Frequently
Asked
Questions:
Funding
Compensation and Benefits
Terms of Service
Slots and Costs per MSY
Match
Related to State Commissions
Other Questions
CNCS Disaster Contacts
Funding
What funding options for disaster relief activities are available through CNCS?
Request for Disaster-related Budget Amendment
Funding will be available to a limited number of current grantees that can have maximum impact in areas affected by the recent disasters. We propose to supplement existing active to allow grantees to respond to new community needs caused by recent disasters in a timely manner. We plan to award these funds through budget amendments supplementing current grants only. We propose to make this process as flexible and streamlined as possible. The amount of available funds is approximately $15 million, which includes program and trust funds.
To request these funds, grantees will submit a budget amendment justification, budget revision, and new performance measure(s), if necessary, in eGrants that reflects the disaster relief activities to be supported by these funds. Programs/sites should first contact their state commission/parent organization and CNCS Program and Grants Officers to discuss their proposals.
Is there a monetarylimit on how much an AmeriCorps program may request as a budget amendment for disaster response activities?
No, there is no monetary limit on how much an AmeriCorps program may request.
How quickly will CNCS approve budget amendment requests?
We anticipate reviewing these requests as quickly as possible – between one week and 30 days. This will depend, in part, on the number of requests received.
What costs are eligible to be covered by a disaster-related request for budget amendment?
The additional funding being made available for disaster-related budget amendments carry the same rules as any other AmeriCorps grant funds. Examples of eligible costs include staff travel to evaluate hurricane damage and conducting planning meetings for disaster response activities.
If an AmeriCorps program receives additional AmeriCorps members and CNCS funding by requesting a budget amendment, will the program need to generate more match? Do the regular match requirements apply to this new funding?
The same rules apply to the additional funds as to all AmeriCorps funds. An AmeriCorps program that receives additional funds through a budget amendment request is responsible for generating the appropriate amount of match, consistent with the program’s match requirements articulated in the AmeriCorps regulations. A program that cannot meet its match requirements may request a waiver.
Are there any priorities for these funds?
Yes. Requests for amendments will be assessed using the following priorities:
- Programs that are experienced and involved in disaster response.
- Programs located in Alabama, Mississippi, Louisiana, and Texas or in other states housing many evacuees.
- Programs focusing on mobilizing volunteers to assist with disaster response.
What criteria will be used to evaluate the requests?
Requests will be assessed using the following criteria:
- Reasonableness considering the grantee’s or subgrantee’s experience and track record.
- Alignment with the priorities identified above.
- Compatibility with other data regarding current needs in the location(s).
Procedures
Grantees will be instructed to provide a narrative of three pages or less responding to the criteria articulated above. Applications for budget amendments will include the following information submitted via a new eGrants Amendment Summary field (OMB Control Number 3045-0113, Expiration 03/31/2006):
- Describe the community need caused by the disaster(s), how you will address that need with additional funds, and what outcomes you expect to achieve. If necessary, grantees will submit new performance measures that align with their plan.
- If you propose to carry out activities you haven’t done in the past, describe your capacity to make this shift successfully without diminishing program quality.
- If you plan to send members to a new location or locations, describe your connection with the area(s) where you plan to have members serve.
- If you expect to add new members, describe your ability to absorb the increase in members and your training strategy.
- To what extent will you be able to deploy members quickly?
- Explain how long you plan to engage in this activity. Will the project be complete in a few weeks, a year, or longer?
- Describe your source(s) of match for these additional funds. Grantees will submit a revised budget in eGrants.
Are there additional considerations?
AmeriCorps staff will consider a grantee’s past performance when making funding decisions. If an applicant is a recently funded grantee (with little or no performance history), staff will evaluate the quality of the current program design.
How do programs request a disaster-related budget amendment?
1. Contact your Program Officer and discuss your request, and whether it will require new performance measurements.
2. Programs requesting amendments will create a new amendment in their current grant and provide a brief 1-3 page narrative responding to the criteria (above) in the new Amendment Justification field.
3. Your Program Officer will let you know if you need to enter revised performance measures in eGrants.
4. All grantees requesting an amendment will provide a revised budget in order to be considered for these funds.
What is the role of state commissions in this process?
Subgrantees will submit budget amendments to their current grants to their state commissions. CNCS will consider requests for amendments from commission subgrantees only after their respective state commissions have approved their requests.
Are there additional requirements for National grantees?
If you are a National grantee, please describe the extent to which you have consulted and coordinated with the state commission in every state in which your members will be providing disaster response service.
How will CNCS approve these requests?
CNCS will consider requests for amendment on a rolling basis, in weekly batches. Our objective is to be able to deploy funds quickly and flexibly where the support can have the greatest positive impact. All decisions will be made within 30 days of the receipt of requests.
