Resources for Current Grantees

All Indiana AmeriCorps*State programs are governed by federal laws, state laws, the program grant agreement, CNCS regulations, and the state handbook.

The Indiana AmeriCorps*State Grant Program Handbook has been specifically designed as a guide for those who administer Indiana AmeriCorps*State programs. This handbook will assist in detailing the process for monitoring, supporting, and evaluating programs and, above all, for working collaboratively to make the AmeriCorps*State programs in Indiana successful.

Please note that the information contained in this handbook does not include all the legal requirements of an AmeriCorps grant. Program Directors or individuals with particular legal questions should consult the regulations, laws and governing documents listed in the law and regulation section in this handbook.

It is important that sub-grantees become familiar with all the information contained in this handbook. The program handbook will be revised as needed. It is the responsibility of each Program Director to stay up-to-date and abide by all changes to policies and procedures.

Indiana AmeriCorps*State Program Handbook (updated September 2024)

Forms

The following forms are provided online for use by current Indiana AmeriCorps*State program directors. The instructions and guidelines for the forms listed below are in the program handbook. All of these forms (*except the one noted) can be edited by program directors to fit each individual program, however, each form must adhere to legal requirements, the grant agreement, AmeriCorps regulations and provisions.

Current Program Directors may find all up to date resources on Basecamp. Please email info@serveindiana.gov for access.

The following NSCHC forms are required to be used by all programs. Each member/staff must have these completed documents kept in their NSCHC files.
*Criminal History Check Consent Form (for members & staff)
*Criminal History Check Checklist (for member & staff)
*Criminal History Check - under 18 memo
*Criminal History Check- Verification Form
*Criminal History Check-Fieldprint not cleared memo

Financial Management Getting Started Checklist
In-Kind Contributions
Match Waiver Request: please submit to info@serveindiana.gov
*Request for Funds (this form cannot be changed)
Signatory Authority Form
Time Distribution Report (monthly)
Bi-Weekly Time Sheet (to adapt and use with member)

Member File Checklist (for member files)
Exit Form (to be completed by Program Director & Member)
Residency History (for applicants)
Verification of Eligibility (for members)
Health and Childcare Benefit Form (for members)
Photography and Publicity Release (for members)

Guides and Resources

These handouts, power point presentations, and guides are provided as resources to aid in the development of new programs.  They can also be used by current programs to help streamline existing programs.

For Programs:

NSCHC FAQs (updated 1.31.23)
Using Truescreen & Fieldprint (updated 11.1.21)
For current information and resources on the NSCHC process please visit: https://americorps.gov/grantees-sponsors/history-check

Creating an eGrants Account
Evaluation Resources
Pre-Recorded Training: ASN Evaluation Requirements
ASN Evaluation FAQs
ASN Evaluation Plan Template
Evaluation Plan Language
Fixed Amount Grant Guide
Checklist for New AmeriCorps Programs and Program Staff (updated 2018)
Program Start Up Guide
Member Enrollment Flow Chart
Creating a Service Opportunity Listing in eGrants
AmeriCorps Lingo
Inclusion Resources
Recruitment Guide
Stages of Group Development
Allowable and Prohibited Activity Exercise
Answer Sheet
Writing Great Stories PowerPoint (Make sure you actually play to the slide show to make it interactive)
Indiana Specific AmeriCorps Facts and Statistics
Marketing Best Practices
AmeriCorps Media Guide
AmeriCorps Logo Guide

For Members:

Childcare Benefits
How Members Can Use Their Education Award
Money Saving Tips -A list of ways to help members live on the AmeriCorps living allowance (developed by Indiana Campus Compact)
Marketable Skills Gained through Service Ways for members to market their AmeriCorps experience after their term of service (developed by Indiana Campus Compact)
College Cost Reduction and Access Act - Member Loan Forgiveness

Training

Trainings will be announced to our grantees via email and posted on Boardable.  Attendance of some training is required; notice of mandatory attendance will be indicated. Below are a list of trainings that are available through the AmeriCorps Litmos Learning Management System. Follow the steps listed in the Litmos Getting Started Guide to create an account and then complete the items below. To find the trainings click on 'content library' on the left hand side bar.

