VISTA Recruitment Process Agenda Introduction Review of VISTA

VISTA Recruitment Process

Agenda § § § § Introduction Review of VISTA Benefits Key Terms and Conditions Recruitment and Selection Strategies: § Screening and Eligibility § Interviewing Strategies § Successful VISTA Traits Overview of the Recruitment Process Using My Ameri. Corps including: § Opportunity Listings § Applicant Searches - Targeted Recruitment § Creating and Editing VADs § Selecting a Candidate Recruitment Resources Questions? ? ?

VISTA Benefits § § § § Living Allowance – Varies by County $11, 352 and $19, 272 Health Coverage Life Insurance Childcare – Up to $400 per child under 13 if eligible Post-Service Options – $5, 550 Segal Ameri. Corps Education Award or $1, 500 Cash End of Service Stipend Student Loan Deferment and/or Forbearance Payment of Student Loan Interest Accrued During Forbearance for National Service § Partial Perkins Loan Cancelation – Eligible for partial Perkins loan cancellation if they choose the End of Service Stipend § Relocation Assistance - $550 Readjustment Stipend and 33 cent per mile reimbursement for mileage and shipping § Reimbursement For Project Related Travel § Pre-Service Orientation and Ongoing Web-based Learning § Other Benefits Vary By Program (i. e. training, housing assistance, etc. )

Key Terms and Conditions to Discuss with Applicants § Ameri. Corps*VISTA service is a one year commitment requiring full immersion in the project and community. Full and part-time employment are prohibited. Often members serve beyond the standard 40 hours. § Leave is limited up to 10 work days of personal leave, 10 work days sick leave, and limited emergency leave. § Members may take classes. However coursework and class schedules must not interfere with service or the members’ ability to complete their tasks and responsibilities. § Members are responsible for finding housing and paying their own rent. Sponsor organizations will help members find safe and affordable housing. § Federal taxes are withheld from the subsistence allowance. State, local, and Social Security (FICA) taxes are NOT currently withheld. VISTAs are responsible for including subsistence allowance on state and local tax returns. § Some medical costs not covered include: Routine physicals, dental exams, and eye exams; medical costs associate with pre-existing conditions (except prescription medicines); chiropractic visits and procedures; substance abuse; allergy tests. § Placement of persons with a criminal history requires the VISTA Program Director’s approval

Screening and Selection Keys ü Screen and rank applicants in My. Ameri. Corps: Determine who to interview or decline. Try to find at least 3 applicants to interview for each position. ü Arrange interviews with top candidates. ü Send pre-interview information to applicants (VISTA Assignment Description; Terms, Benefits, and Conditions; Overview of the Project; and Interview Time and Place/Manner). ü Interview candidates. Ensure the applicant fits VISTA Sponsor needs and culture. ü Verify references by phone using the information provided in My Ameri. Corps. ü Divide interviewed applicants into three groups: Select, Wait Listed, or Decline ü Send decline letters. Reject applications via My Ameri. Corps. ü Select top application via My Ameri. Corps. Send acceptance letters and give them a specific deadline to Accept the position via My Ameri. Corps. ü Confirm acceptance by applicants. Review their status in My Ameri. Corps it should be Pending State Review. ü Send Wait List email or letters. Confirm the interest of the people on your Wait List.

Basic Eligibility Requirements Applicants must meet the following minimum standards of eligibility: § 18 -years-old upon entering VISTA training. There is no upper age limit. § U. S. citizens, U. S. nationals or lawful permanent resident aliens to choose between receiving an education award or an end of service cash stipend, or a resident of a state to serve and receive an end of service cash stipend. § Not listed in the National Sex Offender Registry database as convicted of a sex-related crime. Not currently awaiting trial or on probation or parole. No history of sexual abuse of children below age 18 or conviction of any crime in which children were victimized. § Available to serve full-time for one year without regard to regular working hours. § Related education, training, military, service and/or work experience, and any other relevant skills or interests necessary to perform a specific VISTA assignment. § To the maximum extent practicable, be willing to live among and at the economic level of the low-income people served by the project.

