A members-only section of a program Web site provides a meeting place for members and site supervisors separated by distance. There, they can share successes, problem-solve together, and connect with others.

Rural Alaska Community Action Program (RurAL CAP in Anchorage, AK) has more than 100 full- and part-time AmeriCorps and VISTA members located in communities across Alaska. Ellen Kazary, program manager, suggests these tips for creating and using the Web to connect far-flung members and supervisors:

• Get feedback on what members need
• Piggy-back on your program's existing Web site to create an Intranet (a restricted section of the site that only those with permission may enter)
• Give a purpose to each section, such as:
  • Success stories
  • Funding opportunities
  • Resources (Web sites, etc.)
  • Discussion board
  • Photos
• Use the site to share information widely rather than via e-mail
• Remember Internet access is not always reliable in remote locations
  • Don't rely exclusively on your site to communicate important information

Click play to hear Ellen Kazary describe why RurAL CAP developed its member site.

Go back to Supervising Members From Afar

Although CNCS doesn't require VISTA programs to report on monthly progress, tracking members' accomplishments every 30 days makes it easier to compile an accurate Quarterly Progress Report. Other benefits include:

• Providing data for funders
• Keeping a closer watch on members
• Helping members develop professionally
• Encouraging members to reflect on accomplishments and next steps
• Sustaining sites by providing information for future members

These two sample monthly report forms take a slightly different approach:

• Sample 1 is an easy-to-use fill-in form
• Sample 2 has open-ended reflection questions, along with a summary section

Go back to Ongoing Monitoring

Keeping track of monthly activities

AmeriCorps programs require online monthly service reports. To make it easy to fulfill this requirement:

1. Look at the performance measures required in your grant
2. Figure out what activities you need to measure
3. Build your member activity logs so they reflect the performance measures
4. Combine members' data to write your report

This sample log tracks specific grant activities, member development, and other activities that show how members are involved in the community. During orientation, members learn how to fill out the form.

The log, in an Excel spreadsheet, was created by Illinois Public Health AmeriCorps (Springfield, IL), an AmeriCorps*State program that supports health and community preparedness projects and conducts community outreach across the state.

Giving members constructive criticism

Explore this sample form as a guide to:

• Providing useful feedback to members on their quarterly reports
• Ensuring that reporting is consistent across sites

This resource was developed 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.

Check in three times during the service term

This form is used at three points during the service term: at quarter, at midterm, and at the end of the term. Use this form in two different ways:

• Rate members' performance on different criteria
• Suggest future development and growth

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

VISTAs undergo a quarterly review, but that's not required of AmeriCorps members. However, it's a good way to see if all members are on track to meet their service goals and identify potential problems early.

Review a sample member evaluation that can be used at intervals throughout a service term.

Check out different types of progress reports:

• Sample 1 provides feedback from both members and supervisors.
• Sample 2 is specific to a literacy program and gathers data for reporting purposes as well as providing a vehicle for member reflection.
• A short check-off list helps keep track of what reports have been filed.
• A quality of service survey given quarterly can pinpoint what a member needs to be most effective.

Also, see how one program provides formal feedback on the quarterly reports.

Go back to Performing Member Evaluations

Evaluating performance halfway through the service term

Use this resource to:

• Identify competencies on which to rate members
• Provide clear and direct feedback
• Give members an opportunity to reflect

This evaluation tool was created by the Peace Corps Fellows Program (Macomb, IL), an AmeriCorps*State program that recruits and trains returned Peace Corps volunteers who provide community and economic development services in small communities across the state.

The form is given to members and supervisors at orientation, so they know from the start what's expected of them.

Giving clear feedback

Use this resource to:

• Organize performance criteria in a clear, concise way
• Outline goals for the second half of the service term

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

Measuring performance at the halfway point

Use this resource to:

• Organize your member review under broad categories
• Provide a roadmap for future growth

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

A rubric for rating performance criteria

Use this resource as an example of:

• Defining evaluation rankings
• Establishing a process for dealing with low rankings

It might serve as the first page of your own member evaluation form.

This information was contributed by PCC's AmeriCorps (Oak Park, IL), an AmeriCorps*State program that provides intensive outreach and health education to individuals and families at high-risk for poor health and social outcomes.

Evaluations should yield useful information for both members and supervisors:

• Members get a sense of where they need to improve and where they're doing well
• Supervisors can get feedback on whether their program is providing enough support
• Both parties can fine-tune goals and expectations for the last half of the service year

If you use an evaluation with numerical rankings, be sure to provide a good description of what each rank means. See how one program describes its ranking system and the consequences of low scores.

