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ASN Group Enrollment Guidance:

PowerPoint Slides with Notes

AmeriCorps State and National

November 2022
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Contents

Slide 1: Group Enrollment .............................................................................................................. 1

Slide 2: Special Requirement for Group Enrollment ................................................................... 2

Slide 3: Group Enrollment Screen ................................................................................................. 3

Slide 4: Group vs. Individual Enrollment....................................................................................... 3

Slide 5: Group Enrollment – Step 1................................................................................................ 4

Slide 6: Group Enrollment – Step 2................................................................................................ 5

Slide 7: Group Enrollment – Step 3................................................................................................ 6

Slide 8: Group Enrollment – Step 4................................................................................................ 6

Slide 9: Group Enrollment – Step 5................................................................................................ 7

Slide 10: Group Enrollment – Step 6.............................................................................................. 8

Slide 11: Group Enrollment – Step 7.............................................................................................. 8

Slide 12: Group Enrollment – Step 8.............................................................................................. 9

Slide 13: Group Enrollment – Step 9.............................................................................................. 9

Slide 14: Group Enrollment – Step 10 ........................................................................................ 10

Slide 15: Troubleshooting Enrollment Error Messages ........................................................... 11

Slide 1: Group Enrollment 

Group Enrollment

Group Enrollment is an option during the final phase of enrollment in eGrants.

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Extra step for group 

enrollment during 

the invitation 

process: 

Applicants must be 

associated with the 

correct Program 

Year and Program 

Title

Programs wishing to enroll a large number of applicants at one time can use the Group 

Enrollment option in eGrants. For a program to use the Group Enrollment feature, there are 

a couple of extra requirements that need to be fulfilled. Specifically, AmeriCorps applicants 

need to be associated with the correct Program Year and Program Title during the invitation 

process. (Program Title is another term for the operating site name or subgrantee program 
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name.) This slide shows where these two key fields are located on the applicant invitation 

screen in the My AmeriCorps Portal.

Slide 2: Special Requirement for Group Enrollment 

Special Requirement for Group Enrollment 

Continued... 

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

invitation

• Applicants who applied via My AmeriCorps 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

• Applicants 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)

For individuals to be associated with the correct program year, the program staff responsible 

for sending applicant invitations in the Portal need to select the program year correctly on the 

invitation. If an applicant applied and are accepted directly in the My AmeriCorps Portal, 

their applications will not be associated with a program year; instead, the program year will 

need to be entered manually on the individual enrollment form later in the enrollment 

process. As a result, these applicants will not be able to participate in Group Enrollment (in 

other words, they won’t show up on the Group Enrollment tab in the Portal) and they will 

need to be enrolled individually instead.

For applicants to be associated with the correct Program Title (i.e., operating site or 

subgrantee), program staff need to select the correct Program Title during the invitation

process. If the wrong Program Title is selected on the applicant invitation, it will need to be 

changed manually on the individual’s enrollment form later in the process. In this case, again, 

the affected applicant will not be able to participate in Group Enrollment and will need to be 

enrolled individually.
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Slide 3: Group Enrollment Screen

Group Enrollment Screen

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Same information needed 

as in the individual 

enrollment form with one 

key difference: 

- On the group 

enrollment form, you 

may enter information 

for up to 20 individuals 

at a time and enroll 

them simultaneously. 

Here is what the group enrollment screen looks like. The placement of the fields on the 

screen is different, but program staff will still enter the same types of information, make the 

same certifications, and take the same actions. The key difference: while on the individual 

enrollment form you are entering information for only one applicant at a time, on the Group 

Enrollment screen you can enter information for up to 20 applicants at a time and enroll 

those individuals simultaneously.

Slide 4: Group vs. Individual Enrollment

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

Individuals who applied through 

My AmeriCorps 

Cannot be used Must be used

Individuals invited under 

different program year/ program 

title

Cannot be used Must be used

SSN/Citizenship Applicants will not appear on 

Group Enrollment tab until they 

have been verified

Verification status and dates 

visible on individual enrollment 

screen

NSCHC certification Certified by entering date on or 

before which all required NSCHCs

were completed and adjudicated 

(ages 18+)

Certified by entering date on or 

before which all required NSCHCs

were completed and 

adjudicated (ages 18+)

This table shows a summary of the differences between the group enrollment and individual 

enrollment processes. As I said on the previous slide, group enrollment allows programs to 

enroll up to 20 individuals at a time, while individual enrollment is limited to one applicant at 

a time. Also, as I mentioned earlier, in group enrollment the applicant’s program year and 

program title are set during the invitation process. As a result, individuals who applied and 

were accepted via My AmeriCorps cannot be enrolled via the group enrollment feature, 

because the My AmeriCorps application process does not link individuals to this specific 
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information. Similarly, individuals that were invited under a different program year or 

different program title cannot be enrolled via group enrollment. Instead, the program year 

and program title for these applicants will need to be selected or changed manually using 

the individual enrollment form.

