2020-2021 Iowa AmeriCorps Calendar of Events and Deadlines

Date: 
07/24/2020
Document Text Version

2020-2021 Iowa AmeriCorps Calendar of Events and Deadlines.

This calendar of events and deadlines tries to capture all due dates based on different grant start dates (August 1st, September 1st, or January 1st). Program directors that are unsure of a deadline, please contact the assigned Volunteer Iowa Program Officer.

 

Color Code:

Orange

Blue

Green

Purple

Black

Volunteer Iowa events/information

Program monitoring items

Financial monitoring items

Training information

Miscellaneous

 

July 2020

Events/Deadlines

31

Signed 2020 – 2021 grant agreement returned to Volunteer Iowa (or earlier) if grant start date is 8/1/2020

 

August 2020

Events/Deadlines

1

Program start date (if approved via grant agreement or pre-award letter)

1

Program Start Forms Phase 1 (pre-award) due in IowaGrants (for programs with August/September start dates)

3-4

New Program Director Orientation, Virtual

18

TA Webinar, Topic: Position Description Tool, 1 – 2 pm

19

Program Director Webinar; 9 – 10 a.m. – required by all programs

31

Signed 2020 – 2021 grant agreement returned to Volunteer Iowa (or earlier) if grant start date is 9/1/2020

 

Monitoring Level Schedule

High

Review Phase 1 Program Start Forms

Moderate

Review Phase 1 Program Start Forms

Low

Review Phase 1 Program Start Forms

 

September 2020

Events/Deadlines

1

Program start date (if approved via grant agreement or pre-award letter)

1

Program Start Forms Phase 2 due in IowaGrants (for programs with August/September start dates)

1

TA Webinar, Topic: Member Term Management Form, 1 – 2 pm

11

National Day of Service and Remembrance (http://911dayofservice.org/)

15

TA Webinar, Topic: Host Site Management – Monitoring/Evaluation, 1 – 2 pm

16

Program Director Webinar; 9 – 10 a.m. – required by all programs

24

Iowa AmeriCorps Disaster Response Team (Iowa A-DRT) Training – required for Iowa A-DRT programs

25

Monthly claim submitted in IowaGrants (for 08/20), if applicable

29

TA Webinar, Topic: Desk Review/Audit and Documentation, 1 – 2 pm

 

Monitoring Level Schedule

High

Review Phase 2 Program Start Forms

Moderate

Review Phase 2 Program Start Forms

Low

Review Phase 2 Program Start Forms

 

 

October 2020

Events/Deadlines

Multiple Sessions

ASC AmeriCorps Boot Camp, Virtual (training opportunity for new program staff)

1

Program Start Forms Phase 3 due in IowaGrants (for programs with August/September start dates)

19-20

Iowa AmeriCorps Program Staff Launch, Des Moines/Virtual

21

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 09/20)

27

TA Webinar, Topic: Timekeeping Tracking Tool, 1 – 2pm

 

Monitoring Level Schedule

High

Review Phase 3 Program Start Forms, Claim Review, Member Date Alignment Review

Moderate

Review Phase 3 Program Start Forms, Member Date Alignment Review

Low

Review Phase 3 Program Start Forms

 

November 2020

Events/Deadlines

TBD

Innovation Exchange: Impact of Equity and Inclusion in Volunteering Part II

Multiple Sessions

ASC AmeriCorps Boot Camp, Virtual (training opportunity for new program staff)

18

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 10/20)

30

Last day to enroll full time members/slots for fall program start dates (unless pre-approved)

 

Monitoring Level Schedule

High

Quarter 1 Enrollment/Budget Check-in, Claim Review

Moderate

Quarter 1 Enrollment/Budget Check-in

Low

Quarter 1 Enrollment/Budget Check-in

 

December 2020

Events/Deadlines

1

Program Start Forms Phase 1 (pre-award) due in IowaGrants (for programs with January start date)

1

FT slot conversion requests or updated enrollment plan due in IowaGrants

16

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 11/20)

 

Monitoring Level Schedule

High

Enrollment paperwork/date alignment review, Claim Review (if necessary)

Moderate

None anticipated

Low

None anticipated

 

 

 

 

 

January 2021

Events/Deadlines

1

Program Start Forms Phase 2 due in IowaGrants (for programs with January start date)

15

Initial Progress Report due in IowaGrants (for programs with August/September start dates)

18

Martin Luther King, Jr. Day of Service (www.mlkday.gov)

20

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 12/20)

25

Quarterly claim submitted in IowaGrants (for start of grant – 12/20)

 

Monitoring Level Schedule

High

Review Initial Progress Report, Member Timekeeping Component Review (including enrollment paperwork), NSCHC Background Check review, Claim Review (if necessary)

Moderate

Review Initial Progress Report

Low

Review Initial Progress Report, Financial Review (Desk Audit)

