1/10/14 Service Corps Member Policy Manual 2013‐2014 1 1/10/14 Contents
The CUNY Service Corps ................................................................................................................................ 3 Program Model ......................................................................................................................................... 3 Program Goals ........................................................................................................................................... 4 Themes ...................................................................................................................................................... 4 CUNY Service Corps Members ...................................................................................................................... 6 Eligibility Criteria & Selection Process ...................................................................................................... 6 Program Requirements & Responsibilities ............................................................................................... 6 Program Calendar and Hours ........................................................................................................................ 8 Student Evaluation ........................................................................................................................................ 9 Human Resources ....................................................................................................................................... 10 Leave and Benefits .................................................................................................................................. 10 Policies & Procedures ............................................................................................................................. 11 General Program Policies / Disciplinary Guidelines & Student Scenarios .................................................. 12 Attendance & Lateness Policy ................................................................................................................. 12 Dismissal/Termination Policy .................................................................................................................. 12 Resignation Policy ................................................................................................................................... 12 Reassignment Policy ............................................................................................................................... 13 Student Scenarios ................................................................................................................................... 13 Appendix I: CUNY Service Corps Program Responsibilities Agreement ...................................................... 19 Appendix II: CUNY Service Corps Program Calendar .................................................................................. 21 Appendix III: Learning Action Plan .......................................................................................................... 24 Appendix IV: Mid‐Semester Student Evaluation (to be completed online) ............................................... 26 Appendix V: Final Student Evaluation (to be completed online) ............................................................... 28 Appendix VI: Welcome Letter from the Research Foundation ................................................................... 30 Appendix VII: Timesheet Screen Shot Instructions for Students ................................................................ 33 Appendix VIII: 2014 Research Foundation Payroll Calendar ...................................................................... 36 2 1/10/14 The CUNY Service Corps The CUNY Service Corps is mobilizing CUNY students to work on projects that improve the short and long‐term civic, economic and environmental sustainability of New York City and of its residents and communities. Students who are Service Corps members will make a meaningful difference through service while gaining valuable real‐work experience, earning a wage, and where appropriate, receiving college credit. The Service Corps program is more than a typical internship program: students are building professional skills while engaged in work that addresses the city’s most pressing needs. Both our students and the people they serve benefit from the program. The CUNY Service Corps launched in the fall of 2013 with over 700 students at the following colleges: Borough of Manhattan Community College, College of Staten Island, John Jay College of Criminal Justice, Kingsborough Community College, Lehman College, New York City College of Technology, and Queens College. Program Model Throughout the University’s history, CUNY students, faculty and staff, individual colleges and the University writ large have dedicated critical resources to supporting the growth and development of communities throughout the city. The CUNY Service Corps builds on this legacy and on the programs currently in place offering service‐learning, community service, and internship opportunities, to create this major new University‐wide initiative. Student placements are 12 hours per week for 24 weeks throughout the academic year in community organizations, schools, and government agencies. Examples of projects in 2013‐14 include the following:  Guiding visitors at the 9/11 Memorial in Manhattan  Caring for the homeless at a shelter in the Bronx  Planting new gardens in Van Cortlandt Park  Providing nutritional education to mothers in Bedford Stuyvesant  Helping senior citizens in Manhattan Chinatown  Counseling young ex‐offenders in Brooklyn courts  Teaching children about animals at the Queens Zoo  Assisting families and businesses recovering from Hurricane Sandy throughout the city In addition, Service Corps projects help support participating students’ success in college and preparation for the workplace by offering students valuable work experience and exposure to real‐world careers. Service Corps students participate in a pre‐service training and receive ongoing supports that make meaningful links between project placements, college coursework and majors, and students’ civic and professional goals. 