MPCA COMMUNITY HEALTHCORPS
A Michigan’s AmeriCorps Program Celebrating 10 Years of Service 2004—2013
Member-Supervisor Handbook
2013—2014
MICHIGAN PRIMARY CARE ASSOCIATION 7215 WESTSHIRE DRIVE LANSING MI 48917 1 | P a gJohn e A. Taylor Kevin McGhee 517-381-8000 517-381-8008 (Fax) www.mpca.net Serving Our Communities by Building a Healthier Michigan 2 | P a g e CONTENTS BY SECTION
SECTION 1: AN OVERVIEW OF AMERICORPS
1.1 AmeriCorps Programs
1.1.1 AmeriCorps State and National
1.1.2 AmeriCorps VISTA
1.1.3 AmeriCorps NCCC
1.2 The National and Community Service Trust Act (1993)
1.3 The Edward M. Kennedy Serve America Act (2009)
1.4 The Corporation for National and Community Service
1.4.1 Disaster Services
1.4.2 Economic Opportunity
1.4.3 Education
1.4.4 Environmental Stewardship/Clean Energy
1.4.5 Health Futures
1.4.6 Veterans & Military Families
1.5 Michigan’s AmeriCorps
1.5.1 Michigan Community Service Commission
1.5.2 Michigan Primary Care Association
1.5.2.1 Promote
1.5.2.2 Support
1.5.2.3 Develop
1.5.3 MPCA Community HealthCorps
3 | P a g e SECTION 2: MEMBER REQUIREMENTS
2.1 Member Requirements
2.2 Member Eligibility, Selection, Diversity, and Inclusion
2.2.1 Recruitment and Enrollment
2.2.2 Terms of Member Service
2.3 Member Benefits
2.3.1 Living Allowance
2.3.2 Living Allowance – Effect on Other Government Benefits
2.3.3 Segal AmeriCorps Education Award
2.3.4 Forbearance and Interest Payment
2.3.5 Health Insurance
2.3.6 Childcare
2.3.7 Summary of Benefits
2.4 Member Orientation, Integration, and Supervision
2.5 Learning Objectives – The Key to Clarifying Expectations
2.6 Member Reporting
2.6.1 Measuring Impact in OnCorps Reports™
SECTION 3: PROGRAM POLICIES
3.1 Equal Opportunity
3.2 Harassment and Sexual Harassment
3.3 Employment with Partnership Sites
3.4 Drug Free Service Environment
3.5 Confidentiality
3.6 Grievance Procedure
4 | P a g e 3.6.1 Informal Resolution
3.6.2 Formal Resolution
3.6.3 Filing an Appeal
3.6.4 Suspension of Placement and Remedies
3.7 Safety Protocol
3.7.1 Safety Awareness Training
3.7.2 Supervision
3.7.3 Safety Precautions
3.7.4 Employee Displacement
3.7.5 Transportation
3.8 Service Information and Procedures
3.8.1 Hours of Service/Attendance
3.8.2 Absences – Excused and Unexcused
3.8.3 Service Hours, Supervision, Scheduled Meetings
3.8.4 Member Timesheets and Activities
3.8.5 Weather
3.8.6 Performance Evaluation
3.8..7 Exit Interview
3.9 General Roles and Responsibilities of the Site Supervisor
3.9.1 Essential Site Supervisor Responsibilities
3.10 Member Conduct and Regulations
3.10.1 Expectations
3.10.2 Community HealthCorps Code of Conduct
3.10.3 Disciplinary Protocol
5 | P a g e 3.11 Dress Code
3.11.1 Personal Appearance
3.12 Communication Tools
3.12.1 Telephone Usage
3.12.2 Email/Internet/Social Media
3.13 Prohibitions
3.13.1 Non-Displacement Prohibitions
3.13.2 Replacement Prohibitions
3.13.3 Prohibited Activities
SECTION 4: PROGRAM ADMINISTRATION
6 | P a g e SECTION 1: AN OVERVIEW OF AMERICORPS AmeriCorps is your opportunity to make a big difference in your own life, and in the lives of those around you, through a year or more of direct service in your community. It is a chance to apply your skills and ideals toward helping others and meeting critical needs in the community. It is a challenge to “Get Things Done,” as you develop and practice leadership skills that will impact the lives of others.
AmeriCorps is part of a long tradition of programs, like the Civilian Conservation Corps, the Montgomery GI Bill, and the Peace Corps that encourage, support, and reward a commitment to national service. Each year, AmeriCorps provides at least 85,000 opportunities for adults of all ages and backgrounds to serve their country and local community through a network of partnerships with local and national non- profit agencies.
Every day in communities across America, AmeriCorps members “I will get things done for just like you are making a powerful impact on the most critical America to make our people issues facing our nation. Whether improving schools, fighting safer, smarter, and healthier.” poverty, rebuilding after disasters, providing health services, ~ The AmeriCorps Pledge preserving the environment, or supporting veterans and military families, AmeriCorps members are getting things done. Since its inception, more than 820,000 men and women have taken the AmeriCorps pledge, serving more than 1 billion hours and improving the lives of countless Americans.
On September 20, 2013, the Corporation for National and Community Service (CNCS) kicked off the celebration of 20 years of AmeriCorps service and the extraordinary impact member service has had on America. Throughout your year of service, through events, stories, and service projects, you will have the opportunity to join in the recognition of the contributions and commitment of AmeriCorps members and alums in strengthening our communities and country through national service.
This is a year of celebration for the MPCA Community HealthCorps program as well, as we celebrate 10 years of service throughout Michigan. You are now part of an elite group of individuals who have taken the initiative to build a healthier Michigan. As you celebrate and serve with us, during this milestone year, we hope that you will take the opportunity to learn about and recognize the important moments in AmeriCorps history. But, we also hope that you will begin to recognize that you are a leader, an individual who has set apart one year of your life to impact Michigan communities.
This year, as you serve, you have the opportunity to look forward to the exciting future that lies ahead, as you demonstrate the impact of one individual committed to serving the nation. AmeriCorps is a smart and cost-effective investment in our communities, and in the lives of individuals like you who are committed to serve those communities. As your year of service progresses, you will begin to see that AmeriCorps has laid the groundwork for expanded opportunities for you and that you have the energy
7 | P a g e and ingenuity to impact the lives of others. We are looking forward to watching you accomplish great things throughout Michigan!
1.1 AmeriCorps Programs AmeriCorps is made up of three main programs, each slightly different in their focus: AmeriCorps State and National, AmeriCorps VISTA, and AmeriCorps NCCC (National Civilian Community Corps).
1.1.1 AmeriCorps State and National AmeriCorps State and National supports a broad range of local service programs that engage thousands of Americans in intensive service to meet critical community needs. 1.1.2 AmeriCorps VISTA AmeriCorps VISTA provides full-time members to community organizations and public agencies to create and expand programs that build capacity and ultimately bring low-income individuals and communities out of poverty. 1.1.3 AmeriCorps NCCC The AmeriCorps National Civilian Community Corps (NCCC) is a full-time residential program for men and women ages 18-24 that strengthens communities while developing leaders through direct team-based national and community service. Recently, the Department of Homeland Security’s Federal Emergency Management Agency (FEMA) and the Corporation for National and Community Service (CNCS) launched an innovative partnership to establish FEMA Corps a FEMA-devoted unit of NCCC members solely devoted to disaster preparedness, response, and recovery. This will enhance the federal government’s disaster capabilities, increase the reliability and diversity of the disaster workforce, promote an ethic of service, continue to expand education and economic opportunity, and achieve significant cost savings for the American taxpayer.
