Managing multiple rural sites
Abstract
Managing multiple sites can be a considerable challenge for AmeriCorps Program Directors. The challenge is even greater when sites are located in rural communities that are geographically isolated from one another. The Oklahoma American Red Cross "We'll Be There" Program offers examples for recruiting, training, and maintaining communication with members, program managers, and site supervisors in rural locations. This effective practice was collected at the 2002 Southwest Cluster AmeriCorps Program Directors Conference in Albuquerque, New Mexico.
Issue
With sites spread out over a relatively large geographic area, AmeriCorps program directors of multiple rural sites often have difficulty providing guidance to the project managers and members they oversee.
Action
The following consists of effective practices for recruitment, training, community relations, communicating with sites and members, mentoring, and member recognition.
Recruitment
The top priority is to recruit AmeriCorps members who will be compatible with the communities in which they are placed. Program directors need to be receptive to the cultural differences of rural communities (e.g., dress, language or vernacular, level of education, etiquette) when considering members for placement.
It is preferable to recruit candidates from within the areas they will be serving because they will have a better understanding of community attitudes and available resources.
Training
Orientation training for all managers and site supervisors is provided in spring prior to the September 1 start date of the Oklahoma AmeriCorps service year. This annual one-day training event is mandatory for any site that has requested an AmeriCorps member — even if a site has attended in the past.
All training participants convene at a central location. Programs are offered two dates to choose from, with at least one month's notice, so there can be no excuses for not attending.
The training agenda consists of:
- Overview of the Corporation for National and Community Service
- Explanation of why AmeriCorps members are assigned to the sites
- Details about member benefits and reporting requirements
- Upcoming required events and training dates, with an emphasis placed on the mandatory status of these activities;
- Current program information updates for each potential host site
- Recruitment guidelines. By having the orientation in spring, program managers will have plenty of time to recruit new AmeriCorps members by the end of summer
In addition to the above agenda items, experienced program managers are encouraged to provide their insight to new managers.
During the first week of the AmeriCorps service year (following September 1), members, program managers, and site supervisors return to the central training location. Goals and objectives are outlined, discussed, and recorded for the service year.
Additional member-only training dates are scheduled during the following weeks of autumn. Twenty AmeriCorps members from across the state have one- to three-hour drives from their project sites to the central training location.
- All members arrive the Monday night before training begins on Tuesday. Second-year members are required to attend only the first day of training. This reduces program expenses and prevents members from becoming bored with repetitive training.
- The Program Director joins members for dinner on their first night. This gives the members an opportunity to interact with the Program Director in an informal setting. For the rest of the week, members are free to socialize amongst themselves.
- Transportation, lodging and meal expenses related to training are budgeted for in the program grants.
- Members drive their own vehicles and are reimbursed for mileage. They are encouraged to carpool with other members at nearby sites.
- Hotel bills for members are billed directly to the Oklahoma AmeriCorps program.
- Lunch is provided at the training site. Members receive an allowance for additional meals; they are responsible for submitting meal receipts for an expense report.
- AmeriCorps members are sworn-in following the series of training sessions, in November.
Community Relations
Program directors need to establish and maintain open relationships with each host site manager/supervisor.
Regular site visits are extremely important to ensure the success of the member, which in turn reflects on the program.
Allow ample time at each location for both professional and personal interaction; this creates a positive ownership in the program from the site.
Communication
The Project director visits new managers who are struggling with their programs in October before official site visits begin. Official site visits begin in November, after AmeriCorps members are sworn-in.
Schedule a minimum of four site visits per year. Site visits average three to four hours each, generally a couple hours before and after lunch. With round trip travel time considered in, the Project Director allots a full day for each site visit. If more than one member serves at a single site, the Director may stay an additional day so that each member receives individual attention. Each of the four site visits has a different focus:
- Establish objectives (revisit the goals set at orientation and clarify any optional objectives)
- Mid-year evaluation
- Observation (the Director attends a community training presented by the member)
- End of year evaluation
All 20 AmeriCorps members come together in January for a joint Martin Luther King Day of Service event. Members are encouraged to suggest project ideas for the event. In October a submission form is distributed to members with instructions to return it to the Project Director by November 15. This allows the Director time to review the feasibility of prospective ideas.
Some rural communities do not have, or are not accustomed to providing, up-to-date resources. Expectations of the host site to provide adequate technology resources should be expressed during recruitment time. Resources may include: telephone, fax, cell phone, or computer with Internet connection.
Maintain regular written communication, e.g., memos, monthly summaries of hours and accomplishments sent to members and managers, and quarterly newsletters.
A web page is a great resource for communication. It can be used to post pictures of program activities, notify members of the most current information, and regularly needed documents can be downloaded by members. (See the website of the American Red Cross of Oklahoma for an example www.arcok.org.)
Mentoring
The Oklahoma Red Cross AmeriCorps program generally has five continuing members each year that can serve as mentors.
Each year, new members are asked which continuing member they would prefer to have as a mentor. On average, three new members are assigned to each mentor. Mentors are expected to e-mail or call new members once a week. The mentors share their experiences with new members and help them adjust to their projects.
The assigning of mentors is not to take the place of the direction given by host site managers/supervisors or Program Directors. This is an additional avenue for members to ask questions or express concerns and ideas for achieving goals and objectives.
AmeriCorps members are encouraged to assist one another in their respective sites, if needed.
Recognition
Each member brings diversity to the whole program. Recognize specific needs, talents, and achievements of members through articles and pictures in quarterly newsletters and web pages. Provide the encouragement members need by sending cards for special occasions and presenting member highlights in program publications.
By recognizing members, the project director reinforces the importance of the members' service.
Context
The Oklahoma American Red Cross "We'll Be There" Program has 20 AmeriCorps members assigned to American Red Cross chapters throughout the state of Oklahoma. The program has been developed to help communities prevent, prepare for, and respond to local emergencies through education programs and volunteer development.
Outcome
By securing a mutual understanding prior to the AmeriCorps term of service start date, the "We'll Be There" program has had very few problems with members or program managers missing mandatory activities.The successful management of the "We'll Be There" program is in part expressed by its high member retention rate. Of the 20 AmeriCorps members serving in the 2001-2002 term of service, only one member has resigned (due to personal circumstances not related to the program). In addition, nine of those same 20 members have committed to a second year of service with the program.
Posted On
March 12, 2002For More Information
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