The following is general guidance regarding the types of actions, oversight and support sites needed to provide each AmeriCorps Attorney at their site over the course of the program year.

AmeriCorps Attorney File Checklist

All sites are required under the PBLC grant to keep certain forms and records on file for each AmeriCorps Attorney. The checklist has been designed to assist you in maintaining complete records for each AmeriCorps Attorney. The required items are noted with an asterisk. There is space on the checklist to add additional items that your site may keep in member files.

Member Enrollment and Exit Instructions

These instructions will direct sites through the enrollment and exit processes for each member. According to AmeriCorps Provisions, (B)(16)(b) , members must be enrolled in WBRS within 30 calendar days of the member's start of service. Likewise, exit forms must also be entered into WBRS within 30 days of the member's completion of service. Enrollment and exit forms are available for downloading on the WBRS website at: http://wbrs.net . Please complete one form for each member. Keep the original, signed version in the member's file and send a copy to Equal Justice Works.

Proof of AmeriCorps Eligibility Form—Resident Eligibility Requirements

All AmeriCorps Attorneys must meet AmeriCorps resident eligibility requirements, as defined in AmeriCorps Provision, (B)(6)(a) and A(14) . Enclosed is a form designed to document the fulfillment of this requirement by asking members to present proof of eligibility to enroll in AmeriCorps. Please have the member complete this form before finalizing the member's enrollment. Keep the original in the member's file and send a copy to Equal Justice Works.

Member Contract—Must Contain a Position Description

Sites must execute a contract with each AmeriCorps Attorney at the onset of their service year and keep it in the member's file, along with any amendments. The contract must contain the elements listed in AmeriCorps Provision, (B)(7)(b)(i-ix) , including a position description and description of the site's grievance procedures. Please complete the contract no later than two weeks into the member's service. Keep the original, signed copy in the member's file and send a copy to Equal Justice Works.

Publicity Release Form

According to AmeriCorps Provision, (B)(14)(c) , the Grantee must obtain the prior written consent of all members before using their names, photographs or other identifying information for publicity, promotional or other purposes. Please have each AmeriCorps Attorney sign the Publicity Release form at the outset of their service and place it in the member's file.

Acknowledgment of Mid-Term Performance Evaluation and End-of-Term Performance Evaluation

AmeriCorps Provision, (B)(7)(g) requires that sites conduct at least a midterm and an end-of-term written evaluation of each AmeriCorps Attorney's performance, focusing on such factors as completion of service hours and assignments. Please sign one of these forms for each member at the appropriate time interval and keep it in the member's file.

Note that evaluations should be conducted according to each member's term, not the overall grant term. Here is an example: Site X's grant term begins on Aug. 1, but member Y does not begin serving until Oct. 1 and her expected completion date is Sept. 30. Member Y’s midterm evaluation should be conducted at some point in April (6 months after Oct. 1) and not in February (6 months from the start of site X's grant term).

Time logs

Accurate time logs, both on paper and entered into WBRS, are extremely important. The following are a few things to keep in mind:

Service vs. Training Hours
Sites must keep a record of the hours each member spends in service and in training (of the member, not trainings performed by the member) on a weekly basis. No more than 20 percent of the minimum hours required may be spent on training of the member (see AmeriCorps Provision, (B)(7)(e)).

Signatures
Each time sheet must be signed by both the member and their supervisor (e.g., an individual in the AmeriCorps Attorney's office rather than someone with no personal knowledge of that member’s service) (see AmeriCorps Provision, (B)(21)(c)(ii)). In addition, the signing supervisor should remain consistent and not change week after week. Of course, another staff member should step in when the regular supervisor is out of the office.

What Hours Count
Service hours are those hours actually worked. AmeriCorps members do not receive extra hours over and above those worked under any circumstances, such as "comp time" or "time-and-a-half." Holidays, leave time and other absences may not be counted toward hours served but should be included in the programmatic year (see Program Director's Handbook, "Length of Service").

Please complete a time log for each month that the member serves in the PBLC program, enter the information in WBRS and keep a print form in the member's file.

Prohibited Program Activities Certification

This form was designed by Equal Justice Works to assist sites in documenting that AmeriCorps Attorneys have not engaged in any prohibited activities during service hours (see AmeriCorps Provision, (B)(4) ). Please have the member complete this form at the conclusion of his or her service and place it in the member's file.

Loan Forbearance Request Form and Interest Accrual Form

All participants in AmeriCorps programs are eligible to place their qualified student loans in forbearance during the term of their service. The government will also pay the interest that accrues on these loans as a benefit of AmeriCorps service. The national service legislation defines a qualified student loan as a loan backed by the federal government under Title IV of the Higher Education Act. Unfortunately, some private loans do not fall within that definition, so please inform your members that privately funded loans through lenders such as Law Access are typically not eligible for loan forbearance during AmeriCorps service. If your members are uncertain about whether a particular loan will qualify, please advise them to contact their lender or call the National Service Trust Help Line at (888) 507-5962. If a particular loan is not eligible for national service forbearance, the member is encouraged to call the lender to inquire as to whether they will voluntarily provide forbearance during the term of service on the basis of national service or financial hardship.

In order for a member to place his or her loans into forbearance, the member must complete and submit to Equal Justice Works the Forbearance Request for National Service Form at the outset of their service year.

At the close of an AmeriCorps Attorney's term of service, the National Service Trust will pay the interest that has accrued on loans placed into forbearance. In order to receive this benefit, the AmeriCorps Attorney must complete the Interest Accrued During National Service Form. The form should be completed no more than 30 days prior to the member’s exit from the program.