1.2 The National and Community Service Trust Act (1993) In 1993, President Bill Clinton, signed the National and “There is nothing wrong with Community Service Trust Act, which established the America that cannot be cured with Corporation for National and Community Service (CNCS) and what is right in America” brought the full range of domestic community service programs under the umbrella of one central organization. ~ President Bill Clinton
This legislation built on the first National Service Act signed by President George H.W. Bush in 1990. It also formally launched AmeriCorps, the network of national service programs engaging Americans in intensive service to meet the nation’s critical needs.
8 | P a g e The newly created AmeriCorps program incorporated two existing national service programs: the longstanding VISTA (Volunteers in Service to America) program, created by President Lyndon Johnson in 1964, and the National Civilian Community Corps (NCCC), developed in 1992 during the term of President George H.W. Bush and signed into law as part of the National and Community Service Trust Act. NCCC was developed to loosely follow the pattern of the Civilian Conservation Corps created during the depression-era administration of President Franklin Roosevelt.
1.3 The Edward M. Kennedy Serve America Act (2009) On April 21, 2009, President Barack Obama signed the Edward M. Kennedy Serve America Act at an elementary school in Washington, D.C. The Serve America Act reauthorized and expanded national service programs administered by the Corporation for National and Community Service (CNCS) by amending the National and Community Service Act of 1990 and the Domestic Volunteer Service Act of 1973.
1.4 The Corporation for National and Community Service (CNCS) The Corporation for National and Community Service is a federal “We are a nation of agency engaging more than 5 million Americans in service through communities…a brilliant its core programs AmeriCorps, Senior Corps, the Social Innovation diversity spread like stars, like a Fund and the Volunteer Generation Fund. It also leads special thousand points of light in a initiatives including President Obama’s national call to service broad and peaceful sky.” initiative—United We Serve. The Corporation encourages participation in days of service projects such as the birthday of Dr. th ~ President George H.W. Bush Martin Luther King, Jr. and the September 11 National Day of Service and Remembrance.
Through its efforts, CNCS harnesses America’s most powerful resource—the energy and talents of our citizens—to solve problems. They believe that everyone can make a difference and that all of us should try. From grade school through retirement, the Corporation for National and Community Service empowers Americans and fosters a lifetime of service.
The Corporation’s Board of Directors and Chief Executive Officer, Wendy Spencer, are appointed by the President of the United States and confirmed by the Senate.
The Corporation has established the following priorities for AmeriCorps programs:
1.4.1 Disaster Services Disaster Services programs seek to increase the capacity of communities to serve vulnerable populations in the event of a disaster, and improve communities in disaster-affected areas.
9 | P a g e 1.4.2 Economic Opportunity Economic Opportunity programs seek to meet unmet needs relating to economic opportunity for economically vulnerable communities, individuals, and families—including financial literacy, housing assistance, job training and nutritional assistance.
1.4.3 Education Education programs seek to address unmet educational needs within communities, especially those that are geared toward helping children and youth achieve success in school, prevent them from dropping out of school before high-school graduation, and encouraging them to graduate from high school, college or university.
1.4.Seeks4 Etonvimroeentmunenmtealt Setnevwiroarndshipmental/CandleaneEnenrgerygy-efficiency needs within communities and promote environmental sustainability.
Seeks to meet unmet health needs with communities including access to health care, 1.4.5 Healthy Futures disease prevention and health promotion initiatives including health literacy and childhood obesity
1.4.Seeks6 Veteransto meet the andun Militarymet nee Familiesds of veterans, members of the Armed Forces who are on active duty, as well as the family members of veterans and active duty personnel.
1.5 Michigan’s AmeriCorps Michigan's AmeriCorps is an essential solution to some of our state's biggest challenges; literacy, homelessness, benefits-access, public safety, and more. In addition, Michigan's AmeriCorps programs also address critical issues for the members who serve. It creates a pathway to employment by providing opportunities to gain valuable job skills, retrain for new careers, and contribute in your home community.
As an AmeriCorps member serving in the current program year, you will be a part of the efforts of over twenty AmeriCorps programs and over 1,063 AmeriCorps members serving in communities across Michigan to help “Get Things Done” in our state. You are also a part of the more than 22,000 Michigan residents who have already performed at least one year of AmeriCorps service, providing more than 26 million hours of service to Michigan communities. In addition, more members are serving across Michigan through participation in AmeriCorps National and AmeriCorps VISTA programs.
10 | P a g e 1.5.Michigan's1 MichiganAmCoemriCmourpsni ty is Seadrvimciniste Coemremissid byon the Michigan Community Service Commission (MCSC). The MCSC builds a culture of service by providing vision and resources to strengthen communities through service and volunteerism. Since its founding in 1991, the MCSC has granted more than $100 million in public and private funds to community organizations to enable them to engage millions of Michigan citizens in national service and volunteer programs. This support has leveraged more than $85 million in local resources to further support these community initiatives.
The MCSC funds Michigan’s AmeriCorps, a statewide network of AmeriCorps programs. The Governor's Service Awards, Learn and Serve-Michigan, Mentor Michigan, and Volunteer Michigan are also premier programs of the MCSC. The MCSC is housed in the Michigan Department of Human Services, whose mission is to assist children, families, and vulnerable adults to be safe, stable, and self-supporting.
The MCSC Board of Commissioners consists of 25 Governor-appointed members who approve funding, determine policy, serve as ambassadors for service, and engage in resource development. The Corporation for National and Community Service grants federal funding that the MCSC administers to its programs.
1.5.The2MMichiganichigan PrPriimamaryry CCaarere AssAssoociaciattiioonn’s mission is to promote, support, and develop comprehensive, accessible, and affordable community-based health care services to everyone in Michigan. Our vision is to build a healthy society in which all residents have convenient and affordable access to quality health care. MPCA is a leader in influencing health care policy, legislation, and regulation fostering comprehensive, community governed, quality care that ensures excellent health and quality of life for all residents of the United States.
1.5.2.1 Promote Michigan Primary Care Association promotes Community Health Centers through strategic communications and collective advocacy with the goal of increasing awareness of the comprehensive primary and preventive health care services that Health Centers provide to medically underserved and low-income individuals and communities.
11 | P a g e 1.5.2.2 Support Michigan Primary Care Association supports Community Health Centers by providing technical assistance, programmatic support, education and training opportunities, and consultative services so they have the tools necessary to serve as affordable, accessible, quality medical homes for residents of the communities in which they are located.
1.5.2.3 Develop Michigan Primary Care Association develops Community Health Centers by assisting communities in determining the best approach to providing access to care, and by continually strengthening and developing new Health Centers to ensure all residents have convenient and affordable access to quality health care.
1.5.The3MPMPCACACCoommmmuniuntiytyHHealthCealthoCrpsorpsprogram is a state-wide program focused on the Healthy Futures priority area through member service in Community Health Centers. We seek to serve our communities by building a healthier Michigan as we focus on access to health care, disease prevention and health promotion initiatives.
As a sub-grantee of the Michigan Community Service Commission, the Michigan Primary Care Association receives federal funding from the Corporation for National and Community Service that enables us to operate the MPCA Community HealthCorps program.
12 | P a g e SECTION 2: MEMBER REQUIREMENTS Serving as an MPCA Community HealthCorps member requires commitment, leadership and sacrifice, and is not something that you should enter into lightly. As a Community Health Navigator, you have the opportunity to join with a diverse group of individuals who have compassion and dedication to service, believe that one person can still make a difference, and are fully convinced that several people serving together can change their world.