 

February 2021

Events/Deadlines

1

TQT slot conversion request or updated enrollment plan due in IowaGrants

3

Iowa AmeriCorps Disaster Response Team (Iowa A-DRT) Training – required for Iowa A-DRT programs

9

Volunteer Iowa Day at the Capitol, State Capitol, Des Moines

17

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 01/21)

 

Monitoring Level Schedule

High

Quarter 2 Performance Measure Check-in, Site Supervisor Interviews, NSCHC Background Check review, Claim Review (if necessary)

Moderate

Quarter 2 Performance Measure Check-in, Site Supervisor Interviews, NSCHC Background Check review

Low

Quarter 2 Performance Measure Check-in, Site Supervisor Interviews

 

March 2021

Events/Deadlines

TBD

Innovation Exchange Training

1

Program Start Forms Phase 3 due in IowaGrants (for programs with January start date)

2

Financial Management Webinar, Topic: Budget Management/Unexpended Funds, 1 – 2pm

14-20

National AmeriCorps Week

17

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 02/21)

Monitoring Level Schedule

High

Member Timekeeping Component Review (including enrollment/exit paperwork), Financial Desk Review (Desk Audit)

Moderate

NSCHC Background Check review

Low

NSCHC Background Check review

April 2021

Events/Deadlines

TBD

Innovation Exchange Training

TBD

Iowa Volunteer Hall of Fame Ceremony & EMA

1

HT, RHT Slot Conversion Request or updated Enrollment Plan due in IowaGrants

6

National Service Recognition Day (https://www.nationalservice.gov/serve/Recognitionday)

15

Initial Progress Report due in IowaGrants (for programs with January start date)

18-24

National Volunteer Week (www.pointsoflight.org)

20-22

Central National Service Training Conference (required), Milwaukee, WI (http://www.nationalservicetraining.org/)

25

Monthly claim submitted in IowaGrants (for 03/21)

25

Quarterly claim submitted in IowaGrants (for 01/21 – 03/21)

25

Federal Financial Report (FFR) due in IowaGrants (covering start of grant – 03/31/2021), required for all programs

25

Estimated Unexpended Funds Report due in IowaGrants, required for all programs

30

Budget Modification Request due in IowaGrants (for programs with August/September start dates)

 

Monitoring Level Schedule

High

Quarter 3 Budget Modification Check-in, Monitoring Site Visit, Review FFR, Claim Review (if necessary)

Moderate

Quarter 3 Budget Modification Check-in, Monitoring Site Visit, Member Timekeeping Component Review (including enrollment paperwork), Financial Review (Desk Audit), Review FFR

Low

Quarter 3 Budget Modification Check-in, Monitoring Site Visit, Review FFR

 

May 2021

Events/Deadlines

15

Mid-year Progress Report due in IowaGrants (covering start of grant through – 03/31/21), required for all programs

17-21

Mid-year Progress Report Clarification Period

19

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 04/21)

31

No-Cost Grant Agreement Extension request submitted in IowaGrants (if needed)

 

Monitoring Level Schedule

High

Review Mid-year Progress Report, Monitoring Site Visit, Member Timekeeping Component Review (including enrollment/exit paperwork), Claim Review (if necessary)

Moderate

Review Mid-year Progress Report, Monitoring Site Visit

Low

Review Mid-year Progress Report, Monitoring Site Visit

 

 

 

 

June 2021

Events/Deadlines

9

Iowa AmeriCorps Disaster Response Team (Iowa A-DRT) Training – required for Iowa A-DRT programs

16

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 05/21)

 

Monitoring Level Schedule

High

Monitoring Site Visit, Claim Review (if necessary)

Moderate

Monitoring Site Visit

Low

Monitoring Site Visit

 

July 2021

Events/Deadlines

1

QT & MT Slot Conversion Request or updated Enrollment Plan due in IowaGrants

21

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (for 06/21)

25

Quarterly claim submitted in IowaGrants (for 04/21 – 06/21)

31

Budget Modification Request due in IowaGrants (for programs with January start date)

31

2020 – 2021 grant agreement ends for programs with a start date of August 1, 2020 (all members should be ending their service term and no further grant costs should be incurred, unless grant agreement extension was requested and approved)

 

Monitoring Level Schedule

High

Claim Review (if necessary), Member Timekeeping Component Review (including enrollment/exit paperwork)

Moderate

Member Timekeeping Component Review (including enrollment/exit paperwork)

Low

Member Timekeeping Component Review (including enrollment/exit paperwork)

 

August 2021

Events/Deadlines

18

Program Director Webinar; 9 – 10 a.m. – required by all programs

25

Monthly claim submitted in IowaGrants (FINAL claim for grants that ended in July 2020) (for 07/21)

