• We will craft a project description (using language from your application) to post on our project page. We will provide the direct link to your direct project from there once we have them up.

• CivicSpark staff will provide marketing materials to promote your project (see Flyer links below). Additionally,  CivicSpark will promote the program on our website, on the AmeriCorps national website, on our social media handles (Facebook, Instagram, and LinkedIn), and on various hiring portals (ex: Handshake).  We encourage you to follow and repost from our accounts to help cultivate a strong local candidate group.

  You can download our 26-27 CivicSpark Fellow Flyer to spread to your local and professional networks.  Know of a program and project that could use a CivicSpark fellow?  Here is our 26-27 CivicSpark Partner Flyer, we are always excited to bring new projects and communities into our cohort!

Preparing for Interviews

• Direct site supervisors should be involved in interviews. Current Fellows may participate but they should not lead the process.
• Determine any blackout dates you are unable to conduct interviews and notify your CivicSpark contact.
• 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. Discuss opportunities for their professional growth and the benefits of serving in your community.
• Note that all Fellows must live within the state of the service placement by the time the fellowship starts. Due to AmeriCorps teleservice requirements, the fellow must also live within commuting distance of the site (the program has a 75 mile threshold for 26-27 though exceptions can be made). Even if a candidate is currently living in another state, or the same state but not within reasonable commuting distance. please ensure a discussion occurs about moving prior to making an offer. While we also ask about this in our initial interviews, it is good to reinforce and set expectations before you get too far along with a candidate (it happens every year!)

Interview & Selection Process

1. CivicSpark will send you a list of profiles of pre-vetted candidates.
2. We route candidates to multiple partners at once, so be sure to schedule interviews as quickly as possible. Delays in the interview process could mean candidates are hired on at another site, or they are no longer available to take part in CivicSpark.

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

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

3. Once interviews are complete and you have decided on a candidate to make an offer to, notify CivicSpark contact of candidate preferences (ranked in order of preference).
4. As Fellows are enrolled as AmeriCorps members through CivicSpark and PHI provides our human resources services, our staff must make candidate offers. Please do not reach out to candidates directly to make an offer. Candidates have 2 business days 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 did not select that the project is now closed. You are in the best position to provide feedback and reasoning as to why they were not selected.
6. Second Year Fellow Considerations
   1. Fellows who serve for a second term at the same agency will receive an extra $6,500 stipend paid by the partnering agency. 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 a full additional term and not leaving early to pursue other job opportunities, and 2) the project partner’s interest and ability to provide the additional funds which go entirely to the Fellow’s stipend.
7. 8 Month Term Projects:  CivicSpark will begin soliciting projects for this term in September 2026.  As Full Term Projects are given priority consideration 8 Month availability is fluid and not guaranteed.  The projected timeline for the 8 Month Term is as follows:
   1. Routing begins in early October.
   2. The last day for a Partner to submit and offer is mid-November, staff will update selected projects with the exact date.
   3. The deadline for a fellow to accept and offer is usually right before Thanksgiving
   4. Service Term begins on January 11th, 2027.  The fellows will have 3 days of of orientation with our team, then the first day to expect the fellow on site will be Thursday, January 14th, 2027 (our team will keep you posted on the orientation week schedule for the fellows).
   5. Service Term will end September 3, 2027.

CivicSpark will continue to be fiscally sponsored by the Public Health Institute for the 26-27 service year. Our 26-27 service agreement remains largely the same, except for some minor changes (e.g. dates of service, partner fee amount, etc.). Returning partners can opt to amend their current 25-26 service agreement if they prefer, or enter into a new agreement. All new partners, including returning partners who did not host a fellow in 25-26 but did in 24-25, or when CivicSpark was fiscally sponsored at CivicWell (23-24 service year or prior) must enter into a new service agreement.

TEMPLATES: These can be modified by the Partner as part of the process.

26-27 templates are not yet available but 25-26 templates are available below for reference:

New Agreement (25-26 version, 26-27 template not yet available)

Amendment (25-26 Returning Partners Only) (approved for 26-27 use)

Partner Billing Requirements Form

Additional Documentation Requirements Form

Please see below for more info:

1. We strongly prefer partners use our standard service agreement template as it simplifies and streamlines the contracting process. However, if your agency requires to use your own template, that is fine as long as the Exhibits in our standard template are incorporated into your template. Because the review process can take longer when using your own template, we encourage you to get this process started as soon as possible.

2. Using the updated new or amendment template, please review and edit, and plan to circulate this with legal / financial / administrative decision-makers in your agency/organization as needed to determine needs and process for approving the contract.

3. Before approving and signing through your internal processes, please send a word version of the updated draft with any revisions or change requests to civicsparkcontracts@phi.org for CivicSpark/PHI to review, including if you are using your own template. Once our staff have reviewed and approved any revisions, we will let you know so the signing process can begin.

4. Please also fill out this Additional Documentation Requirements Form so the PHI team knows what other information you need, such as a Certificate of Insurance, Business License or Vendor Form. You can find PHI’s W-9 here.

5. While we have no set timeline or deadline to receive your contract, we prefer all contracts to be finalized and fully executed at least one week before the fellow start date. if you have a lengthy review process on your end, we encourage you to start the process as soon as possible.

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

Part 1: Complete the Partner Application 

Beginning with the 25-26 we have integrated the pre-capacity building assessment questions into our Partner Application process. If you have been approved as a project partner you have completed this step! If anything changes with your project between application and the start of the fellowship year, it is easy to update! Just let us know (info@civicsparkfellowship.org).

