You may know that feeling…. The quiet dread of an upcoming audit. The late-night scramble to find a timesheet. The endless paper trails.
Lisa Clark, Director of the ASTAR AmeriCorps program at Frostburg State University, knew that feeling too well.
“We were using paper timesheets and Excel spreadsheets. After an audit, we realized it was time to change.”
But this isn’t a story about panic. It’s a story about clarity. About stepping into leadership with the right tools, the right partners, and a whole lot less stress.
Summary
ASTAR AmeriCorps, a statewide service year program based at Frostburg State University, upgraded from paper timesheets and binders to a digital system for AmeriCorps time tracking, participant file management, and impact reporting. With the America Learns Impact Suite, the team now operates with greater ease, compliance, and confidence.
Your Program Deserves Better Than Spreadsheets
ASTAR is a statewide AmeriCorps initiative with 65 service members, multiple slot types, and supervisors spread across Maryland. The program, though, is heroically staffed by one, sometimes two, people.
Managing that kind of complexity with a small team and outdated tools was like trying to host a formal dinner with no table, no silverware, and no chairs.
Lisa and her team found a better way — one designed specifically for the needs of college-based AmeriCorps programs and service year operations.
“We needed a platform that could handle different kinds of members, terms, and supervisors — and America Learns worked with us to develop not just one timesheet, but four.”
Today, ASTAR uses a flexible, web-based system that supports:
Multiple AmeriCorps slot types and term structures
Remote time approval by site supervisors
Audit-ready workflows and reporting for compliance with 2 CFR 200 federal compliance
“Our AmeriCorps members have had no problems. Supervisors haven’t complained about [the Impact Suite] in over 10 years.”
That kind of quiet satisfaction? That’s the sound of a system that just works.
When the Files Don’t Own You Anymore
After upgrading their timesheet platform, ASTAR adopted America Learns’ digital participant file system — replacing paper folders and file cabinets with a secure, web-based platform.
“When you leave the office and remember you’re supposed to check one member file, it’s all electronic. You don’t have to drive back to the office.”
This move to electronic member file management means:
Always-on access from any device
Secure storage that supports compliance
Cleaner transitions during staff turnover or audits
- Feelings of calm and ease — the feelings we facilitate at other other university-based service year programs as well
Turning Impact Into Insight
To track the outcomes of ASTAR’s service, Lisa’s team turned to the Impact Suite’s Data+ module — a module built for impact data collection, AmeriCorps performance tracking, and telling powerful stories to community stakeholders and funders.
Now, they can:
Collect and organize performance data effortlessly
Document outcomes for both internal learning and funder reports
Share results with pride and precision
“There are so many things I still haven’t learned yet,” Lisa admits. But with ongoing support, learning isn’t a stressor — it’s a source of growth.
Support That Feels Human
Lisa was honest: she didn’t want a complicated, tech-heavy tool. She needed something easy to learn, easy to use — and a team that wouldn’t make her feel silly for asking questions.
“I’m technology-challenged. I get frustrated easily. But America Learns has exceeded my expectations.”
America Learns didn’t just answer emails. They sent personalized walkthrough videos and responded with real human care.
“When you forget what you asked for, you can just go back and watch the video again. The ease of customer service and compliance is unbeatable.”
If You’re Waiting for a Sign, This Is It
You don’t need more platforms to manage. You need one that works — for your program, your people, and your purpose.
Ask yourself:
Are we still managing AmeriCorps timesheets manually?
Are our member files secure, searchable, and audit-ready?
Are we tracking our program’s impact with data we trust?
Do our systems give us confidence… or chaos?
ASTAR’s story proves that modern systems for service year programs aren’t just a luxury — they’re a leadership decision.
“I would suggest it to anyone.”
If you’re ready to simplify, streamline, and serve with clarity — let’s connect!