AmeriCorps service does have its own challenges, and you must be prepared for delayed rewards. Although the Living Stipend is small ($12,200 per year; approximately $469.23 gross bi-weekly), and this financial sacrifice may cause some added stress, you must look beyond the limitations to the opportunities for growth that your AmeriCorps experience can provide. Overall, service with the MPCA Community HealthCorps program is a rewarding experience that yields many lasting benefits.
As an MPCA Community HealthCorps member, you are expected to make a full commitment to a one- year term of service (12 months), which means that this commitment must be a priority. This commitment includes serving a minimum of 1,700 hours of service (40 hours per week), for the full one-year term of 12 months. Members are expected to complete all assigned curriculum, objectives and projects in order to successfully complete the term of service and be eligible to receive the Segal AmeriCorps Education Award of $5,550.
It is recommended that you serve beyond the minimum number of hours required, in order to ensure successful completion of your service term. Members and Site Supervisors should meet when there are approximately six weeks of service time remaining in order to carefully plan for the member’s exit and completion of their term of service.
2.1 Member Requirements MPCA Community HealthCorps members will serve as Community Health Navigators for a one-year term of service and the minimum number of required service hours (1,700). In addition, the following is required in order to successfully complete a term of service:
. Submission and approval in OnCorps Reports™ of all AmeriCorps member hours, direct service activities, Great Stories (1/month required), Member Reflections (1/month required), and volunteer recruitment reports; . Timely submission of Learning Objectives (within 30 days), Member Evaluations (mid-year and year-end), Legacy Project report and all other requested documentation; . Completion of all member surveys and assessments; . Participation in at least 4 service projects during the Member Service Year; . Attendance at all MPCA Community HealthCorps trainings; . Completion of all required training materials as assigned;
13 | P a g e . Recruitment and service of at least 25 community volunteers; . A final report of service, completed as your final Member Reflection in OnCorps Reports™, that includes a written summary and overview of your service year, including facts, figures, and opinions; . Completion of a Member Site Review; . Completion of an Exit Interview (including completion of an Exit form).
Failure to comply with the above requirements means that the member has not successfully completed their term of service, and is therefore ineligible to receive the Segal AmeriCorps Education Award. Members assume all responsibility for the successful completion of their term of service.
However, if MPCA Community HealthCorps program staff determines that the member has made a good-faith effort to complete the above requirements, and has been inappropriately hindered by the host site’s activity or supervision, and the member has successfully met the minimum requirements for a successful exit, the member will be successfully exited from the program, and the host site will be placed on probation, suspended from participation for a term of service, or in extreme cases, denied future opportunities to participate in the MPCA Community HealthCorps program.
2.2 Member Eligibility, Selection, Diversity, and Inclusion MPCA Community HealthCorps values diversity and inclusiveness. We believe in the full participation of individuals in all aspects of national service, and we believe that diversity embodies actions, not ideals. As a result, we are committed serving alongside other individuals regardless of their background, race, age, ethnicity, gender, disability, values, personality, sexual orientation, or other unique factors that distinguish them as an individual. As a result, we will make every reasonable effort to accommodate the needs of eligible candidates in line with federal, state and organizational policies.
In order to serve with the MPCA Community HealthCorps program, all candidates must meet the following minimum requirements in order to begin service:
. Candidate must be at least 18 years of age; . Candidate must be a U.S. Citizen or U.S. National; . Candidate must possess a high school diploma or GED certificate.
2.2.1 Recruitment and Enrollment Before any candidate can be enrolled as an MPCA Community HealthCorps member, program staff must complete a Michigan Criminal Background Check (or a check from another state of origin) and a check of the National Sex Offender Public Registry prior to Member Pre-Service Orientation. In addition, all potential members must complete a State of Michigan Central Registry Clearance, and FBI Live Scan Fingerprint check during prior to or during Pre-Service Orientation. Members will be unable to serve without direct supervision until the results 14 | P a g e of the Live Scan Fingerprint check have been verified by MPCA Community HealthCorps program staff.
Any evidence of prior criminal activity that involves violent crimes, sexual, or predatory offenses will prohibit enrollment in the MPCA Community HealthCorps program.
Other criminal offenses will be reviewed on a case-by-case basis and may prohibit enrollment if such enrollment would violate the organizational polices of any of the organizations collaborating in the MPCA Community HealthCorps program including the Corporation for National and Community Service; the Michigan Community Service Commission; the Michigan Primary Care Association; selected host sites; or any other service location.
In addition selection may be contingent on the requirements of the candidate’s service activities, and the possible liabilities. Service cannot begin prior to the orientation date. Host sites should ensure that they have checked personal references. All required documentation must be on file at the time of orientation in order for members to be enrolled. Service cannot begin and member stipends will not be issued until program staff has all required documentation.
2.2.2 Terms of Member Service No person can be enrolled in AmeriCorps more than four times. If a member does not successfully complete their term of service, they may be ineligible for future terms of service. If it is determined that they are eligible for another term of service, the incomplete term of service will be counted as one of the AmeriCorps terms they are eligible to serve.
Members have 12 months to complete their term of service successfully and earn the Segal AmeriCorps Education Award. The Education Award will not be available until after the member has been successfully exited from their program year.
Eligibility for a second term of service must be approved by the Program Director. In order to be considered for a second term of service, a member must successfully complete their first term of service including:
. Completion of the required 12 month term and a minimum of 1700 hours served; . Satisfactory completion of all assignments, projects, and other requirements; . Completion of the Intent to Participate form and submission of a Letter of Intent stating why the member should be considered for a second term of service. Include a description of what was learned and accomplished during the first year of service.
15 | P a g e Eligibility for a third or fourth term of service must meet the same requirements stated for a second term of service. Please note: If a member serves a third or fourth term of service, they are ineligible to receive an Education Award.
Another term of service is not guaranteed, and eligibility is determined solely at the discretion of the MPCA Community HealthCorps Program Director.
Site Supervisors are not authorized to guarantee a second or third term of service. However, it is requested that they inform the Program Director if they are interested in extending an invitation to a member requesting another term of service at their site.
2.3 Member Benefits As a MPCA Community HealthCorps member, you will receive a wealth of benefits. Perhaps the biggest benefit you will experience is the satisfaction of incorporating service into your life and making a difference as a leader in your community who is committed to positive change. In addition, you are eligible for a variety of benefits as described below. These benefits are intended to modestly sustain you during your year of service, but it is important that you recognize that you are making a commitment that will require dedication and sacrifice, while a portion of your benefits are delayed until the end of your term of service (such as the Segal AmeriCorps Education Award) or are not visible in your bi-weekly stipend check (such as Health Benefits and/or Childcare Benefits if eligible).
2.3.1 Living Allowance As an MPCA Community HealthCorps member, you will be paid a living stipend of $12,200 for your first term of service, which will be distributed in equal portions bi-weekly (approximately $469.23 before withholdings) via direct deposit.
Member Timesheets should be completed in OnCorps Reports the Monday prior to payday. In the event of a bank account or address change please make the necessary changes in the HR Online portal. Stipend amounts are non-negotiable. No back pay is issued for living stipends missed during periods of temporary suspension.
Stipend payments ARE subject to income tax.
2.3.2 Living Allowance – Effect on Other Government Benefits Visit www.nationalservice.gov to see the most recent information on how the AmeriCorps stipend may or may not affect other government benefits.
16 | P a g e 2.3.3 Segal AmeriCorps Education Award Upon a member’s successful completion of their term of service members will receive a Segal AmeriCorps Education Award from the National Service Trust. The amount of the Segal AmeriCorps Education Award is tied to the maximum amount of the U.S. Department of Education’s Pell Grant. Since the maximum amount of Pell grants can change from year to year, so can the dollar amounts of education awards. The award amount for 2012-2013 is $5,550.
