Policy – TCN/AmeriCorps: Enrolling Members

New AmeriCorps Enrollment Procedures effective April 29, 2021 – Updated to be consistent with the NSCHC New Rule. Please see the Step by Step Member Enrollment Process document in this Manual.

An individual is officially an AmeriCorps member on the start date recorded in e Grants. Prior to this start date, individuals should not accrue any service hours.

The AmeriCorps Agency expects member enrollments to be recorded in the My AmeriCorps Portal no later than eight (8) days after the start date of the member. Compliance with this requirement will be assessed through Grantee Progress Reports and other monitoring actions. Individuals who are not fully enrolled in the My AmeriCorps Portal are not AmeriCorps members.

Begin the member enrollment process as soon as possible after grant notification. This includes taking proactive steps to plan for member recruitment, citizenship verification, and the 3-part National Service Criminal History Check processes well in advance of your expected member start dates.

The member’s start of service date indicated on the Member Service Agreement/Contract should agree with the value entered into the My AmeriCorps Portal.

Programs must verify that individuals are eligible to serve based on the requirements specified in 45 CFR Chapter XXV. The system is set up so that:

  1. An individual may not start service until AmeriCorps has automatically or manually verified an individual’s Social Security Number and citizenship eligibility.
  2. An individual may not start service until the program has conducted and adjudicated the results of the National Service Criminal History Checks (NSCHCs) required for that individual and has entered and certified the date of this action in the My AmeriCorps Portal.
  3. After the completion of steps 1 and 2, above, programs must enter the members’ start date, assignment, and term of service to complete the member enrollment in the National Service Trust through the My AmeriCorps Portal. This action should be taken no more than eight (8) days after the individual starts their term of service.

Member’s Right to Appeal Ineligibility

Any member deemed ineligible because their Social Security Number or citizenship could not be verified has an absolute right to appeal to AmeriCorps. See Requesting Administrative Review below.

Start Date Changes

Although changes to an individual’s start date after the eight-day enrollment window will negatively impact a program’s compliance with the eight-day enrollment requirement, program staff are permitted to make such changes if (1) the revised start date is after the date the required NSCHCs for that individual were completed and adjudicated, and (2) the revised start date is on or after the date the individual’s Social Security Number and citizenship were automatically or manually verified. Any changes outside of these
parameters require AmeriCorps review and approval through the Administrative Review process.

AmeriCorps will consider changes in member start dates if:

  1. The member or program can document a failure of AmeriCorps’ technology platform that prevented timely Social Security Number or citizenship verification; or
  2. The member or program can demonstrate other circumstances that prevented timely Social Security Number or citizenship verification, such as a legal name change or natural disaster

AmeriCorps will not consider changes in member start dates based on failure of a program to complete and adjudicate the required NSCHCs in a compliant and timely fashion. All grantees must comply with the requirement to complete and adjudicate NSCHCs prior to the member start date and are expected to certify this compliance in the My AmeriCorps Portal within eight (8) days of the member start date.

Requesting an Administrative Review of a Member’s Enrollment or to Appeal SSN or Citizenship Ineligibility: Grantees and AmeriCorps members have 30 days—from either 1) the date the enrollment action was completed, or 2) the date eligibility to enroll was denied by AmeriCorps—to request an Administrative Review to modify an enrollment record. AmeriCorps members or Subgrantees must submit the request for Administrative Review through the grantee organization (The Corps Network). Grantees must request the Administrative Review in writing by emailing ASNAdministrativeReview@cns.gov. The request for an
Administrative Review must include all information and supporting documentation needed for AmeriCorps to make a decision on changing the start date or reconsidering eligibility. At a minimum the information must include:

  1. Member Name
  2. NSPID
  3. Grantee Organization
  4. Program Name
  5. Program Code
  6. Program Year
  7. Desired Modifications(s) (e.g., enrollment start date, SSN or Citizenship Status)
  8. Justification for Making the Requested Change(s)
  9. Requestor’s Contact Information

AmeriCorps will consider requests submitted and provide a written determination as to whether changes can be made. If an Administrative Review Request requires the submission of Personally Identifiable Information (PII), please contact the AmeriCorps Hotline and request a Secure File Transfer Link to transmit PII separately. Responses from AmeriCorps will come to The Corps Network and we will pass it along to the Subgrantee.