3 1/10/14 Program Goals The CUNY Service Corps has a focused set of goals for Corps members, the University, and the program’s community partners: CORPS MEMBERS Civic responsibility  Students will identify as stewards of CUNY and their communities and practice service as a component of active citizenship, community engagement, and social responsibility. Educational & career success  Students will demonstrate awareness of the connection between their academic learning at CUNY and real‐life experiences and gain workplace skills that will improve their employment prospects after graduation. INSTITUTION (FACULTY/STAFF) Instruction  CUNY will integrate more experiential learning into the student experience. Community engagement  Faculty/staff will utilize their deep expertise to address New York City’s most pressing needs, enabling CUNY — its faculty, staff, and students — to contribute to the public good. COMMUNITY PARTNERS  CUNY students will increase the capacity of Service Corps community partners to serve their communities’ needs. Themes The program is organized around themes that represent both opportunity and need in New York City: A Healthier City: Corps members address important community and public health issues, such as chronic disease management, childhood obesity, lead poisoning prevention, infant mortality, violence prevention, nutrition, and food security. A More Resilient and Greener City: Students support projects related to improving the city’s built and green infrastructure and making it more resistant to storm‐related damage. A Better Educated City: The Corps offers valuable supports to students of all ages, such as those in early childhood programs (and their families and caretakers), public middle and high school students, fellow CUNY students struggling with academic and personal challenges, and adult students learning English or preparing to take the High School Equivalency examination. 4 1/10/14 An Economically Stronger City: A range of projects focus on small business development, local budgeting, fundraising for nonprofits and community issues, financial literacy as well as helping eligible families to access tax credits in order to bolster the economic viability and success of distressed communities within the city. 5 1/10/14 CUNY Service Corps Members Eligibility Criteria & Selection Process To be eligible for the CUNY Service Corps, students are required to meet the following minimum requirements: 

Be working toward a degree at a participating CUNY college Be enrolled full‐time (at least 12 credits1) in the spring semester and plan to enroll full‐time during the following academic year2  Have a cumulative Grade Point Average of at least 2.5 (or a GPA of at least 2.75 in the fall before applying to the program)  Have earned at least 24 college credits prior to beginning service placements  Have addressed any remedial education needs prior to beginning service placements  Have the proper work authorization required by the U.S. Citizenship and Immigration Services (USCIS) Students should also demonstrate that they: 





Want to be part of a special and important program that will make a difference in the lives of New Yorkers Are interested in and dedicated to helping people, neighborhoods, and/or community organizations and public service agencies Have previous experience in a job or as a volunteer or intern Can balance work in the CUNY Service Corps with college studies and other co‐curricular commitments Show promise as a leader and a problem‐solver Are able to work as a member of a team Students must submit an online application, which includes essays and a recommendation, and participate in an interview. Program Requirements & Responsibilities CUNY Service Corps members agree to meet the following program requirements:  Successfully complete a pre‐service training prior to the start of service placements  Consistently work 12 hours per week for 24 weeks at their assigned placement sites over the academic year  Participate in the ongoing support programs at their colleges including workshops and individual meetings  Attend periodic campus‐wide and university‐wide events and serve as ambassadors for the program 1
Full‐time status for graduate students may be defined in some cases as less than 12 credits. Exceptions for full‐time status during the academic year have been made on a case‐by‐case basis for students with disabilities and seniors graduating in the spring who have completed all of their academic requirements.
2
6 1/10/14 
Demonstrate commitment to the assigned service placement. Placement within community programs is an educational opportunity and a privilege. Students commit to the assigned service placement site for the entirety of the program during the academic year. Specifically, Corps members agree to: Complete scheduled work hours at the service placement site Be punctual and responsible Communicate with the placement supervisor regarding any anticipated lateness or absences o Show respect for the placement site and adhere to the organization’s workplace guidelines o Respect the privacy of clients (if applicable) o Be professional in attitude, manners, and appearance Complete and submit electronic timesheets in a timely and accurate manner Balance program responsibilities with academic coursework and other co‐curricular commitments Complete surveys and evaluations o
o
o



See Appendix I for the Student Responsibilities Agreement. 7 1/10/14 Program Calendar and Hours Please find in Appendix II a sample calendar for the 2013‐14 year. Students and community partners should use this calendar to finalize a work schedule. Please note that this calendar is flexible. Following are program policies related to service placement schedules: 
Students are expected to work 12 hours per week for 24 weeks. Students may be permitted to have a 10‐hour weekly schedule in some circumstances. 
Corps members may work during Winter Break or Spring Break, on school holidays, or on federal holidays such as Martin Luther King, Jr., Day. However, students can only commit to 24 weeks, 12 hours per week in total for the program. Corps members who are working during breaks should adhere to their 12 hours per week schedule. 
“Make‐up hours” should be rare (e.g., to cover a shortened week due to a holiday). Please note that students cannot exceed 19 hours in one week and 24 work hours in any two‐week pay period. 
