A program of:
Key SIS Policies
Enrollment Phase
- In-Person Orientation
- Sign-In Sheets
- Actual Enrollment Date
- Student Status
- Proper Identification
- Sex Offender Registry Checks
- Criminal Record Checks
- 30-Day Enrollment Policy
Service Phase
Exit Phase
- Exiting a member
- Site Supervisor End of Term Evaluation
- Members Exited without award
- 30-day exit policy
- Site Supervisor Evaluations by phone
Enrollment Phase
All members “must” take part in an in-person orientation that covers all the information contained in the Orientation Script. In some special situations, an in-person orientation can be done over the phone; however, a phone orientation must be documented and cover all the information contained in the Orientation Script.
When a member attends an in-person orientation, they must sign/initial an SIS sign-in sheet prior to the actual in-person orientation
The official enrollment date begins no earlier than the day a member passes in a complete enrollment package and all the enrollment paperwork is signed by the member, site supervisor, and SIS coordinator on or before the official enrollment date.
No member should be enrolled into the SIS program without complete enrollment paperwork that includes proper ID, a sex offender registry check, and the completion of Enrollment Form Part 3.
All campus partners must ensure that all new members enrolling in SIS must be students (part-time or full-time) of their college or university in order to be eligible to participate in the Students in Service program.
All campus partners must ensure that all new members enrolling in SIS must be a US citizen, US national, or lawful permanent resident alien of the US by supplying with their enrollment paperwork a copy of an appropriate personal ID as detailed on page 1 of the Member Agreement.
All new members, before they are officially enrolled in the SIS program must be checked (National Search) by the SIS campus coordinator on the National Sex Offender Registry. A copy of the results should be placed in the member’s file with their enrollment paperwork. No person who is a registered sex offender can participate in the SIS program.
All members that have significant “recurring access” to a vulnerable population (children 17 or younger, persons 60 years or older, or people who are disabled) during their service and/or the site supervisor checks the box on the Site Agreement that the enrolling member will have “recurring access” with a vulnerable population, then the member must have a criminal record check verification form completed that shows the site, academic department, or SIS coordinator has reviewed the criminal record report and determines it satisfactory for the member to serve for the site and/or for the SIS program. Most criminal record checks for the SIS program are completed by the member’s academic department (such as teachers, counselors, nurses, etc.) or by the site itself. Rarely, is the criminal record check done by the campus partner and under no circumstances is a campus partner to encourage an SIS member to obtain their own criminal record check.
A member cannot be approved for enrollment beyond 30 days of their official enrollment date. This is a compliance violation of the grant provisions and the enrollment will be adjusted to comply with the grant policy. In cases where there is administrative error and not member error, approval beyond 30 days will be made on a case by case basis.
Service Phase
All time logs must be signed and dated by the site supervisor who signed the member’s site agreement. If a site supervisor were to leave the organization, then it is the member’s responsibility to have their new site supervisor sign a new or the old site agreement as of the date they began supervising the SIS member.
All time logs must be filled out in pen with no cross-outs or white-outs. If there are cross-outs or white-outs then the member must redo the time sheet before the time sheet will be accepted by the campus partner.
The total hours a campus partner inputs into the WBRS system should be the same total hours showing on the corresponding hard copy time log.
If a time log is showing hours under service, member development, and/or fundraising they should describe on the time log what activities they were participating in during the recorded hours. The activities recorded on the time log should correspond to the activities that they detailed on their site agreement.
If there are major corrections to a member's time log, please have the member redo their time log and get the appropriate signatures; however, if there are minor changes to a member's time log then both the member and the SIS Campus Coordinator must initial the correction so that it shows both are aware and agree to the edit.
Beginning the 08-09 grant year, all new members enrolling in a 900 hour term of service must have a/their site supervisor complete a mid-term evaluation (at approximately 450 hours into their term of service) and the mid-term evaluation must be turned in to the SIS campus coordinator on the member’s campus.
Exit Phase
Do not exit a member with full award out of the SIS program without complete exit paperwork as detailed on the Exit Checklist
All members must be exited from the SIS program with or without award and must have a completed exit form in the member’s file.
If a member has served at more than one site, they only need one site supervisor evaluation, preferable from the most recent site where they serve the most hours, in order to exit the program with full award.
Site Supervisor End of Term Evaluation
A site supervisor who signed a member’s site agreement must complete a site supervisor end of term evaluation before a member can be exited from the SIS program.
Members who are exited without award must be sent an email or letter (if they have not completed an exit form already) detailing that the member has been exited form the SIS program and if they have questions they can contact the SIS coordinator for their campus.
All members must be exited out of the SIS program within 30-days of their completion date with or without an award. If a member is exited after 30 days of their completion date this would result in a compliance violation of the grant provisions and the member can be automatically exited from the program without award by the Director of the Student in Service program.
Site Supervisor Evaluations by phone
While the ideal is to receive all Mid-Term (900 hour members only) and End-of-Term Site Supervisor Evaluations directly from the member with member’s time log and/or exit paperwork; however, sometimes there are situations where either evaluation may not be completed and turned in before or after the member has exited from the program.
A Campus Partner can do one of two approaches:
- Have member or campus partner contact the site supervisor and have the site supervisor complete the evaluation and hand it to member or mail to the Campus Partner with original signature (the ideal way!)
- If time is of essence, the Campus Partner can contact the site supervisor to have the Site Supervisor Evaluation (either Mid-Term or End-of-Term) completed over the phone. The Campus Partners notes on the evaluation form the site supervisor being interviewed (making sure it is the same site supervisor who signed the site agreement), the site, the date and time of the phone evaluation, and the phone number. The Campus Partner then asks the questions to the Site Supervisor and records the answers as well as any comments the Site Supervisor may have of the member. Once complete, the Campus Partner places the evaluation in the members file.
Example of Site Supervisor Evaluation done by a Campus Partner
NOTE: This policy can be used for all active files since the 04-05 grant year.
Learn more about SIS: (Required of all Members)
Online Pre-Service Orientation
Submit:
Sign-up for:
"My AmeriCorps"
Online Account