Guidelines for AmeriCorps Service During COVID-19 Outbreak in Dubuque, IA
During this National Emergency, we understand that those who are not suffering from the virus, or who may have already recovered from the virus, may want to help. However, all AmeriCorps Service activities should adhere to critical health and safety protocols in order to
Protect Service Agencies
General Guidelines for AmeriCorps Members:
DO NOT attempt to serve if you have:
Have experienced symptoms that could be related to COVID-19 in the last 14 days
Been around anyone who has COVID-19 in the last 14 days
Traveled to any foreign country in the last 14 days
Been on a cruise or been in an airport in the last 14 days
Been to an event where more than 50 people were in attendance in the last 14 days
DO NOT show up to serve for any activity without confirming that there is a need for the activity, that it will be conducted, and that AmeriCorps support is needed and expected.
DO practice universal infection control precautions.
Clean and wash your hands before, during, and after service for a minimum of 20 seconds.
Avoid physical contact with others and maintain a social distance of 6 feet.
Cover your cough and sneezes with your elbow or tissue.
If soap and water are not readily available, use a hand sanitizer that contains at least 60% alcohol. Cover all surfaces of your hands and rub them together until they feel dry.
Avoid touching your eyes, nose, and mouth with unwashed hands.
DO allow for extra time for additional screening from host site organizations or volunteer agencies to make sure you are cleared to volunteer for the task.
Screen all staff, AmeriCorps Members, clients and program participants.
It is mandatory to do temperature checks.
Have an isolation space ready in case anyone shows up with symptoms OR send the participant, staff or AmeriCorps Member home.
DO clean any used spaces thoroughly before and after, including table top surfaces and door knobs/handles.
DO use proper Personal Protective Equipment (PPE) if needed/provided for the task. Re-usable Cotton Masks should be worn by AmeriCorps Members at all times during their service when in public.
DO maintain the social distancing of 6ft apart ESPECIALLY when interacting with general public through meal pickups and deliveries.
DO expect that shifts or opportunities may be cancelled; especially service opportunities working with the vulnerable populations. Please be gracious and understanding.
DO register your capabilities and availability or find volunteer opportunities that may be available in your area. If you find a volunteer opportunity that you'd like to serve with, please refer to the Alternative Service Opportunities Policy.
General Guidance for Community Service during the COVID-19 Pandemic
Realize that traditional services may shift.
Clean and sanitize gathering spaces or meal distribution sites regularly. Dispose of cleaning materials properly and contain any contaminated materials.
If congregating is necessary for your task, consult public health partners and exercise extra measures.
Keep 6-10 foot social distance rules in place during tasks if possible.
For people receiving meals from a distribution point, if a line forms there needs to be chalk or tape on the ground that reminds people to keep at least a 3f-6ft distance. The World Health Organization (WHO) recommends 6ft.
For people who are giving meals, they also need to find a way to maintain at least 3ft if possible, use gloves, and wash hands frequently.
With deliveries, setting meals or supplies on the doorstep and waving and holding conversation from that safe distance to protect the seniors and homebound vulnerable folks is key.
For background and the most up-to-date information, please visit the Centers for Disease Control and Prevention Coronavirus Disease 2019 website:https://www.cdc.gov/coronavirus/2019-nCoV/
Due to the impact of COVID-19, the member service activities will vary from those identified in the Member Service Agreement in the following ways:
Provided via Teleservice
Include grant-related activities, but activities that vary from those identified in the approved application
Include activities that are not directly related to the grant, but are related to the host site or sponsoring organizational goals
Include activities that are not directly related to the grant and are conducted in community-based organizations (not the original host site or sponsoring organization)
Include disaster response activities outside of the scope of the grant
In all cases, the planned activities are reviewed and approved by the Sponsoring Organization Representative to ensure that no unallowable or prohibited activities are included. To the extent possible, information about the service activities will be collected and maintained in the member file, along with verification of member service hours.
Zero-Hour Timesheet Policy
If a member is unable to serve for a pay period due to COVID-19, this is allowable, but the AmeriCorps Director should be notified ahead of time. It's important that the Director is able to document their awareness and the zero-hour pay period should be approved in advance.
AmeriCorps Partners in Learning Program Electronic Signature Policy
The City of Dubuque’s AmeriCorps Partners in Learning Program will be using Adobe Sign for replacement of physical signatures needed for the AmeriCorps Partners in Learning programs. Adobe Sign is a company that exceeds the 4 basic requirements under federal law compliance with the ESIGN Act:1) Intent to sign, 2) consent to do business electronically, 3.) association of signature with the record, 4.) record retention. Example documents are employee paperwork, member service agreements, timesheets, and expense reports, among other grant management documentation.
APIL staff will upload documents needed for signature
APIL staff will insert signature markers using the Adobe Sign software
APIL staff will send grant documents for signature through Adobe Sign.com
The documents will be sent to the recipients by email through the system.
After clicking the link with the document, the signee or recipient must follow the Adobe Sign steps and sign off on the consent of the form.
If a signee refuses to use the electronic system, they will not sign the document or select, they do not agree to the Adobe Sign terms. Then the signee and the AmeriCorps staff must set up a process of signing the document physically.
After the signee signs the document, the document is sent back to the Adobe Sign account.
APIL staff will electronically sign the document, if needed.
APIL staff will save the document and place the document in the correct electronic folder. The document shows the electronic signature and signature date and times.
The documents are also stored in the Adobe Sign account for future printing.
UETA and ESIGN Act
Both the United States Electronic Signatures in Global and National Commerce (ESIGN) Act, and the Uniform Electronic Transactions Act (UETA), have four major requirements for an electronic signature to be recognized as valid under U.S. law. Those requirements are:
·Intent to sign – Electronic signatures, like traditional wet ink signatures, are valid only if each party intended to sign.
·Consent to do business electronically – The parties to the transaction must consent to do business electronically. Establishing that a business consented can be done by analyzing the circumstances of the interaction, but consumers require special considerations. Electronic records may be used in transactions with consumers only when the consumer has:
·Received UETA Consumer Consent Disclosures
·Affirmatively agreed to use electronic records for the transaction
·Has not withdrawn such consent
·Association of signature with the record – In order to qualify as an electronic signature under the ESIGN Act and UETA, the system used to capture the transaction must keep an associated record that reflects the process by which the signature was created, or generate a textual or graphic statement (which is added to the signed record) proving that it was executed with an electronic signature.
·Record retention – U.S. laws on eSignatures and electronic transactions require that electronic signature records be capable of retention and accurate reproduction for reference by all parties or persons entitled to retain the contract or record.
Adobe Sign’s solutions exceed these requirements and are warranted for compliance with the ESIGN Act.