All Subgrantees are also required to post all Member Service Opportunities in the Portal. All members must be fully enrolled in the e Grants Portal within 8 calendar days of their start date. Therefore, members must complete their portion of the form as soon as possible to enable the Corps staff to complete their part, have the members verified as eligible, run all three Criminal History Checks (CHC), receive the results and submit the enrollment form on time.

Member Self-Enrollment

Per the Grant Terms and Conditions, the AmeriCorps Enrollment form must be completed online by all applicants. When inviting applicants to join, convey the urgency of their timely submission of their portion of the enrollment form in the My AmeriCorps Portal

Enrolling Members into the Correct Grant

Corps funded by more than one AmeriCorps Grant

  • Whether Corps are in more than one TCN grant or have multiple grants of their own they are responsible to ensure compliance with enrolling members into the correct grant.
  • Subgrantee/Corps should have a clear method of differentiating between multiple grants.
  • Subgrantee cannot recruit for one program and decide to move the member to a different program based on funding status or if they need to fill slots in another program. If the Subgrantee commits to filling slots for a specific grant, they must honor that commitment to the best of their ability. Not filling all granted slots is detrimental to TCN’s current and future grants. Corps recruitment strategies should be specific to each grant.
  • Subgrantee should have a clear written policy on enrollment procedures that include the process used to ensure members are invited to enroll into the correct grant.
    • Members must be aware of the grant program on their invitation and not enroll into a grant if the program name is not correct. In this instance they should not sign off on the Portal enrollment if it is not the correct program as by doing so, they certify that the information is true and accurate, which it is not. i.e. if the member was recruited for the TCN OYSI grant but the invitation says TCN EAP, they should not complete the enrollment process.
    • The enrollment form outlines possible penalties when an individual knowingly certifies false information.
  • The Member Service Agreement (MSA) signed by both the member and staff also must clearly state the name of the program and Operating Site/Grant ID in which they are enrolling – although this is generally signed after the member is enrolled into the Portal, always make sure the MSA is for the correct grant.

Volunteers

This is the perfect opportunity to utilize community volunteers and save valuable staff time. Train them on the enrollment/exit process and have then help the members enroll if needed. They can help with:

  • Reviewing the Guide to My AmeriCorps
  • Creating an Account
  • Completing their part of the Enrollment or Exit form

Check Eligibility Prior to Enrollment

For second term members, a program can confirm member eligibility by confirming their verified status for SSN and Citizenship in the My AmeriCorps platform.

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§2522.200 What are the eligibility requirements for an AmeriCorps participant?

(a) Eligibility. An AmeriCorps participant must—
(1)(i) Be at least 17 years of age at the commencement of service; or
(ii) Be an out-of-school youth 16 years of age at the commencement of service participating in a program described in §2522.110(b)(3) or (g);
(2)(i) Have a high school diploma or its equivalent; or
(ii) Not have dropped out of elementary or secondary school to enroll as an AmeriCorps participant and must agree to obtain a high school diploma or its equivalent prior to using the education award; or (iii) Obtain a waiver from the Corporation of the requirements in paragraphs (a)(2)(i) and (a)(2)(ii) of this section based on an independent evaluation secured by the program demonstrating that the individual is not capable of obtaining a high school diploma or its equivalent; or
(iv) Be enrolled in an institution of higher education on an ability to benefit basis and be considered eligible for funds under section 484 of the Higher Education Act of 1965 (20 U.S.C. 1091);
(3) Be a citizen, national, or lawful permanent resident alien of the United States;
(4) Satisfy the National Service Criminal History Check eligibility criteria pursuant to 45 CFR 2540.202.
(b) Written declaration regarding high school diploma sufficient for enrollment. For purposes of enrollment, if an individual provides a written declaration under penalty of law that he or she meets the requirements in paragraph (a) of this section relating to high school education, a program need not obtain additional documentation of that fact.
(c) Primary documentation of status as a U.S. citizen or national. The following are acceptable formsof certifying status as a U.S. citizen or national:

