This document discusses service hour requirements and timesheet policies for tutors in the Literacy Lab Institute. Tutors must complete 1200 hours of service over the term, with most hours spent providing direct tutoring services at their school site from 8am to 3:30pm daily. Tutors have opportunities to earn additional hours through community service, professional development, and fundraising. The document provides guidance on requesting time off, completing timesheets, and ensuring living stipends are received on time.

1. Service Hours & Timesheets
2019 Literacy Lab Institute

2. OBJECTIVES
• Discuss service schedule for 1200-hour term
• Explore options for earning service hours
• Provide guidance on timesheet and
attendance policies

3. ROADMAP
1. Hours commitment
2. Daily service
3. Community service opportunities
4. Absence policies
5. Timesheets
6. Living Allowance

4. HOURS COMMITMENT:
SERVE 1200 HOURS

5. DEFINING SUCCESSFUL
COMPLETION
• Complete your hours commitment
• Complete the essential functions of
the position (from today through
spring benchmarking)
• Complete end-of-service tasks
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6. DAILY SERVICE:
8 HOURS PER DAY AT SCHOOL

7. YOUR DAILY SCHEDULE
• Consistent service at your school site
• At least 8 hours per day
• Always includes at least 15 minutes for lunch
• Will include a buffer before and/or after school for prep,
email, and data entry
• May include an on-site or off-site before/after school
volunteering activity
• Will look slightly different for each tutor

8. THE AVERAGE SCHOOL WEEK:
Monday Tuesday Wednesday Thursday Friday
7:30-8:00 Greet
students
Staff
Meeting
Greet
Students
Greet
Students
Greet
Students
8:00-12:00 Tutor Tutor Tutor Tutor Tutor
12:00-12:30 Lunch Lunch Lunch Lunch Lunch
12:30-3:30 Tutor Tutor Tutor Tutor Tutor
3:30-4:00 Data
entry/prep
Data
entry/prep
Data
entry/prep
Data
entry/prep
Data
entry/prep

9. COMMUNITY SERVICE
OPPORTUNITIES

10. SERVICE CATEGORIES
Service category Hours Cap Priority Level
Direct Service at Placement Site 98% (1176) Level 1
Off Site Service 25% (300)
Level 2Literacy Lab Training / Self-Guided
Professional Development
15% (180)
Fundraising 5% (60) Level 3
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11. BEYOND INTERVENTIONS: PROVIDING
MORE SERVICE AT SCHOOL SITE
Prioritize Service at your School Site
• Participate in before-school activities with students
• Ask your coach, teachers and/or administrators for
projects outside of tutoring
• Volunteer with or start a club!
• Teacher Professional Development Days
• *Tutors are required to attend PD days at school unless a
Literacy Lab training also scheduled
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12. YOUR SERVICE = TAX DOLLARS IN ACTION
* All service should be working to achieve the missions of
The Literacy Lab and AmeriCorps *

13. REQUEST OFF-SITE SERVICE
• This must be approved by program staff before the hours are served
• If it’s on a pre-approved list or suggested by a program staff member
for hours = pre-approved
• If you have identified an outside service opportunity you can request
to count that for hours
• You are responsible for submitting documentation for all off-site
service you complete before it will be approved for hours.
• To make your request:

15. AVOID PROHIBITED ACTIVITIES
• Things you should not do during your AmeriCorps time
• One way to think about this: What is the purpose of the
event/service? Is that in-line with the Literacy Lab and AmeriCorps
• Do as you please while operating as a private citizen
• Don’t wear the AmeriCorps or Literacy Lab logo while engaging in
these activities even if you’re on personal time
• purposes?
• Not sure? Ask!
• Being asked to do something prohibited, contact program staff
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16. ABSENCE POLICIES

