Due to the Coronavirus Disease (COVID-19), the TRIAD AmeriCorps program is instituting a temporary teleservice policy to support continued service of our AmeriCorps members and continued support to our community(ies). Any teleservice that is approved, whether its focus on service or training, must go through the below procedures and continue to support AmeriCorps’ Guiding Principles of: 1) Getting Things Done; 2) Strengthening Communities; and/or 3) Participant Development and Member Experience. Additionally all approved teleservice activities must not be prohibited or unallowable member service, training and/or fundraising activities and must be in alignment with Federal rules and regulations.
Prior to any AmeriCorps member receiving hours for teleservice, the TRIAD AmeriCorps program must have written approval of this policy and procedure from the (State Commission or CNCS, as applicable). Since this is currently a fluid situation, any significant change to this policy and procedure will have written approval prior to instituting those changes. In accordance with all AmeriCorps rules, regulations and grant terms and conditions, AmeriCorps members participating in teleservice activities will have appropriate supervision as noted in the alternative service plan which will allow for the verification of hours claimed by the members.
Section 1:
The following new policies are in place during teleservice:
1. Communication:
• Respond to emails, phone calls, texts and other forms of communication during virtual ‘work hours’ in a timely manner (within 24 hours).
• Groupme chat: sign-up for and use group chat for updates, discussions, and updates.
• Review your original contract for disciplinary actions.
2. Virtual Service Activities:
• Complete pre-approved virtual service activities and submit weekly reports.
• Online Reporting system: https://ids.rocks/triad/americorps-lesson-plan/
i. Use the online form to submit lesson plans and other research and other service reporting activities
ii. If you have additional attachments, email it to your site supervisors (Scott Mullins-Hattiesburg and Tyler Johnson-Gulfcoast): outside hours verification, activity sheets, pictures, training certification/completion verification, etc..
• Weekly assignments due by Sunday 12:00pm
i. This does not include any pre-approved outside hours (see chart)
• No service hours will be credited if lesson plans/activities or other verifications are not submitted each week.
• “Special’ weekly assignments (mandatory) and updates will be emailed by Monday mornings.
• Minimum lesson plan or research submissions:
i. Fulltime members: complete 3 or more each week (30-40 hours a week)
ii. Halftime members: complete 2 or more each week (15-20 hours a week)
iii. Minimum-time: complete 1 or more each week (10-15 hours a week)
3. Timesheet:
• Complete WEEKLY timesheets on America Learns: due by Monday at 5pm on the following week.
• For those who receive assistance from staff members will continue receiving one-on-one assistance.
• Two new categories: (1) Service: Teleservice (due to Covid-19) and (2) Member Training: Teleservice (due to Covid-19)
4. Meetings:
• Weekly Zoom meetings Fridays @ 10am (mandatory): Participate in weekly meetings unless you received prior approval (email confirmation of approval).
• Participate in one-on-one meetings and check-ins as assigned by TRIAD staff.
5. Trainings:
• Participate in group or individualized trainings sponsored by TRIAD or IDS.
• Get prior approval for any virtual or in-person training that is not sponsored by TRIAD or IDS.
• All members will be held to the 20 maximum in training hours.
• Please review your America Learns service and training percentages each week.
• TRIAD staff will notify members if their training hours are close to meeting the 20 maximum training hours.
6. Other Policy Changes:
• Policies are subject to change.
• Policies changes and other updates will be provided as IDS, The University of Southern Mississippi, and State and Federal policies are updated.
Section 2:
The following policies remain during teleservice:
1. Leave Request/time off policies:
• You must request leave/time-off by emailing your supervisor (Scott Mullins-Hattiesburg and Tyler Johnson-Gulf Coast)
• If you’re sick and unable to complete any tasks, notify your supervisor through email.
2. Supervision Policies:
• You are expected to respond to all forms of communication in a timely manner as if you at IDS and other service sites.
• Respond to all communication in a timely manner (within 24 hours)
• Meet all deadlines as assigned.
• Complete reporting by due dates.
• Follow all policies documented in your contract.
3. Exiting from the program:
• Contact TRIAD staff immediately if you are unable to continue as an AmeriCorps member (regardless of the circumstances).
• Complete required paperwork to exit from the program as stated in your contract.
Section 3:
Teleservice Requirements:
1. Member and supervisor communication expectations:
• Respond to emails, phone calls, texts and other forms of communication during virtual ‘work hours’ in a timely manner. (within 24 hours)
• Sign-up for and use TRIAD Groupme chat for updates and group discussions.
• Participate in weekly Zoom/telephone conference meetings. (includes both group and individualized meetings)
2. Submission of evidence for verification and validation of hours:
• Submit weekly lesson plans/curriculum through online reporting system.
• Request prior approval from TRIAD staff on ‘outside hours’ not provided by staff.
• This includes any trainings, physically volunteering for individuals, groups, or nonprofits.
• Submit by email any pictures, outside hours log, or email confirmation from volunteer group/nonprofit lead, or other documents for verification.
• Submit videos on our IDS YouTube link.
• If no submissions are made within the deadline, your hours will not be approved for that week.
• Please review Sections 1-2.
