Corporation for National and Community Service

Corporation for National and Community Service

eGrants Portal 101 Member Management Facilitators Rose David Program Officer, AmeriCorps State and National Jennifer Kerner Program Officer, AmeriCorps State and National Lora PollariWelbes Program Officer, AmeriCorps

State and National Agenda eGrants Portal General Overview My AmeriCorps Portal for Members Member Enrollment/Exit/Suspension Member Slot information/Slot Transfers Reports available in eGrants Resources

Q&A eGrants Portal An online system designed to streamline recruitment, enrollment, and member management Creates Service Opportunities Recruits, Accepts Member Application Enrolls & Places Members

Creates & Approves Service Changes Exits Members Provides Member and Program Oversight My AmeriCorps Portal for Members Purpose and Member Action Steps: Registers on My AmeriCorps Searches and Applies for Service Accepts or Rejects Service invitations

Enrolls Serves Completes Service & Survey Exits Service & Receives Award Receives Alumni Services Website landing page for Prospective Members: http://www.nationalservice.gov/programs/americorps/joinamericorps

MEMBER ENROLLMENT Member Application and Enrollment via My AmeriCorps Process Applicant Registers & submits application to a listed

service opportunity Program/Service Location Accepts application (from My AmeriCorps or program specific) and extends invitation to serve Accepts invitation and

completes Enrollment form (Part1) Member Starts serving Completes & approves Enrollment Form (Part2) and activates term

Logging In! After entering the programs grant number, click on portal home.

Invite Members Click on Invite Members on the left navigational panel

Invite Members Enter members data and select the program, grant year and members service location Click on Add Another to send the current

invitation and enter another invitation Click Save to send one invitation and return o your homepage Click Cancel to discard any entries you made

Enroll Members Invited through the invitation process Click S&N workbaskets on the left navigational panel. Then click the Pending Invitations tab located on the top navigational

panel Then click the Pending Invitations tab located on the top navigational panel Click the members name to open the enrollment form

Click Delete if you are not going to enroll the member Enroll Members Invited through the invitation process The members enrollment form

will appear under the Pending Enrollments, if you had clicked on save information on the member enrollment form from the Pending Invitations section

or if the invitee had completed the members portion of the enrollment form Enroll Members selected through My AmeriCorps application process Click S&N

Workbaskets on the left navigational panel. Then click the Pending Enrollments tab located on the top navigational panel Click the

members name to open the enrollment form Click Delete if you want to delete the enrollment form Enroll Members after member has completed Part 1 of Enrollment Form

Enter the members start date and select Program Year, Program Title, Service Location and Slot Type. Select the check box to certify your portion of the enrollment Click Save

Information to save the enrollment data without activating Click Enroll Member to activate the members enrollment Click Cancel to discard any changes made

MEMBER EXIT Member Exit When an AmeriCorps member ends service, the grantee will need to exit them from the eGrants Portal within 30 days of their last day of service. Members must complete their own exit form in the Portal unless the program has received a waiver to use paper forms.

Member Exit Go to the Portal and under Manage Members search for the member you want to exit. Member Exit Select view in the bottom right corner. Member Exit

Select the blue link that says unlock exit form. Member Exit An email will be sent to the member indicating the following. If the member is unable to complete their own exit form, the grantee can complete it for them. Dear Aygotta Curforya, This is a reminder that the end of your AmeriCorps service is approaching. To help facilitate your receiving the benefits of your service, make sure you log onto your My

AmeriCorps account to complete the required documents and to update your contact information. In addition to completing your exit forms, we ask that you please fill out the AmeriCorps Member Exit Survey. This short 15 minute survey will allow us to better understand your AmeriCorps experience and is an opportunity for your voice to be heard. ***After you complete your exit forms, you may be eligible to view and print a Service Completion Certificate.*** It's also time to think about your Post Service Opportunities, as we would like for you to stay connected with other AmeriCorps alumni. Log on to the My AmeriCorps Portal (https://my.americorps.gov) and click on "Exit Form" to select your Post Service Opportunity

interest areas. Thank you for your service. Member Exit After the member completes their exit form and survey, the grantee can go back into eGrants Portal to review and approve the members exit by

navigating to the Pending Exits tab in the S&N Workbasket. The exit form will appear with some fields prepopulated with information entered by the member. Here, the program can enter the rest of the information and approve the members exit.

Member Exit Once completed, the system will indicate the member has been exited. Once the program finishes the exit form, the member receives two (2) emails with details regarding the earned Eli Segal Education Award. The program is responsible for maintaining proper documentation of data entered into the Portal. The

required documentation should be part of the programs policies and must be regularly monitored. Suspending a Member Suspending a Member Log in to eGrants Portal Home and navigate to Manage Members linked in the bar to the left. Here you can search the member you would like

to suspend by name, program name and year. Suspending a Member Once found, click the link that is the members name. Suspending a Member Click view in the bottom right hand corner of the Member Information screen.

Suspending a Member On the next screen, choose Suspend in the dropdown menu in the bottom right corner. Then click next. Suspending a Member Enter a date of the start of the suspension. It cannot be a future date. Then click create.

There will be a message indicating the request is pending approval. Suspending a Member Grantees should have a process in place that allows for one staff member to suspend an AmeriCorps member and another to approve it. To approve the suspension, navigate to the Status Change

Requests tab in the Workbasket and click the members name to view status. Review the information and approve or reject the suspension. A message will appear at the top of the screen that reads The suspension request was approved successfully. Reinstating a Suspended Member

Reinstating a Suspended Member 1. Navigate to the Portal Home in eGrants. Under Manage Members in the left bar, search the suspended member you wish to reinstate. 2. Click the members name to move forward. 3. Click view in the bottom right hand corner to open up the screen that offers different actions from which to choose 4. Choose the option in the dropdown menu for Reinstate and click next.

5. Enter a date to effectuate the reinstatement. It cannot be a future date. Then click create. 6. Navigate to the Status Change Requests tab in the Workbasket and click the members name to reject or approve the reinstatement. 7. After approval there will be a screen that indicates the approval was accepted and the member has been reinstated. When the member is searched, their status will once again read, In-service.

Member Slot Information Member Slot Information Member Slot Information Member Slot Information Slot Info Click on Slot Info

Member Slot Information Slot Info Slot Conversion Click on Slot Conversion Slot Conversion

Refill Slot Conversion Click on Refill Slot Conversion Click on Slot Transfer

Advanced Slot Transfer While in the Slot Conversion page, click on the Advanced Slot Transfer to manage the slot

types of specific members. State and National Reports State and National Reports Click on S&N Reports

State and National Reports Choose Type of Report using the drop down menu State and National Reports

Note: The report will take a few moments to load and can be opened and saved. Fill in Program Code, Type of

Report Format Requested and click Submit State and National Reports Example of a CSV Report Member Roster Personally Identifiable Information (PII)

What is PII? is any information about an individual maintained by an program, including: Any information that can be used to distinguish or trace an individuals identity such as name, social security number, date and place of birth, mothers maiden name, or biometric records Any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information

When viewing member information and preparing reports programs need to ensure PII is protected i.e. reports not left on copier, member files under lock and key etc. Resources MyAmeriCorps Support for AmeriCorps National Programs (eGrants) http:// www.nationalservice.gov/resources/americorps/myameric

orps-support-americorps-national-programs-egrants For technical assistance, please contact the eGrants Help Desk at 1-800-942-2677 Program Officer Q&A Thank you!

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