• Required annually
  • National Service Criminal History Check (NSCHC) eCourse. This must be completed by all staff who will oversee their Program's NSCHC process. When this is completed, please email the certificate of completion to info@serveindiana.gov.

• Required of new-to-Serve Indiana grantees prior to award
  • Key Concepts of Financial and Grants Management eCourse. The grant’s Authorized Representative and Program Director must complete the course, along with any other staff who will have primary responsibility for program management and/or financial management. When this is completed, please email the certificate of completion to info@serveindiana.gov.
    • This tutorial covers the main elements of grants financial management and administration for AmeriCorps-grant recipients. Topics include federal and AmeriCorps regulations, written policies and procedures, internal controls, financial management systems, managing cash, budget controls, documentation, time and activity reporting, matching requirements, and financial reporting. Grant recipients are encouraged (and, in some cases, required) to enhance their financial management skills in this user-friendly, online environment by accessing regulatory and procedural content related to their particular grant program(s).

• Required Training: Evaluation -All Courses and Performance Measure Core Curriculum. This is required during the Planning Grant process.

Useful Websites

AmeriCorps.gov
National Service Criminal History Check Resources
Manage AmeriCorps State & National Grants
eGrants
National Service Inclusion Project
AmeriCorps Week
AmeriCorps Alums 

FAQ's

Do AmeriCorps regulations apply to our program?

AmeriCorps provides the foundation, oversight, and funding for the AmeriCorps* State program. All programs are responsible for complying with their regulations. If you believe something Serve Indiana says conflicts with AmeriCorps rules, please contact us immediately so we can clear up any confusion.

What are some common mistakes programs make?

Background/Sex Offender Checks
Sometimes programs do not complete the background and sex offender checks correctly and/or in a timely manner. This can be a costly mistake. To avoid this situation, make sure you read through all of the materials on the AmeriCorps website and remain mindful of the deadlines for correctly completing these tasks. If you are unsure of how the process will turn out, try to complete these items ASAP to allow time for corrections and assistance.

Incomplete Files
A program's files for each member will be closely evaluated for compliance. Pay attention to file requirements and make sure each member's file contains all the necessary forms. Make sure the forms are filled out correctly. Pay special attention to signatures and dates. For example, if a sex offender check does not include the date it was performed, then it is effectively useless and will not consider compliant. Remember: document, document, document. Write down when the compliance item was completed, who completed it, and keep that information in the file. The best approach is to develop a system for checks and balances in your filing system and review the files occasionally for compliance.

Prohibited Activities Not Clearly Communicated
Members, staff, supervisors, and managers must clearly understand prohibited activities. Good communication and referring to the program director's handbook for tips is the best way to avoid problems.

Performance Measures That Measure the Wrong Things
Choosing an effective performance measure that is reasonable, but also inspires growth, can be difficult for some organizations. Take great care in selecting performance measures. Have you considered external factors that could inhibit your ability to deliver what you promise? If you need assistance, do not hesitate in contacting your Serve Indiana program manager. They are invested in your success and achievement.

I feel overwhelmed with the amount of regulations, policies, and information. What do I do?

This is normal.  There is a lot for a new program to learn. Setting aside time to read through all of the documents provided on this page and through AmeriCorps is an important step. If something is missed or not well understood it could cost you in the future. Make a plan for sorting through all of the information and break it up across a couple of days. Talk with other AmeriCorps programs that are well established and find out how they handle all of the data. One of the great aspects of the Indiana AmeriCorps* State program is the community, take advantage of the communities' knowledge.

What AmeriCorps or community events can I involve my members in?

These are the Days of Service recognized by the Points of Light Foundation. They are a great opportunity to coordinate with other AmeriCorps programs and connect your members to their AmeriCorps community.

• Martin Luther King Day (January)
• Good Deeds Day (April)
• National Volunteer Week (April)
• 9/11 Day of Service (September)
• Family Volunteer Day (November)
• Make a Difference Day

*Important Note

All of the forms, policies, guidelines, and regulations contained on this website are subject to change.

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