Excused absences from a service placement are permitted for the following reasons: personal illness, a religious obligation, a family emergency, mid‐terms or finals. Any excused missed hours may be made up by students after the 24‐week program. Students will be informed of their total available work hours at their sites in the early spring semester. The last day a student can work at his/her site is June 30, 2014.  Students should not volunteer for their community partner sites outside of placement hours during the length of the program. If there is a special event that a student would like to participate in outside of regularly scheduled hours, he or she may certainly attend. In rare instances where students are volunteering for the organization outside of their regular placement hours, community partners are encouraged to require students to sign a liability waiver.  Students may be employed by their placement site outside of their work hours covered through the Service Corps. Students who are offered employment with their community partner sites should be mindful of balancing all of their responsibilities (including their academic coursework, their 12 Service Corps placement hours per week, and their job with the community partner). 8 1/10/14 Student Evaluation Evaluation of Students It is expected that at the middle and end of the placement each supervisor will complete performance evaluations of their Service Corps members. CUNY Service Corps members will be evaluated on professionalism, communication, interpersonal skills, and progress towards the learning objectives. Each student articulates his/her learning objectives in the Learning Action Plan completed at the beginning of the program. See Appendix II for the Learning Action Plan. The mid‐program evaluation can serve as a reference point for subsequent performance assessments (see Appendix IV and V for the content of evaluation forms).  Mid‐semester evaluation: Due December 20th  Final evaluation: Due May 9th Evaluation of Placement Sites Note also that students will be given the opportunity to evaluate their placement sites at the middle and end of each placement. 9 1/10/14 Human Resources CUNY Service Corps members are employees of the Research Foundation of the City University of New York (RFCUNY). RFCUNY is a not‐for‐profit educational corporation that manages private and government sponsored programs at CUNY. Please see Appendix VI for the Welcome Letter to students from the Research Foundation. At the point at which a Corps member begins his/her placement, all HR new hire paperwork as required by RFCUNY will have been completed. Below are policies and procedures that all program stakeholders should be aware of: Leave and Benefits Health Plan Coverage CUNY Service Corps members are not eligible for health insurance. Annual Leave and Vacation CUNY Service Corps members are not eligible to earn annual leave or vacation. Sick Leave To stay current with New York City’s Earned Sick Time Act, CUNY Service Corps members will accrue sick leave, which is to be used only for personal illness. The Research Foundation requires and will collect a physician’s statement for absence due to illness of three days or more, and before or after a holiday. Sick leave accrual is based on the number of hours a Corps member works, times the accrual rate of 0.078571. Example: A Corps member, working 24 hours biweekly, will accrue 1.88 hours bi‐weekly (24 x 0.078571). Jury Duty CUNY Service Corps members serving on juries in New York State Courts are eligible to be paid the jury fee for the first three days by their colleges if they are scheduled to work and they earn more than the fee. If they are not scheduled, they are not to be paid. The state pays $40 per day. If an employee earns less than $40 per day, they are paid their expected salary. Please see RF’s policy 506‐E, concerning jury duty, particularly: Part‐time employees may be permitted, at the discretion of the principal investigator at the local campus and consistent with the needs and resources of the project, to make up on another day those lost work hours spent serving on jury duty. Workers’ Compensation In case of an accident while working, CUNY Service Corps members should immediately contact their placement supervisor, who will then contact the Partnership Development & Engagement Specialist. The Partnership Development & Engagement Specialist will refer this information to the local campus. 10 1/10/14 Workers’ Compensation forms must be obtained within seven working days from the date of the accident. Policies & Procedures Salary CUNY Service Corps members are paid on a bi‐weekly schedule, at a rate of $12 per hour. Students must not exceed 19 hours in one week and 24 work hours in any two‐week pay period. Timekeeping Procedures CUNY Service Corps members are required to create and save an online timesheet (E‐Timesheet) to placement supervisors every other week for approval. Corps members and supervisors should ensure that the hours and days worked are entered accurately. Please see Appendix VII for screen shot instructions on filling out timesheets in the E‐Timesheet system. It is critical that timesheets are approved on time. Students should create timesheets on the last day worked within a given payroll period by clicking “Save” on the E‐Timesheet system. Placement supervisors should approve timesheets thereafter, and no later than the following Monday at 12pm by clicking “Save and Submit.” Placement site supervisors are encouraged to have students sign in and out when they report to work so that it is easy to verify students’ worked hours. Lunch Breaks Per New York labor regulations, CUNY Service Corps members who work for six hours or more in a given day are required to take a lunch break of one‐half hour. CUNY Service Corps members are not paid for lunch breaks. Overtime No overtime is allowed. See Appendix VIII for a Research Foundation payroll calendar. 11 1/10/14 General Program Policies / Disciplinary Guidelines & Student Scenarios Attendance & Lateness Policy Pre‐Service Training Students must attend the pre‐service training in its entirety. On a case‐by‐case basis, students can be excused from pre‐service training sessions owing to personal illness, a religious obligation, a family emergency, or a class conflict. Ongoing Support Program Students must meet the ongoing support requirement of having two touch points with their managers each month. Service Placements Students must complete their scheduled work hours at their service placement sites. Excused absences from a service placement are permitted for the following reasons: personal illness, a religious obligation, a family emergency, mid‐terms or finals. Students planning an excused absence must notify their supervisors in advance of the absence (assuming this is possible). Note that students are allowed to use accrued sick time only for personal illness. If not enough sick time is accrued, students will not be paid for days they miss because they are sick. Lateness Students must arrive at their service placement sites on time. Students must notify their supervisors via phone or in writing if they will be late. Dismissal/Termination Policy A student who is not compliant with Service Corps policy is at risk of being terminated from the program. The following steps should be taken by managers or service placement supervisors before a student can be dismissed from the program. The central office should be informed of all warnings issued by managers or placement supervisors. 