Section 4:
Service Activities Chart
Service Category: Health Education
1. Research all Apple and Android apps for health
• Apps that are good for youth and young adults with disabilities
• Example: find those that remind you to take your medication or help prepare you for a doctor’s visit
• download each free app and review/test it by using it and seeing what you think
• **use the lesson plan form to write a description of the apps and it’s function
2. Virtual exercise classes
• practice what you preach mentality – just like when we went for morning walks at IDS
• you can have Zoom or facetime with other members, friends, family and do exercises together
• review free online exercise or workout plans, Youtube workouts, or other online workout systems
• **use the lesson plan form or make a video: title, website or Youtube information, write a description of the apps and how it works
3. Health Education Research topics:
• Disaster preparedness (list different disasters and what we should do to prepare)
• Disaster preparedness kits
• Research games/activities related to disaster prep
• Colds: symptoms and remedies
• List of do’s & don’ts
• Allergies: symptoms and remedies
• Recycling at home
• Allowable recycling items
• Why recycling is important
• How to make hand sanitizers
• **use the lesson plan form: title, website or Youtube information, write a description and steps
4. Videos/Skits/games: use innovative methods
• Video yourself providing the training or ‘how to’ videos
• making hand sanitizers
• how to wash hands
• How to organize and clean your room (keep dust mites away)
• Create YouTube videos, funny commercials, etc..
• Develop ‘skits’ for the team members (delivering the health education lesson plans or “how to’s”)
• Develop ‘games’ to teach the lessons
• Develop other hands-on activities (art, using recyclable materials to make items/models, etc..)
5. Fit 5 Exercise and Body Weekly Training: Lets practice what we preach!
Schedule Example:
• Monday: Fit Level 1 Cards (3 sets) – up to 1 hour
• Tuesday: Walk for 30 minutes
• Wednesday: Rest Day
• Thursday: Fit Level 1 Cards (3 sets) – up to 1 hour
• Friday: Fit Level 1 balance (3 sets) & Walk for 20 minutes– up to 1.5 hours
• Saturday: Dance to music for 30 minutes
• Sunday: Rest Day
Service Category: Teleservice (due to Covid-19)
1. work on sharing your stories and review these options to determine possible use and then complete the worksheets/forms
• Marshall Ganz’s Public Narrative worksheet, which is the source of most of the quotes in this chapter.
• Public Narrative participant guide, adapted from the work of Marshall Ganz.
• Marshall Ganz Q&A on the Working Narratives blog.
• Global Health Leadership Program, Public Narrative coach training manual, adapted from the work of Marshall Ganz.
• Camp Obama in Burbank, California has videos of campaign volunteers’ stories of self, us, and now.
• James Croft gave a five-minute speech on bullying and LGBTQ suicide that has a “self, us, now” framework.
• Tom Hanks wrote an op-ed supporting a bill to fund community colleges that tells stories of self, us, and now
2. Share Personal Stories
• Weekly journals: write daily activities, coping with COVID-19 epidemic, dealing with stress, any success stories, experiences, lessons learned, stressors, etc…
• Share ideas/tips: coping with stress, research ideas, communication skills, service activity ideas, ‘new’ news, etc..
3. Volunteer Online: https://www.dosomething.org/us/articles/9-places-to-volunteer-online-and-make-a-real-impact (These aren’t the easiest, but I do think a couple hours here and there could work for some members and college student members)
• United Nations Volunteers – UNV connects you with organizations working for peace and development in need of skills like research, writing, art, and design.
• Catchafire – online volunteer search tool – find different opportunities available like helping other non-profit organizations
• Smithsonian Digital Volunteers – transcribe (re-type what you read from physical copies) historical documents or edit Wikipedia articles
• Amnesty Decoders – research into global human rights violations
• Translators Without Borders – Only for those able to speak more than one language
• Crisis Text Line – online training provided to assist with life crisis 4 hrs a week
• Zooniverse – people-powered research, ex: transcribing Shakespearean text, identifying endangered animals, classifying galaxy systems
• Project Gutenberg – transcribe books into a digital form
• DoSomething.org – volunteer to advocate for social change in the world
4. Review apps that can assist with training – whether on-line or in-person – make a listing and then download the free ones and review them by actually using them and provide your feedback
FOR EXAMPLE – here are 3 apps that we would like to learn more about . . . HP Reveal, Vimeo and SoundCloud.
5. Informative Presentations –
• Create a presentation on any topic you’re interested in including Research a career/college of your choosing
• You can create visuals with a Q&A session.
• Present it during one of our Zoom meetings.
6. Timesheets (America Learns)
• Due on a weekly basis but can be completed daily
• Please count the hours you spend on completing your timesheet.
• Please let us know if you need any assistance.
7. Other Service:
• Volunteering with local nonprofits, government agencies, educational institutions, etc..
• Assisting the elderlies
Member Training Category: Teleservice (due to Covid-19)
1. Coronavirus On-Line Training – https://learn.specialolympics.org/ – do this and take test for certificate
2. Professional Development (including Life after AmeriCorps)
• Resume
• Research and attend online job fairs
• Research/attend online job training, career training, webinars, watch videos, etc..
3. AmeriCorps trainings:
• We will provide training as needed (information will be provided prior to the training.
• This may include-“How to use apps”, make videos and other technology tools.