Focusing on what's important

Use this resource to:

• Consider the main things you're looking for in a host site
• Provide categories for ranking possible sites

This internal document was created by the Illinois Public Health AmeriCorps (Springfield, IL), an AmeriCorps*State program that supports health and community preparedness programs and conducts community outreach across the state.

A simple letter to potential host sites

Use this resource as a blueprint to:

• Let possible partners know what you have to offer
• Inform hosts of what their responsibilities will be

This memo was created by Schools of Hope (Madison, WI), a VISTA program that trains and coordinates academic tutors for low-income students and students of color in the primary grades.

Defining roles

Use this checklist to clearly describe:

• What the host site staff site will be asked to do
• What the site supervisor will do
• What resources will be provided by the site

This resource was created by Schools of Hope (Madison, WI), a VISTA program that trains and coordinates academic tutors for low-income students and students of color in the primary grades.

The first step in making good matches is to know what you're looking for, before you start recruiting sites. Consider drawing up a list of selection criteria to use as an internal guidepost.

If you are a VISTA program or have both VISTA and AmeriCorps members, make sure your potential host sites understand the difference between direct service and capacity building.

Then, draft a memo to potential sites briefly outlining what resources you're offering and what you're asking in return. Schools of Hope, a VISTA program in Madison, Wisconsin, says they share this letter with their site-based VISTAs "so all involved have a clear understanding of the specific details that guide the collaboration."

An overview of roles, expectations, and communication tips can help ensure site supervisors are prepared when their members arrive.

It's also a good idea to supply a "site supervisor checklist" so new sites get a complete picture of what you'll require of their designated staff member.

If sites express interest, you'll want to provide more in-depth information about your program, CNCS, and member requirements and responsibilities. This can be done through written materials or in person, as the site begins the application process.

Go on to Applications From A to Z

Helping host sites understand your program

Explore these sample resources as a guide to how to:

• Introduce your program, CNCS, VISTA, and other main partners
• Provide an outline of the application/enrollment process
• Clarify the VISTA's responsibilities, qualifications, and benefits

We've included both a hand-out and a PowerPoint that can be shared with the new host site applicant.

These tools were created by Wisconsin Department of Public Instruction's Family-School-Community Partnerships (Madison, WI), a VISTA program that works to close the achievement gap in schools serving low-income families.

Sample forms for new and renewing sites

Use these resources to:

• Address a site's goals and how the member will contribute
• Measure a site's commitment
• Ensure the site understands its role

These highly detailed application forms for school-based host sites include goals/objectives, work plans, sustainability plans, training information, and resources.

They were created by Family-School-Community Partnerships (Madison, WI), a VISTA program that works to close the achievement gap in schools serving low-income families.

You'll need to supply a complete application packet to both new and renewing host sites. Here's what it should include:

• Cover page
• Information about the application/enrollment process
• A section that helps you match the site's goals to your own
• Work plan
• Job descriptions and member requirements
• Resources committed by site
• Contact information

You will also want to provide enough information about your program so new host sites know if it's a good match.

Go on to Host Site Agreements

Once a potential host site has turned in an application, it is typically reviewed by program staff or an advisory council. If the application is approved, here's what you do next:

• Send the site an acceptance letter, explaining where your program orientation will be held (if applicable)
• Begin member recruitment (either at the site level or by the sponsor)
• Choose and assign members
• Plan site supervisor orientation
• Sign and return contracts

The agreement should contain all the "legalese" defining your responsibilities and the host site's. You might also consider sending the site a copy of the AmeriCorps member's agreement or VISTA Assignment Description (VAD).

Consider holding an orientation session for host sites to welcome new partners, allow site supervisors to network, and ensure everyone understands what's expected of them. These resources can be used during an orientation or simply provided to partners with their signed agreement.

• Program overview
• Host site handbook
• Policies for host sites

Go on to Communicating with Host Sites

David Zielinski of Safe Families AmeriCorps, a Chicago-based Red Cross program, has 20 AmeriCorps members at nine sites disbursed around the state of Illinois. He keeps tabs on them by:

• Conducting one or two site visits a year
• Gathering all members together in one group for quarterly trainings
• Conducting two conference calls with site supervisors

"When I make site visits," says David, "I talk first to the site supervisors and go through a list of questions. Then, I meet with members and go through a similar set of questions."