In both group enrollment and individual enrollment, the applicant’s SSN and citizenship 

status needs to be verified on or before the applicant’s start date. Applicants will not show up 

on the group enrollment screen until this verification is complete. For individual enrollment, 

the verification status and dates are shown directly on the enrollment form. If you are using 

group enrollment and need to find out the date of SSN or citizenship verification for a 

particular individual, you can view it on the individual’s enrollment form.

The rules for National Service Criminal History Checks are the same for both group 

enrollment and individual enrollment. For applicants ages 18 years or older, program staff 

must enter the date on or before which the three-part NSCHC was completed and 

adjudicated. Entering this date and is a legal certification that these actions have been 

completed and this certification is recorded in the My AmeriCorps Portal. The date of 

certification is not visible on the group enrollment screen but can be viewed on the 

applicant’s individual enrollment form.

Slide 5: Group Enrollment – Step 1

Group Enrollment: Step 1

Step 1:

In the S&N

Workbasket in the 

My AmeriCorps 

Portal, click on 

the Group 

Enrollments tab

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The next set of slides will walk you step by step through the group enrollment process. First, 

you need to locate the Group Enrollments tab in the S&N Workbasket of the My AmeriCorps 

Portal. It is located to the right of the Pending Enrollments tab. When you first click on the 

tab there will be no applicants listed; the applicants will appear in the next step.
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Slide 6: Group Enrollment – Step 2

Group Enrollment: Step 2

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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

• Applicants 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 individuals are also visible on the Pending Enrollments tab)

The next step is to select the Program Title - meaning the operating site name or subgrantee 

program name - for the individuals you wish to enroll. There will be a brief pause after the 

Program Title is selected, then the Program Year will automatically populate on the tab. The 

Program Year that will appear is the one whose enrollment period is currently open for that 

particular subgrantee or site.

The applicants associated with that particular Program Title and Program Year will 

automatically appear in the list at the bottom of the tab. The list displays up to 20 individuals 

at a time. If there are more than 20 individuals associated with this Program Year and 

Program Title, you will be able to use the navigation tools on the right side of the screen to 

move to subsequent pages.

Remember that applicants will only appear on the Group Enrollment tab if (1) they have the 

correct Program Year and Program Title pre-populated from the invitation form; (2) they have 

completed their portion of the Enrollment Form; and (3) their SSN and citizenship are already 

verified. If there are individuals you wish to enroll who do not appear on this tab, you can find 

them on the Pending Enrollments tab and use the individual enrollment process instead. 

Applicants who appear on the Group Enrollment tab also appear on the Pending Enrollments 

tab.
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Slide 7: Group Enrollment – Step 3

Group Enrollment: Step 3

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Step 3: Select the Slot 

Type for the applicants 

you wish to enroll

• In subsequent steps, 

you will only enter 

information for 

applicants who will 

be enrolled in this 

type of slot

• If you have 

applicants that will 

need to be enrolled 

in other slot types, 

leave those blank for 

now. (You will 

repeat these steps to 

enroll those 

applicants.)

Next, you need to select a slot type. In the group enrollment process, all individuals enrolled 

in a single action must have the same slot type. If you need to enroll other applicants with a 

different slot type, you will need to repeat the group enrollment steps with the second set of 

applicants.

In the example on this slide, I intend to Shannon, Annabelle and Samantha as Minimum Time 

members. 

Slide 8: Group Enrollment – Step 4

Group Enrollment: Step 4

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Step 4: For the applicants you wish to enroll, enter the date when all required National Service 

Criminal History Checks were completed and adjudicated for each applicant. For applicants 

under age 18 as of the entered start date, leave the NSCHC Certification field blank.

IMPORTANT: 

- All required criminal 

history checks must be 

completed and 

adjudicated prior to 

inputting a certification 

date

- The applicant start date 

must be after the date 

entered in the NSCHC 

Certification field

The next step is to enter the date by which the criminal history checks were completed for 

Shannon, Annabelle and Samantha. Remember that by entering a date, you are providing a 

legal certification that you have completed and adjudicated the required NSOPW, State, and 

FBI checks on or before that date. Also remember that, just like on the individual enrollment 

form, you must enter a start date for the applicant that is AFTER the date in the NSCHC 

Certification section. 
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In the example on this slide, I am entering dates in the NSCHC Certification section for 

Shannon, Annabelle, and Samantha. The NSCHC certifications were completed on different 

dates for each applicant, so I will need to ensure I have proper documentation to reference 

when entering this date. 

