Welcome!

Dear Partner, 

Whether you’re a new CivicSpark partner or if you’ve been with us for many years, we’re thrilled to be working with you for the 23-24 Service Year! Between now and the start of the service term, we have a few tasks we need to complete with you, including:

• Service agreement;

• Fellow interview & placement process;

• Partner Orientation; and

• Service recipient form.

Guidance for all of these processes are outlined below. 

We thank you for all you do, and don’t hesitate to reach out to your primary point of contact with any questions. We look forward to this partnership with you!

All our best,

The CivicSpark Team

Step 1: Process Service Agreement (Contract)

Within 6 weeks of project approval

Please aim to complete this process within 6 weeks of project approval so we can begin to route candidates for your review.

1. Using the appropriate Service Agreement template, please circulate this with legal / financial / administrative decision-makers in your agency/organization to determine needs and process for approving the contract. You can also find our W-9 and a form to get your billing contact info in the folder.

   • Local Government & Non-Profit Partners: Use the Service Agreement Template if you are a new partner with CivicSpark or if you do not have a current contract with the program (partners with a current 22-23 Fellow, see the “Returning Partner” section below).

     • Colorado Partners: please use the Colorado specific template.

   • Sponsored Partners: Use the Non-Fiscal MOU if you will not have any fiscal responsibilities with CivicSpark / CivicWell.

   • Returning Partner: Use the Service Agreement Amendment if we already have a contract for the 22-23 service year.

     • If you are a returning partner and will have a returning Fellow (same Fellow from this current service year), there is an additional $5,000 cost for the returning Fellow. The entirety of this amount goes to the Fellow themselves as acknowledgement of their experience and knowledge of the project.

   • CA State Partner: Use the Standard 213 Form, CivicSpark Exhibits, Attachment A1 - LGC Requirements (Note: these have been approved by DGS for use with CivicSpark. If you or anyone reviewing this contract have questions please contact Laurie Giberson at DGS - Laurie.Giberson@dgs.ca.gov)

2. Before signing and approving through your internal processes, please send a word version of the updated draft with any revisions or change requests to your CivicSpark staff contact for review. Once our staff have reviewed and approved any revisions, we will let you know so the signing process can begin.

   1. Please also fill out the “Partner Contact Details” form and send the completed form along with the finalized contract.

3. Optional Add-On: Become a CivicWell Member! In addition to the cost per fellow, we encourage your organization to consider becoming a member of CivicWell’s national network of policymakers and emerging leaders for an additional cost of $500. Membership entitles up to 10 people at your agency to membership benefits. As a CivicWell member, you will have access to our wider organization’s direct assistance and practical tools for implementing on-the-ground successes in your community. Member benefits including networking and best practices, event discounts, invitations to lunch & learns, news and action updates, resource highlights and policy action alerts. Our contract template includes an option to add these costs if you are interested.

Step 2: Market your Placement

Within 2 weeks of project approval

• We will craft a project description (using language from your application) to post on the CivicSpark 23-24 project page. You can find the link to your direct project from there once we have them up.

• Please use the marketing toolkit to promote your project. CivicSpark recruits generally for Fellow candidates, and candidates will review openings on our website, but your promotion attracts candidates who may be local and apply to the Fellowship with your opening in mind. 

• The marketing toolkit also includes sample language for promoting to other potential partners. We appreciate your help building awareness of the CivicSpark opportunity in your network. If you need more specific language for your partner site, please don’t hesitate to reach out to your CivicSpark contact.

Step 3: Interview and Select Candidates

Candidate routing can be a long process, please aim to conduct interviews ASAP after receiving candidates. 

Note that per Federal Guidelines and our policies, CivicSpark recruitment follows equal opportunity employment requirements, and any interview processes must be conducted in a fair and non-discriminatory manner.

Preparing for Interviews

• Determine any blackout dates you are unable to conduct interviews and notify your CivicSpark contact.

• Site supervisors should be involved in interviews. Current Fellows may participate but they should not lead the process.

• In-person interviews are ideal, but not always practical. At a minimum, we suggest video calls.

• Request writing samples or other deliverables in advance as necessary.

• Plan to focus interviews to both dig into a candidate’s skills, commitment, and fit for the project and to sell your project. Discuss opportunities for their professional growth and the benefits of serving in your community. 

• Discuss with candidates any requirements or plans for remote service.  Note: All candidates must serve within the state of the service placement.

• Download this document for Sample Interview Questions.

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Interview & Selection Process

1. CivicSpark will send a list of profiles of pre-vetted candidates.

2. Schedule interviews as quickly as possible as we are routing candidates to many partners at once. Delays in the interview process could mean candidates are hired on at another site, or they are no longer available.

   1. Please notify candidates of which project you are reaching out about, especially if you have 2 distinct projects at your organization.

   2. See below for a template email / process for scheduling that may be helpful.

3. Notify CivicSpark contact of candidate preferences (ranked in order of preference). 

4. As Fellows are employees of CivicSpark / CivicWell, we will make all candidate offers. Please do not reach out to candidates directly to make an offer. Candidates have 72 hours to respond and cannot get any other offers from Project Partners during this period. 

5. Once your candidate has accepted the placement, please notify candidates you do not select. You are in the best position to provide feedback and reasoning as to why they were not selected. 

Interview scheduling template email

Good Morning CivicSpark Fellow Candidates;

 Thank you for your interest in the CivicSpark Program. I’m excited about the opportunity to work with a CivicSpark Fellow in the coming year. The [Agency] has a CivicSpark Fellow position that will be working directly with me and [add’l placement info, ie. several other City department heads and senior staff on an initiative related to skilled trades and green economy workforce development]. The scope of work for this initiative is attached for your use in preparing for the interviews – see below for more information. 

