysical, emotional, or mental health limitations,especially older persons, in an effort to achieve andmaintain their highest level of independent living;and

• Provide a stipend and other benefits which

enable eligible persons to participate as SeniorCompanions without cost to themselves.

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Senior CorpsFoster Grandparents Program

Foster Grandparents:

• are role models, mentors, and friends to

children with exceptional needs

• are 55 and older.

• serve 15 - 40 hrs./week.

• Income-eligible participants receive a

stipend.

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Foster Grandparents ProgramPurpose and Goals

• Enable low-income persons aged 55 and over to

remain physically and mentally active and to enhance

their self-esteem through continued participation in

needed community services.

• Enable children with exceptional needs to achieve

improved physical, mental, emotional, and social

development thereby helping them to reach social,

behavioral, developmental, and educational goals.

• Provide a stipend and other benefits which enable

eligible persons to participate as Foster Grandparents

without cost to themselves.

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Senior CorpsRSVP

• engage people age 55 and older in a

diverse range of volunteer activities

• have flexibility to choose where they want

to serve

• serve a few hours to more than 40 hours a

week

• provide a wide variety of community

services

RSVP Volunteers:

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RSVPPurpose and Goals

RSVP promotes the engagement of older persons

as community resources in planning for

community improvement and in delivery of

volunteer services. Achievement of RSVP's

purpose is facilitated by coordination of theresources of the Corporation, the RSVP sponsor,

and the community to fulfill the goals of RSVP.

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PROJECT OPERATIONS

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Project Operations Sponsor Responsibilities

It is the sponsoring organization’s responsibility to:• Secure maximum and continuing community financial and

in-kind support to operate project successfully

• Establish recordkeeping system in compliance with CNCS

requirements and to ensure reports are done in timely andaccurate way

• Comply with and ensure volunteer stations comply with

applicable civil rights laws and regulations including providing

reasonable accommodations

• Conduct a Community Needs Assessment

• Promote Senior Corps program, incorporating into mission of

agency

• Comply with the Notice of Grant Award, including the

Certifications, Assurances and Terms and Conditions of the

grant

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Project OperationsProject Staff

• The Project Director is an employee of thesponsoring organization.

• Project Directors follow sponsor personnelpolicies.

• Full-time Project Director is not assigned duties

unrelated to the grant• Salary comparable to similar positions at sponsor

• Other staff as appropriate can be paid from thegrant

• A clear job description should be provided to theProject Director and included in documents

submitted to CNCS with the grant application• Criminal Background Checks are required for all

staff paid from the grant who were hired afterApril 22, 2011

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Senior CorpsCommunity Partners

In addition to utilizing Senior Corps resources, organizations

partner with other community organizations in order to:

• Assess the needs in the community/service area.

•

Build public awareness of and support for theprogram within the community.

• Enhance the capacity of organizations and institutions

within the community

• Work to integrate senior service into the activities of

other service programs within the community

• Work toward common goals in local communities,

complementing and reinforcing each other’scontributions through activities related to Days of

Service, Strategic Initiatives, and other local service

initiatives.

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Project OperationsCommunity Participation Group or Advisory Council

Council members should include communitypartners capable of helping the sponsor with

fundraising and publicity, volunteers, andproject beneficiaries.

Advisory Councils should help projects by:

• Raising funds and soliciting in-kinddonations

•

Determining priorities and neededimprovements

• Conducting the Annual Assessment

• Assisting with volunteer recognitionevents

It is a requirement of Senior Corps grantees to secure community participation inlocal project operation by establishing an Advisory Council or a similar organizationalstructure.

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Project Operations

eGrants

eGrants is an online system designed to automate the entire grants and project

management process from application to closeout.• eGrants is the system of record for CNCS grants and reports

• Do not share passwords and user names

• An individual’s login is considered their electronic signature

• DO NOT use the previous Project Director’s user name and

password, create your own account.

• Grantee Administrator should suspend all privileges for

former staff associated with the project.

