How To Become A Climate Corps Bay Area Program Partner

TABLE OF CONTENTS INTRODUCTION) 3! OVERVIEW)OF)THE)CCBA)PROGRAM)PARTNER)PARTICIPATION)PROCESS) 3! PROGRAM)PARTNER)RESPONSIBILITIES) 4! MOU/CONTRACTS) 4! CONSIDERATIONS) 4! FELLOW)RECRUITMENT)AND)INTERVIEW)PROCESS) 5! PROGRAM)PARTNER)CONTRIBUTIONS) 6! PROFESSIONAL)DEVELOPMENT)ASSESSMENT) 6! PROGRAM)PARTNER)RESOURCES) 7! COMMUNICATIONS)WITH)CCBA)STAFF) 7! ) 2

Introduction Hosting a Climate Corps Bay Area (CCBA) Fellow within your organization can invigorate your resiliency efforts, and help catalyze career opportunities for emerging professionals. Fellows participating in Climate Corps Bay Area receive critical training, mentoring, professional development, and project implementation support that enriches the quality of their work while transitioning them into leaders in climate protection. As a CCBA Program Partner you are opening up your organization to our Fellows who come on-board to manage and implement climate resiliency projects as a powerful experiential learning opportunity. The purpose of this tool kit is to take you step-by-step through the administrative and managerial considerations that must be formulated before a CCBA Fellow can be recruited by your organization. This tool kit is an accessory to the complete Community Partner Supervisor Manual that provides more complete documentation and information on program policies and procedures. Overview of the CCBA Community Partner Participation Process Step 1: You apply to host a Fellow Think about how the opportunities you have within your organization to implement climate resiliency initiatives that would make powerful learning experiences. Also consider what education, experience, and skill set development you can offer to a Fellow to prepare them for a lifelong career in the climate protection field. CCBA will work with you to help you brainstorm needs for your specific project, identify desired skill sets, and define metrics for climate resiliency. Additionally consider: To whom will the Fellow report? What projects will they work on? What logistical items will ensure they are able to succeed in these projects? Use this information to design a Fellowship Description and submit an application. Access to applications will be sent via email after you complete the contact form on our website (http://www.climatecorpsbayarea.org). Step 2: You sign an MOU or complete a contract After completing an application, and being approved by CCBA staff for participation you will be sent an electronic MOU outlining roles and responsibilities and cost match requirements. Depending on your internal requirements, you can either sign the MOU and return it to us, or incorporate the content of the MOU into your organizational contract. You have the option to set aside additional funds that can be used for either an enhanced monthly living stipend for your Fellow, or as a reimbursable account to support siteapproved training and travel expenses or other project implementation expenses. The CCBA program participation payment schedule is as follows: o Payment 1 Due: September 1, 2014 Amount: ½ of contract amount + additional funds o Payment 2 Due: January 1, 2015 Amount: ½ of contract amount Step 3: The Fellow is recruited and interviewed CCBA reviews Fellow applications and refers appropriate candidates to the Program Partner for review. CCBA and Program Partners collaborate on the Fellow selection process. CCBA schedules the interviews and both CCBA and the Program Partner participate as interviewers and the selection committee. Step 4: The Fellow is selected CCBA and the Program Partner agree on appropriate candidates and CCBA makes the offer to them. 3

Step 5: The Fellow participates in an intensive initial training with CCBA CCBA provides a 5-day intensive orientation that focuses on leadership skills, professional development, and technical, policy and professional aspects of climate change resiliency in the Bay Area. Site Supervisors will be invited to attend and participate in specific sessions of the orientation. Step 6: Site Orientation During the second week of orientation, the Fellow arrives on your site and you provide an orientation to your project and organization. Step 7: Fellow starts on Site Fellow will start on site after the completion of orientation. Fellows are expected to start on site following the Labor Day holiday, and will work an average of 40 hours/week with sites for the 10-month term, excluding continued CCBA trainings, holidays, and personal time off. Step 8: Site Supervisors and Fellows will complete a Fellowship Scope. This scope defines the broad goals for the fellowship, outlines anticipated project activities, includes a training plan, a summary of expected results from project implementation, and provides an initial work plan to define the implementation of the Fellowship Step 9: The Fellow completes the Program Year CCBA Fellows spend 80% of their time on experiential learning activities. Up to 20% of the Fellows time can be spent on Training activities including CCBA complementary programming, training, check in meetings, and professional development. Throughout the Program Year, a CCBA Regional Supervisor is assigned to assist the Fellow and Site Supervisor in any issues or questions that arise. Program Partner Responsibilities MOU/Contracts After applying to CCBA and being approved, the process of drawing up a Memorandum of Understanding or a Contract with SEI begins. This is an iterative process between the Program Partner and CCBA staff. The following outlines the factors, which must be decided upon by the Program Partner, in chronological order. Considerations Program Partners should first determine whether the mandatory Memorandum of Understanding (MOU) will be acceptable, or if an additional contract with SEI is necessary. o MOU s are automatically generated outlining the relationship between Program Partners and CCBA, and each partner is expected to complete the MOU. MOUs are electronically signed through DocuSign. Further information on how to use this service will be provided upon agreement of the MOU by both SEI and Program Partners. o If preferred a Program Partner is invited to use the template of the MOU to produce a contract, outlining any additional organization requirements. The next step is to determine the total contract amount (See Partner Funding in section below) The MOU/Contract should address the following terms: o Partner Funding: For the 2014-15 program cycle, program participation equates to $22,000 / Fellow for non-profits and local governments, $26,500 / Fellow for for-profit businesses). o Program Partners may choose to set aside additional funding, up to $5,000, to use to provide additional benefit to their Fellow(s). These additional funds could take 1 of 2 forms: 1) an enhanced monthly stipend (suggested at $100 - $500/ month,) or 2) a reimbursable account (e.g. for commuter subsidies, professional development opportunities, etc.) 4

