MEMORANDUM OF UNDERSTANDING

2017-2018 Program Year

between

The Education Alliance

and

[County Board of Education]

AmeriCorps on the Frontline, a program of The Education Alliance, isdropout prevention mentor-based intervention program that addresses student attendance, behavior and course performance. Through this program each county creates and implements an individualized dropout prevention plan. AmeriCorps members put that plan into action through direct service to students and their families.

This agreement outlines [County Name] County School’s partnership with The Education Alliance to implement the AmeriCorps on the Frontline program in one or more of its schools. [Host Site(s) Name]will serve as a host site for one or moreAmeriCorpsmembers. For the purposes of this agreement, The Education Alliance’s Board of Directors serves as the governing structure.

The following items are offered to clarify the expectations of the parties involved in this agreement:

AmeriCorps on the Frontline sponsorships require a financial contribution of $1,750 per half-time AmeriCorps member. This contribution is used for the overall support of the AmeriCorps on the Frontline program and is not a fee for service. The contribution is non-refundable. This means that if a member is placed at the site and he or she does not finish his or her term of service for any reason, the site is still responsible for the full amount of the financial contribution. Payment for the 2017-2018 program year is expected by September 30, 2017. If payment cannot be made by this date, a payment agreement must be submitted in writing to the AmeriCorps Program Director by September 1, 2017 for approval.

The Sponsor (County Board of Education):

  1. Agrees to sponsor [# of members] half-time AmeriCorps members at $1,750 each, for a total of $[total commitment] for the 2017-2018program year.
  1. Understands that the cash contribution requirement of $1,750 per member is non-refundable.
  1. Agrees to make member recruitment and training a priority in order to maximize member retention. In the event that a member ends his/her term early (completing 30% or less of their 900 hour service requirement) the county will reimburse 50% of the living allowance payments distributed to the member.
  1. Understands that by engaging a member in the AmeriCorps on the Frontline program, the organization is legally bound to the terms and conditions outlined in this document, whether signed or not.
  1. Agrees to fulfill the requirements of the grant proposal entitled AmeriCorps on the Frontline and further agrees to all components of this Memorandum of Understanding.
  1. Will provide a Regional Coordinator to administer the program on a county level. In some instances the Regional Coordinator will also serve as the Site Supervisor. The Sponsor will notify The Education Alliance immediately if the person filling the Regional Coordinator position changes.
  1. Will meet all data collection requirements set by The Education Alliance within time frame assigned. Sub-sponsors will be required to provide all data needed to calculate its performance measures. i.e. number of students served, amount of time students are served, number of volunteers recruited, etc.

The Regional Coordinator:

  1. Will recruit qualified members. The Regional Coordinator is responsible for filling all slots assigned to the county.
  1. Training for the AmeriCorps members is a shared responsibility. The Regional Coordinator will train members on county specific policies and procedures as well asany requirements the county plans to place on the member. Members are required to participate in, in-person and web-based trainings offered by The Education Alliance and Volunteer West Virginia. The Regional Coordinator will ensure all members attend required trainings.
  1. Will attend Regional Coordinator training.
  1. Should be available to meet regularly with the AmeriCorps Director for site visits and to complete AmeriCorps member evaluations. The Site Supervisor should be available for possible site visits from the West Virginia Commission for National and Community Service staff and the Corporation for National Service.
  1. Member time will be documented on the time sheets provided and approved by their Site Supervisor. The Regional Coordinator will collect member’s paper timesheet and keep them in a locked, secure file. The Regional Coordinator will verify that member’s time is accurately recorded in the electronic timekeeping system by the deadline.
  1. Will notify the Program Director immediately when a problem arises with an AmeriCorps member regarding service performance, attitude, service hours, absences/tardiness, or any other concerns that cannot be addressed on the county level. Regional Directors do not have the authority to release a member from their term of service, only the Program Director may make that determination.
  1. Disciplinary issues will be handled by the Program Director. Regional Coordinators will assist the AmeriCorps on the Frontline Director in applying the code of conduct and in guiding members accordingly.
  1. Will track and report on the AmeriCorps goals and objectives outlined in the grant proposal. The Regional Coordinator will ensure that all data collection requirements are accurately completed and submitted by the deadline

The Site(s) (School or Service Location):

  1. Agrees that the AmeriCorps member will not be assigned to perform an employee’s duties or otherwise displace an employee or fill the position of an employee that has recently resigned or been discharged. If a site is found to be using an AmeriCorps member in this capacity, AmeriCorps on the Frontline reserves the right to re-assign that member to another site.
  1. Understands that the AmeriCorps member’s time is shared with AmeriCorps on the Frontline program and members are required to participate in all AmeriCorps on the Frontline trainings and events that occur during regular site hours. The siteagrees to release member from ALL site duties for AmeriCorps on the Frontline trainings and other events.
  1. Members are scheduled an average of 22 to 32 total hours per week (a minimum of 900 hours is required for a service year). Approximately 95% of AmeriCorps Members’ time will be spent with the sponsoring site. In addition, approximately 5% of members’ time will be spent at mandatory training sessions, service projects, and group projects that occur throughout the AmeriCorps year.
  1. Will follow the Position Descriptionfor each AmeriCorps member ensuring compliance with AmeriCorps prohibited activities. AmeriCorps members are required to directly serve at-risk students and their families to improve the student’s attendance, behavior and academic engagement. Member’s task description and schedules can only be changed upon advance approval by the AmeriCorps on the Frontline Director.
  1. Will provide a Site Supervisor to monitor the member’s service performance, hours, and attendance. The Site will notify The Education Alliance immediately if the person filling the Site Supervisor position changes.
  1. Will provide the member with adequate space to meet with their assigned mentees. The Site also agrees to allow AmeriCorps members the use of a computer with internet and email access, and telephone on site. Members will be expected to use these resources in compliance with program policies.
  1. Will provide reasonable accommodations to members with disabilities.

