Title: RSVP Operational Handbook Date issued: July 2021 Date posted: July 15, 2021 Unique identifier: SC 003 Topic: Effective practices for RSVP grants management. Summary: This document provides ideas and suggestions for effective practices in operating and managing many aspects of RSVP grants. RSVP Operations Handbook Version: 2021.3 (July 2021) This page left intentionally blank. CHANGE LOG This table lists all changes made in the most recent revision of this document. See Appendix B.9 for a full list of changes since January 2017. Edits made in Version 2021.3 (July 2021) Change Chapter and Page Change Number Number This change is not • Update links throughout document. AmeriCorps and 1 related to a specific AmeriCorps Seniors resources are in the process of being chapter. transferred from NationalService.gov to AmeriCorps.gov. • 2 Appendix A Added Appendix A. 19 Respite Survey • Added Appendix A. 20 Independent Living Survey 3 Appendix A.1: • Removed link to AmeriCorps Seniors Guidance on Leave as Guidance on a Form of Volunteer Recognition. Recognition Costs • Added AmeriCorps Seniors Guidance on Leave as a Form of Volunteer Recognition as Appendix C.14. Version 2021.3 i TABLE OF CONTENTS CHANGE LOG .......................................................................................................................................................................... I TABLE OF CONTENTS ............................................................................................................................................................. I PREFACE ............................................................................................................................................................................... III 1 INTRODUCTION AND OVERVIEW .................................................................................................................................. 1 1.1 PURPOSE OF HANDBOOK ........................................................................................................................................... 1 1.2 HANDBOOK DESIGN ................................................................................................................................................... 1 1.3 AMERICORPS OVERVIEW ........................................................................................................................................... 1 1.4 RESOURCES OF AMERICORPS .................................................................................................................................... 6 2 PROJECT OPERATIONS................................................................................................................................................. 14 2.1 ELIGIBILITY, AWARDS, AND SPONSORSHIP .............................................................................................................. 14 2.2 SPONSOR RESPONSIBILITIES .................................................................................................................................... 14 2.3 SPECIAL LIMITATIONS INCLUDING PROHIBITED ACTIVITIES .................................................................................... 17 2.4 EFFECTIVE PRACTICES IN PROJECT OPERATIONS .................................................................................................................. 20 3 PERFORMANCE MEASUREMENT AND EVIDENCE-BASED PROGRAMMING .............................................................. 21 3.1 AMERICORPS PERFORMANCE MEASUREMENT INITIATIVE ..................................................................................... 21 3.2 EVIDENCE BASED PROGRAMMING .......................................................................................................................... 24 4 COMMUNITY PARTICIPATION ..................................................................................................................................... 27 4.1 LOCAL OWNERSHIP .................................................................................................................................................. 27 4.2 AMERICORPS SENIORS RSVP ADVISORY COUNCIL ................................................................................................... 27 4.3 EFFECTIVE PRACTICES FOR SECURING AND MAINTAINING AN ADVISORY COUNCIL ............................................... 29 5 PROJECT STAFF ............................................................................................................................................................ 31 5.1 GENERAL PROVISIONS ............................................................................................................................................. 31 5.2 STRUCTURE .............................................................................................................................................................. 31 5.3 PERSONNEL POLICIES FOR PROJECT STAFF .............................................................................................................. 32 5.4 PROJECT STAFF ROLES.............................................................................................................................................. 33 6 VOLUNTEER STATIONS ................................................................................................................................................ 37 6.1 INTRODUCTION........................................................................................................................................................ 37 6.2 VOLUNTEER STATION ROLES AND RESPONSIBILITIES .............................................................................................. 39 6.3 PREPARATION OF THE MEMORANDUM OF UNDERSTANDING ............................................................................... 40 6.4 EFFECTIVE PRACTICES FOR MANAGING VOLUNTEER STATIONS .............................................................................................. 42 7 AMERICORPS SENIORS VOLUNTEER ASSIGNMENTS .................................................................................................. 44 7.1 CRITERIA FOR VOLUNTEER ASSIGNMENTS .............................................................................................................. 44 7.2 SELECTION OF ASSIGNMENTS .................................................................................................................................. 45 7.3 ASSIGNMENTS TO PROMOTE VOLUNTEER LEADERSHIP ......................................................................................... 47 7.4 TERMINATION OF ASSIGNMENTS ............................................................................................................................ 48 7.5 EFFECTIVE PRACTICES IN AMERICORPS SENIORS VOLUNTEER ASSIGNMENTS............................................................................. 48 8 VOLUNTEERS IN THE AMERICORPS SENIORS RSVP PROGRAM ................................................................................. 50 Version 2021.3 i 8.1 ELIGIBILITY TO BE ENROLLED ................................................................................................................................... 50 8.2 RECRUITMENT OF AMERICORPS SENIORS VOLUNTEERS IN RSVP ........................................................................... 50 8.3 SELECTION OF VOLUNTEERS IN THE AMERICORPS SENIORS RSVP PROGRAM ........................................................ 54 8.4 ENROLLMENT OF AMERICORPS SENIORS VOLUNTEERS .......................................................................................... 54 8.5 ORIENTATION AND TRAINING OF AMERICORPS SENIORS VOLUNTEERS IN THE RSVP PROGRAM .......................... 55 8.6 PLACEMENT OF VOLUNTEERS IN THE AMERICORPS SENIORS RSVP PROGRAM ...................................................... 58 8.7 VOLUNTEER INACTIVITY AND SEPARATION ............................................................................................................. 58 8.8 EFFECTIVE PRACTICES IN MANAGING AMERICORPS SENIORS VOLUNTEERS IN THE RSVP PROGRAM ............................................. 59 9 AMERICORPS SENIORS VOLUNTEER COST REIMBURSEMENTS ................................................................................. 61 9.1 ADMINISTRATION OF COST REIMBURSEMENTS ...................................................................................................... 61 9.2 VOLUNTEER COST REIMBURSEMENTS DETAILED .................................................................................................... 61 9.3 LEGAL REPRESENTATION ......................................................................................................................................... 66 10 GRANTS MANAGEMENT.............................................................................................................................................. 67 10.1 INTRODUCTION TO GRANTS MANAGEMENT........................................................................................................... 67 10.2 ROLE OF THE AMERICORPS OFFICE OF GRANT ADMINITRATION ............................................................................ 70 10.3 BUDGET MANAGEMENT .......................................................................................................................................... 71 10.4 GRANT AMENDMENTS AND REBUDGETING ............................................................................................................ 75 10.5 ACCESSING GRANT FUNDS AND MANAGING ADVANCES