o Any Program Partner elected additional funds will be invoiced during the first invoice cycle, and paid out over the program cycle. Any unused funds will be returned to the Partner at the end of the service term. Fellowship Scope o Program Partners are expected to develop an in-depth Fellowship Scope, outlining This scope defines the broad goals for the fellowship, outlines anticipated project activities, includes a training plan, a summary of expected results from project implementation, and provides an initial work plan to define the implementation of the Fellowship. o The Scope should be consistent with the Fellowship Description provided through the application process. o A key element of the Fellowship Scope is the training plan. This plan outlines professional development objectives, skill set training, and development opportunities (both internal and external) that will be made available for the fellow throughout the Program Year. o Fellows Experiential Learning Activities should focus on climate resiliency projects of the following types Assessment- projects that help to understand community emission sources and adaptation. Fellows have the opportunity to be involved in primary data collection, analysis and organization of this information, and delivery of results in the form of a report that clearly identifies the area assessed, the quantitative results of this assessment including resiliency-improving recommendations. Education- projects that serve to build climate change awareness in the community. Fellows have the opportunity to develop / deliver a specific educational curriculum to a target audience for a set period of time with the goal of helping community members both learn about climate change and understand ways they can take action. Implementation projects that directly mitigate GHG emissions, or directly improve community adaptation outcomes. Fellows have the opportunity to setup, manage and implement a technical greenhouse gas reduction or adaptation project with measurable outcomes. o The Program Partner agency will work with CCBA to finalize a mutually agreed-upon Scope of Service within 1 month after the Fellow begins work. CCBA staff can provide examples of job descriptions and/or Scopes of Service that may be similar to what you want to develop. Site Supervisor assignment o The Program Partner should identify a staff member who will supervise the potential CCBA Fellow throughout their Program Year on site, dedicating a minimum of 15 hours/month to Fellow development and supervision. o This person should be included in the process of drawing up the MOU/Contract, so s/he becomes familiar with the supervisory responsibilities involved. Fellow Recruitment and Interview Process CCBA is responsible for the general recruitment of CCBA Fellows for all Program Partners. This includes disseminating the opportunity and filtering incoming applications. CCBA staff will direct qualified applications to the Program Partner, who will review them and select candidates for phone and in-person interviews. To both increase diversity and encourage local participation, community partners should actively support the recruitment process in three ways, Identify relevant community groups (environmental organizations, educational institutions, green job 5

