Member Group Enrollment

2019 Group Enrollment Process 
Purpose

• This presentation is designed to help AmeriCorps program 

users understand the Group Enrollment feature for 

AmeriCorps members in the MyAmeriCorps Portal. 

• This training is supplementary to the main Member 

Enrollment presentation from April 2019, which is posted 

here: https://www.nationalservice.gov/resources/memberenrollment-resources. Please review the main Member 

Enrollment presentation prior to taking this training.

• If you are a subgrantee, please ensure you are following 

any additional policies or procedures required by your State 

Commission or prime grantee.
Session Outline

Group Enrollment:

• Overview

• Requirements

• Comparison with individual enrollment

• Steps

• Troubleshooting

• Resources 

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Enrollment Process Flow Chart

• Located on the Managing 

AmeriCorps Grants and Member 

Enrollment Resources webpages
Phase Where Group Enrollment 

Option is Now Active
Requirements for All Member 

Enrollments (Individual and Group)

✓Notice of Grant Award has been received

✓The program’s Member Enrollment Period has begun

✓Service locations are set up in the MyAmeriCorps Portal

✓Slots are available for all members being enrolled

✓Citizenship and SSN have been verified

✓NSOPW checks have been completed

✓State and FBI checks have been initiated

✓Members have been determined to be eligible to serve

✓Members have completed their portion of the Enrollment Form 

(including acknowledging a partial Education Award if 

applicable)
Special Requirements for Group 

Enrollment

• Members must be associated with the correct Program 

Year and Program Title during the invitation process
Special Requirements for Group 

Enrollment (continued)

– Program Year must be selected correctly by the program on the 

member invitation

• Member candidates who applied via MyAmeriCorps will 

need have the program year entered manually on their 

individual Enrollment Form, and so cannot participate in 

group enrollment (i.e., they will not appear on the Group 

Enrollment tab)

– Program Title (operating site/subgrantee program name) must 

be selected correctly by the program

• Member candidates who applied to/were invited under a 

different operating site must have the Program Title changed 

manually on their individual Enrollment Form, and so cannot 

participate in group enrollment (i.e., they will not appear on 

the Group Enrollment tab)
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Steps are completed 

individually for each 

member:

Confirm that SSN/Citizenship are in 

“Verified” or “Manually Verified” 

status

Check NSCHC boxes certifying the 

completion of NSOPW check and 

initiation of State and FBI checks

Enter member placement info on 

enrollment form including: Start 

Date, Program Year, Program Title 

(operating site name), Service 

Location, Slot Type

Click the “Enroll” 

button in eGrants to 

enroll the member

1:

2:

3:

4:

Completing Enrollment Form Fields: 

Individual Enrollment Process
Check NSCHC boxes 

certifying the completion of 

NSOPW check and initiation 

of State and FBI checks

Enter member placement 

info on enrollment form 

including: Start Date, 

Program Year, Program 

Title (operating site 

name), Service Location, 

Slot Type

Members will not appear on 

this page until 

SSN/Citizenship is verified:

Confirm that SSN/Citizenship 

are in “Verified” or “Manually 

Verified” status

Steps are completed 

on a single screen for 

groups of up to 20 

members at a time:

Click the “Enroll” 

button in eGrants to 

enroll the member

1:

2:

3:

4:

Completing Enrollment Form Fields: 

Group Enrollment Process
Group vs. Individual Enrollment

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Group Enrollment Individual Enrollment

Number of applicants enrolled at a 

time

Up to 20 Only 1

Program Year and Program Title Pre-populated from 

member invitation

Selected manually on

enrollment screen

Member candidate applied through 

MyAmeriCorps

Cannot be used Must be used

Member candidate invited under 

different program year/ program title

Cannot be used Must be used

SSN/Citizenship Members will not appear 

on Group Enrollment tab 

until they have been 

verified

Verification status and 

dates visible on 

individual enrollment 

screen

NSCHC check box certification Checking the NSOPW and State/FBI check boxes is 

a legal certification that is recorded with the date 

(visible on the individual enrollment form)
Group Enrollment Steps

Step 1: In the S&N Workbasket in the MyAmeriCorps Portal, click on 

the “Group Enrollments” tab

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Group

Enrollments
Group

Enrollments

Group Enrollment Steps

Step 2: Select the correct Program Title (operating site name or subgrantee program 

name)