I want to do a fairly brief first round set of interviews with those of you receiving this email and have set aside 2 hours from 1 to 3 pm on [Date] to do these interviews.  These interviews will be 15 minutes each, will be on the Zoom platform and time slots will be assigned on a first come first served basis, so I may not be able to accommodate everyone’s first choice. 

Following brief introductions of each of us, each candidate is being asked to prepare to respond to the following questions: 

• Please tell me what aspects of this initiative interest you most;

• Please tell me what skills you bring to this position that will most contribute to the success of this initiative;

• Please tell me what three things you hope to learn or skills that you hope to improve as you work on this initiative; and

• What questions do you have that you would want answered before considering this opportunity further?

All candidates will be given the Zoom link and asked to sign on a few minutes in advance of her/his time slot and wait in the waiting room until admitted. 

Following these brief interviews, I will offer second interviews to up to 3 candidates and will let second interview candidates know by [Date], so if you don’t hear from my by close of business on [Date], I thank you for your interest and wish you the best.

If you choose not to decline this interview, please let me know at your earliest convenience.    

Regards,

Candidate rejection sample language

Thank you so much for your interest in the CivicSpark position with [agency]! We appreciate you taking the time to interview with our team.

At this time, we have chosen to select another candidate with more experience in [relevant topics, e.g. transportation planning policy]. However, we were really impressed with your [e.g. environmental science background] and your [e.g. passion for educating communities about climate programs].

We appreciate your time and wish you the best of luck in the remainder of the CivicSpark process and your career endeavors.

 

Second Year Fellow Considerations

Fellows who serve for a second term at the same agency will receive an extra $5,000 stipend. This increased stipend acknowledges their experience and allows them to take on a greater leadership role within their service site, regional team, and the cohort at large. Serving for a second year at the same site is contingent on 1) the Fellow's interest and commitment to serving an additional term, and 2) the project partner’s interest and ability to provide the additional funds which go entirely to the Fellow's stipend. 

Step 4: Identify Project Service Recipients + Complete Eligibility Form

Measuring Capacity Building: We have a 3-part system to measure effectiveness of our capacity building projects. 

Part 1: Prior to Service Term: Identify Service Recipients & Determining Eligibility

All service recipients must provide their eligibility information stating they are eligible to receive Fellow support. Complete this form to provide the names of your service recipients (projects) and eligibility information: https://airtable.com/shrCcHpNDRCyZ20nd

• Service Recipients are the local organizations, departments, programs or projects Fellows support. Service recipients must be public agencies, community organizations with a 501(c)(3) status, or initiatives with a fiscal sponsor. Each Fellow must support at least one to two service recipients.

  • These indices may be helpful in determining eligibility and completing the form:

    • https://www.atsdr.cdc.gov/placeandhealth/svi/index.html

    • https://eig.org/distressed-communities/2020-dci-interactive-map/

    • California applications may also use the following tools:

      • CalEnviroScreen 4.0

      • California Healthy Places Index

Part 2: Month 1 of Service: Gap Assessment

• Completed by Fellow and Service Recipient within first month of service term

• Identifies capacity needs and goals

• Outlines how Fellow will meet capacity needs and goals

Part 3: End of Service Year: Post-Service Capacity Assessment

• Completed by service recipient (organization staff) at conclusion of service term

• Evaluates how the Fellow project met capacity needs and goal

Step 5: Engage with Partner Orientation Materials

CivicSpark hosted a virtual Partner Orientation in August 2023 for new and returning Site Supervisors. Topics covered include: Staff introductions, changes for the 23-24 Service Year, and introduction to CivicSpark policies and procedures.

If you did not attend the Orientation, please engage with the recording. There are a few key updates for the Three Quarter Time Fellowship that CivicSpark staff will share.

Step 6: Prepare for your Fellow

Identify Site Supervisor(s): Identify your project site supervisors, ideally individuals who are involved in the project, are co-located with the Fellow(s), participate in candidate interviews and commit to support and mentor the Fellow(s).

Background Checks: Our program conducts background checks required by AmeriCorps (NSOPW, State, and FBI). If additional background checks are needed by your organization, please notify your staff contact ASAP so the Fellow can be informed with next steps.

Prepare Tech and/or Workspace:

• If your Fellow will be serving in office, prepare a workspace with a permanent desk, computer, internet, server access, email address (if desired), and phone. If you cannot provide a computer or phone, please let your staff contact know.

• If your Fellow will be teleserving, prepare to provide the technology necessary for them to complete their projects, including a computer, server access, email address, and as applicable, a phone.

Brief Staff: Brief others in the office on the CivicSpark program and role of Fellow, as well as prohibited activities relating to the Fellow.

Define/Refine Project Scope: Solidify the project scope of work, prepare any relevant project resources and documents, and identify relevant training the Fellow might need to be successful. As applicable, schedule internal or external training opportunities for the first month.

On-Site Orientation

First-day Instructions: If Fellows will be starting on site, share your office location, time to arrive on site, and other necessary directions. If they will be utilizing public transportation, it may be helpful to provide routes and guidance. If they are serving remotely, notify them of necessary meeting times with you and your organization for the first week.

Site Orientation: Whether your Fellow will begin on site or remotely, welcome your Fellow(s) to your agency and project their first days with you. As this may be their first full-time position in an office environment, it can be helpful to be detailed and direct in setting initial expectations. Check below for a sample Orientation agenda on what to cover.

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