Education awards may be used to pay for continuing education or to repay qualified student loans. Members should check with their loan holder or institution to inquire as to whether or not they are qualified. Awards are valid for seven years from the date of issue.
No person shall receive more than a total of two education awards in his or her lifetime. Only one education award can be earned per term of service successfully completed. For the latest information regarding Segal AmeriCorps Education Awards visit:
http://www.nationalservice.gov/programs/americorps/segal-americorps-education-award
If a member discontinues his/her term of service due to compelling personal circumstances (as defined in this Navigator Guidebook and the Member Agreement) they may be eligible for a partial education award contingent upon eligibility verification by MPCA Community HealthCorps Program Staff and the Michigan Community Service Commission in accordance with CNCS guidelines.
2.3.4 Forbearance and Interest Payment If a member has received forbearance on a qualified student loan during their term of service, and if the member successfully completes their term of service, the National Service Trust will repay all or a portion of the interest accrued on the loan during the term of service. Interest will only be paid to the loan holder, not to the AmeriCorps member.
2.3.5 Health Insurance All full-time members are eligible for receive basic health insurance coverage. The coverage is at no cost to members. Dependents and/or spouses are not eligible to receive coverage. Check with program staff for further information. Health insurance coverage is provided by: ASRM, LLC/AmeriCorpsBenefits Plan 2b 505 South Lenola Road, Suite 231 Moorestown, NJ 08057 www.AmeriCorpsBenefits.com 1-800-877-0005 17 | P a g e A Plan 2b Benefit Summary is available at MPCA’s AmeriCorps Member website:
http://www.mpca.net/displaycommon.cfm?an=1&subarticlenbr=37
2.3.6 Childcare An AmeriCorps member who is a legal parent or guardian, residing with the child, may be eligible for childcare assistance. The member’s household must be income eligible and the caregiver must be considered a legal provider in the State of Michigan. There is no fee for the member unless the provider charges more than the market rate. Only members with children younger than 13 years of age may receive childcare assistance. Any childcare allotment is taxable.
Members are allotted the market rate. However, there is no standard, nationally set market rate. Rates differ widely from state to state. A member application may be accessed on-line via https://www.americorpschildcare.com/Applyonline/MemberApplication.aspx.
For further information members may contact:
AmeriCorps Child Care GAP Solutions, Inc. 12054 North Shore Drive Reston, VA 20190 http://www.americorpschildcare.com/ 1-855-886-0687
All members must complete the Health Insurance and Childcare Enrollment/Waiver sections of the Member Agreement at the beginning of their service term.
2.3.7 Summary of Benefits – Estimated Value The following chart demonstrates an estimated summary of benefits (based on AmeriCorps member eligibility and other determinants) provided during the 2012-2013 MPCA Community HealthCorps Member Service Year. This summary does not include loan forbearance and interest payments, nor are all benefits (or equivalent compensation) guaranteed to all members. The summary is provided in order to enable you to make an informed decision regarding service with the MPCA Community HealthCorps program.
AmeriCorps Benefit Actual/Estimated Benefit Value Member Living Stipend Actual $12,200 Member Insurance (if eligible) Actual 1,800 Childcare (if eligible) Estimated 5,200 Education Award Actual 5,550 Total Potential Salary & Benefits $24,750
18 | P a g e 2.4 Member Orientation, Integration, and Supervision Members beginning their year of service well-oriented to their placement site—and the community that the organization serves—are the most successful and have the greatest potential for increased productivity and personal growth. Therefore it is imperative that you meet with your Site Supervisor at the beginning of your term of service to:
Review the history and background of the organization—its mission, goals, current programs, and ongoing projects. The Site Supervisor should ensure that the member and organizational staff have a clear understanding of the member’s role within the organization;
. Ensure that you have appropriate equipment, materials, and space to ensure an effective, adequate and safe service environment; . Emphasize that AmeriCorps materials (signs, brochures, etc.) are to be clearly displayed in the your space, in public access areas, as well as other appropriate areas (your Site Supervisor will help you determine these areas); . Receive any written materials about the organization and community; ensure that there is a discussion about these materials; . Request to be allowed to spend time with other program staff, board members, community residents, and collaborative bodies in order to get a broader picture of the organization and the community; . Ensure that you are fully integrated with organizational staff. During your year of service, you should be provided the same opportunities to attend meetings, participate in training, interact with clients and share in the organizational vision as the rest of the staff members. As an AmeriCorps member you are a vital part of the organizational team. Ensure that other staff members are made aware of your responsibilities, priorities, purpose, and role; . Work with your Site Supervisor to develop realistic Learning Objectives that will stretch you member and guide your service year; . Be aware that some organizational norms and rules are explicitly stated, while others are not. If you have any questions, please be sure to ask your Site Supervisor or another appropriate individual.
Although, as an AmeriCorps member, you are not an employee of the organization, and are contractually bound to the MPCA Community HealthCorps program for placement at your host site, you should be treated as a first-year staff member with regard to the organization’s policies and procedures.
Your Site Supervisor is required to set aside time to formally meet with you on a regular basis, and provide any training specific to the organization. Failure to adequately supervise a member may result in the organization’s suspension from participation with the MPCA Community 19 | P a g e HealthCorps program, and your removal and placement at another more appropriately supervised site. You should also be willing to take the initiative to schedule regular meetings. This will provide an opportunity for clarifying organizational and supervisory expectations regarding:
. Sick leave, vacation, personal leave and holiday policies; . Service schedule and lunch breaks (please be aware time spent on lunch breaks does not count toward completion of service hours); . The organizational policy and contact people for reporting absences; . The organization’s dress code; . Who will need to know where you are at during your time in service; . Telephone protocol and etiquette; . Computer, e-mail, Internet, and social media rules and etiquette; . Expectations regarding participation in meetings; . Access to organizational information; . Rules of formality and language (addressing others by last or first names, titles); . Rules of confidentiality; . Representation (including who in the organization is authorized to speak to the press); . Chain of command (who to go to if there is a problem with supervision); . Reimbursement policies for any local, service-related expenses (i.e. parking/mileage, cell phone usage, meals, travel, etc.)
2.5 Learning Objectives – The Key to Clarifying Expectations Outlining service expectations upon the your arrival, and revisiting those expectations at regular intervals, ensures that both the Site Supervisor and the you as an AmeriCorps member have a clear understanding of what should be accomplished over the course of the next year.
Written Learning Objectives should focus on outcomes within the community which match the Navigator Service Description (and addendums), MPCA Community HealthCorps Performance Measures, and are clearly linked to your site activities. The aim is for both you and your Site Supervisor to have a clearly defined and mutually agreed upon service plan for the upcoming year. In order to facilitate this:
2.6 Member Reporting Once your member objectives are set for your service year, as an MPCA Community HealthCorps member, you are required to keep accurate records of your service activity. These records will:
. Provide information. Everyone is interested in, and benefits from, knowing about your activities and accomplishments;
20 | P a g e . Assist in identifying any challenges that you are facing and help develop strategies to address them; . Help you and your Site Supervisor plan any personal development activities that will strengthen your service activities and professional development; . Enable MPCA Community HealthCorps program staff to address training needs; . Help you effectively reflect on your year of service, and translate that reflective process into your future career development.
2.6.1 Measuring Impact in OnCorps Reports™ AmeriCorps programs are part of a competitive, grant-driven, performance-based system. As such, in order to maintain funding the sponsoring agency (MPCA) is required to submit regular progress reports to ensure that program goals are being met.
