Abstract

For busy program directors, keeping track of members' time can be challenging, especially reporting service and training hours separately. The Elkhart EnviroCorps program in Elkhart, Indiana uses a customized timesheet so that members can accurately enter codes that distinguish service and training hours. Since its implementation in 1999, the program director reports that record keeping is virtually problem free. Although developed with an AmeriCorps program in mind, other programs can easily modify the document to their needs by substituting their own codes, and a copy of the timesheet is included for this purpose. Krista Bailey submitted this effective practice in February 2004.

Back to top

Issue

Keeping track of AmeriCorps members' time, particularly keeping up with what projects members are focusing on, how much time is spent on service, and how much time is devoted to training, can require a lot of work for program directors.

Back to top

Action

The program director with the Elkhart EnviroCorps program in Elkhart, Indiana has developed a detailed, coded timesheet in Excel for use by members and staff to keep accurate records of members' time.

Effective practices include:

• The spreadsheet is set up by pay period to coincide with when members receive their living allowance checks — this assures that for every living allowance disbursed, members did put in hours.
• Members use codes to separate out training and service hours. For example, "TA" for "Team Activity," "SAS" for "Saturday Seminar," "PP" for "Project Plan" and "SP" for "School Program."
• Members fill out the timesheet on paper, although totals can be done on a computer in Excel as needed.

Back to top

Context

This format works extremely well with the Elkhart EnviroCorps program where there is a team of (usually) 15 full-time people. Although it takes some orientation and getting used to by the members, it provides the most accurate accounting of what members do and how long it takes them to accomplish service.

EnviroCorps provides individuals with an opportunity to serve the environment and the community as an AmeriCorps Member. EnviroCorps is one of approximately 800 AmeriCorps National Service programs across the country. As an EnviroCorps Member, individuals have the opportunity to share their passion for the environment by participating in a variety of service projects. These include:

• Direct Environmental Education in classrooms and through field trips; leading summer camp; and planning and conducting hands-on workshops for the community on a variety of environmental topics.
• Community Improvement Projects including cleaning up area rivers and neighborhoods; providing water conservation education and assistance to residents; participating in community service days; getting people involved in making the community cleaner through community gardens, the Adopt-A-Trail and Adopt-A-River programs, the Eco-Friends Volunteer Program, and other beautification projects.
• Restoration projects (in Elkhart and on preserves managed by the Nature Conservancy) including planting trees; building and maintaining trails; monitoring river water quality; developing a nature preserve through planting of native plants; conducting controlled burns on prairie areas, and removing non-native invasive species.
• Environmental Events: Members plan and participate in an Environmental Festival (includes a Recycled Art Fair and Recycled Raft Race; Earth Day celebration and Arbor Day tree plantings; National Youth Service Day and Service-Learning projects.
• Personal and Professional Development including Project Learning Tree, Project WILD & WILD Aquatic; Community First Aid and Safety classes, learning fire suppression techniques; and developing team building and leadership skills.

Back to top

Outcome

Using the customized spreadsheet the Elkhart EnviroCorps program director can effectively report the number of hours served per person, for the program, and the overall ratio of service to training. The timesheet also allows members to track how much time they spent on individual projects (some members work on more than one project simultaneously).

Back to top

Evidence

The Elkhart EnviroCorps program has been using this customized timesheet for five years and the program director reports, "We have not had any problems tracking service vs. training hours, and can accurately see how much time is spent on particular projects."

Back to top

Posted On

April 20, 2004

Back to top

For More Information

Back to top

Source Documents

Elkhart EnviroCorps Member Time Sheet

Related Practices

No related practices

Back to top

Related sites

• Login or register to post comments
• 
• Print-friendly page
• Send to friend