Will there be additional information available on these funds?
Yes. In October, AmeriCorps will send more detailed information and instructions on submitting the requests for budget amendments. In addition, we will continue to add to this list of FAQs. Please contact your CNCS Program Officer if you have questions.
CNCS Disaster Response Cooperative Agreement
The CNCS Disaster Response Cooperative Agreement is the legal instrument that the Corporation uses to reimburse approved AmeriCorps programs that desire to respond to a disaster. Therefore, to be eligible pursuant to the Corporation’s authority, AmeriCorps programs must first have this Cooperative Agreement in place. In addition, although a program may have entered into a Cooperative Agreement with the Corporation, it still may not respond or incur any costs in anticipation of the response until after the Corporation assigns a disaster response mission to the program. Only costs related to that specific mission and budget (as authorized and approved by the Corporation) are reimbursable through this Cooperative Agreement.
How do AmeriCorps programs apply for the Disaster Relief Cooperative Agreement?
Please see the Cooperative Agreement form for application details. Completed applications should be submitted via overnight carrier other than the United States Postal Service (due to delays in delivery) or by hand delivery to:
Corporation for National and Community Service
1201 New York Avenue, NW
Box: Disaster Response
Washington, DC 20525
What is the approval process for the Cooperative Agreements?
Submitted proposals will be reviewed by CNCS Program and Grants Officers and the CNCS Emergency Management Coordinator. Decisions will be based on specific criteria, as identified in the application instructions.
How and when will CNCS grantees be notified if their Cooperative Agreement is approved?
CNCS grantees will be notified of their Cooperative Agreement status in writing. If the AmeriCorps program is approved, the Cooperative Agreement (awarded for up to three years) will follow in the mail shortly afterwards. The program must wait until CNCS sends the program a mission assignment letter and budget. Only then can the program go forward with its reimbursable mission.
If I am approved for a Cooperative Agreement, does than mean I will definitely receive a mission assignment?
No. Simply being approved for the Cooperative Agreement does not guarantee that you will receive a mission assignment. It is possible that among organizations that are approved for a Cooperative Agreement, more will not receive a mission assignment than those that will.
Must I have a CNCS Disaster Response Cooperative Agreement in place to respond to disasters?
If you are a CNCS program and you do not have a CNCS Disaster Response Cooperative Agreement in place, you are free to participate in disaster response directly with a host organization, through the Red Cross, or through another intermediary. However, without a Cooperative Agreement in place, you will not receive reimbursement under a CNCS-FEMA mission assignment.
Compensation and Benefits
May a program pay its staff with AmeriCorps grant funds if they are deployed as part of a state’s response, through an organization like the American Red Cross, or through a training program organized by the state commission/parent organization?
Yes, if covered by an approved budget, CNCS funds will pay for program staff to deploy in order to coordinate members and activities in affected areas if the request has been approved by the state commission and the CNCS Program and Grants Officers. However, program staff needs to work to ensure that their programs continue to be led efficiently and effectively.
CNCS believes that the best way for AmeriCorps program staff to help with disaster relief is to continue running their programs. Whether AmeriCorps members are deployed to the Gulf Coast, stay in their own communities working on disaster relief activities, or work on their original program activities, these members need staff for oversight and support.
If an AmeriCorps member is working extra hours on disaster relief activities, how does the member receive compensation for the number of hours he or she actually serves?
AmeriCorps members should receive a fixed weekly or biweekly living allowance, regardless of the number of hours served and the type of service activities. Additional hours of volunteer effort do not result in extra compensation.
If AmeriCorps members are displaced from their original service sites along the Gulf Coast due to the hurricanes, may they count service hours in shelters or in other disaster relief facilities toward their program service hours?
Yes, if the member’s program approves the service, the program appropriately documents the hours served, and the program received CNCS approval.
If an AmeriCorps member travels out of state or serves locally outside his or her normal scope of work, will his or her program’s occupational accidental death and dismemberment (or Workers Comp) policy continue to cover the member?
This depends on the precise terms of the policy. Each AmeriCorps program must negotiate insurance coverage with its own insurance provider for work that is normally not covered.
Will CNCS issue blanket liability coverage for AmeriCorps members?
No, the Corporation does not issue blanket liability coverage for AmeriCorps members. AmeriCorps grantees are responsible for ensuring that their members have appropriate liability coverage. A program may request a budget amendment to reflect needed changes in coverage. Budget amendments require prior written approval from the Office of Grants Management unless the cumulative amount of such transfers does not exceed 10% of the total program budget (CNCS and Grantee shares).
Terms of Service
Can an AmeriCorps program with members affected by a disaster allow its members to exit the program early without a penalty?