Download these different samples of midterm evaluations:

• Sample 1 (Ranks member under broad categories)
• Sample 2 (Includes goals and a section for self-evaluation)
• Sample 3 (Measures specific program-related competencies)
• Sample 4 (Involves site supervisors and members in evaluation)

Go back to Performing Member Evaluations

Summing up the service experience

Use this resource to:

• Help members record accomplishments
• Get feedback on professional development and program support
• Obtain a status report on unfinished work
• Gather information that can be used in future grant requests and other fundraising

This form was created by the Peace Corps Fellows program (Macomb, IL), an AmeriCorps*State program that recruits and trains returned Peace Corps volunteers who provide community and economic development services in small communities around the state.

A handy organizer for future reference letters

Use this resource to obtain information needed when writing letters of recommendation for former members.

This form 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.

Seeing how your program shapes the individual

Use this resource to:

• Discover how the service term fits in with a member's future plans
• Get feedback for program improvement

This survey 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.

Rating a placement

Use this resource to help members rank their site's performance.

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

Passing on knowledge and suggestions

Use this resource to:

• Help exiting members suggest program improvements
• Get feedback on site support
• Transfer information from a current member to an incoming one

This reflection piece 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 primary grades.

Bringing closure to the service term

Use this succinct form to:

• Gather reflections from the member
• Record end-of-term comments from the site supervisor
• Check off member and program responsibilities

This exit form was created by PCC's AmeriCorps(Oak Park, IL), an AmeriCorps*State program that provides intensive outreach and health education to individuals and families at high risk for poor health and social outcomes.

While the midterm evaluation sets the stage for the last half of the service term, the end-of-term review helps the member prepare for next steps which may or may not include additional national service.

Many of the questions found in the midterm reviews can be adapted for an end-of-term evaluation.

A big part of the evaluation is the exit interview. Read this sample of one program's interview form. For tips on conducting exit interviews, see the Beyond the Service Term section of the EnCorps collection.

Finally, consider using the following resources to help exiting members:

• Reflect on their service experience
• Tie service into their future plans
• Evaluate their host site
• Offer suggestions that would help future members
• Provide information for letters of recommendation

Go back to Performing Member Evaluations

Reflecting on how you and your members perform

Use this resource to:

• Get feedback on the quality of members' work
• Prompt supervisors to track their own effectiveness

This assessment form was created by Service for Life and Learning AmeriCorps (Madison, WI), an AmeriCorps*State program that helps schools and community sites develop and integrate high-quality service-learning into their day-to-day work.

Getting feedback on partnerships

Use this resource as an example of how to:

• Check on how members feel about their site and their preparation
• Check on how site supervisors rate their VISTAs

These lists of questions were 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.

Checking progress at varying points during service

Use this resource to:

• Help in evaluating member accomplishments
• Get feedback on orientation, training, and program support
• Promote self-reflection

This list of questions 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.

Organizing info for maximum effect

Use this resource to:

• Track VISTAs' time off
• Record activities and accomplishments
• Make it easy to produce quarterly reports

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

As a VISTA leader, Dawn Follendorf keeps track of 18 members around Wisconsin. She's able to meet regularly with eight VISTAs who are assigned to Milwaukee, but she only visits face-to-face with her other members about three or four times a year.

To keep track of everyone's activities, Dawn has them submit a biweekly report:

• Members send the reports to both their site supervisors and to Dawn, so everyone is on the same page.
• The forms track sick days and personal days off, as well as activities.
• The report follows the same format as the quarterly reports, which makes it easy for VISTAs to "cut and paste" information.

Go back to Ongoing Monitoring

Supervising members separated by miles can present added challenges.Here are some tips from Kristen Ball of the Illinois Public Health AmeriCorps (Springfield, IL):

• Use the orientation to help all members get to know each other and become educated about the program by using warm-up activities, ice breakers, and team-building activities.
• Conduct quarterly trainings to help bolster those connections and continue to build member skills
• Reconnect with members during team conference calls (every three months); update them on program progress and field questions
• Send monthly e-mails to site supervisors and members noting service hours and activities
• Be available on a daily basis via e-mail, fax, and phone
• Visit members at host sites once a year; meet separately with supervisors and members to get different perspectives on how things are going
• Maintain a Web site with updated program information, member forms, and training manuals to connect members across distances
• Provide a members-only message board on your Web site

Technology-based tools like message boards and networking sites also are effective in building a sense of camaraderie among members even when they're in different locations. Learn how to use technology for team building and member support.

Videoconference training
Bringing together members for training isn't always financially possible. Click play to hear how Marissa Mizer with AppalCORPS (Athens, OH) uses videoconferencing technology to span the distance between her members.

Web 2.0 ToolsRead "MySpace, YouTube and Blogs, Oh My!" to learn how to use technology to engage younger members or youth served by your program.