It is essential that each Community HealthCorps member is consistently measuring the impact of their service activity. OnCorps Reports™ is the tool used by the State of Michigan for measuring member impact, as well as Site Supervisor In-Kind Contributions.
In addition to reporting your Direct Service hours in this web-based system, you are required to regularly complete the following in OnCorps Reports™:
. Great Stories (1/month); . Volunteer Mobilization; . Civic Engagement Activities (as needed); . Direct Service Activities; . Member Reflections (1/month and a final reflection at the end of the service year).
All Site Supervisors are required to regularly approve member timesheets and report the host site’s In- Kind Other contributions in OnCorps Reports™ using the tools provided by the MPCA Community HealthCorps program. AmeriCorps members are not allowed to complete these on behalf of the Site Supervisor.
21 | P a g e 22 | P a g e SECTION 3: PROGRAM POLICIES
3.1 Equal Opportunity It is the policy of the MPCA Community HealthCorps program to assure that equal opportunity will be provided to all persons. All individuals are assured equitable treatment in the opportunity for enrollment as well as access to, and receipt of, program services without discrimination based on creed, religion, race, color, national origin, ethnicity, age, sex, sexual orientation, height, weight, marital status, disability status, veteran status, or any other status protected by applicable law to the extent prohibited by law.
The program will actively promote equal employment opportunity within its organizational units. This policy extends to active recruitment of female and minority-owned enterprises in the delivery of services related to employment and training.
This policy will affect all program practices including, but not limited to, recruitment, hiring/selection, transfer, promotions, training, compensation, benefits, suspensions, placements and selection of members.
3.2 Harassment and Sexual Harassment It is the policy of the MPCA Community HealthCorps program to provide an environment free from all harassment, including sexual harassment. The program will comply with all federal and local laws prohibiting discriminatory harassment, such as those prohibiting discrimination on the basis of age (for persons 40 and over), race, color, national origin, gender, disability, sexual orientation, and veteran status.
Harassment refers to behavior that is personally offensive and interferes with the effectiveness of the member. Such harassment may include unsolicited remarks, gestures, physical contact, display or circulation of written materials or pictures, and verbal abuse or insults. Sexual harassment may include unwelcome sexual advances or sexual flirtation, requests for sexual favors, verbal abuse of a sexual nature, and sexually degrading words.
If a member believes that he or she has been subject to harassment from another member, a member of the site staff, a Site Supervisor, or a management representative, they should make it clear that such behavior is offensive to them. Further, we encourage and expect anyone subject to harassment (or anyone who believes another member has been subject to harassment) to report the matter to MPCA Community HealthCorps staff and the Site Supervisor.
Clear procedures for reporting such behavior will be provided, at the member’s request, by the MPCA Community HealthCorps Program Director within 30 days from the date of the request. 23 | P a g e 3.3 Employment with Partnership Sites During enrollment as an AmeriCorps member an individual may not be employed by the site at which he or she serves. Dual employment at the host site is grounds for immediate release from the program. If members are interested in employment at their host site, they are encouraged to apply for employment at the site after their term of service is over. Any prior employment for the site must be terminated, and the appropriate documentation on file, before the member’s AmeriCorps start date.
Employment outside the host site is allowed upon written request and written approval of the MPCA AmeriCorps Program Director and the host site. However, if approved, site duties and MPCA Community HealthCorps responsibilities must be a priority.
3.4 Drug Free Service Environment The MPCA Community HealthCorps Program will provide a drug-free service environment. In this connection, the program prohibits the unlawful manufacture, distribution, dispensation, possession, or use of any controlled substance in the service environment. The term “controlled substance” means a controlled substance in schedules I through V of section 202 of the Controlled Substance Act (21 U.S.C.812). The term “controlled substance” refers to all illegal drugs used without a physician’s order.
It does not prohibit taking prescribed medication, in a correct dosage, under the direction of a physician.
Those individuals who are found to be in violation of this policy are engaged in serious misconduct and subject to disciplinary action up to and including release from the program. All members will, as a condition of their enrollment, abide by the terms of this statement. In addition, the Program Director must be notified within 5 days of any criminal drug statute conviction.
All members placed through the MPCA Community HealthCorps Program will also be subject to enforcement of any drug policies established at their placement site. It is the responsibility of the member to make sure they read and understand existing policy at their Host Site.
3.5 Confidentiality All records and other information about individuals served through the MPCA Community HealthCorps Program are confidential. Any written information must be maintained in closed files in secured areas. Only staff with job-related need may have access to these files. Other sharing of information is subject to site procedure. Each AmeriCorps member will receive confidentiality and HIPPA training from his or her host site, and is expected to abide by host site requirements. Failure to do so may result in immediate dismissal from the MPCA Community HealthCorps program.
24 | P a g e 3.6 Grievance Procedure Nothing herein shall prohibit a complainant, including an AmeriCorps member or Site Supervisor from filing a grievance at their host site, with MPCA, or with state or federal agencies and/or bargaining units.
3.6.1 Informal Resolution The member and MPCA Community HealthCorps program will seek to resolve any grievance informally whenever possible. If this cannot occur, the complainant may seek resolution through alternative means of informal Alternative Dispute Resolution (ADR), such as mediation or facilitation.
1. The opportunity for ADR must be provided within 45 days of the alleged occurrence; 2. At the initial session, the aggrieved must be informed in writing of their right to file a grievance, and of their right to arbitration; 3. A neutral, third party must facilitate the proceedings, and function specifically to aid the parties in resolving the matter through mutually achieved and acceptable written agreement. The neutral third party may not compel a resolution; 4. The proceedings must be informal, confidential, not binding (unless both parties agree), and the rules of evidence do not apply; 5. If the matter is not resolved within 30 days of initiation, the aggrieved must again be informed in writing of their right to file a formal grievance; 6. If the matter is resolved, and a written agreement is reached, the complainant will agree to forgo filing a grievance in the matter under consideration.
3.6.2 Formal Resolution The person wishing to file a complaint or grievance regarding the program must submit a Grievance Complaint Form and use the procedure explained below:
1. Except for complaints alleging fraud or other criminal activity, complaints must be filed with the MPCA Community HealthCorps Program Director within one year of the date of the alleged occurrence; 2. The Michigan Primary Care Association will conduct a hearing no later than 30 days after the filing of a formal grievance; 3. A decision on any such filed grievance will be made no later than 60 days after the filing. However, extensions may be granted in good faith; 4. Complaints must be in writing and filed with the Michigan Primary Care Association; 5. Complaints should include, to the best extent possible, the following information:
25 | P a g e a. The full name, telephone number, and address of the person making the complaint; b. The full name and address of the party against whom the complaint is made, or other information sufficient to identify the party against whom the complaint is made; c. A clear and concise statement of the facts, as alleged, including pertinent dates, constituting the alleged violations; d. The provision of the act, regulations, grant, contract or other agreements under the act believed to have been violated; and e. The relief requested.
6. If Alternative Dispute Resolution (ADR) was used, the previous facilitator is not allowed to participate in the formal hearing; 7. No communication or proceeding from Alternative Dispute Resolution (ADR) may be referred to or used as evidence; 8. The arbitrator must be jointly selected and independent; 9. The hearing must be within 45 days after the request for arbitration; 10. A decision must be made no later than 30 days after the beginning of the proceeding; 11. If the party filing the grievance prevails, the program must pay the costs incurred through the process. If the program prevails, the program and the aggrieved will evenly split the costs incurred through the process.