Yes. An AmeriCorps program located in a region affected by a disaster can give members the option of leaving the program early for compelling personal circumstances. A member who exits the program for compelling personal circumstances will receive a pro-rated education award. If the member has served less than 15% of his or her term, the member will be exited without an award, but the term will not count toward the two-education-award limit or the three-term limit. AmeriCorps programs can also transfer a member to another program or suspend a member’s term to allow the member to return at a later time.
If an AmeriCorps program is affected by a disaster and some members are not able to serve for a period of time during the program year, can CNCS extend the program’s end date so that AmeriCorps members will have the option to resume their service and complete their terms?
Yes. Program end dates can be extended, with approval from CNCS Program and Grants officers. AmeriCorps members who plan to return to service, but are temporarily unable to serve due to the disaster should be placed on temporary suspension.
Will CNCS allow an individual to serve a third term in an AmeriCorps State or National program to work on disaster relief activities?
No. The National and Community Service Act does not allow an individual to receive a Federally funded living allowance or any other Federally subsidized in-service benefits for a third term in an AmeriCorps State and National program. However, an AmeriCorps member who serves two terms in a State or National program can serve a third term in NCCC or VISTA.
If our program were to deploy AmeriCorps State or National alumni (who are not eligible to be AmeriCorps members because they have already served two terms of service) to the disaster-affected areas, can our program be reimbursed to pay them a living allowance or other supportive cash?
No. By statute, individuals may not receive a living allowance or any other federally subsidized in-service benefits for a third term in an AmeriCorps State and National program. However, an AmeriCorps member who served two terms in a State or National program could serve a third term in NCCC or VISTA.
Slots and Cost per MSY
Can an AmeriCorps program convert two half-time member slots into one full-time member slot (i.e. maintaining the same MSY, lessening the total slot cost, and reducing the Trust implications)?
Yes. Slots can be converted as long as the program’s new slot and MSY totals do not exceed those in the originally approved grant. Programs interested in converting slots should contact their state commission or parent organization, and CNCS Program and Grants Officers to discuss the situation and wait for written approval before proceeding.
Can an AmeriCorps program convert one full-time member slot into two half-time member slots (i.e. maintaining the same MSY amount, increasing the total slot cost, and increasing the Trust implications)?
Yes, but only with prior written approval from the Corporation. Slots typically may not be converted if the new slot or MSY costs are greater than those in the originally approved grant.
What flexibility is CNCS giving programs in the hurricane-affected regions to transfer their slots to other programs?
CNCS will make these decisions on a case-by-case basis. Programs in the affected regions interested in transferring slots to other programs should contact their state commission/parent organization and CNCS Program and Grants Officers to discuss the situation and receive written approval before proceeding.
How will CNCS consider requests for funding new AmeriCorps members for disaster relief efforts at a higher than the maximum cost per member?
AmeriCorps programs in the affected regions interested in funding new AmeriCorps members at a higher cost per MSY than the maximum allowable cost per MSY should contact their state commission/parent organization and CNCS Program and Grants Officers to discuss the situation and be prepared to justify the request. Requests will be considered on a case by case basis.
Match
How do I request a waiver or reduction of the match requirement to support AmeriCorps members redeployed to areas affected by the disaster?
Programs should contact their state commission/parent organization and their CNCS Grants Officer for instructions on how to request a waiver of the maximum Federal share for member support costs, and the maximum Corporation share of operational costs, as described in the AmeriCorps regulation Section 2521.70. Staff should work with their state commission/ parent organization and CNCS Program and Grants Officer who will help you assess feasibility, and develop the request. CNCS will make match waiver decisions on a case-by-case basis.
Is CNCS going to create and approve a blanket match waiver directed specifically at those grantees affected by the recent hurricanes?
No, not at this time. Program staff should speak with their CNCS Grants Officer for instructions on how to request a waiver of the maximum Federal share for member support costs, and the maximum Corporation share of operational costs, as described in the AmeriCorps regulation Section 2521.70. Staff should work with their state commission/ parent organization and CNCS Program and Grants Officer who will help you assess feasibility, and develop the request. CNCS will make match waiver decisions on a case-by-case basis.
Commission-Related
What is the process for state commissions to charge staff disaster relief time and efforts, such as administering disaster relief programs or delivering disaster relief services, to CNCS administrative grants?
As long as disaster relief activities are reasonable and have a nexus to service and volunteering, commissions are allowed to charge staff time to their administrative grants. Email your CNCS Program and Grants Officers to request a budget revision to the administrative grant in eGrants, and then incorporate your disaster relief activities into the revised budget.
Can administrative grant funds be used to support disaster training costs for AmeriCorps members?
No. Commission administrative funds can be used to support commission staff training, but not member training.
Can administrative grant money be used to pay a commission staff person if he or she is deployed on behalf of the commission to an area affected by a disaster through an organization, such as the American Red Cross?