training centers, etc.) and alert them to your CCBA openings. Distribute announcements about openings in CCBA through your own communication channels (e.g. newsletters, website announcements, etc). Direct interested community Fellows to apply, and let CCBA staff know if there is a preferred candidate for a position. CCBA will lead in the coordination, structure, and format of candidate interviews. CCBA staff conduct initial phone interviews with all candidates prior to community partner interviews. These phone interviews will provide background information regarding the program and expectations as well as cover questions related to professional development and programmatic requirements. Program Partner sites are encouraged to design their own questions to best gauge the skills of a candidate, though CCBA provides sample questions for partners as well. Sample interview format and questions are provided in the Program Partner Welcome Packet that is sent out after confirming your participation. Both CCBA and Program Partner staff must agree to hire the candidate. Either party may veto a candidate, if they can substantiate their reasoning. In the case that a satisfactory candidate is not found, contracts with CCBA may be ended. Community Partner Contributions All Program Partners are required to: Assign a Site Supervisor who will be available to devote no fewer than ten (15) hours per month of one-on-one time with Fellow on project support, professional development and training. Other staff may also provide one-on-one supervision support that extends that singular supervision. Provide site orientation for Fellow during CCBA orientation, and prepare office for Fellow. Orientation should cover project goals, professional expectations, staff contacts, office protocols, and overview of role within the organization (Recommended 1 full day). Be engaged and actively involved in the professional development of Fellows, offering training, relevant experience opportunities, and assisting with skill set development throughout the term. Complete monthly reporting to CCBA on in-kind hours, and approval of Fellow time sheets. Provide feedback on program s effectiveness: two times a year, fill out and submit an evaluation form to provide feedback on Fellow activities and offer data on metrics. Attend or send a representative to CCBA Program Partner Orientation. Support broader program development by either o Participating in the CCBA Program Partner calls (expected to be twice a year) o Help put on or participate in CCBA training activities (provide direct or indirect support for at least 8 hours of training activities during the term of service). o Assist with the development of the annual CCBA Symposium and poster session. Ensure Fellows on site schedules do not conflict with our regular trainings (1 Friday a month plus additional specific training dates). See partner manual for complete calendar. Provide an average of 40 hours of experiential learning and training for Fellows on a weekly basis. Professional Development Assessment (PDA) The CCBA Professional Development Assessment is a 360-style evaluation of Fellows that give Fellows, Site Supervisors, and Regional Supervisors the opportunity to rank the Fellow on varies skills and office management capabilities and set professional development goals for the Fellow. Supervisors and Fellows complete this assessment twice a year. 6

Program Partner Resources A Program Partner Orientation will take place before the start of the Program Year. Site Supervisors or Partner representatives in attendance will be trained on program expectations, best practices with supervising Fellows, and goals and deliverables of Climate Corps Bay Area. This will also be a time to meet and network with other Program Partners and learn about their Climate Corps projects. There will also be 1-2 Site Supervisor calls during the Program Year to allow for continued Site Supervisor training and for Sites to offer feedback to CCBA. To support Program Partners a Partner portal has been developed as a one-stop resource for program information. The Program Partner portal provides critical program information, such as timecards, and inkind reporting forms. Additionally, this site has links to contact information and an up-to-date program calendar with Fellow and supervisor events and deadlines. Each Site Supervisor will be provided with a unique username and password to access the site, and further information and direction for navigating the site will be provided at the Program Partner Orientation. CCBA distributes a monthly newsletter with updates on Fellow activities and partner events and announcements. We also strive to share relevant news items or events taking place among our community partners. The newsletter can be a good way to share information with other partners and Fellows throughout the year. Communications with CCBA Staff CCBA staff is available to provide support and direction for Site Supervisors. Regional Supervisors will be assigned to Site Supervisors and Fellows, and will assist in Fellowship development and implementation, retention, discipline issues, evaluations, and any questions. Communications throughout the Program Year will include monthly site visits, email announcements regarding program activity, and additional meetings or calls as requested. 7

Program Partner Program Timeline Month April - June May - June May - July Aug. Sep. Oct. Nov. Dec. Jan. Feb. Mar. - April May June July July Aug. Events Partners start to make commitments with CCBA Develop Contract/MOU Develop Fellowship Description Broadcast position openings through partner networks Start Contract/MOU process Review referred applications Interview and select CCBA Fellows Continue recruiting candidates from the community Attend Community Partner Training Fellows start CCBA Orientation at end of month Site Supervisor s responsibility to approve timesheets and in-kind hours begins Site Orientation should take place during or immediately following Fellow Orientation Fellow begins work at Site after Labor Day Holiday First draft of Fellowship Scope and Results Tracking Metrics due Final draft of Fellowship Scope and Results Tracking Metrics due First Prof. Dev. Assessment is completed by Site Supervisor, Fellow, and Regional Supervisor Review and revise Fellowship Scope and update Results Tracking Metrics as needed First Program Partners conference call Begin considering interest in Fellows for the following Program Year Develop Fellowship Description for following Program Year Review and revise Fellowship Scope and update Results Tracking Metrics as needed Begin Contract/MOU process for following Program Year Start recruitment for following Program Year Second Prof. Dev. Assessment is completed by Site Supervisor, Fellow, and Regional Supervisor Work with Fellow to prepare Poster for Climate Symposium Interview and select following year s CCBA Fellows Continue recruitment for the following Program Year Participate in Climate Symposium Fellow Program Year is completed. Attend Completion Ceremony Continue recruitment and interview process for the following Program Year Approve Fellow s timesheets (if needed) 2015-16 Program Year begins (exact dates TBD) 8