30

All 2020 – 2021 members should be exited from the electronic systems for grants ended July 31 (unless grant agreement extension was requested and approved)

31

Final Progress Report due in IowaGrants for programs ended 7/31/2020 (covering start of grant year through end of grant year)

31

2020 – 2021 grant agreement ends for programs with a start date of September 1, 2020 (all members should be ending their service term and no further grant costs should be incurred, unless grant agreement extension was requested and approved)

 

Monitoring Level Schedule

High

Quarter 4 Closeout Discussion Check-in, Claim Review (if necessary)

Moderate

Quarter 4 Closeout Discussion Check-in

Low

Quarter 4 Closeout Discussion Check-in

 

September 2021

Events/Deadlines

25

Monthly claim submitted in IowaGrants (FINAL claim for grants that ended in August 2020) (for 08/21)

25

Quarterly claim submitted in IowaGrants (FINAL claim for grants that ended in August 2020) (for 07/21 – 08/21)

30

All 2020 – 2021 members should be exited from electronic systems for grants ended August 31 (unless grant agreement extension was requested and approved)

30

Final Progress Report due in IowaGrants for programs ended 8/31/2020 (covering start of grant year through end of grant year)

30

Closeout packet due in IowaGrants for grants ended 7/31/2020

30

Final FFR submitted in IowaGrants for grants ended 7/31/2020

 

Monitoring Level Schedule

High

Member Timekeeping Component Review (including enrollment/exit paperwork), Claim Review (if necessary)

Moderate

None anticipated

Low

None anticipated

 

October 2021

Events/Deadlines

25

FFR submitted to Volunteer Iowa in IowaGrants (covering start of grant year – September 30, 2021) required for all programs

30

All 2020 – 2021 members should be exited from electronic systems for grants ended September 30 with a no-cost extension

31

Final Progress Report due in IowaGrants for programs ended 9/30/2020 with a no-cost extension (covering start of grant year through end of grant year)

31

Final FFR submitted in IowaGrants for grants ended 8/31/2020

31

Closeout packet due in IowaGrants for programs ended 8/31/2020

 

Monitoring Level Schedule

High

Review FFR

Moderate

Review FFR, Member Timekeeping Component Review (including enrollment/exit paperwork and date/hour alignment)

Low

Review FFR, Member Timekeeping Component Review (including enrollment/exit paperwork and date/hour alignment)

 

 

 

 

 

 

 

November 2021

Events/Deadlines

30

Last potential day of service for 2020 – 2021 members for programs with an August/September start date (if program was awarded a no-cost grant agreement extension)

30

All 2020 – 2021 members should be exited from electronic systems for grants ended October 31 with a no-cost extension

30

Final Progress Report due in IowaGrants for programs ended 10/31/2020 with a no-cost extension (covering start of grant year through end of grant year)

30

Final FFR submitted in IowaGrants for grants ended 9/30/2020 with a no-cost extension

30

Closeout packet due in IowaGrants for grants ended 9/30/2020 with a no-cost extension

 

Monitoring Level Schedule

High

Closeout monitoring

Moderate

Closeout monitoring

Low

Closeout monitoring, Member Timekeeping Component Review (including enrollment/exit paperwork and date/hour alignment)

 

December 2021

Events/Deadlines

15

Year End Progress Report submitted in IowaGrants (for January 1 start-date programs and programs with an extension through 11/30)

30

All 2020 – 2021 members should be exited from electronic systems for grants ended November 30 with a no-cost extension

31

Final Progress Report due in IowaGrants for programs ended 11/30/2020 with a no-cost extension (covering start of grant year through end of grant year)

31

Final FFR submitted in IowaGrants for grants ended 10/31/2020 with a no-cost extension

31

Closeout packet due in IowaGrants for grants ended 10/31/2020 with a no-cost extension

 

Monitoring Level Schedule

High

None anticipated

Moderate

None anticipated

Low

None anticipated

 

Other Events/Dates

 

 

 

 

 

 

Programs may receive no-cost extensions for up-to three months, or as approved by Volunteer Iowa, in order to allow members to complete their terms of service. For 2020 – 2021 programs that are extended, the following deadlines and activities will apply to programs based on the grant agreement end date:

 

Every Month of Extended Grant Agreement

25

Monthly claim submitted in IowaGrants (for the previous month). This includes the final claim of the grant year.

 

By End Date of Grant Agreement

Varies

2020 – 2021 Grant Agreement Ends

(All members should be done with their service and no further grant costs should be incurred)

 

30 Days After the End Date of Grant Agreement

Varies

All members should be exited from electronic systems

Varies

Final Program Progress Report submitted in IowaGrants. Data submitted is for period covering the start date of the grant through the end date of the grant (or the extension of the grant). For grants extended though 11/30/20, an End Report is due 12/15 and a Final Report, if needed, is due 12/31.