Yes. However, their activities must have a nexus to service and volunteering and be accomplished in addition to the oversight and monitoring of the commission’s AmeriCorps programs at its current level of administrative grant funding.
Can a formula program move AmeriCorps members from a non-disaster relief formula program to a formula program that focuses on disaster relief?
Yes, it is possible to do this. You must contact your state commission to discuss the matter and obtain permission. They are responsible for managing the transfer of funds and slots between formula programs within a state.
Other Questions
What should I tell grantees or others who want to help with disaster relief efforts?
The Corporation for National and Community Service (CNCS) strongly advises that only those who are part of an organized effort should go to areas affected by disasters. Interested parties who are unaffiliated with an organized effort can refer to the Katrina Resource Center.
To identify unmet needs, and appropriate responses in particular states, programs or individuals should contact state emergency management organizations. Examples include:
What is the cap on the amount of time members can spend on hurricane relief efforts?
The AmeriCorps program, in collaboration with the state commission/parent organization, and AmeriCorps Program Officer are responsible for making this decision. If long-term relief efforts are needed, the program can formally adjust its service activities and performance measures via an amendment in eGrants.
May AmeriCorps members in affected areas focus on their originally planned program rather than participating in disaster relief activities?
Yes. AmeriCorps members may continue to focus on their originally planned program. Before Hurricane Katrina hit the Gulf Coast, AmeriCorps programs were already addressing community needs. With many AmeriCorps members diverted to the Gulf Coast region, or working with evacuees in their own states, it is important to remember that non-disaster related needs still need to be addressed.
How will disaster-related requests for progress reporting deadline extensions be addressed?
The request should be made in writing to your Program Officer and your Grants Officer at least one month before the progress reporting deadline. The Program Officer and your Grants Officer will make these decisions on a case-by-case basis when grantees apply for an extension, and grantees will be notified within 30 days of the outcome.
What are VOADs and what do they do?
VOAD stands for Voluntary Organizations Active in Disaster. Most state VOADs are consortiums of recognized state voluntary organizations active in disaster relief. VOADs coordinate planning efforts by many voluntary organizations responding to disaster. Member organizations provide more effective and less duplication in service by getting together before disasters strike. Once disasters occur, the National VOAD or an affiliated state VOAD encourages members and other voluntary agencies to convene on site. This cooperative effort has proven to be the most effective way for a wide variety of volunteers and organizations to work together in a crisis. See http://www.nvoad.org/ for more information.
If I receive an offer to house evacuees, how should I respond?
AmeriCorps programs should work closely with their state commission or parent organization to determine an appropriate response that reflects the needs and priorities of their communities.
If my program has lost contact with one of its members who is or was serving in an area affected by the disaster, must I suspend the member and stop the member’s living allowance until I resume contact?
You may allow the member to remain in active status, and continue to receive the living allowance while you attempt to regain contact. After 60 days, if you have still not been able to contact the member, you should suspend the member at that time.
My AmeriCorps program has unused AmeriCorps t-shirts from the last program year. They have the old logo on them and are not reusable. Can we donate them to help hurricane victims?
Yes, you may donate this outdated gear to help hurricane victims.
Contacts
Who are CNCS contacts for the Disaster Relief Cooperative Agreements?
AmeriCorps*State and National
Kim Mansaray
(202) 606-6830
Chief Financial Officer/Budget
Annette Lafferty
(202) 606-6689
Emergency Management Coordinator
Cee Cee Molineaux
(202) 606-6907
Field Liaison
Deena Johnson
(202) 606-6858
Learn and Serve America
Scott Richardson
(202) 606-6903
AmeriCorps*NCCC
Phil Shaw
(202) 606-6697
Office of Grants Management
Doug Godesky
(202) 606-6967
Office of Grants Policy and Operations
Hank Oltmann
(202) 606-6844
Office of Oversight and Monitoring
Aleda Robinson
(202) 606-6765
Gayle Hilleke
(202) 606-6896
Senior Corps
Peter Boynton
(202) 606-6825
AmeriCorps*VISTA
Howard Turner
(202) 606-6813
What are the roles of other Corporation staff who are involved in the disaster relief efforts?
Tom Branen
Compiles daily updates of CNCS activities, requests, resources, and ideas, for dissemination to CNCS staff.
(202) 606-6938
Erin Dahlin
AmeriCorps National Liaison for Disaster Relief program activities.
(202) 606-6931
Jessica Gaber
Coordinates AmeriCorps Disaster Relief FAQs and policies for AmeriCorps grantees.
(202) 606-6877
Jolene Harrell
Disaster Relief Communication Coordinator.
(404) 562-4082
Karen Peters
AmeriCorps State Liaison for Disaster Relief program activities.
(202) 606-6883 |
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