  1. A birth certificate showing that the individual was born in one of the 50 states, the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern Mariana Islands;
  2. A United States passport;
  3. A report of birth abroad of a U.S. Citizen (FS-240) issued by the State Department;
  4. A certificate of birth-foreign service (FS 545) issued by the State Department;
  5. A certification of report of birth (DS-1350) issued by the State Department;
  6. A certificate of naturalization (Form N-550 or N-570) issued by the Immigration and Naturalization Service; or
  7. A certificate of citizenship (Form N-560 or N-561) issued by the Immigration and Naturalization Service.

(d) Primary documentation of status as a lawful permanent resident alien of the United States. The following are acceptable forms of certifying status as a lawful permanent resident alien of the United States:

  1. Permanent Resident Card, INS Form I-551;
  2. Alien Registration Receipt Card, INS Form I-551;
  3. A passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence; or
  4. A Departure Record (INS Form I-94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence.

(e) Secondary documentation of citizenship or immigration status. If primary documentation is not available, the program must obtain written approval from the Corporation that other documentation is sufficient to demonstrate the individual’s status as a U.S. citizen, U.S. national, or lawful permanent resident alien. [64 FR 37413, July 12, 1999, as amended at 67 FR 45360, July 9, 2002; 77 FR 60931, Oct. 5, 2012]

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A consistent practice for documenting eligibility should:

  • Identify the specific original document reviewed.
  • Identify the eligibility criterion or criteria that the document confirms.
  • Include any identification number for the document reviewed.
  • Include the signature of the reviewer confirming the review and the date of the review

Birth certificates, driver’s licenses, and passports are examples of documents that confirm a member is old enough to serve. In some cases, the same document, such as a birth certificate issued by one of the states, can be used to confirm both age and citizenship.

B. 4. How does a grantee obtain approval for an alternative form of documentation of citizenship status?

The Corporation’s regulations at 45 CFR 2522.200 (c) and (d) include a list of documents that programs may consider to determine citizenship, lawful permanent resident alien, or national status. If a member wishes to use a document that is not on the list, the grantee must seek written approval from the Corporation to do so. The Office of Grants Management is responsible for determining grants compliance questions, including member eligibility issues.

B. 5. Is an individual granted asylum or refugee status eligible to serve in AmeriCorps?
No. In order to be eligible to serve as an AmeriCorps member, individuals must be citizens or lawful permanent residents with the appropriate documentation.

B. 6. Must an individual be a U.S. citizen, U.S. national, or lawful permanent resident alien at the time of enrollment in order to be eligible to participate in AmeriCorps?
Yes, an individual must be a U.S. citizen, U.S. national, or lawful permanent resident alien at the time of enrollment in order to become an AmeriCorps member. It is not sufficient that the individual’s application for citizenship status is pending at the time of enrollment. If a member’s lawful permanent resident alien status expires during the member’s term of service, you must obtain proof of renewal from the member.

B. 7. Is a Certificate of Indian Blood sufficient to establish citizenship for the purpose of eligibility to serve as an AmeriCorps member?
No. A Certificate of Indian Blood is not sufficient to establish U.S. citizenship for the purpose of eligibility to serve as an AmeriCorps member.

B. 8. Is it allowable to use an expired U.S. passport as one of the eligibility documents checked in member’s files?
Yes. Consistent with policy adopted by the Department of Homeland Security, Office of Citizenship and Immigration Services, a U.S. passport establishing citizenship status may be expired or unexpired.

B. 9. Does a hospital birth certificate suffice for acceptable eligibility documentation or does it have to be a state vital records birth certificate?
When the regulations refer to a birth certificate they refer to a legal document certified by and registered with a State’s office of vital statistics (often through local vital statistic branches). Although the official document that states the child’s name, place of birth, parents’ names, and so forth is often filled in at the hospital, it should not be confused with documents distributed by some hospitals that have no legal significance.

B. 10. May an AmeriCorps grantee use AmeriCorps grant funds to pay for copies of birth certificates for potential members?
Yes. Because the eligibility documentation requirements to be an AmeriCorps member arise from the program requirements, the cost is allocable and typically would be deemed necessary, reasonable, and allowable especially if members are low-income and purchasing a copy of a birth certificate is a barrier to participation.