Screening and Rank Applications Review the application submitted via e. Grants/My Ameri. Corps carefully to determine which applicants to interview. Consider the following: • Basic Information. Does the applicant meet the basic age and citizenship/residence requirement? Is the applicant available for Pre-Service Orientation and to service full-time immediate after PSO? Is the applicant employed or enrolled in school? • Military Status. Look for experience, skills or education gained during military service. What type of discharge did the applicant receive? Is the applicant in the reserves? • Education. Look for candidate with related academic background. Does the applicant have a high school diploma, Bachelor's or advance degree? • Skills/Experience. Are the applicant’s skills relate to the VISTA Assignment? Does the applicant demonstrate significant education, community service, work, and/or life experiences? • Community Service. Look for service experience that corresponds to the VISTA Assignment Description and/or a commitment to service. Look at the length and duration of service. Look at the number of service hours and intensity (role) of serve.

Screening and Rank Applications Consider the following: • Motivation Statement balances altruism and a desire for personal and/or professional growth. Short statements, “change of scenery” or “seeking employment” are all RED FLAGs. • Criminal History. Note whether or not the applicant has a criminal history. If an applicant has a criminal history, you will need to verify whether or not court requirements were met. Is the applicant suitable for service? The National VISTA Director must approve placement. Immediately contact the State Program Specialist if you are interested in placing someone with a criminal history. • References. Does the applicant have two reference? Are the references professional, educational, or personal? Incomplete, familial and personal references are a RED FLAG. Take note late and weak references. • Other: If you are looking for a candidate with strong writing skills consider asking for a long and short writing sample. • Overall: A strong applicant has academic, military, volunteer service and work history that corresponds to the VISTA Assignment Description, is team-oriented, willing to take on a wide range of challenges, able to subsist on the VISTA living allowance, and able to accomplish specific goals within a the project framework and timeline. Applicants should have a college degrees or at least three years of relevant military, work, and/or community experience.

Interviewing • Applicants: Rank applicants and decide whom to interview. Interview applicants that have submitted strong applications and received strong recommendations from their reference. • Send Pre-Interview Information to Applicant: Send applicant the VISTA Assignment Description; Terms, Benefits, and Conditions; Overview of the Project; and Interview Time and Place/Manner. • Preparation: Review application; Prepare Interview Questions; Set aside 45 minutes to 1 ½ hours. • Interview Participants: If there are multiple interviewers, make sure there is a clear lead interviewer and that an outline of each person’s role in the interview is made so as not to intimidate or confuse the interviewee. Consider involving others that will work with the VISTA Project in the interview. • * Remember applicants can apply to 10 projects, so they are also looking for the best project to meet their needs and interest.

Successful VISTA Traits Strong Candidates are motived, committed, flexible, and mature. The have strong interpersonal skills, solid experience, and the ability to produce results. § § § Clues to look for: Is the candidate a self-starter? How much and what type of volunteer work has she or he done? Consider the candidate's previous commitments. What was a difficult and challenging commitment the candidate made and met? Is the candidate flexible and adaptable? Look for enthusiasm, readiness for challenge, and ability to deal with adversity. Has he or she thought out reasons for applying to become an Ameri. Corps member? Is the applicant looking for a job or looking for a service opportunity? Does the applicant understand the difference? Has he or she given evidence of tolerance and the ability to work with a wide variety of people? Is the applicant prepare to live on the modest bi-week Living Allowance? Consider the types of questions the candidate asks during the interview. (For example, do most questions deal with the project or Ameri. Corps benefits? ) If you conducted a phone interview, was the applicant attentive or watching television or folding laundry while speaking to you?

Creating a Recruitment Plan Getting Started § 1. Setting Goals. 2. Determine types of outreach. 3. Estimate Cost. 4. Draft a timeline. 5. Create materials. § Determine who you are looking for (college grad, special skills, experience, etc. ) and where will you find this group. § Consider local, national, and web-based recruitment resources § Post Opportunity Listing in My. Ameri. Corps – be as thorough as possible. § Develop a strategy and determine any cost target. § Use My. Ameri. Corps to find applicants and tell them about your Opportunity Listing. § Write down plan and timeline for reference and revision.