Give student a verbal warning after first incident (with documentation to the central office) Give student a written warning after second incident that states student is on probation and termination is the next step; at this point, the student and manager should create a corrective action plan, which states concrete steps the student can take to improve his/her situation and a timeline for checking in on student progress (with documentation to the central office) Terminate student (with documentation to the central office) and notify RFCUNY of termination. Resignation Policy Students must notify their managers and service placement supervisors in writing at least one week before they will resign from the program. Students should include a “thank you” to community partners for the opportunity in their resignation email. 12 1/10/14 Service Corps managers should inform RFCUNY and the central office of the resignation, and include the date of and reason for the resignation. Students who have resigned from the program may be contacted to fill out an exit survey. Reassignment Policy Students have been matched to placement sites based on feedback provided by both students and community partners after the matching fair as well as information provided on student applications and surveys. The Service Corps is a learning opportunity and a chance to improve New York City. Obstacles/challenges in service placements can help students to grow. If students have complaints about service placements and they request reassignments: 
Students should try to resolve their concerns with their service placement supervisors first by being honest about what their concerns are and offering solution‐seeking suggestions about ways to improve the situation 
Requests for reassignment will typically be considered for the following reasons: academic conflict, religious restrictions, physical ability, student safety, or an extremely lengthy commute 
Students requesting reassignment should put their requests in writing to their campus managers 
Requests for reassignment will be assessed by the central office in consultation with the Service Corps managers If site supervisors request the removal of students from particular community partner locations:  Immediately following removal from a site, managers should meet with students to discuss the situation and encourage reflection (through a letter, journal entry, reflective writing prompt, etc.)  If managers decide that students are good candidates for reassignment, students will meet with central office staff to discuss what happened and advocate for themselves  The central office staff and Service Corps managers will determine if the students should be terminated from the program altogether or if they should be reassigned to a different site Student Scenarios What if students do not attend every session of the pre‐service training prior to the start of service placements? On a case‐by‐case basis, students can be excused from pre‐service training sessions owing to personal illness, a religious obligation, a family emergency, or a class conflict. If students do not have a valid excuse for an absence, they should be dismissed from the program, as pre‐service training is mandatory. Students will only be paid for the actual time they attend training sessions. What if students are not able to work 12 hours per week for 24 weeks at their assigned placement sites over the academic year? 13 1/10/14 Students are expected to work 12 hours per week during the course of the program. Students may be permitted to have a 10‐hour schedule in some circumstances. Can students with disabilities work fewer than 12 hours per week? The Service Corps can accommodate students whose disabilities make it difficult for them to work 12 hours per week. Students who need accommodations are encouraged to register with the Disability Services Office on campus so that their requests can be formally documented and the students are offered additional professional support. What if students do not meet the ongoing support requirement of having two touch points with their managers each month? There is much flexibility regarding the definition of a student touch point (workshop/activity/small group meeting/large group meeting/discussion on technology platform/individual email/phone call). Therefore, every student in the program should be able to meet the two‐touch‐point requirement. If students are not able to meet this requirement, they should be given a warning (see dismissal/termination policy for additional instructions). Do all participants in the Service Corps have to be registered full‐time? Yes, students in the Service Corps must be registered full‐time. Exceptions for full‐time status during the academic year have been made on a case‐by‐case basis for students with disabilities and seniors graduating in the spring who have completed all of their academic requirements. Can students receive credit for their service placements? In a few instances, students are receiving credit for their service placements. The central office is working with the program’s participating colleges to explore existing mechanisms for awarding credit to more students in the program. A long‐term goal is for most students in the program to be earning credit and getting paid for their work. Can students continue their service placements if they graduate in the fall? If students graduate in the fall, they cannot participate in the Service Corps during the spring (unless they are registered for senior college or graduate‐level courses at CUNY in the spring). Students who are graduating in the fall should complete their placements during winter break. Do students have to be registered for classes to participate in the program? If students are not registered for classes, they cannot participate in the Service Corps. Exceptions for unregistered students have been made for graduating seniors at colleges with a trimester schedule who are not enrolled in the third session, given the likely end date of service placements in April. 14 1/10/14 Can students in the Service Corps transfer to other colleges? Students in the Service Corps can still participate in the program if they transfer to a CUNY college, and they must continue to participate in the ongoing support program (either at their original college or at their transfer college, if it is a participating college). If students are transferring to a participating college, they must meet with the Service Corps Manager at their new college upon transferring. Students who are transferring to a college outside of the CUNY system must resign from the program. What if students are absent from their placement sites? Excused absences from a service placement are permitted for the following reasons: personal illness, a religious obligation, a family emergency, mid‐terms or finals. Students planning an excused absence must notify their supervisors in advance of the absence (assuming this is possible). A physician’s statement is required for absence due to illness of three days or more, and before or after a holiday. Note that students are allowed to use accrued sick time only for personal illness. If not enough sick time is accrued, students will not be paid for days they miss because they are sick. If students are absent without a legitimate excuse or if students simply do not show up at their placement sites without letting their supervisors know, they should be given a warning (see dismissal/termination policy for additional instructions). Will students be able to make up leftover hours at the end of the program? In some cases, service placement start dates were delayed because of the government shut down, additional onboarding procedures at specific sites, and reassignments. Also, some students missed hours at their placement sites in the fall because of personal illness, a religious obligation, a family emergency, mid‐terms or finals (all excused absences). Students will be informed of their remaining available work hours at their sites in the early spring semester. The last day a student can work at his/her site is June 30, 2014. What if students are late to their service placements or ongoing support