David notes, "The questions serve as a guide to help focus the discussion. They help me see what people's concerns are, and they show sites that we care about them."

Go back to Visiting Host Sites

Melissa Burwell of Minnesota Alliance With Youth Promise Fellows has 60 AmeriCorps members who work with schools on mentoring and service-learning projects. Before making her annual site visits, Melissa sends an e-mail to the site supervisor and member that:

• Requests an appointment
• Describes what activities will take place during the visit
• Specifies the amount of time needed

She also attaches a list of discussion questions.

"Members and supervisors appreciate having an idea of how the visit will be structured, who is responsible for what, and how the program staff will interact while at the site," she says. "It helps them collect their thoughts ahead of time and it emphasizes that the visit is for learning, rather than evaluation."

Go back to Visiting Host Sites

A site visit checklist serves many purposes:

• Creates feedback to help sites build capacity
• Provides a document for site application reviews
• Helps you report on site improvement over time
• Offers a standard list of criteria for each site

Melissa Burwell of Minnesota Alliance With Youth uses this checklist during her annual or biannual site visits. "As a statewide program we don't see program sites every day," she says.

"We use the checklist to make sure we're documenting as much as possible during the visit. It helps us keep track of each program area and gives programs feedback on areas we'd like them to address so they're in compliance."

Go back to Visiting Host Sites

What to ask members and supervisors

Use this resource to guide the conversation with supervisors and members during host site visits or as a questionnaire before, after, or during the visits.

This tool was created by Safe Families AmeriCorps (Chicago, IL), an AmeriCorps*State programs that brings Red Cross safety and health programs to underserved neighborhoods, schools, and communities throughout the state.

A standard evaluation form

Use this resource (especially appropriate for youth and school-based programs) to:

• Give feedback to sites to help build capacity
• Create a document to help in host site application review process
• Help report on site development/improvement over time
• Create a standard list for visits that ensures staff cover all major program topics

The Alliance gives the checklist & without the ratings-to their host sites so they know what the program is looking for during visits. They use the information not only to evaluate the site's effectiveness, but also for targeted member support.

This checklist was created by Minnesota Alliance With Youth Promise Fellows (Minneapolis, MN), an AmeriCorps*State program that works with schools and communities managing tutoring, mentoring, and service-learning programs.

A sample e-mail and questionnaire

Use this resource to:

• Arrange your visit
• Explain the visit's purpose
• Help members and site supervisors prepare

This tool was created by Minnesota Alliance With Youth Promise Fellows (Minneapolis, MN), an AmeriCorps*State program that works with schools and communities managing tutoring, mentoring, and service-learning programs.

Depending on time, location, and the other demands of your job, you may have many opportunities to visit host sites. Or, you may only appear once or twice a year.

It is always appropriate to let your host site know you are coming. It's also helpful to let them know how they can prepare for your arrival. And, you'll definitely want to document the visit.

Use these resources to:

• Keep your site visits focused around a set of questions
• Prepare host sites for upcoming visits
• Develop a site visit checklist

Go on to Evaluating Host Sites

A survey summing up the year

Use this resource to get feedback from site supervisors about their experience with the program and their members.

This evaluation was created by Illinois Public Health AmeriCorps (Springfield, IL), an AmeriCorps*State program that supports health and community preparedness programs and conducts community outreach across the state.

As part of your end-of-year evaluations, you'll want to measure the effectiveness of your collaborations. Take into consideration what supervisors have to say about members placed at their sites. Also, listen to what members say about their hosts.

Use these resources to:

• Get feedback from site supervisors
• Get feedback from members about their site
• Get feedback from members about their supervisors

These comments could help determine if you invite a site back next year. Or, they could signal that additional resources are needed to make the placement work better.

Go back to Working With Host Sites

Working with host sites is an ongoing process. They need to know what they're committing to before they sign on the dotted line. Once they're on board, they need continued support to ensure that the collaboration is a success. Here are some resources to help you:

• Explore the benefits of having partner sites (intermediary model)
• Identify and recruit potential hosts
• Establish application procedures
• Develop host site agreements
• Effectively communicate expectations to host sites
• Visit sites and track performance
• Evaluate sites at the end of the year

Go on to Benefits of the Intermediary Model