B. 11. How does a grantee determine and document educational attainment eligibility for membership in AmeriCorps?
Programs may accept a self-certification from the potential member as proof of high school graduation. Applicants do not have to produce a high school diploma or an equivalency certificate nor are programs required to retain a copy of the high school diploma or other documents confirming education level, such as an official transcript. However, a self-certification must include the person’s signature, under penalty of law, specifically certifying that he or she has completed high school or its equivalent or will obtain a high school diploma. Additionally, the individual may not have dropped out of elementary or secondary school to enroll in the program. For individuals who are incapable of obtaining a high school diploma or its equivalent based on an individual education assessment, see FAQ B.14 and see also 42 U.S.C. §12591(a)(4).

B. 12. Are members required to acquire a high school diploma or equivalent by the time they want to use the education award or by the time they finish their term of service?
No. While an individual must meet the eligibility criteria in 42 U.S.C. §12591(a)(4) in order to serve in AmeriCorps State and National (which is generally met when the individual has, or agrees to obtain, a high school diploma or its equivalent), a high school diploma or its equivalent is no longer required in order to receive an Education Award from the National Service Trust. This was a statutory change made in 2009. Regulation 45 C.F.R. 2526.10(b) is no longer valid and will be removed from the CFR. A member must have completed a term of service certified by the program before an Education Award is available for use. See 42 U.S.C. §12602(a) and see
http://www.nationalservice.gov/programs/americorps/segal-americorps-education-award

B. 13. May a 16-year-old serve with a summer AmeriCorps program between his junior and senior years in high school?
No. The National and Community Service Act require that an AmeriCorps member be 17 years old
when the term of service begins. The statute provides an exception for 16-year-olds if the 16 year old
is an out-of-school youth and serving in an AmeriCorps youth corps program. An out-of-school youth
is a youth who has dropped out of high-school. The definition does not include someone on summer
break who is still enrolled in high school.
Reference: 42 U.S.C. 12591; 42 U.S.C. 12511(16); 45 CFR. § 2510.20; 45 CFR. § 2522.200(a)

B. 14. The AmeriCorps grant provisions state that in order for an individual who cannot meet the educational attainment requirements to serve as an AmeriCorps member, he or she must be “determined through an independent assessment conducted by the Program to be incapable of obtaining a high school diploma or its equivalent.” How is this independent assessment conducted?
It is up to the sub-grantee of a state commission or the National Direct parent organization to identify
the independent expert who will make the assessment. The expert(s) conducting the assessment
must have legitimate expertise to make a reliable and independent determination of why an
individual cannot get a high school diploma or a high school equivalency. Examples of such individuals
include education specialists, psychologists, and doctors. The expert’s independent assessment must
identify valid reason(s), such as a learning disability, that explains why the individual cannot obtain a
high school diploma or high school equivalency.

B. 15. How can an AmeriCorps program document that an applicant satisfies the member eligibility requirements related to educational attainment if the applicant has been homeschooled?
The AmeriCorps regulations (45 CFR § 2522.200) state that self-certification of high school diploma or its equivalent is sufficient. The program need not require any further documentation as long as the member certifies under penalty of law that he or she has a high school diploma or its equivalent, or agrees to obtain their high school diploma or otherwise meets the requirements of 42 U.S.C. §12591(a)(4).

B. 16. If an applicant for a position as an AmeriCorps member was adjudicated or held responsible as a juvenile offender of a criminal offense under a state law, but the state expunged the juvenile’s record so that it was as if it never happened, can the applicant mark “No” on an application which asks if the applicant has ever been adjudicated or held responsible as a juvenile offender of any criminal offense by a civilian court or by authorities?
If under state law, the expungement of the record means that it’s as if the offense never happened, and the applicant could under state law answer “No,” then the applicant may answer “No” on the AmeriCorps application.

B. 17. May an individual convicted of murder serve as an AmeriCorps member?
No. The Serve America Act amends the NCSA to prohibit an individual convicted of murder from serving as an AmeriCorps member or employment by a grant-funded program.

