Enrollment

Re-enrolling Member Instructions are found here: https://www.uhean.org/americorps-member-start-reenrollment

New Member’s Instructions are found here: https://www.uhean.org/prospectiveenrolling-members-1

Orientation

In-person orientations are available for groups of 10 or more prospective members by request.

Online live orientations for groups are available at the beginning of school semesters by request.

On-demand orientation will be updated and uploaded shortly, the link is:

Remember you must attend at least 1 orientation per year!

Start Dates are the 1st and 15th of every month. After enrollment season; New members will be enrolled on the 1st and Re-enrolling members will be enrolled on the 15th. Members who do not have ALL of their enrollment tasks completed before their anticipated start date will not be enrolled on that date and cannot start counting hours until they have received the official successful enrollment email and MSA Addendum.

Provide Members with Position Description Documents.

Upload Members’ NSOPWs

Meet with Enrolling Members

• Verify age and get information of EEV

• If married, verify license matches SSN - if not, gather documents for UHEAN Staff

• Get Position Description and Upload into IPT

Sign Enrollment forms

Email UHEAN Staff that enrollment documents have been uploaded.

Member Management

Documents you’ll need:

Member Handbook - It’s a good habit to read at least once per grant year.

Policies and Procedures

Keep up to date with members - ask for pictures, get great stories, you’ll want them for when UHEAN Staff does site visits!

Check Monthly forms every 1-2 Months for correctness and compliance. More specific information for how forms should be completed can be found here.

UHEAN will run Compliance Audits for Grant Years every other month.

Audit process

1. A bi-monthly audit is run.

2. Members who has two months of forms or more incomplete is tagged

3. An Email is sent to CC's informing them that member's account is not up to date and gives a deadline

4. Member either resolves the issues or does not even if extra time is given.

4. If the member does not bring forms up to date after the second warning email, they will be exited without award in poor standing.

Member seeking to suspend term of service.

Once during their term the program may place a member on suspension and extend the member’s term of service beyond one calendar year due to compelling personal circumstances. “Compelling personal circumstances” include those that are beyond the participant's control, such as, but not limited to:

• A participant's disability or serious illness;

• Disability, serious illness, or death of a participant's family member if this makes completing a term unreasonably difficult or impossible; or

• Conditions attributable to the program or otherwise unforeseeable and beyond the participant's control, such as a natural disaster, a strike, relocation of a spouse, or the non-renewal or premature closing of a project or program, that make completing a term unreasonably difficult or impossible;

• Military service obligations;

• Acceptance by a participant of an opportunity to make the transition from welfare to work;

During the suspension from service, the member will not receive credit for service hours or benefits. The member may resume his or her term of service once the circumstances supporting the suspension have been resolved. However, a suspension may last no more than one year from the date of suspension. If the member does not resume the term within the one year period, the member may request that the program exit the member and the member will be eligible for a partial education award based on the number of hours served in the term and upon a discounted award amount.

Term suspension requests must be completed at the beginning of the suspension period. We will not allow retroactive requests.

Exits

The Member’s instructions are found here: https://www.uhean.org/exiting-the-program

On this page the member has a downloadable exit checklist and the site supervisor end of term evaluation.

The member also has access to the Unlock Exit Form. This will replace the email that was previously sent by campus coordinators. Once the member completes that form, UHEAN will unlock their forms and add them to the Exit in Process Spreadsheet for their grant year. Please do not send unlocking or begin exit emails to the email.

After the member meets with you to verify their hours and upload the site supervisor end of term evaluation, you will complete the Begin Member Exit Form which is found here: https://forms.gle/KovB8oVjnu3vzUnD7

The member will then be added to the queue for exiting members. If there are no issues that need to be resolved, they should be exited within 2-3 weeks. Any errors found in their Monthly Reports or other service requirements must be addressed before UHEAN Staff can exit them. If there are errors and corrections need to be made the exit process will take longer, so please remind members to check their email often.

The Utah Higher Education AmeriCorps Network cannot exit them with award until all items are done.