3.6.3 Filing an Appeal If there is an adverse decision against the party who filed the grievance, or no decision has been reached after 60 days of filing a grievance, the complainant may submit the grievance in binding arbitration before a qualified arbitrator who is jointly selected and who is independent of the interested parties.
1. If the parties cannot agree on an arbitrator within 15 days after receiving a request from one of the parties, the grantor will appoint an arbitrator; 2. An arbitration proceeding must be held no later than 45 days after the request for arbitration. If the arbitrator is appointed by the grantor, the proceeding must occur no later than 30 days after the arbitrator’s appointment; 3. A decision must be made by the arbitrator no later than 30 days after the date the arbitration proceedings began; 4. The decision of the arbitrator is final; 5. The cost of the arbitration proceedings must be divided equally between the parties to the arbitration, unless the party requesting the grievance proceeding prevails. If the
26 | P a g e aggrieved prevails, the grantee must pay the total cost of the proceedings and reasonable attorney’s fees of the prevailing party incurred in connection with the proceeding; 6. To enforce the arbitration award, a suit may be brought in any federal district court having jurisdiction over the parties without regard to the amount in controversy.
3.6.4 Suspension of Placement and Remedies If a grievance is filed regarding a proposed placement of a member, such placement must not be made unless the placement is consistent with the resolution of the grievance.
Remedies for a grievance filed under a procedure established by the grantee may include:
1. Prohibition of placement of a member; and 2. In grievance cases where there is a violation of non-duplication or non- displacement requirements and the site of the displaced member is the grantee:
a. Reinstatement of the member to the position he or she held prior to the displacement; b. Payment of lost wages and benefits; c. Re-establishment of other relevant terms, conditions and privileges; and d. Any other equitable relief that is necessary to correct any violation of the non- duplication or non-displacement requirements or to make the displaced member whole.
3.7 Safety Protocol To help ensure the safety of participants, the Corporation for National and Community Service has placed specific restrictions on the types of activities in which AmeriCorps Members may be involved. Programs may not, under any circumstances, place service participants in situations that:
. Involve the arrest process; . Involve the chain of custody of evidence; . Involve witnessing criminal incidents which may result in participants being called as witnesses in ad judicatory proceedings; . Result in intentional contact with suspected criminal offenders; . Involve contact with defendants or convicted offenders unless appropriate safeguards are in place; or . Otherwise pose significant risk to participant safety (e.g. serving alone in a high-crime neighborhood).
27 | P a g e The Corporation also requires that AmeriCorps programs and host sites institute safeguards as necessary and appropriate to ensure the safety of participants. In this regard, the Corporation considers the following requirement concerning member service:
“The physical safety of participants must be of paramount concern, and programs that do not take appropriate measures to protect the safety of participants will not be approved.”
Listed are procedures which sites must undertake to help ensure the safety of AmeriCorps members:
3.7.1 Safety Awareness Training The provision of adequate training to AmeriCorps members is of paramount importance. Training should provide clear guidance for participant safety as well as procedures to help ensure safety. Training should occur in pre-service settings as well as during service, as determined by specific project activity and needs identified during project operation. The training should also include sessions on:
. Recognizing and avoiding dangerous situations; . Procedures for obtaining immediate assistance in the event of an emergency, including explicit guidelines for reacting to dangerous or threatening situations; . Becoming familiar with the community; . Prevention of occupational hazards (safe handling of equipment, tools, disposable items); . Appropriate and prohibited activities.
3.7.2 Supervision Effective supervision of AmeriCorps Members is one critical step to safeguard participants. The local site must provide full supervision of members by qualified and appropriately trained supervisors. The ratio between the number of supervisors and the number of participants must be appropriate to ensure adequate supervision, based on the types of service activities and the qualifications and abilities of supervisors.
3.7.3 Safety Precautions MPCA Community HealthCorps host sites must take all appropriate precautions to help ensure the safety of participants. Members should be fully trained in safety procedures during the first week of service.
If any member feels at any time that his or her safety is threatened, due to either a lack of training or to other circumstances, the matter should be documented using the Risk
28 | P a g e Management Toolkit, discussed in an appropriate manner with the assigned Site Supervisor and/or the MPCA Community HealthCorps Program Director.
3.7.4. Employee Displacement AmeriCorps programs and host sites may not permit a member to fill in for an absent employee (even if they are absent due to illness, on a lunch break, or temporarily placed at a different location) . By law, members may not under any circumstances perform services, duties, or activities that have been assigned to an employee, or to an employee who has recently resigned or been discharged. Programs may not place a member in a way that will displace an employee or position or infringe on an employee’s promotional opportunities
3.7.5 Transportation Members are responsible for their own transportation in the following instances:
. Daily transportation to assigned sites; . Transportation to any local training, service project; community meeting, or other event.
The MPCA Community HealthCorps program will only reimburse for mileage in the following instances:
. Transportation to member meetings and trainings; . To any approved training, service project or other event outside the local area; . To the state-wide Russ Mawby Signature Service Project; . Pre-approval by the MPCA Community HealthCorps Program Director after submission of a Request for Reimbursement form submitted prior to the event.
It is recommended that members consider the following options when traveling a great distance for program trainings, service projects, and other events:
. Carpooling with other members in your area (generally, members serving at the same site should travel together in one vehicle); . Car rentals when necessary (contact MPCA Community HealthCorps program staff for more information).
Members are not authorized to transport clients on behalf of their service site, without prior approval from MPCA Community HealthCorps program staff.
29 | P a g e 3.8 Service Information and Procedures
3.8.1 Hours of Service/Attendance Members should plan to serve a full-time (40 hours/week) schedule, in order to accrue hours to cover needed time away for illness, personal, or vacation time. Members will arrive each morning at their assigned site at a time established in agreement with their Site Supervisor. Members will be present to meet with their Site Supervisor for a “morning check– in” to share or receive any important information concerning the rest of the day. Site Supervisors should ensure that they are available at the time scheduled. Members will remain onsite until their designated end time, unless approved activities are planned for outside the site.
3.8.2 Absences – Excused and Unexcused Members arriving late to their site must phone their Site Supervisor, or their designee, in advance to let them know why they will be late and when they will arrive. Chronic tardiness will not be tolerated and disciplinary action could include temporary suspension without benefits and eventual release from the program.
Any excused absences for personal reasons (doctor’s appointments, etc.) must be approved in advance with the Site Supervisor.
In the event of an illness or an emergency that requires a last minute absence, the member must contact the Site Supervisor as soon as possible to explain the reason for the absence.
3.8.3 Service Hours, Supervision, Scheduled Meetings Hours a member is not at their site (or at other approved program activities) will not be counted toward the 1700-hour minimum program completion requirement. This includes, but is not limited to, lunch periods. Missed hours will not affect the amount of the stipend payment distributed bi-weekly to each member unless chronic absence/tardiness causes them to be suspended from the program.
To assure all members are making sufficient progress toward completing their 1700 hours, program staff will track each member’s progress bi-weekly. Any member found to be falling 10% or more behind in their service hours due to excused/unexcused absences; etc. may be temporarily suspended from the program without benefits. In order to be reinstated the member will have to develop a plan to assist them in overcoming their issues of chronic absence/tardiness and review it with Program Staff and their Site Supervisor.
30 | P a g e Members will attend all regularly scheduled member meetings, trainings, conference calls, team meetings and service projects. While most meetings are planned for the year, there will be occasional event dates/times that will be announced as they are planned. Any personal scheduling conflicts need to be brought to the attention of program staff as soon as possible. It is expected that every effort will be made to attend all events. Failure to do so will result in temporary suspension without benefits and may lead to eventual release from the program. Supervisors should ensure that members understand the importance of these regularly scheduled meetings.