B. 18. May an AmeriCorps program choose only to enroll as members individuals with disabilities?
This is not a viable program design, as it would entail asking questions in the member selection process to determine whether or not applicants have a disability. Such questions are not permitted. Programs are allowed to ask all applicants what, if any, experience they have had serving or working with those with disabilities, and/or what, if any, training or experience they have in identifying and planning for the needs of the disabled or elderly. Even if the program uses these kinds of questions, they may find equally or better-qualified applicants who don’t necessarily have or disclose a disability. A program may also focus their recruiting on organizations that serve those with disabilities, state that the program will be working with a specific population and show persons with disabilities in their outreach materials.

Reference: 2003 Disability Inclusion Handbook include education specialists, psychologists, and doctors. The expert’s independent assessment must identify valid reason(s), such as a learning disability, that explains why the individual cannot obtain a high school diploma or high school equivalency.

Criminal History Checks

All members must undergo the 3-part check (NSOPW, state of service, state of residence if different, and FBI fingerprint). Refer to the National Service Criminal History Check Policy and other NSCHC docs in the Manual for full guidance. Members under 18 at time of enrollment are exempt from CHCs. If 18 when enrolling in subsequent terms, all checks are required.

  • For applicants looking to serve in a second term of service, if the break in service is greater than 180 days, a new NSCHC check will be required.

NSCHC e Course – One or two key staff who conduct AmeriCorps member checks for TCN grants must take the AmeriCorps National Service Criminal History Check (NSCHC) e Course annually and submit a copy of the Certificate of Completion (received after taking the brief test at the end of the course) upon completion of the e Course. Staff can always go into Litmos and print a copy of their last few certificates. AmeriCorps should send an email reminder annually and the e Course must be taken prior to the expiration date on the current certificate. The AmeriCorps Monitoring team will track all
certificates to ensure compliance. Non-compliance will affect TCN’s grants.

Consent – Members must give their consent to state and FBI checks in writing to be considered for participation in any AmeriCorps program. Please use TCN’s Consent Form and keep in member’s file.

NSOPW – this search must be completed to determine if an individual is eligible to serve i.e. results must be reviewed by Subgrantee staff before considering a member for service in AmeriCorps.* This nationwide search must be conducted with all states/territories confirmed as searched prior to enrolling a potential member. This must be kept in the member’s file. Compliant procedure is as follows:

  • If Subgrantee is conducting an online search through the NSOPW website and not using Truescreen, the results must be printed out with the search date recorded on the page (not handwritten) AND the documents signed/dated by staff to prove the results were reviewed before enrolling a potential member.
  • All hits must be signed or initialed and dated by staff along with a statement as to why the hit is not the individual applying.
  • If any states/territories are “not available” at time of nationwide search, it must be conducted again until all states/territories have been checked. All searches must be signed/dated by staff and in the member’s file. This will show that the new unavailable state was available during the first search. If all are available on the second search, just keep that dated, signed search. If the nationwide search cannot verify the unavailable state(s) then you may run a statewide search for that state in question

*On the 4/20/21 NSCHC webinar, AmeriCorps staff said that to save time Subgrantees may conduct the NSOPW, state and FBI checks at the same time. Remember, if the NSOPW renders the applicant ineligible to serve, the enrollment process must stop, and the member will not be enrolled. If running all three checks at the same time and the applicant is not eligible, none of the checks are allowable expenses for the grant.

State(s) and FBI Checks must be completed through Truescreen, Fieldprint or state repository (results received/reviewed and adjudicated) before a member may begin serving

All documents must be kept in the member’s file or a secure location noted on file checklist.

Proof of Citizenship

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IX. MEMBER RECORDS AND CONFIDENTIALITY

B.  Verification of Eligibility. Unless an individual’s social security number and citizenship was verified through the My AmeriCorps Portal, the recipient must obtain and maintain documentation as required by 45 CFR § 2522.200(c). CNCS does not require programs to make and retain copies of the actual documents used to confirm age or citizenship eligibility requirements, such as a driver’s license, or birth certificate, as long as the recipient has a consistent practice of identifying the documents that
were reviewed and maintaining a record of the review.