 

60 Days After the End Date of Grant Agreement

Varies

Final FFR submitted in IowaGrants

Varies

Closeout packet due in IowaGrants

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Other Reports Due to Volunteer Iowa as Needed (in IowaGrants)

Program-Related (utilizing Program Officer Notification status report)

  • Change in program staff, including authorized representative (within 5 business days of change)
  • Changes in project sites (within 5 business days of change)
  • Performance measure amendment requests due to Volunteer Iowa Program Officer as needed
  • Other significant program changes (within 5 business days)

 

Member-Related (utilizing the Member/Slot Change Form status report, unless otherwise noted)

  • Termination, suspension or transfer (within 5 business days – do not make change in eGrants/MyAmeriCorps Portal/OnCorps without prior Volunteer Iowa approval)
  • Slot conversion requests (do not make change in eGrants/MyAmeriCorps Portal/OnCorps without prior Volunteer Iowa approval)
  • If a member exits their term successfully more than 2 weeks prior to scheduled end date, submit Program Officer Notification status report
  • Member injury requiring worker’s comp notification (within 48 hours of incident), submit Program Officer Notification status report
  • Member convicted of a felony during a term of service (within 5 days of conviction), submit Program Officer Notification status report
  • Member convicted of sale or distribution of a controlled substance during their term of service (within 5 days of conviction), submit Program Officer Notification status report

 

Budget-Related

  • Financial Desk Review upon request with 30 days notice by Volunteer Iowa
  • Change in fiscal staff (within 5 business days of change), submit Program Officer Notification status report
  • Proposed budget changes (as soon as possible – may take up to two weeks for approval, longer if CNCS approval is required)

 

Program Director Webinar Instructions

Our program director webinars are scheduled the 3rd Wednesday of each month from 9:00 – 10:00 am. In some instances, they may be rescheduled or cancelled with advance notice. Login instructions will be the same each month. We will be using Microsoft Teams to conduct our webinars. No registration is required with this, the link will be same for each month (listed below) and it will be included in prior email notification from Volunteer Iowa. It is required to have a program representative attend each monthly webinar.

 

The monthly URL is https://bit.ly/20-21PDwebinar or call 515-348-6300 (Conference ID: 147 202 440#). Use this same link to login/call in each month. With questions or issues, please contact Ashley Tenney at ashley.tenney@iowaeda.com.

 

 

 

Volunteer Iowa AmeriCorps Grant Application Outline

Each year Volunteer Iowa grants and administers around $2 million of AmeriCorps State funding in Iowa through a competitive grant process. Programs may be awarded funding at the national level (through competitive funding) or state level (through formula funding). Organizations that wish to operate an AmeriCorps State program solely within Iowa must follow the Volunteer Iowa application procedures. To find out more details, visit https://www.volunteeriowa.org/americorps-state. A general outline of the process is available below.

 

Application Materials

  • Volunteer Iowa posts its Request for Applications for AmeriCorps State on IowaGrants (www.iowagrants.gov) under "Grant Opportunities" or “Funding Opportunities”. This typically happens in late summer or early fall.
  • Potential applicants need not register with IowaGrants in order to review the funding opportunity but will have to create an account in order to apply.
  • Pre-Application Instructions, Final Application Instructions, and any Volunteer Iowa or CNCS supporting materials will also be posted in IowaGrants.
  • If there is no Request for Applications posted in IowaGrants, then we are not currently accepting applications.

 

Application Timeline

  • Late summer/early fall: Review the Request for Grant Applications (RFA) from the Iowa Commission on Volunteer Service and the corresponding Pre-Application/Final Application Instructions.
  • Early to mid-fall: Submit notice of intent to apply and attend technical assistance webinars offered by the ICVS for applicants intending to operate in Iowa.
  • Mid to late fall (for returning applicants) or on a rolling basis through early spring (for new applicants): Submit grant pre-applications to ICVS.
  • Following pre-application submission: Pre-applications are reviewed by ICVS staff and organizations are given feedback to revise their proposals and re-submit a final application by either a competitive of formula funding deadline
  • Late winter to late spring: Final applications are reviewed and scored, either by CNCS reviewers (for competitive applicants) or locally by a Volunteer Iowa grant review committee (for formula applicants). Reviewers prepare questions for applicants, which may be sent electronically or, for formula applicants, discussed in an in-person appearance before the grant review committee.

 

Funding Timeline

  • Late spring: Competitive funding decisions are announced for those who applied the previous fall/winter.
  • Late spring/early summer: Volunteer Iowa announces which applicants will receive funding from our state formula pool. Programs work with Volunteer Iowa staff to resolve any final application requirements.
  • September 1: Typically, is the first day of the program year for AmeriCorps State programs.

Printed from the website on September 18, 2020 at 8:54pm.