• The Program Year whose enrollment period is currently open will populate automatically

• Member candidates who are associated with this Program Year and Program Title, have 

completed their portion of the Enrollment Form, and whose SSN/Citizenship has been 

verified will appear on the tab. (These members are also visible on the Pending 

Enrollments tab)

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Group

Enrollments

Group Enrollment Steps

Step 3: Select the Slot Type for the members you wish to enroll

• In subsequent steps, you will only enter information for members who 

will be enrolled in this type of slot

• If you have members that will need to be enrolled in other slot types, 

leave those members blank for now. (You will repeat these steps to 

enroll those members.)

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Group

Enrollments

Group Enrollment Steps

Step 4: For the members you wish to enroll, check the NSOPW Check and State 

and FBI Check boxes to certify that the required criminal history check actions 

have been taken.

IMPORTANT: 

– The NSOPW check must be completed and the State/FBI checks must be initiated prior to 

checking these boxes

– The member start date must be on or after the date the boxes were checked

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Group

Enrollments

Group Enrollment Steps

Step 5: For the members you wish to enroll, select the appropriate 

Service Location(s)

• Service Locations must be set up in the MyAmeriCorps Portal prior to 

taking this step

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Group

Enrollments

!!

Group Enrollment Steps

Step 6: For the members you wish to enroll, enter the correct Start Date

• Must be no later than today’s date

• Must be no earlier than 8 calendar days prior to today’s date

• Must be no earlier than the SSN/citizenship verification dates

• Must be no earlier than the date the NSOPW and State/FBI boxes were 

checked

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Group

Enrollments

Group Enrollment Steps

Step 7: For the members you wish to enroll, click the “Select to Enroll” 

box

• Only the members with this box checked will be enrolled when you 

click the “enroll” button at the bottom of the tab

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Group

Enrollments

Group Enrollment Steps

Step 8: At the bottom of the tab, certify the form
Group

Enrollments

Group Enrollment Steps

Step 9: At the bottom of the tab, take the “enroll” action. (If you are not 

ready to enroll the members yet, click the “save information” button 

instead)

• Up to 20 members can be enrolled at a time
Group Enrollment Steps

Step 10: Check for error messages at the top of the tab. These messages 

will indicate if one or more of the member enrollments was not successful. 

• In this example, the start date entered for Tommy was prior to the date the 

NSOPW and State/FBI boxes were checked, so he could not be enrolled. 

Program staff will need to correct Tommy’s start date and try again.
Troubleshooting Enrollment Error 

Messages

✓ Sufficient slots available

✓ SSN and citizenship verified on or before member start date

✓ NSOPW and State/FBI certifications completed on or before member start date 

✓ Service Location selected

✓ Start date no later than today’s date and no more than 8 calendar days prior

✓ Member eligible to serve

– Has not previously served more than 4 terms

– Has not declined a partial education award

– Has not received an unsatisfactory performance rating from a previous term of service

– Is not currently actively enrolled in the same program or in another term that when combined 

exceeds full-time service

The details of the error message will provide specific guidance:
Resources

• Subgrantees should reach out to their Direct grantee 

or State Commission for additional resources and 

guidance as it relates to your specific program

• Managing AmeriCorps Grants webpage, under 

“Enrollment” section

– Slides and recording for this training

– Slides and recording for the main Member Enrollment 

training from April 2019

– Enrollment Flow Chart

– Enrollment policy documents

• CNCS National Service Hotline 

– 1-800-942-2677

– https://questions.nationalservice.gov

• Criminal History Check Resources 23
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