3.8.4 Member Timesheets and Activities Member timesheets and activities are due in OnCorps Reports™ every other Monday—the dates are available on the Member webpage. Each timesheet must be approved by the Site Supervisor. Activities must be submitted monthly in OnCorps Reports™. It is recommended that members get into the habit of filling out each day’s information at the end of every day while the information is fresh.
Three types of service hours are indicated on the timesheet in OnCorps Reports™:
1. Direct Service Hours: Time spent performing outreach, patient assistance, or other direct service activities (including travel); 2. Training Hours: Time spent in any type of educational or training activity; 3. Fundraising Hours: Time spent on any type of approved fundraising activity
Partial hours served will be indicated as follows:
. 15 minutes = .25 . 30 minutes = .50 . 45 minutes = .75
Example: 7 hours and 15 minutes would be reflected as 7.25 hours.
Holidays will not affect the amount of the stipend issued for that period, but holiday hours cannot be counted as part of the 1700 required service hours. Members will not be paid for lunch hours, breaks, personal appointments, late arrivals or early departures.
The only individual authorized to approve a member’s timesheet is their Site Supervisor. If a secondary individual is appointed to act as a day-to-day mentor, their name must be submitted to the Program Director as an authorized supervisor so that they can be entered into OnCorps Reports™. Otherwise, their approval is invalid, and the timesheet is not an official record of the member’s service hours.
31 | P a g e 3.8.5 Weather In case of inclement weather, the member should contact the Site Supervisor to determine whether or not to report for service. Missed days due to weather will not affect the amount of the stipend paid, but members cannot count the missed day toward their required 1700 hours.
In the case of training sessions or other events that require members to travel to Lansing or other communities, they should contact the MPCA Community HealthCorps Director at (517) 381-8000, or the designated Site Supervisor in the event of questionable weather conditions.
3.8.6 Performance Evaluation Members will receive a formal performance evaluation after six months of service and upon exit. Site Supervisors are encouraged to incorporate evaluation and training into day to day service activities. The evaluation is to be completed by the Site Supervisor and signed by both the supervisor and the member after it is reviewed. The member must then submit a copy to program staff. It will be housed in the member’s file. At the time of the Performance Evaluation, the member and the Site Supervisor should discuss the number of hours served, the number of hours remaining, and whether or not satisfactory progress is being made.
3.8.7 Exit Interview Site Supervisors are responsible for setting up an Exit interview with the member prior to their exit. It is suggested that supervisors begin planning for this approximately 6 weeks before the member exit.
AmeriCorps members are responsible for setting up an exit interview with MPCA program staff when they have between 150 - 200 service hours remaining to ensure that all program obligations are met. Site Supervisors should work with the member to ensure that this interview is scheduled. Members will not be successfully exited from the program and eligible for their education award until this interview has taken place.
3.9 General Roles and Responsibilities of the Site Supervisor Each site must have an identified Site Supervisor. The supervisor is responsible for the overall supervision of members at their site. Members should meet regularly with their supervisors for guidance and support. In addition, members will check in with their supervisors when they arrive each morning and before they leave each afternoon to assure open communication and information sharing.
The Site Supervisor is the identified person a member should immediately approach with any problems and concerns regarding their placement. In addition, the Program Director is always available to both Site Supervisors and members for program guidance and support.
32 | P a g e 3.9.1 Essential Site Supervisor Responsibilities . Regular supervision of members; . Review and sign member time sheets and reports; . Help members with adjustment to new site; . Introduce members to site staff and within the community; . Provide regular information and data to the MPCA Community HealthCorps program for evaluation purposes; . Attend Site Supervisor orientation and regular meetings; . Be available to members for problem solving and guidance; . Set aside at least 45 minutes to an hour each week to meet with members for support and planning; . Supervise members as they develop Learning Objectives; . Help members identify service projects, etc. at their site or in the local community; . Complete the Member Orientation Checklist with all Community HealthCorps members serving at the site within the first week of placement.
3.10 Member Conduct and Regulations
3.10.1 Expectations At ALL TIMES while acting in an official capacity as an MPCA Community HealthCorps member, the member is expected to:
. Demonstrate mutual respect toward others; . Follow directions; . Not engage in any of the Prohibited Program Activities; . Direct concerns, problems, and suggestions to their Site Supervisor and, if necessary, MPCA Community HealthCorps program staff.
At NO TIME may the member:
. Engage in any activity that is illegal under local, state or federal law; . Engage in any activities that pose a significant safety risk to self or others; . Engage in any activities that undermine the leadership or mission of their service site.
3.10.2 Community HealthCorps Code of Conduct The member understands that the following acts also constitute a violation of the Program’s Code of Conduct:
33 | P a g e . Unauthorized tardiness; . Unauthorized absences; . Repeated use of inappropriate language (i.e. profanity); . Failure to wear appropriate clothing to service assignments; . Stealing or lying; . Engaging in any activity that may physically or emotionally damage other members of the program or people in the community; . Possessing any illegal drugs during the term of service; . Consuming alcoholic beverages during performance of service activities; . Being under the influence of alcohol or any illegal drugs during the performance of service activities; . Failing to notify the program or host site of any criminal arrest or conviction that occurs during the term of service.
3.10.3 Disciplinary Protocol In general, for violating the above stated rules, the program will do the following (except in cases where during the term of service the member has been charged with or convicted of a violent felony, possession, sale or distribution of a controlled substance, or when the Program Director determines that the incident warrants more intensive action ):
Disciplinary Procedure
. For the member’s first offense: an appropriate program official (Site Supervisor or MPCA Community HealthCorps program staff), will issue and document a verbal warning to the member; . For the member’s second offense: an appropriate program official will issue a written warning and reprimand to the member; . For the member’s third offense: the MPCA Community HealthCorps Program Director may suspend the member for one or more days without compensation. During this time, the member will not receive credit for any service hours missed; . For the member’s fourth offense: the MPCA Community HealthCorps Program Director may elect to release the member for cause (termination);
34 | P a g e Suspension/Release from Service
The MPCA Community HealthCorps program will immediately suspend or release for cause a member who has committed certain acts during the term of service including, but not limited to:
. Being charged with or convicted of a violent felony; . Possession, sale or distribution of a controlled substance; . Any other activity that is deemed serious enough to hinder the member’s continued service effectiveness.
If the disciplinary process has been initiated by the host site, MPCA Community HealthCorps staff must be notified within 24 hours of the incident leading to discipline.
Only the MPCA Community HealthCorps Program Director, or his duly appointed representative, is authorized to release a member from service for cause (termination).
The member may be release from service for the following reasons:
. For cause, as explained above; or . For compelling personal circumstances as defined below; or . For participating in any of the stated prohibited activities as listed in this Handbook.
Release for Cause
The program will release the member for cause for the following reasons:
. The member has dropped out of the program without obtaining a release for compelling personal circumstances from the appropriate program official . During the term of service the member has been convicted of a violent felony or the sale or distribution of a controlled substance; . The member has committed a fourth offense in accordance with the Disciplinary Protocol; . Any other serious breach, that in the judgment of the MPCA Community HealthCorps Program Director would hinder the remainder of the member’s term of service, and undermine the effectiveness of the program.