• The authorizing signature is an electronic signature that

results from submitting the grant application in eGrants. A

copy of the governing body’s authorization for this official

representative to sign must be on file in the applicant’s office.

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Compliance MonitoringWhat is it?

• Compliance monitoring entails an

extensive review of grantee operations,

utilizing established protocols such as the

Senior Corps monitoring guide.

•

On-site monitoring provides anopportunity to gain an understanding of

the programs we support, to forge

working relationships with grantees, and

to facilitate conversation about program

successes, innovations, and challenges.

• Linked to program regulations and federalgrant requirements.

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Compliance MonitoringCommon Findings

• Incorrect percentage of staff time charged to grant

• Timesheet doesn’t reflect staff’s non-grant activities

• Timesheet reflects budgeted not actual time

• Annual assessment for accomplishments and impact

• Annual safety assessment

• One-to-one relationships (FGP & SCP)

• Out of date MOU

• Fundraising

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Performance Measures:A brief overview

CNCS has identified 16 agency-wide

performance measures that support the

ongoing measurement and assessment

of our work. These performancemeasures align with our Strategic Plan

and the Edward M. Kennedy Serve

America Act's focus on impact,

innovation and effectiveness

All year one applications will include new

performance measurement requirements

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Fiscal Management:A Brief Overview

• The budget approved in the grant application

is part of the grantee’s contractual obligation.

• The budget must conform to guidelines and

regulatory restrictions.

• Project support provided under a Senior

Corps grant must be furnished at the lowest

possible cost consistent with the project's

effective operation.

• Project Directors should work with the

sponsor’s fiscal staff and periodicallycompare the budget to actual costs.

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Fiscal Management:Budgeting Requirements

Volunteer Expenses Ratio for FGP and SCP

The total of cost reimbursements for Foster Grandparents or Senior

Companions, including stipends, insurance, transportation, meals, physical

examinations, uniforms if appropriate, and recognition must be equal to atleast 80 percent of the Corporation’s Federal share of the grant. Federal and

non-Federal resources, including excess non-Corporation resources, can be

used to make up this sum.

RSVP Non-Federal Match: (10, 20, or 30%)

10% Match = Year One

20% Match = Year Two

30% Match = Year Three

FGP & SCP Non-Federal Match: (10%)

10% Match

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Fiscal Management:Accessing Grant Funds and Managing Advances

All Senior Corps grantees are paid through the Department of Health and Human Services (HHS) Payment ManagementSystem (PMS).

Senior Corps grantees must establish an

account with the HHS/PMS that allows a

grantee to draw down funds. When a

grant is awarded in eGrants, the grant is

recorded in the Corporation’s accounting

system and transmitted to PMS which

maintains an account for each grant.

Grantees draw funds from that account.

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Reporting Requirements

Reports Submitted in eGrants:

• Grant Applications

•

Federal Financial Reports (FFR)

• Project Progress Reports (PPR)

• Progress Report Supplement (PRS)

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Reporting Requirements

Financial Reports

• Federal Financial Report (FFR)

• PMS FFR

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Reporting RequirementsProject Progress Report (PPR)

• The purpose of the PPR is to report on keyactivities and progress in implementingwork plans and performance measures.The PPR is due no later than 30 days afterthe end of the reporting period.

• The grantee will report on performancemeasures and other projectaccomplishments annually in the PPR.

• Late submission of the PPR may result in

CNCS placing a temporary hold on grantfunds if the report is not submitted within45 calendar days after the established duedate.

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Reporting RequirementsProgress Report Supplement (PRS)

What is the PRS?

• A national data collection instrument completed annually by

FGP, RSVP and SCP grantees. Data taken from individual

project reports is aggregated nationally.

Due Date and Reporting Period

•The PRS is typically due in November and covers the 12month reporting period from July 1 to June 30. Senior Corps

notifies grantees when the report becomes available in

eGrants, along with instructions for completing the report.

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S i C T i th Ri h E i Skill d T l t f Old A i

QUESTIONS

Documents

SW 2013 Senior Corps 101