Current VCM AmeriCorps*VISTA Sites

2009 Quarterly Progress Report (Instructions Below)
Volunteer Survey
Community Partner Survey

Volunteer Centers of Michigan AmeriCorps*VISTA Host Sites 2009-2010
Quarterly Progress Report Form Instructions:

Quarterly Report Purpose
The Host Site Progress Report allows us to:

1. Collect information for compilation in a program report required by the Corporation for National and Community Service.
2. Prepare information for communication to the public about how VCM AmeriCorps*VISTA members get things done in community and on campus.
3. Document progress toward achieving individual VISTA activities, yielding results in community and on campus.
4. Provide a means for host site supervisors to formally assess the individual VISTA's efforts to complete the assigned work plan.
5. Identify technical assistance needs of both individual VISTAs and host site supervisors.          

Progress Reports should include:          

1. Activity and progress made during the quarter. Quarterly progress reports are NOT cumulative. 
2. Documentation of efforts made by the individual VISTA, NOT the total efforts of the entire office/department/institution.
3. Information about what the individual VISTA has done, NOT what the VISTA will do. Only report activities completed or in progress during the quarter.
4. Complete sentences referring to the individual VISTA by first and last name.
5. Full names when referring to community partner organizations or people. Do NOT abbreviate or use locally understood jargon.

Quarterly Report Responsibility                                                                    
Those responsible for completing the Host Site Progress Reports include:

1. Host site supervisors
2. Individual VISTAs

Both must take an active role in collecting information for and completing the reports. With regular discussion of work plan progress during the recommended weekly 1:1 meetings, completing the reports will be greatly facilitated. The VISTA host site supervisor is ultimately responsible for submitting the quarterly reports.                                                                   
                                                                       
Quarterly Report Submission
The Quarterly Progress Report is an interactive electronic form. The report may only be submitted using this form. To access this form, users should be sure to download the most recent version of Adobe Reader, which is available at http://www.adobe.com/products/acrobat/readstep2.html and is free of charge. This software will allow users to fill in, save, print, and submit the report forms via email. Users should plan to complete an interactive form in one sitting. It is acceptable to print a blank form to prepare responses in advance of completing it online. With some preparation, each form should take no more than 30 minutes to complete.

The Quarterly Progress Report should be submitted electronically (via email) from the host site supervisor by 12:00 noon on the due date corresponding to each quarter.     

When possible, additional attachments should be sent via email as well. Original copies of
attachments can also be submitted via mail prior to the due date.

Tips for using an interactive electronic form:

• Each white answer cell is formatted according to the type of data required by the preceding question. You will be not able to change the format of these cells.
• Users should select fields in the interactive form by using the mouse to point and click, or by tabbing from field to field. At the end of each page, it may be necessary to use the mouse to go to the first field on the next page.
• Users should keep a record of their responses by saving a copy of the completed form somewhere it can be easily found. It is also possible to print a copy of the completed form.
• Users should click on the “Submit by Email” button at the top of page 1 in order to send the final version of their responses to VCM. Clicking on this button will prompt the user to select an email client.
• If you are using a desktop email application, like Microsoft Outlook, you will be prompted to send the form via email. Users must hit “Send” in their email application to complete the submission if their email application is not set to automatically send email.
• If you are using internet email, such as Microsoft Hotmail, or do not know which email client to select, you will be prompted to save the PDF form somewhere you can easily find it. Users must then open their email account and create a new email message. Be sure to copy the email address, subject and message from the prompt and paste them in the appropriate places in your message. Finally, attach the saved PDF form and hit “Send” in your email application to complete the submission.
• Users will receive an email response from VCM when a form has been successfully submitted.

Definitions and examples for the purpose of Progress Reporting:

1. In-kind goods and services leveraged might include a presenter who waived a speaking fee,
   pizzas or books donated from a local vendor, use of facility space that would otherwise cost
   money, etc.
2. Monetary grants, donations, and funds leveraged might include cash brought into the center or
   a community partner organization from another source, cash fundraising efforts by advised
   volunteers, etc.
   
3. A community partnership is an effort to link the center and community assets, strengths and
   capacities. It is a relationship between individuals or groups that is characterized by mutual
   cooperation and responsibility, for the achievement of a specified goal. All new partnerships
   counted should be listed. These partners will be asked to complete an evaluation toward the end
   of the VISTA’s year of service.
4. A baby boomer is a member of the generation born from 1946 through 1964.
5. Days of Service are dedicated to promoting volunteerism in the community and providing
   opportunities for project-oriented problem solving, planning, teaching, researching, networking,
   and increasing community awareness. These are large scale project days such as Make a
   Difference Day, National Family Volunteer Day, Martin Luther King Day of Service, National
   Youth Service Day, or Join Hands Day that are promoted nationally and meant to turn people on
   to service.
6. A presentation is an effort to convey information to an audience. A speech or lecture, poster or
   display, or written document, delivered to a specific group, could be considered a presentation.
7. The ongoing evaluation of service program impacts on volunteers and those with whom they
   interact in the community may include any efforts to develop an evaluation system, to facilitate
   the collection of feedback from participants or beneficiaries, or to participate in the analysis of
   this feedback.
8. A legacy binder is a report which provides the VCM host site with an outline of the individual
   VISTA's accomplishments during the year of service, as well as a set of recommendations for the
   future of the initiatives in which the VISTA has been involved.
9. Hours spent in supervision include the time spent meeting and otherwise supporting the
   individual VISTA. This is time that would not be spent in this way if a VISTA was not assigned
   to the host site.

Having difficulty completing a Progress Report form? Contact Rachel Klegon for technical
assistance at 517.492.2450 or rklegon@mivolunteers.org.

End of Service Documents:
Supervisor Evaluation
VISTA Evaluation
Summary Reports (VISTA member and supervisor complete together)