35 | P a g e Release for Compelling Personal Circumstances
The program may release the member from the term of service for compelling personal circumstances if the member demonstrates that:
. The member has a disability or serious illness that makes completing their term impossible; . There is a serious injury, illness, or death of a family member which makes completing the term unreasonably difficult or impossible for the member; . The member has military service obligations; . The member has accepted an opportunity to make the transition from welfare to work; . Some other unforeseeable circumstance beyond the member’s control that makes it impossible or unreasonably difficult for the member to complete the term of service, such as a natural disaster, a strike, relocation of a spouse, or the non-renewal or premature closing of a project or program.
Suspension of Service
The program may temporarily suspend the member for the following reasons:
. During the term, the member has been charged with a violent felony or the sale or distribution of a controlled substance. If the member is found not guilty, or the charge is dismissed, the member may resume his/her term of service. However, the member will not receive back stipend amounts or credit for the service hours missed; . The program may suspend a member’s term of service for violating the Code of Conduct provisions in accordance with the rules set forth in this handbook; . The program may also suspend a member if they fail to make regular and acceptable progress towards the completion of program requirements, including the required hours of service within a 12-month period. Regular and acceptable are defined as “remaining within 10% of the weekly hours needed to successfully complete the service requirement.”
Program staff will notify any member that is approaching the 10% mark. In the event that a member exceeds the 10% requirement, they will be temporarily suspended without program benefits until they have developed a written plan of action demonstrating their ability and commitment to returning to active service and successfully completing the required hours.
The member will have 15 days, including the date of suspension, to develop the plan and meet with program staff to discuss their return to active service. If upon the 36 | P a g e return to service the member fails to consistently make regular and acceptable progress toward completion of their service hours, they may be subject to permanent release from the program.
If a member discontinues his or her term of service for any reason other than a release for compelling personal circumstances as described above, the member will cease to receive program benefits, and will not receive any portion of the Eli Segal Education Award or interest payments on loans placed in forbearance.
3.11 Dress Code All members will be provided with at least one AmeriCorps t-shirt, a button, and a lapel pin. All members are to wear an AmeriCorps pin or button each day they are serving at their site so they are clearly identifiable to staff and clientele as an AmeriCorps member. Each member should discuss the appropriate mode of dress with their Site Supervisor. Above all, members should appear well-groomed, clean, and appropriately clothed in keeping with the environment.
Clothing worn should fit properly as so not to be too tight, too baggy, too revealing, etc. Shirts cannot be low cut in the front or back or be sheer/see through. Shorts cannot rise above the mid-thigh. Miniskirts are not to be worn. Members are expected to be cognizant of local gang attire and avoid dressing in any manner indicative of gang lifestyle.
In general, members should remember that they represent not only their health center site, but also Michigan Primary Care Association, the Michigan Community Service Commission, and the Corporation for National & Community Service.
3.11.1 Personal Appearance Members are expected to be well-groomed at all times. Specific issues of personal appearance affecting a member’s service should be discussed and resolved in a considerate and respectful manner with the assigned Site Supervisor.
3.12 Communication Tools
3.12.1 Telephone Usage While in the Community Health Center or while serving at any site, all cell phones, pagers, etc., are to be turned off or set to a silent signal option. Personal calls are to be made and received only at designated break/lunch periods, whether they are via a cell phone or an on-site phone. Only phone calls directly related to site/program business should be made during non-break periods.
37 | P a g e 3.12.2 Email/Internet/Social Media Each AmeriCorps member will be assigned an e-mail address by their Host Site. Please ensure that they use this address for only AmeriCorps and site-related activities. Other e-mail, internet, and social media policies should be addressed by the Site Supervisor.
AmeriCorps members are prohibited from accessing sites containing sexual, violent, and/or profane materials at any time using health center equipment or personal equipment while acting as a representative of their site, MPCA Community HealthCorps, AmeriCorps, the Michigan Primary Care Association, the Corporation for National and Community Service, or the Michigan Community Service Commission.
AmeriCorps members are prohibited from commenting on social media and other internets sites as an agent representing the Michigan Primary Care Organization, their host site, the Michigan Community Service Commission, the AmeriCorps program, or the Corporation of Community and National Service without appropriate authorization.
AmeriCorps members are prohibited from inappropriately or negatively commenting on social media and Internet sites during service hours and/or while representing themselves as agents of the Michigan Primary Care Association, MPCA Community HealthCorps, the Michigan Community Service Commission, AmeriCorps, the Corporation for National and Community Service, the host site, and any partner or collaborative sites associated with any of the above organizations. This policy is intended as a supplement guideline to the social media policies of the Corporation for National and Community Service, the Michigan Community Service Commission, the Michigan Primary Care Association, and the member service site. Members are responsible to abide by the social media polices of the above organizations, once they have been duly informed of their responsibilities associated with the aforementioned policies.
3.13 Prohibitions There are certain activities – including lobbying, political, religious, or advocacy activities – that AmeriCorps members and staff may not perform in the course of their duties, while charging time to the AmeriCorps program, or at the request of program staff.
Furthermore, members and staff may not engage in any conduct in a manner that would associate the MPCA Community HealthCorps Program, Michigan Primary Care Association, Michigan Community Service Commission, or the Corporation of National & Community Service (CNCS) with the prohibited activities.
Both Site Supervisors and AmeriCorps members must become familiar the following list of Prohibited Activities:
38 | P a g e 3.13.1 Non-Displacement Prohibitions Members may not serve beyond the scope of the program requirements, as defined, nor may members serve or perform duties that:
1. Displace an employee, volunteer, or other position; 2. Prohibit employee promotion; 3. Displace employee services, duties, or activities; 4. Supplant the hiring of employees; 5. Perform services, duties, or activities to which an individual has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures.
3.13.2 Non-Displacement Prohibitions A Community HealthCorps member may not serve in any program or project that requires services or duties that have been performed by or were assigned to any:
1. Current employee or volunteer; 2. Recently discharged employee or volunteer; 3. Employee who is subject to a reduction in force, or who has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures; 4. Employee who is on leave (terminal, temporary, vacation, emergency, or sick); or 5. An employee who is on strike or is being locked out.
3.13.3 Prohibited Activities The Corporation for National and Community Service, as required by Congress, prohibits AmeriCorps members from engaging in certain activities during their service, training, or fundraising hours. While individuals may exercise their rights as private citizens, and may engage in the following activities on their own initiative, they are not allowed to do so while serving during AmeriCorps time and under the requirements of federal funding. In addition, AmeriCorps gear and logos should not be worn during such private activities.
The Prohibited Activities are also outlined in the Memorandum of Understanding and Member Agreement.
The following is the list of Prohibited Activities outlined in regulation 45 CFR 2520.65:
. Attempting to influence legislation; . Organizing or engaging in protests, petitions, boycotts, or strikes; . Assisting, promoting, or deterring union organizing; . Impairing existing contracts for services or collective bargaining agreements;
39 | P a g e . Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; . Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; . Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; . Providing a direct benefit to-
o A business organized for profit; o A labor union; o A partisan political organization; o A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and o An organization engaged in the religious activities described in paragraph (g) of this section, unless Corporation assistance is not used to support those religious activities; o Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; and o Providing abortion services or referrals for receipt of such services.
40 | P a g e SECTION 4 PROGRAM ADMINISTRATION John A. Taylor, Program Director [email protected] 517-381-8000 x 1464 517-325-3864 Cell 517-381-8008 Fax
Kevin McGhee, Program Specialist [email protected] 517-381-8000 x 1467
Kim Sibilsky, CEO Michigan Primary Care Association
Rebecca Cienki, MPH, COO Michigan Primary Care Association
Matthew Herwaldt, CMA, Controller Michigan Primary Care Association
Nancy Sting, MSA, Human Resources Generalist Michigan Primary Care Association
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