meetings/workshops? If students are late to their service placement sites twice (lateness thresholds vary by organization), Service Corps managers should issue a warning in consultation with site supervisors (see dismissal/termination policy for additional instructions). Managers should keep the central office informed when warnings are issued. What if students communicate inappropriately to program stakeholders (i.e., supervisors, managers, clients, other Corps members)? Depending on the degree of inappropriateness, managers (in consultation with the central office and/or site supervisors) will decide how to coach students and whether to give them a warning 15 1/10/14 (see dismissal/termination policy for additional instructions). Managers should keep the central office informed when warnings are issued. What if students do not show respect for their placement sites and adhere to the organizations’ workplace guidelines? Depending on the degree of inappropriateness, managers (in consultation with the central office and/or site supervisors) will decide how to coach students and whether to give them a warning (see dismissal/termination policy for additional instructions). Managers should keep the central office informed when warnings are issued. What if students are not professional in attitude, manners, and appearance? Depending on the degree of inappropriateness, managers (in consultation with the central office and/or site supervisors) will decide how to coach students and whether to give them a warning (see dismissal/termination policy for additional instructions). Managers should keep the central office informed when warnings are issued. What if students do not complete and submit their electric timesheets in a timely and accurate manner? Service Corps managers and site supervisors should not create timesheets for students. Students who do not create their timesheets will not be paid until they create them. Service Corps managers may issue warnings to students who are chronically late in submitting timesheets. What if students are not able to balance program responsibilities with academic coursework? Managers should coach students and determine whether students should remain in the program. In some cases, reassignment to a different service placement is possible (if class schedule or commute time is exacerbating the problem, for instance). What if students opt to resign from the program? Students must notify their managers and service placement supervisors in writing at least one week before they will resign from the program. Students should include a “thank you” to community partners for the opportunity in their resignation email. Students may be asked to fill out an exit survey. Service Corps managers should notify the central office and the Research Foundation of any resignations, and should include the date of and reason for the resignation. What if students request reassignment to a new service placement site? Students should always be reminded that the Service Corps is a learning opportunity and a chance to improve New York City and that obstacles/challenges in their service placements can help them to grow. 16 1/10/14 If students have complaints about service placements and they request reassignments: 
Students should try to resolve their concerns with their service placement supervisors first by being honest about what their concerns are and offering solution‐seeking suggestions about ways to improve things 
Requests for reassignment will only be considered for the following reasons: academic conflict, religious restrictions, physical ability, or an extremely lengthy commute 
Students requesting reassignment should put their request in writing to their managers 
Requests for reassignment will be assessed by the central office and the Service Corps managers What if community partners request the removal of students from their sites? Community partners should communicate with the central office if there are concerns about a student’s performance or behavior. If site supervisors request the removal of students from particular community partner locations: o Immediately following removal from a site, managers should meet with students to discuss the situation and encourage reflection (through a letter, journal entry, reflective writing prompt, etc.) o If managers decide that students are good candidates for reassignment, students will meet with central office staff to discuss what happened and advocate for themselves o The central office staff and Service Corps managers will determine if the students should be terminated from the program altogether or if they should be reassigned to a different site What if students want to volunteer at their community partner sites? Students should not volunteer for their community partner sites outside of placement hours during the length of the program. If there is a special event that a student would like to participate in outside of regularly scheduled hours, he or she may certainly attend. In rare instances where students are volunteering for the organization outside of their regular placement hours, community partners are encouraged to require students to sign a liability waiver. What if a community partner offers a student a job? Students may be employed by their placement site outside of their work hours covered through the Service Corps. Students who are offered employment with their community partner sites should be mindful of balancing all of their responsibilities (including their academic coursework, their 12 Service Corps placement hours per week, and their job with the community partner). Can Corps members use their paid hours for professional development events or courses? Periodically, Corps members are permitted to utilize their Service Corps hours to participate in professional development events or classes taking place outside of their service placement sites. 17 1/10/14 Corps members should not use more than one hour per week of their paid time for these opportunities. 18 1/10/14 Appendix I: CUNY Service Corps Program Responsibilities Agreement Congratulations on being selected as a member of the first cohort of the CUNY Service Corps. Through our rigorous selection process, you have demonstrated that you can represent yourself, your college, and the Service Corps well in the program’s inaugural year. Your success in your service placement is important. If you have a great year, not only will you and the communities that you serve benefit, but future CUNY students will benefit too. The quality of your work will shape the expectations that community partners have of their Service Corps students and will affect how the program grows over the years. The agreement below outlines our expectations of students in the CUNY Service Corps. By signing this agreement, you are making a commitment to fulfill your responsibilities as a Service Corps Member. I have accepted a position with the 2013‐2014 CUNY Service Corps program. As a participant in the program, I agree to: 1. Demonstrate commitment to the assigned service placement. Placement within community programs is an educational opportunity and a privilege. The service placement site is investing valuable resources in my learning and, in turn, is relying upon me to complete my scheduled work hours and assigned tasks. I agree to commit to my assigned service placement site for the entirety of the program during the 2013‐2014 academic year. Specifically, I agree to: a. Complete my scheduled work hours at the service placement site; b. Be punctual and responsible; c. Communicate with my site supervisor with respect to any anticipated lateness or absences; d. Show respect for the placement site and adhere to the organization’s workplace guidelines; e. Respect the privacy of clients (if applicable); and f. Be professional in attitude, manners, and appearance. 2. Complete and submit electronic timesheets in a timely and accurate manner. 3. Attend and actively participate in the ongoing support program. I agree to attend the bi‐weekly workshops and/or periodic meetings scheduled by the Service Corps Manager. I also agree to participate in any online discussion or other online forums as requested by the Service Corps Manager. 