Creating a Recruitment Plan Using Campaigns § Using My. Ameri. Corps, Social Media, Internet, and Agency Notices – i. e. Sponsor’s website, Idealist. org, All. For. Good, Craigslist, Constant Contact, Volunteer. Match, Facebook, Twitter, etc. § Open house/office information session – allows prospective applicants to see the work environment § Career fairs (community and local colleges) – ask for a non-profit rate or free § College campuses, especially student organizations, career centers, financial aid offices, student affairs offices, and community service office § Table in student union or outside cafeteria § Brown bag lunch information session § Residence halls – RAs have to plan activities in the dorms so maybe they’ll allow you to have an information session in the dorms one evening § Office of Volunteerism – Habitat for Humanity chapter, Circle K, etc. § Fraternities & sororities § Classified Ad and local papers, but be careful and remember we’re targeting folks interested in community service

Member Retention § § § § § Orientation Packet Contact Tourist Bureau Maps, Brochures, Coupons, Local Papers Low to no-cost entertainment and living Use Past Members to Orient New members Educate Staff on Ameri. Corps VISTA Create Social Events- partner with other Ameri. Corps VISTA Projects Service Events Team Meetings Training

THE 7 RECRUITMENT COMMANDMENTS Set Realistic Goals Develop a meaningful plan and budget Assemble necessary materials Identify likely members Find and encourage applicants Follow up and evaluate Retain your members

Questions?

My Americorps Recruitment Sponsor Creates service opportunity listings and VADs CNCS State Office Approves applicant; Places candidate Applicant Selects End of Service Award; Completes remaining Portal documents; Takes TCB and VAD to PSO CNCS State Office Approves service opportunity listings Applicant Searches for service opportunity listings Registers to use the Portal; Creates profile Sponsor Applicant Accepts or declines service offer VMSU Activates VISTA Reviews application; Interviews Completes application; Applies applicants; Certifies Citizenship and to Project Listing (s) Criminal History; Completes Sponsor Evaluation; Selects or rejects applicant VISTA Member VISTA maintains Portal data during service and as Alumni

Opportunity Listings

Recruitment Concepts § Potential applicants are bombarded by media and constantly ‘filtering’ messages § Applicants are quickly reading online and selecting and deselecting programs § 50 -100 Ameri. Corps Postings in CA § Create ‘boiler-plate’ language that can work in a variety of settings (e. g. , online, flyers, brochure) § Along with the “teaser” create a succinct & practical project description that is compelling

Key Components of Messages § § Appeal to the market –has a hook! Focuses on the needs and interests of the applicant Touches on the characteristics of the program Creates an emotional pull that…. engages them to read further!

REAL Recruitment Messages § Opengate Community Center is a high performing community-based organization that aims to strengthen families and to revitalize the neighborhood. (Most Common) § Do you believe affordable housing can reduce poverty? Through fundraising, you can help to preserve and expand affordable housing at 1010 Development Corporation, a nonprofit housing developer. § Foundation for Second Chances is creating brighter futures through second chances, help make poverty a temporary condition not a life sentence.

Create Opportunity Listings

Key Reminders § Make sure you have access to e. Grants. § Always select “Yes” when you want the listing to be viewable by applicants right now. § Be sure to turn the listing off once you have found your candidates. § Project Name/title of your listing should include both the name of your organization and the VISTA role (ex. UCLA - Volunteer Coordinator). § Be sure the start and end dates are correct. § Be cautious about entering special characters pasted from a word document, as they will not save correctly. § Do NOT enter language about staff roles or direct service. § Remember that every time you edit the listing it has to be approved. § Follow the deadlines/due dates given to you my your Program Specialist. § Send email reminders to your Program Specialist about new or edited listings.

Applicant Searches

VADs

Creating and Submitting a VAD In the e. Grants Phase II My Ameri. Corps Portal, that VAD workbasket can be accessed 2 ways: Through the VISTA Workbasket – By clicking the “VADs” tab.

Through the Recruitment Workbasket – By clicking the “VADs” tab.

To create a new VAD, click on the “Create a New VAD” link. The VAD creation page will appear.

Fill in the fields on the page (or choose an option from the available drop down menus). The items marked with an asterisk are required fields. i. iii. iv. v. vi. vii. VAD Title – Include Project Name (i. e. Hope’s House Resource Development Coordinator) Site Name – If Applicable (i. e. Hope’s House LA Office) Primary Focus – Select from list Secondary Focus – If Applicable Goal of the Project – Describe of the overall goal of the Project. If the project has multiple goals that the VISTA will address create a single goal. Performance Period – Include State Date and End Date (i. e. January 2013 – June 2013) Member Activity – Describe the activities to meet the objective. * The link “add new activity” and “add new objective” can be used to additional activities and objectives.