17. EXCUSED ABSENCES
Tutors have a total of 10 excused absences and all federal
holidays for personal/sick days
–Plan ahead
–Use these days to schedule personal travel and
appointments.
–Minimize absences and lost tutoring time
–Bottom line: more days at school = more student growth &
more service hours!
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18. EXCUSED ABSENCES REQUESTS
–You must notify your Internal Coach, Master Coach, AND
Program Staff if you will be absent
–Each absence should be requested as “time off” in your
Paycom account
–Days must be requested off if planned in advance, or at
least 30 minutes before the daily start time (if sick)
–Partial absences (2 hours or more) require time off to be
requested through Paycom
- Fines and/or disciplinary procedure will be enacted for
tutors who do not meet attendance expectations.
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19. NON-INSTRUCTIONAL DAYS
• Also known as Teacher Professional Development
Days
• If teachers are there, tutors should be too
• Exception if The Literacy Lab plans a training,
attend that training
• Great days to use absences because no students
will be missing tutoring time

20. INCLEMENT WEATHER
• School schedule + personal judgement
• If school closes for the day, don’t attend that day
• This doesn’t count toward your excused absences
• If the school has a delayed start, follow that schedule
• If school is in session, plan to be there as scheduled
• Timesheets should accurately reflect any hours served

21. TIME SHEETS

22. TIME SHEETS

23. LIVING ALLOWANCE AND TIME
SHEET SCHEDULE
• In your handbook
• 1st
& 2nd
Column = What dates to submit
• 3rd
Column = DUE DATE
• 5th
Column = Pay date (always the 1st
and 15th
of the
month
• Some periods will be 3 weeks instead of 2, when
there are 5 weeks in month.
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24. ON-TIME TIME SHEETS = ON-TIME
LIVING ALLOWANCES
• Submit your timesheets correctly and on-time to
ensure your living allowance is deposited on-time
• Living allowance of $700, 2x per month, before tax
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25. COMPLETING TIMESHEETS
• Record time daily – MUST have sign-in/out system
with Internal Coach.
• Record to nearest .25 hour
»Example: 8:00-9:17 = 1.25
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26. TIMESHEET EXPECTATIONS
• Submitted to both Internal Coach and Program Staff – must be approved
by both supervisors
• Accurate categorizations
• Professional Development listed in time sheet must be from the
Pre-Approved PD Opportunity list or been approved in writing by
Program Manager prior to the service activity
• Brief description for any activity completed off-site
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27. TIMESHEET DESCRIPTIONS
• Never needed for Direct Service at Placement Site,
Lunch, or Time-off
• Always needed for Off-Site Service,
Training/Professional Development, and Fundraising
• Brief = brief. Shouldn’t exceed 10 words.
66

28. WRITING SERVICE DESCRIPTIONS
• For off-site service, follow this formula:
• Service activity for Non-profit organization
• Off-site trainings, use this formula:
• Event/podcast/book/article, title, on topic
• Fundraising description = Supporting book drive efforts
• Exception to direct service description = Working Lunch
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29. COMPLETE A TIMESHEET FOR JULIA
• How would you record this day of service in OnCorps?
• How many hours did Julia serve on this particular day?
Julia arrived at school at 7:30. She responded to emails for 15 minutes and
then greeted students at the entrance until tutoring started at 8:15.
Julia tutored consistently until 12:30. After a 30-minute lunch break she
resumed tutoring at 1. Julia tutored for the rest of her day, until 3:30.
Following her tutoring, Julia drove to City Community Library where she led
story time for students as a part of the after school program. She did this for
2 hours, until 5:30.

30. CHECK OUR WORK:
• TIME Category Description
• 7:30 – 12:30 Direct Service
• 12:30 – 1 Lunch
• 1 – 3:30 Direct Service
• 3:30 – 5:30 Off-site Service Led story time for City
Community
Library
• Hours served: 9.5 hours

31. PLAN FOR SERVICE HOURS UNTIL
TUTORING STARTS
• Tie up loose ends
– Paperwork & Background Checks completed
• Determine school schedule and how hours outside of tutoring may
be served
• Get to know school and staff
– Ask to observe teachers
– Volunteer for projects within your school
– Practice interventions with co-tutor at service site