4. Attend university‐wide and campus‐based program events. I agree to make a strong effort to attend periodic university‐wide and campus‐based program events, panels, and celebrations during the academic year. 5. Balance program responsibilities with academic coursework. I agree to maintain a high level of commitment to my academic coursework, and will actively seek the counsel and advice of the 19 1/10/14 Service Corps Manager and/or other CUNY administrators and faculty members should I encounter difficulty with balancing program responsibilities with academic priorities. 6. Complete surveys and evaluations. I agree to promptly complete all program surveys and evaluations as requested by program staff. 7. Serve as an ambassador for the CUNY Service Corps. I acknowledge that I am expected to serve as an ambassador for the program and for CUNY, and as such, will conduct myself in a professional manner. I agree to abide by and follow all CUNY academic and student affairs policies, and show respect for my fellow Corps members, CUNY staff and faculty, and other students. Agreed on ___________________, 2013 by: Accepted on ___________________, 2013 by: CUNY Service Corps Member: CUNY Service Corps: _____________________________________ _____________________________________ Print Name: Name: College: Title: Service Corps Manager College: 20 1/10/14 Appendix II: CUNY Service Corps Program Calendar September 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 CLASSES begin August 28 LABOR DAY – Colleges closed CLASSES begin at KbCC Launch Day @ the colleges October 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Week 2 Colleges Closed – No Classes Week 3 November 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Week 6 Week 7 December 1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Celebration Event @ John Jay Placements Begin – Week 1 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Week 4 Week 5 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Week 8 Colleges Closed – No Classes Colleges Closes – No Classes 16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Week 9 Final Exams at KbCC begin Week 10 – Final Exams at KbCC Final Exams at KbCC Final Exams at KbCC Final Exams at KbCC Final Exams at KbCC Final Exams at KbCC Supervisor Mid‐program evaluation due Final Exams begin all other colleges Final Exams Final Exams Final Exams Final Exams Final Exams Final Exams Final Exams Colleges Closed – No Classes3 Colleges Closed – No Classes 3
If mutually beneficial for both the organization and the student, Corps members are welcome to work during Winter Break, holidays, and Spring
Break. However, students can only commit to 24 weeks, 12 hours per week in total for the program. 21 1/10/14 31 January 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 February Colleges Closed – No Classes Winter Session Begins Winter Session begins at KbCC Colleges Closed Week 11 Winter Session Finals Day Week 12 ‐ Spring semester begins 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 March Week 13 Week 14 Colleges Closed – No Classes Colleges Closed – No Classes Week 15 Week 16 Winter Session at KbCC ends 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Week 17 Week 18 Week 19 Week 20 Week 21 31
Colleges Closed – No Classes April 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Week 22 Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Spring Recess – No Classes Week 23 MAY JUNE JULY AUGUST 22 1/10/14 1 1 2 2 3 3 4 4 5 Week 24 5 6 6 7 7 8 8 9 Supervisor final evaluation due 9 10 10 11 11 12 12 13 13 14 14 15 15 16 Final Exams 16 17 Final Exams 17 18 Final Exams 18 19 Final Exams 19 20 Final Exams 20 21 Final Exams 21 22 Final Exams 22 23 Final Exams 23 24 24 25 25 26 Colleges Closed – No Classes 26 27 27 28 28 29 29 30 30 31 1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10 11 11 12 12 13 13 14 14 15 15 16 16 17 17 18 18 19 19 20 20 21 21 22 22 23 23 24 24 25 25 26 26 27 27 28 28 29 29 30 30 31 30 23 1/10/14 Appendix III: Learning Action Plan Name College Placement Site Street Address City Supervisor’s Name State Zip Supervisor’s Email Address Service Placement Start Date Service Placement End Date Sunday Monday Tuesday Fall Schedule Wednesday Thursday Friday Saturday The purpose of your learning action plan is to document your goals for your service placement. These goals will be shared with your placement supervisor and be revisited throughout the year with both your college program manager and your site supervisor. Knowledge/Content How will I achieve these objectives? Resources available Skills Date to check progress 24 1/10/14 What strategies will you use to accomplish the development of these skills? Resources available Civic Engagement What strategies will you use to accomplish the development of this knowledge/skills? Resources available Date to check progress Date to check progress 25 1/10/14 Appendix IV: Mid‐Semester Student Evaluation (to be completed online) PLACEMENT INFORMATION Corps Member Name: ___________________________ Organization Name: ________________________________ Supervisor Name: _________________________ Supervisor Title: ___________________________ RATING SCALE 1 – Unsatisfactory; 2 – Needs Improvement; 3 – Satisfactory; 4 – Very Good; 5 – Exceptional N/A – Not applicable Rating PROFESSIONALISM Manner: Treats coworkers and clients with respect and dignity. Presents self in a respectable and mature manner. Shows interest in the work being done. Attendance and Punctuality: Present at site as scheduled. Calls or emails if running late or going to be absent. Arrives to site, meetings, and events on time. Arrives prepared and with all necessary materials. Dependability: Completes tasks and meets deadlines, and can be relied upon to follow through on commitments made to host site. Time Management: Demonstrates ability to properly prioritize and manage multiple tasks. Accountability: Follows instruction without close supervision. Is dependable, conscientious, and takes responsibilities for actions and decisions. Quality of Work: Understands tasks assigned and has knowledge of position. Displays high level of organizational knowledge (as it relates to job function). Displays critical thinking ability and proactively addresses challenges. Meets daily expectations. Attitude toward learning: Ability to learn new skills. Interest in learning opportunities, desires to learn about various functions and operations of the organization. Initiative: Seeks and assumes greater responsibility. Seeks out information to improve skills and performance. Adaptability: Adjusts to changes in tasks and responsibilities. Accepts new ideas and responds appropriately to constructive criticism. Completes projects fully even when undesirable or unpleasant. Leadership Skills: Demonstrates effective leadership abilities; gains respect and cooperation; inspires and motivates peers. Creative Thinking and Problem Solving: Breaks down complex tasks/problems into manageable pieces. Brainstorms/develops options and ideas. Demonstrates an analytical capacity COMMENTS Rating COMMUNICATION Written Communications: Expresses ideas clearly and maintains a professional tone via written communication (e.g., reports, memos, etc.) Verbal Communications: Expresses ideas clearly and maintains a professional tone via in‐person communication (e.g., meetings, presentations, etc.) Digital Communications: Responds to e‐mails and/or phone calls with coworkers, volunteers, and external partners appropriately and in timely manner. COMMENTS 26 1/10/14 Rating INTERPERSONAL SKILLS
Interactions with coworkers: Develops effective and respectful work relationships with coworkers. Interactions with volunteers: Treats volunteers as respected and valuable individuals and is able to manage volunteer(s) as necessary. Interactions with clientele: Develops relationships demonstrating respect, insight, effectiveness, and courtesy. Cultural Competency: Awareness of and sensitivity to multicultural and gender issues of population being served. Collaboration: Strategically involves and works effectively with others, inviting healthy interaction between staff, clients and volunteers. Teamwork :Works effectively as a member of a team.