Enrolling in the My AmeriCorps portal requires members to certify their high school status. Such certification fulfills the recipient’s verification requirement to obtain and maintain documentation from the member relating to the member’s high school education. If the member is incapable of obtaining a high school diploma or its equivalent, as determined by an independent evaluation, the recipient must retain a copy of the supporting evaluation.

While this information will be verified through e Grants enrollments and although you don’t have to keep a copy of the social security card and proof of citizenship in the member’s file (unless identity cannot be immediately verified), you must be able to access these documents if there is any question as to the validity of identity/citizenship or if an error is made when entering the date of birth (DOB) or social security number (SSN) into e Grants. If the eligibility cannot be verified, you will receive an email from
myamericorps@americorps.gov informing you of the issue. You will be asked to submit the appropriate documentation via a secure process.

  • Tell applicants to enter their name exactly as it appears on their government issued ID (although a middle name may not be required) and double check their social security number and date of birth to ensure there are no mistakes as they will prolong the enrollment process and not easily fixed.

Social Security Number (SSN)/Citizenship Verification timing for this – before member start date

  • The My AmeriCorps portal submits the record to the Social Security Administration (SSA) as soon as the applicant completes and saves their section of the enrollment form.
  • The SSA will then follow their process to verify applicant’s citizenship status and SSN
  • Within 3 business days My AmeriCorps will be updated with either “Verified” or “Returned” for both the SSN and citizenship status.

Note:

  • The verification process, for some individuals could take 7 days to a couple of weeks to complete. Programs must factor that into their enrollment planning.
    •  The member’s start date cannot be any earlier than the Verified or Manually Verified date (or NSCHC completion date).
  • Be sure to retain all documentation in the member’s file. If there are issues with the process i.e. the compliant documents were submitted but the Hotline has not acknowledged them or are asking for resubmission, TCN and our Program Officer may be able to help change the member’s start date with the entire process documented.

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B. 4. How does a grantee obtain approval for an alternative form of documentation of citizenship status? FAQ Number: 020822
The Corporation’s regulations at (c) and (d) include a list of documents that programs may consider to determine citizenship, lawful permanent resident alien, or national status. If a member wishes to use a document that is not on the list, the grantee must seek written approval from the Corporation to do so. The Office of Grants Management is responsible for determining grants compliance questions, including member eligibility issues.

How does a grantee determine and document citizenship eligibility for membership in AmeriCorps?
To confirm citizenship status, applicants must produce the original of one of the forms of primary documentation listed in the regulations. If an applicant cannot, the grantee may use secondary documentation, but must get prior approval from the Corporation’s Office of Grants Management before doing so. Please note that the Form I-9, used to document eligibility for employment, is not sufficient to document citizenship. See also FAQ #061114.

B. 8. Is it allowable to use an expired U.S. Passport as one of the eligibility documents checked in member’s files?
Yes. Consistent with policy adopted by the Department of Homeland Security, Office of Citizenship and Immigration Services, a U.S. passport establishing citizenship status may be expired or unexpired.

B. 10. May an AmeriCorps grantee use AmeriCorps grant funds to pay for copies of birth certificates for potential members?
Yes. Because the documentation requirements to be an AmeriCorps member arise from the program requirements, the cost is allocable and typically would be deemed necessary, reasonable, and allowable especially if members are low-income and affording a copy of a birth certificate is a barrier to participation.

B. 12. Individual must satisfy citizenship requirements at time of enrollment FAQ #: 020118
Must an individual be a U.S. citizen, U.S. national or lawful permanent resident alien at the time of enrollment in order to be eligible to participate in AmeriCorps?
Yes, an individual must be a U.S. citizen, U.S. national or lawful permanent resident alien at the time of enrollment in order to become an AmeriCorps member. It is not sufficient that the individual’s application for citizenship status is pending before the INS at the time of enrollment.

B. 13. I-94 as proof of eligibility FAQ Number: 061114
May an individual enroll as an AmeriCorps member using the I-94 as proof of eligibility? Additionally are there any contingencies related to individuals in the United States under a VISA and having an I94?
In our regulations, we accept “a Departure Record (INS Form I-94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence” as primary documentation of lawful permanent residency.