Submit A VAD To save and submit the VAD to the State Office for approval, click the “Save and Submit” button. i. The VAD will then appear in the workbaskets under the “VADs” tab in the “Submitted” status. VADs in the Submitted status cannot be edited, but they can be deleted. ii. Click on “Create New VAD” to create additional VADs

Create VAD cont. Once a VAD has been created, you can copy the information from the existing VAD into a new VAD that is being created. This will allow you to instantly reuse information, instead of manually re-entering information that may be used for multiple VADs. The steps for copying VAD info are as follows: i. Choose an existing VAD from the “Copy from Existing VAD” drop down menu. ii. Click the “copy” link, and the remaining information will automatically fill into the VAD fields. iii. Edit the information as needed before submitting the VAD.

VAD Approval Process Once the VAD has been reviewed by the State Office, the VAD will either be Approved or Rejected by the State Office Staff. The VADs will still appear in the workbaskets with the updated Status.

Choose Rejected VADs can be edited and resubmitted to the State Office for approval. You must edit the VAD before attempting to resubmit; if you do not edit the VAD prior to resubmitting, you will receive an error message. VADs that have been rejected will include comments from the State office. These comments will remain on the VAD until it is resubmitted to the State Office and either Approved or Rejected. The comments can be viewed in 2 ways: By clicking on the title of the VAD. The VAD will open as a PDF and the comments will be shown on the first page.

Assigning a VAD to a Candidate 1. 2. When filling out the Sponsor Recommendation form, all approved VADs will appear in the drop down menu. (If the drop down menu is blank, there are no approved VADs for your VISTA project) To request a VAD assignment for a candidate, choose an approved VAD from the drop down menu when submitting the Sponsor Recommendation Form. Once the candidate selection is approved by the State Office and the member is assigned to a project, the VAD will officially be assigned to the member.

Changing a Member’s VAD Assignment To change a member’s VAD assignment, or to assign a VAD to an existing member, click the “Change VAD Assignment” link located in the left side bar of the member home page.

The “Request Member VAD Assignment Change” page appears. On this page you can view the current VAD assigned to the member (if no VAD is currently assigned, the page will specify “None Assigned”), as well as choose a new VAD assignment for the member. Choose a new VAD assignment from the drop down menu, and click “submit. ” This will submit the VAD assignment change request to the State Office for approval.

Key Reminders § VADs should be created in conjunction with the opportunity listing. § Make sure VADs are specific to each VISTA member. § Be sure to use the language directly from your VISTA application: action plan to populate the goals section and performance milestones to populate the objectives section. § The Performance Period should align with the members’ service year. § The VISTA activities and steps should be descriptive and provide the member with targets. § Review the creating effective VADs training in the Portal for additional guidance. § Send email reminders to your Program Specialist about new or edited listings.

Candidate Application

Required Paperwork for VISTA Placement • VAD (VISTA Assignment Description) (Must be created and approved by State Office prior to placement) • VISTA Application (Done online by applicant) • Two References (Done online by applicant and reference) • Sponsor Recommendation (Done online by supervisor) • Certifies Citizenship (Done online by supervisor) • Certifies Criminal History (Done online by supervisor) • Sex Offender Registry (Done by State Office Staff prior to accepting VISTA members in the portal) • On Site Orientation Plan (Must be submitted to the sponsor by the site supervisor prior to PSO) • Terms, Conditions and Benefits Online Course (Must be completed by the applicant prior to PSO) Civil Rights and Responsibilities Online Course (Must be completed by the applicant prior to PSO) • Additional Paperwork, including W 2, direct deposit form, etc. (Must be done online by applicant after they have been placed by state office staff, prior to attending PSO. )

VISTA Online Application

Background Questionnaire

References

Sponsor Recommendation

Resources § CA VISTA Campus Page: http: //vistacampus. org/course/view. php? id=115 § VISTA Campus – Supervisors Page: http: //vistacampus. org/ § National Service Knowledge Center: http: //www. nationalserviceresources. org/npm/home § National Service Hotline: § https: //questions. nationalservice. gov/app/ask § Contact Us: 1 -800 -942 -2677

Questions?