How do I . . .? A Guide to Policies & Procedures

Enrollment

Pay attention to the instructions in the Member Handbook on the enrollment process.

Missing, incomplete, or unsigned paperwork will delay enrollment

Edits should be initialed and dated by the author

We need all pages of the Member Contract, signed on or before your enrollment date.

Enrollments received by CNVS AEAP after the 15 calendar day deadline are considered late and we may need to change your AmeriCorps enrollment date.

Your enrollment date is when the clock starts ticking on the time you have to complete your term of service. A late enrollment can shorten the time you have to complete your service and affect your ability to meet the minimum hour requirement.

If this happens, CNVS will send a Change in Enrollment Form to your program director for you to sign in acceptance of the new enrollment date.

Change in Term of Service

CNVS AEAP will consider requests for change in term of service under certain circumstances. The request must be received within 90 calendar days of the member's enrollment date. Requests received after this period will not be considered.

CNVS AEAP will not approve requests simply to provide a less than full-time education award. Approval is not guaranteed and CNVS AEAP reserves the right to accept or deny a request for change in term of service based on established criteria.

See the Member Handbook for detail on criteria. Requests can be made directly to the AmeriCorps Program Director.

Submitting Hours Late/Edit of Hours

CNVS will accept hours submitted late under certain circumstances. Members seeking credit for hours signed after the reporting period has closed must meet the conditions and follow the procedures found in the Time Log Rules.

Change in Service Position

Let your AmeriCorps Program Director know asap, or it may delay credit of hours. We need an updated position description, and if applicable, a service site description form and new site supervisor contract.

Change in Site Supervisor

Let your AmeriCorps Program Director know asap, or it may delay credit of hours. We need updated contact information and a new site supervisor contract.

If the Site Supervisor will be temporarily* unable to sign timesheets, the AmeriCorps Program Director may designate someone else at the site who will be able to temporarily verify the members’ recorded hours and assume Site Supervisor responsibilities.  Temporary Site Supervisors should sign timesheet as follows to avoid delays in processing the timesheets:

Example: Kristen Wolford (signature of temp) for Alyssa Sickle (name of site supervisor)

* Temporarily means no more than 30 days, otherwise a new site supervisor contract is required for the person signing off on the tracking tools.

Change in Service Site

Let your AmeriCorps Program Director know asap, or it may delay credit of hours. We need an updated position description, a service site description form and new site supervisor contract.

Time to complete the term of service

All members have only 12 months from the enrollment date to complete the term of service for which they are enrolled. Full-time members must be active for at least 9 months before they can be exited.

CNVS AEAP tracks exits by the "expected exit date" in the Member Service Contract. We can extend this date up to the 12 months, but be also mindful that your service needs to be completed within scope of the Volunteer Program's end dates. Your AmeriCorps Program Director will provide guidance on exit dates.

Eligibility for the Education Award

To be eligible for the education award, members must "successfully" complete the program. This means:

1. Meeting the requirements of the Volunteer Program, as defined by the Volunteer Program, as well as the requirements for participation in CNVS AEAP.  Completing the minimum hour requirement alone is not sufficient to earn the education award.

2.  Turning in paperwork on time!

3.  Meeting the minimum hour requirement for the AmeriCorps term of service.  If a member fails to meet the minimum hour requirement for whatever reason other than compelling personal circumstances, the member receives no portion of the education award.

If you plan to attend school after your year of service, make sure you are aware of the start dates of the schools for which you are applying. Before you enroll, talk to your program director to ensure that you will be able to complete the program. Leaving the program early to start school is not a compelling personal circumstance and you will lose the entire education award.

Member Suspension

Members may be suspended for disciplinary reasons (including late paperwork), but also for temporary injury or illness. While a member is suspended, no hours may be credited, but the time needed to complete the term of service is extended after reinstatement. You must request suspension based on compelling personal circumstances through the AmeriCorps Program Director. Read policy.

Compelling Personal Circumstances

A member may be exited early for compelling personal circumstances. These are defined as circumstances where the member demonstrate injury or illness, death in the family, or any other unforseeable circumstance that is beyond the member's control which prohibits the member from completing his/her term of service. A member may request a pro-rated partial award in such cases. Read policy.

You can make the request directly to the AmeriCorps Program Director.

Filing a Grievance

We encourage members to address any concerns first through the Volunteer Program's grievance or conflict resolution process. However, AmeriCorps members may at any time file a grievance with CNVS AEAP.

Read CNVS AEAP Grievance Policy.

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