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The INS Form I-94 is issued to all visitors of the United States and indicates the purpose of the person’s visit, the type of non-immigrant visa category under which the individual was admitted the country, and authorized length of stay (arrival/departure dates).
The I-94 is the person’s ticket into the U.S. and his or her ticket to remain in the country until the indicated departure date. It generally includes the person’s name, date of birth, country of citizenship, and an admission number. The I-94 is NOT evidence of citizenship and, by itself, will never be sufficient to establish citizenship eligibility for AmeriCorps.

When a person visiting the United States decides to apply for citizenship in the U.S., he or she must submit his I-94 along with a variety of other paperwork and application materials. The judge makes a determination about whether to grant the person citizenship as a lawful permanent resident and, if granted, will initiate the process of obtaining INS Form I-551 for the person.

INS Form I-551, commonly known as a green card or permanent resident card, often takes a long time to process. Frequently, if citizenship is granted, the immigration judge will stamp the I-94 with an I551 stamp and return the stamped I-94 with an affixed photograph of the person to the applicant. This stamped I-94 form indicates that an immigration judge has granted the person lawful permanent resident status and the person can use the stamped I-94 as a green card until the actual green card arrives. The person must relinquish the stamped I-94 when the green card arrives.

The stamped I-94 is allowed as proof of citizenship. The I-94 alone is not allowed.

In our regulations, we accept “a Departure Record (INS Form I-94) indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence” as primary documentation of lawful permanent residency.

B. 14. Hospital versus state birth documentation FAQ Number: 070327
Does a hospital birth certificate suffice for acceptable eligibility documentation or does it have to be a state vital records birth certificate?
When the regulations refer to a birth certificate they refer to a legal document certified by and registered with a State’s office of vital statistics (often through local vital statistic branches). Although this official document that states the child’s name, place of birth, parents’ names, and so forth is often filled in at the hospital, it should not be confused with documents distributed by some hospitals that have no legal significance.

If a member has served one term already at your Corps or elsewhere:

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What are the required terms of service for AmeriCorps participants, and may they serve for more than one term?
(c) Eligibility for additional terms. A participant will only be eligible to serve a second, third or fourth term of service if that individual has received satisfactory performance review(s) for any previous term(s) of service in accordance with the requirements of paragraph (d) of this section. Mere eligibility for a second or further term of service in no way guarantees a participant selection or placement.
(d) Participant performance review. For the purposes of determining a participant’s eligibility for additional terms of service and/or for an AmeriCorps educational award, each AmeriCorps program will evaluate the performance of a participant mid-term and upon completion of a participant’s term of service. The end-of-term performance evaluation will assess the following: (1) Whether the participant has completed the required number of hours described in paragraph (a) of this section;
(2) Whether the participant has satisfactorily completed assignments, tasks or projects; and
(3) Whether the participant has met any other performance criteria which had been clearly communicated both orally and in writing at the beginning of the term of service.

Determine the Appropriate Term of Service

A member must average 142 hours per month to complete a Full Time 1700-hour term in 12 months. Some members may not be able to complete that many hours per month for valid or unforeseen reasons. Subgrantees may start these members in a lower term and change to a higher term within the 90 days allowed if the member shows that they are able to complete the total hours within the allowed timeframe.

When considering member terms of service, be sure to build in time off for personal reasons, sick days, holidays, vacation days (if appropriate). This will ensure all members, barring any unforeseen circumstances, will be able to complete their terms in the required amount of time even if they must take a few days off (which do not count towards their term of service – holidays don’t count either unless a member serves on that day).

Suspensions are not intended for one or two days off here and there just to allow your members enough time at the end of their term to make up the hours missed. Refer to TCN’s guidance and your own policy.

Member Service Agreement

Modify the Sample Member Agreement (MSA) in the Manual, per the outline below, to meet the needs of your Corps while still meeting AmeriCorps guidelines. The Corps Network has provided an easy “fill in” template to ensure all compliant text is included. Subgrantees may add their own information i.e. a full position description but when including or your own policies or customizing a policy in the template, be sure that they are compliant with the AmeriCorps Terms & Conditions and Regulations.