COMMENTS ADDITIONAL QUESTIONS On the basis of the initial Learning Action Plan, please indicate below whether the objectives are being met, not met, or surpassed. I have discussed this evaluation with the student: Yes No Date: ______________ This form is due on December 15. 27 1/10/14 Appendix V: Final Student Evaluation (to be completed online) PLACEMENT INFORMATION Corps Member Name: ___________________________ Organization Name: ________________________________ Supervisor Name: _________________________ Supervisor Title: ___________________________ RATING SCALE 1 – Unsatisfactory; 2 – Needs Improvement; 3 – Satisfactory; 4 – Very Good; 5 – Exceptional N/A – Not applicable Rating PROFESSIONALISM Manner: Treats coworkers and clients with respect and dignity. Presents self in a respectable and mature manner. Shows interest in the work being done. Attendance and Punctuality: Present at site as scheduled. Calls or emails if running late or going to be absent. Arrives to site, meetings, and events on time. Arrives prepared and with all necessary materials. Dependability: Completes tasks and meets deadlines, and can be relied upon to follow through on commitments made to host site. Time Management: Demonstrates ability to properly prioritize and manage multiple tasks. Accountability: Follows instruction without close supervision. Is dependable, conscientious, and takes responsibilities for actions and decisions. Quality of Work: Understands tasks assigned and has knowledge of position. Displays high level of organizational knowledge (as it relates to job function). Displays critical thinking ability and proactively addresses challenges. Meets daily expectations. Attitude toward learning: Ability to learn new skills. Interest in learning opportunities, desires to learn about various functions and operations of the organization. Initiative: Seeks and assumes greater responsibility. Seeks out information to improve skills and performance. Adaptability: Adjusts to changes in tasks and responsibilities. Accepts new ideas and responds appropriately to constructive criticism. Completes projects fully even when undesirable or unpleasant. Leadership Skills: Demonstrates effective leadership abilities; gains respect and cooperation; inspires and motivates peers. Creative Thinking and Problem Solving: Breaks down complex tasks/problems into manageable pieces. Brainstorms/develops options and ideas. Demonstrates an analytical capacity COMMENTS Rating COMMUNICATION Written Communications: Expresses ideas clearly and maintains a professional tone via written communication (e.g., reports, memos, etc.) Verbal Communications: Expresses ideas clearly and maintains a professional tone via in‐person communication (e.g., meetings, presentations, etc.) Digital Communications: Responds to e‐mails and/or phone calls with coworkers, volunteers, and external partners appropriately and in timely manner. COMMENTS 28 1/10/14 Rating INTERPERSONAL SKILLS
Interactions with coworkers: Develops effective and respectful work relationships with coworkers. Interactions with volunteers: Treats volunteers as respected and valuable individuals and is able to manage volunteer(s) as necessary. Interactions with clientele: Develops relationships demonstrating respect, insight, effectiveness, and courtesy. Cultural Competency: Awareness of and sensitivity to multicultural and gender issues of population being served. Collaboration: Strategically involves and works effectively with others, inviting healthy interaction between staff, clients and volunteers. Teamwork :Works effectively as a member of a team.