Part 2: Support Fellow’s Gap Assessment Process (first 6 weeks of fellowship)

Each fellow completes a Gap Assessment that covers all of their project and service recipients within the first six weeks of the fellowship. This process identifies capacity needs and goals and outlines how the Fellow will meet capacity needs and goals. More information will be shared during Partner & Fellow Orientation.

Part 3: Post-Service Capacity Assessment (last 30 days of fellowship)

CivicSpark’s primary performance measure with AmeriCorps is capacity building. As such, we conduct a formal survey of all partners at the end of the service term to see if the projects the fellows worked on met the original capacity needs and goals. This survey will be shared with project partners approximately 30 days before the end of the service term.

CivicSpark will host a virtual Partner Orientation before the start of each term for new and returning Site Supervisors. Topics covered include: Staff introductions, changes for the Service Year, and introduction to CivicSpark policies and procedures.

FULL TERM PROJECTS: This year we will be hosting two Orientation sessions- one for returning partners and the other for new partners.  The Orientation is planned for early September 2026 and is approximately 75 Minutes.  Selected projects will receive updates in early August once the dates/times are finalized.

Please ensure that  the Site Supervisor is able to attend the Orientation session, as well as any other staff who will play a role in supporting the Fellow.

Prior to On-Site Start Date

FULL TERM PARTNERS: The current start date for fellows on site is Thursday, October 8, 2026. Fellows will participate in a three-day orientation with CivicSpark program staff between Monday, October 5 and Wednesday, October 7.

8 Month Term Partners: See timeline for Fellow Orientation for your fellow (scheduled for the week of January 11, 2027) in the routing/interview info. Please be sure to still review the information below!

Identify Site Supervisor(s): As part of your project application you identified a primary Site Supervisor. If the designated Site Supervisor(s) have changed since you applied, please notify Justin (justin@civicsparkfellowship.org). 

Site Supervisor(s) are the primary point of contact for the Fellow and CivicSpark staff, and serve not only as project leads but also as role models, mentors, and resources for Fellows. Site Supervisors are responsible for developing and guiding an appropriate capacity building project scope and supporting the Fellow’s implementation of service activities. Site Supervisors also are expected to complete post-service capacity assessments, Fellow performance evaluations, site meetings, and scheduled one-on-one and group meetings. 

Background Checks: Our program conducts background checks required by AmeriCorps through the National Service Criminal History Check (NSCHC) process. This includes a search of the National Sex Offender Public Website (NSOPW), as well as state and FBI databases. All Fellows must clear this check at least one day before the start of their fellowship. Due to AmeriCorps and PHI HR requirements, we are not able to share these results with partners other than confirming they received a “Pass” result. 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 Fellow Technology and Workspace: 

Ensure your Fellow has:

• Access to their desk/workspace (or remote set-up for digital access)
• Access to a computer and internet access 
• Access to email (if providing an agency email) and any internal sites/serves as necessary
• Connection to printer (if in office) 
• Instructions on how to view staff calendars and reserve meeting rooms (if in office) 
• Understanding of on-site safety procedures and emergency plans (if in office) 

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

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. If your project scope has changed since you applied, please notify Justin (justin@civicsparkfellowship.org).

CivicSpark Fellow Orientation (led by program):

Full-Time: Monday, October 5 through Wednesday, October 7, 2026

8 Month Term: Monday, January 11 through Wednesday, January 13, 2027

Fellows will begin their service year with a three-day program orientation provided by CivicSpark program staff between Monday, October 5 and Wednesday, October 7. This orientation is mandatory for all fellows to comply with AmeriCorps requirements.

In preparation for Orientation, you can expect the following: 

CivicSpark Staff-Led Sessions (led by CivicSpark and PHI staff)

• Fellows complete onboarding instructions (setting up PHI email, enrolling or waiving PHI benefits, I-9 verification, etc) on day 1 
• Fellows are introduced to the AmeriCorps and CivicSpark program model, including allowable, unallowable and prohibited activities
• Fellows are introduced to program expectations, scheduling, and timesheets
• Fellows meet their co-Fellows, CivicSpark staff, and build community as a cohort
• Additional Orientation sessions scheduled throughout the first month 

Host Site Led Orientation (led by you, the project site): On or after Thursday, October 8, 2026 (Thursday, January 14, 2027 for 8-month fellows)

You can expect to spend the first 1-2 weeks orienting and onboarding your Fellow(s). Whether your Fellow will begin on site or remotely, welcome your Fellow(s) to your agency and project their first days with you. Please spend time reviewing key logistics, expectations, and project information with your Fellow as part of site orientation. Suggested start-up is listed below:

Logistics (before day 1 on-site) 

• Email your Fellow to confirm expectations and agenda for day 1 on-site 
  • If in-person: share address, transit/parking information, building access, etc 
  • If virtual: Share virtual meeting link and expectations 
• Confirm that the Fellow workspace, including computer, workstation, document access, etc, are set-up and ready for your Fellow to begin 
• Coordinate with your Fellow to insure all agency-specific paperwork, background, checks, etc. are completed if necessary

Role Expectations (once on site)

• Agree on a weekly work schedule with Fellow
  • Cover alternative workweek schedules, if applicable 
  • Identify key dates or times Fellow might need to work offsite or off-hours
• Schedule weekly check-ins with Fellow
• Review communication expectations and best practices 
• Review history and expectations of the host agency. This may be your Fellow’s first full-time professional role and need strong support to integrate into an office environment. 

Site and Project Orientation (once on site) 

• Introduce your Fellow to the organization and capacity building projects
• Review scope of work including major deliverables and timelines
• Share necessary project materials for review 
• Connect Fellow to key project staff in the office and role Fellow (including prohibited activities)