  • MSA is the most important document after the Criminal History Checks.
  • Must have a separate MSA for each term of service, even if the member is remaining in the same program year.
  • Must include information identifying the specific program in which the member is participating i.e. The Corps Network – OYSI – 19EDHDC003089
  • Do not edit (modify the text or change the order of) any items included in the Terms & Conditions.
  • Prohibited activities must be listed in the MSA verbatim.
  • Each page should be initialed by the Member.
  • MSA must be signed/dated by member and staff before member’s start date or if on the start date, before member earns any hours. Signing after beginning to earn hours constitutes fraud.
  • A parent or guardian must also sign/date if member is under 18.
  • One signed copy should be given to the member and one put into their file.
  • Addendum/Amendment – Changes modifying any portion of the MSA (duties, responsibilities, hours, term of service, member status, benefits, award amounts, etc.) must be documented with an amendment to the MSA signed by the member and staff. Examples: If a Member is suspended/reinstated and the required end date changes or if a Member changes to a longer term of service i.e. QT to PT. TCN has an addendum/amendment form in the Manual.
  • As with all other forms/templates from the Manual, be sure to remove the TCN Manual heading before adapting for your Corps.

If the MSA isn’t signed/dated by all parties prior the member’s Start Date (and earning hours towards the term of service), while the hours served between those dates may possibly count towards the award – whether it is the staff or member who signs late – disallowance would most likely apply and the Corps may have to repay some a portion of costs and/or the entire education award and a portion of the living allowance if in a funded program.

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V. SUPERVISION AND SUPPORT
B. Member Service Agreements. 2020 – Added the start date in the Portal is the effective date of the service agreement The grantee must require that each member signs a service agreement that, at a minimum, includes the following: Must be signed and dated by both member and staff on or before the member’s start date. No hours may be earned towards the award until the date the Agreement is signed.

  1. Member position description;
  2. The minimum number of service hours (as required by statute) and other requirements (as developed by the recipient) necessary to successfully complete the term of service and to be eligible for the education award;
  3. The amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling;
  4. Standards of conduct, as developed by the recipient or sub recipient;
  5. The list of prohibited activities, including those specified in the regulations at 45 CFR § 2520.65 (see paragraph C, below);
  6. The text of 45 CFR §§ 2540.100(e)-(f), which relates to Nonduplication and Non displacement;
  7. The text of 45 CFR §§ 2520.40-.45, which relates to fundraising by members;
  8. Requirements under the Drug-Free Workplace Act (41 U.S.C. § 701 et seq.);
  9. Civil rights requirements, complaint procedures, and rights of beneficiaries;
  10. Suspension and termination rules;
  11. The specific circumstances under which a member may be released for cause;
  12. Grievance procedures; and
  13. Other requirements established by the recipient.

The recipient should ensure that the service agreement is signed on or before commencement of service, but the effective date will not be before the member is enrolled in the AmeriCorps Portal

In addition, TCN requires Subgrantees to include:

  • Start Date and Estimated End Date (if member is suspended/reinstated and the new end date is later than the Estimated End Date, you must create an addendum to the Agreement with the new end date along with an explanation of the extension.)
  • Discipline Policy
  • Education status (unless members are to provide proof of GED or Diploma or TCN Form)
  • Criminal History Check consent (optional if you are using TCN’s Consent and Disclosure Form or other similar form). You must have a consent document in the file.
  • Publicity Release (unless you have a separate document)
  • Space at bottom of each page for member to initial, confirming that they have read that page. You must have a separate full member position description for each member is the one in the Agreement is not detailed enough to meet our Performance Measures.

You must have a separate full member position description for each member is the one in the Agreement is not detailed enough to meet our Performance Measures.

Expected Date of Completion

AmeriCorps gives members 12 months less one day to complete their service, regardless of the term they have chosen. If your program has shorter terms, then this must be defined in the Member Service Agreement. If that date changes due to a change in length of term, an amendment with the new date must be created and attached to the original Member Service Agreement.