COMMENTS ADDITIONAL QUESTIONS On the basis of the initial Learning Action Plan, please indicate below whether the objectives are being met, not met, or surpassed. Final evaluation questions: 1. Were the goals of the placement met? 2. What skills do you think this student developed? 3. What were some of the noteworthy accomplishments of the Corps member during the placement? 4. What do you consider the weaknesses of the Corps member? 5. What recommendations would you suggest for his/her improvement? 6. Compared to other individuals in similar roles, this student is o
o
o
o
o
Far below average Below average Average Above average Exceptional 7. Would you be willing to be a reference for this student? If no, please explain. I have discussed this evaluation with the student: Yes No Date: ______________ This form is due on May 9
29 1/10/14 AppendixVI:WelcomeLetterfromtheResearchFoundation
DEPARTMENT OF HUMAN RESOURCES
TEL: (212) 417-8300
FAX: (212) 417-8689
WEBSITE: WWW.RFCUNY.ORG
230 W. 41ST STREET, 7TH FLOOR NEW YORK, NEW YORK 10036 Dear CUNY Service Corps Member: Welcome to the Research Foundation of the City University of New York (“RFCUNY”). This letter outlines some of the steps necessary to ensure timely enrollment into RFCUNY’s payroll. Please review the information contained in this letter carefully. I. NEW HIRE ORIENTATION You are expected to attend a new hire orientation at: Research Foundation of CUNY 230 West 41st Street, 7th Floor, Between 7th and 8th Avenues Date: To be determined by the Service Corps team at your college When you arrive at the Research Foundation, please ask for Sacheen McWatt or Crawford Grell In order to fulfill the requirement of the Employment Eligibility Verification Form (FORM I‐9), please review the list of acceptable documents in Appendix A. You will need to bring one document from List A, or a combination of one document from List B and one from List C to the New Hire Orientation. This means you can select one document from LIST A, or one from LIST B and List C. You must bring the document(s) with you to the New Hire Orientation/Processing. Note: Please see APPENDIX I for the list of acceptable documents. Social Security Card In order to ensure that we properly report wage and tax information on the FORM W‐2, we strongly recommend that all employees provide a copy of their social security card for payroll purposes, even if you have provided other documents that fulfilled the I‐9 requirements. Information for International Students To fulfill the requirements for the I‐9, international students must provide the following: F‐1 Student:  Valid, unexpired passport 
I‐94 
I‐20 stamped by Immigration 1/10/14 
Foreign Student Verification Form (FSVF): This form must be presented in order for you to work during the semester. It is not required during academic breaks (winter/summer/spring breaks). J‐1 Student or Scholar:  Valid, unexpired passport 
I‐94 
DS‐2019 stamped by Immigration* *Employment expires when DS‐2019 expires. Your DS‐2019 must be valid during the course of your employment. II. PAYROLL/RECEIVING YOUR PAYCHECKS Employees with bank accounts: Your checks can be deposited directly into your account by completing a direct deposit application and providing a void check. Employees without a bank account: RFCUNY can create an account with Chase on your behalf. Your earnings will be deposited directly into this account. You will be provided a debit card which allows you access to your funds. III. BACKGROUND CHECKS All CUNY Service Corps finalists are required to complete a background check. You will complete a “Background Check Authorization and Disclosure Notice” form at the New Hire Orientation. Please note that your employment is contingent upon a background check clearance. IV. TIMESHEETS After you complete the new hire processing procedures at RFCUNY, you will receive an email with your employee ID Number and instructions on how to set‐up a RFCUNY web account in order to create and submit your timesheets and view your paystub online. V. REQUIRED SEXUAL HARASSMENT TRAINING In accordance with RFCUNY’s Sexual Harassment Prevention Policy, you are required to participate in and successfully complete an online sexual harassment prevention training course within the first month of your employment. It is RFCUNY’s belief that employees must be aware of their responsibilities and the role they play in fostering a work environment free from unlawful discrimination of any kind. You can access and complete this training via the following link after which your successful completion will be electronically recorded: http://www.rfcuny.org/RFWEBSITE/guides/content.aspx?catID=3660. VI. QUESTIONS If you have any questions of concerns regarding the RFCUNY hiring process, please contact the CUNY Service Corps representative at your campus. The contact information for the Service Corps team at each campus is listed here: http://www.cuny.edu/site/servicecorps/partner‐colleges.html. Regards, Research Foundation City University of New York 1/10/14 1/10/14 AppendixVII:TimesheetScreenShotInstructionsforStudents
STEP 1 Access the Research Foundation website. Enter your Employee ID number and password. STEP 2 Click the Time and Leave link under my E‐Services – to the left of the web page. STEP 3. Click the pay period for which you are creating the timesheet. 1/10/14 Step 4. Verify the hours that you worked for the week are correct. If necessary (example: worked on a different day, or worked different hours), change the hours. STEP 5. 1/10/14 Click Preview Timesheet STEP 6. CLICK “Save”‐‐‐Do not click “Save & Submit” 1/10/14 AppendixVIII:2014ResearchFoundationPayrollCalendar
Period Ending
Timesheet Due
Pay Date
1/12/2014
1/13/2014
1/22/2014
1/26/2014
1/27/2014
2/5/2014
2/9/2014
2/10/2014
2/19/2014
2/23/2014
2/24/2014
3/5/2014
3/9/2014
3/10/2014
3/19/2014
3/23/2014
3/24/2014
4/2/2014
4/6/2014
4/7/2014
4/16/2014
4/20/2014
4/21/2014
4/30/2014
5/4/2014
5/5/2014
5/14/2014
5/18/2014
5/19/2014
5/28/2014
6/1/2014
6/2/2014
6/11/2014
6/15/2014
6/16/2014
6/25/2014
6/29/2014
6/30/2014
7/9/2014