The Site Supervisor:

  1. Provide day-to-day supervision of the AmeriCorps member(s) activities, including keeping accurate records of time worked, personal/sick leave taken, and students served.
  1. Training for the AmeriCorps members is a shared responsibility. The Site Supervisor should provide an on-site orientation where the member is trained on site policies and procedures, introduced key stakeholders, and provided a tour the facility.
  1. Will assist the member with achieving the goals identified on their Position Description.
  1. Member time will be documented on the time sheets provided and approved by Site Supervisors. Members must submit an electronic time sheet as required in the member’s contract of service.
  1. Will notify the Regional Coordinator immediately when a problem arises with an AmeriCorps member regarding service performance, attitude, service hours, absences/tardiness, or any other concerns. Site Supervisors do not have the authority to release a member from their term of service, only the Program Director may make that determination.
  1. Disciplinary issues will be handled by the Program Director. Site Supervisors will assist the AmeriCorps on the Frontline Director in applying the code of conduct and in guiding members accordingly.

The Education Alliance:

  1. Will administer the AmeriCorps on the Frontline program.
  1. Will provide fiscal management and payroll services for this project.
  1. Will provide a Program Director who will supervise the overall program, complete the grant application, meet grant requirements, and complete required reports.
  1. Will issue member living allowance payments. The member’s living allowance will be direct deposited into the member’s bank account twice a month by The Education Alliance. All payroll deductions will be made based on the requests of the individual member and pertinent state laws. W-2's will be issued by The Education Alliance’s accounting firm.
  1. AmeriCorps members will be reimbursed mileage at a state rate. Reimbursement will be approved for travel to orientation and training sessions.Travel must be documented on the approved expense forms and signed by the site supervisor.Completed expense forms must be submitted to the Program Director for payment within 30 days. Expenses not submitted within 30 days will not be paid. Mileage reimbursement is provided to members for AmeriCorps on the Frontline sponsored events only.

The Program Director:

  1. Will administer the AmeriCorps on the Frontline Program. The Program Director will supervise the overall program, complete the grant applications, meet grant requirements, and complete required reports.
  1. Will be handled any disciplinary problems by applying the code of conduct.
  1. Will be available to Regional Coordinators, Site Supervisors and Members to address any issues that arise.
  1. Will monitor member’s time to ensure they follow the timekeeping policy and meet the 900 service hour requirement.

Duration

This Agreement shall become effective on August 1, 2017 and shall terminate on July 31, 2018. This Memorandum of Understanding may be amended at any time by an Agreement in writing executed by authorized representatives of the Sponsor and the Sup-Sponsor, The Education Alliance.

2017-2018MEMORANDUM OF UNDERSTANDING

Signature Page

County Level Authorization

Signature, The Sponsor - County Superintendent / Printed Name / Date
Signature, Regional Coordinator / Printed Name / Date

Site 1: [Name of Site]

Signature, The Site – School Principal / Printed Name / Date
Signature, Site Supervisor / Printed Name / Date

Site 2: [Name of Site]

Signature, The Site – School Principal / Printed Name / Date
Signature, Site Supervisor / Printed Name / Date

Site 3: [Name of Site]

Signature, The Site – School Principal / Printed Name / Date
Signature, Site Supervisor / Printed Name / Date

Site 4: [Name of Site]

Signature, The Site – School Principal / Printed Name / Date
Signature, Site Supervisor / Printed Name / Date

The Education Alliance

Signature, President/CEO / Printed Name / Date
Signature, Program Director / Printed Name / Date

Please sign each copy of this Agreement. Send the original The Education Alliance, Attn: AmeriCorps on the Frontline, 803 Quarrier Street, Suite 500, Charleston, West Virginia 25301.Retain the copy for your records.

District/Board Office Letterhead

[Date]

The Education Alliance

Dr. Amelia Courts, President/CEO

803 Quarrier Street, Suite 500

Charleston, WV 25301

Dear Dr. Courts:

[District/Board Name] is pleased to submit this Letter of Support for grant funding opportunities for The Education Alliance’s AmeriCorps on the Frontline program. The partnership between The Education Alliance and [District/Board Name] will maximize the efforts of both organizations to increase the high school graduation rate in the State of West Virginia.

AmeriCorps on the Frontlineis a dropout prevention mentor-based intervention program that addresses student attendance, behavior and course performance. Through this program our county creates and implements an individualized dropout prevention plan for at-risk students. AmeriCorps on the Frontline members put that plan into action through direct service to students and their families.

[District/Board Name]agrees to sponsor [# of members] half-time AmeriCorps members and contribute a total of $[total commitment - $1,750 per member] for the 2017-2018program year. This fundingdemonstrates our school system’s commitment to the program and will be used as in kind support as part of the grant’s matching requirements.

We look forward to the impact this grant will have on our county’s ongoing dropout prevention efforts. Please feel free to contact me if you need additional information.

Sincerely,

[Name of Superintendent]

[Title]