Slide 9: Group Enrollment – Step 5

Group Enrollment: Step 5

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Step 5: For the 

applicants you wish to 

enroll, select the 

appropriate Service 

Location(s)

• Service Locations 

must be set up in 

the My AmeriCorps 

Portal prior to taking 

this step

Next, I need to select service locations. For the correct service locations to show up in the 

drop-down list for these applicants, the service locations need to have been set up previously 

in the My AmeriCorps Portal. Please see the complete Member Enrollment training for more 

information about this prior step.

Note that the service locations can be different for each individual in the group enrollment 

process. In this example, Shannon is being assigned to VYCC while Samantha is being 

assigned to North Country Hospital.
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Slide 10: Group Enrollment – Step 6

Group Enrollment: Step 6

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Step 6: For the individuals 

you wish to enroll, enter the 

correct Start Date

• Must be within member 

enrollment period

• Must be on or after the 

SSN/citizenship 

verification dates

• Must be after the date 

entered in the NSCHC 

Certification field

Per AmeriCorps policy, 

enrollment should be 

certified within 8 days of the 

member’s start date

Now it’s time to enter start dates. 

Remember, in order to enroll an applicant, the correct start date must: 

• Must be within member enrollment period

• Must be on or after the SSN/citizenship verification dates

• Must be after the date entered in the NSCHC Certification field

Annabelle and Samantha will start on 4/5/21. For Shannon I have selected 4/1/21 as a start 

date. However, I just completed the criminal history check certifications on 4/5/21 which is 

after the selected start date, so I will violate the third bullet. In other words, a 4/1 start date is 

not actually going to be possible for Shannon. But let’s leave it there for now and see what 

happens. Per AmeriCorps policy, member enrollments should be certified within 8 days of 

the member start date.

Slide 11: Group Enrollment – Step 7

Group Enrollment: Step 7

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Step 7: For the 

individuals you wish 

to enroll, click the 

“Select to Enroll” 

box

• Only the 

individuals with 

this box checked 

will be enrolled 

when you click 

the “enroll” 

button at the 

bottom of the tab
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The next step will be to check the “Select to Enroll” boxes since these are the applicants, I 

want to enroll in minimum slots under this Program Title and Program Year. Only the 

applicants whose “Select to Enroll” boxes are checked will be affected when the “Enroll” 

button is clicked at the bottom of the tab.

Slide 12: Group Enrollment – Step 8

Group Enrollment: Step 8

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Step 8: At the 

bottom of the 

tab, certify the 

form

The form needs to be certified at the bottom of the tab. This legal certification confirms that 

all the information provided on the form is correct and complete, including the criminal 

history check certification dates. 

Slide 13: Group Enrollment – Step 9 

Group Enrollment: Step 9

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Step 9: At the 

bottom of the tab, 

take the “enroll” 

action. (If you are 

not ready to enroll 

the individuals yet, 

click the “save 

information” button 

instead)

• Up to 20 

individuals can 

be enrolled at a 

time

The next step is click the “enroll” button at the bottom of the tab to attempt to enroll the 

applicants. The key word here is attempt – clicking this button is not a guarantee that all the

enrollments will be successful. The next tab will show you what happens if one or more of the 

enrollments does not go through.
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As a reminder: up to 20 individuals can be enrolled at one time using the group enrollment 

process. If you have filled out information on this tab for one or more applicant but aren’t yet 

ready to take the “Enroll” action, click “Save information” instead. 

Slide 14: Group Enrollment – Step 10 

Group Enrollment: Step 10

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Step 10: Check for error 

messages at the top of the 

tab. These messages will 

indicate if one or more of 

the individuals' enrollments 

was not successful. 

• In this example, the 

start date entered for 

Shannon was prior to 

the date of the NSCHC 

Certification, so they 

could not be enrolled. 

Program staff will need 

to correct Shannon’s 

start date and try 

again.

If one or more of your enrollment attempts was not successful, you will see a red error 

message at the top of the tab. The message will tell you which applicants were not enrolled, 

and why. Applicants that were successfully enrolled will disappear from the Group 

Enrollment tab, while applicants who were not successfully enrolled will continue to be 

visible. 

In this example Annabelle and Samantha’s enrollment was successful, so they are no longer 

displayed on this tab. However, as predicted, Shannon’s enrollment was not successful 

because the start date entered for them was before the NSCHC certification. So, Shannon 

still appears on the Group Enrollment tab. Program staff will need to correct Shannon’s start 

date, check the “Select to Enroll” box again, and try again to enroll them.
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Slide 15: Troubleshooting Enrollment Error Messages

Troubleshooting Enrollment Error Messages 

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Sufficient slots available

SSN and citizenship verified on or before member start date

NSCHC Certification date before member start date 

Service Location selected

Member start date no later than today’s date

Applicant is eligible to serve

o Has not previously served more than 4 terms

o Has not declined a partial education award

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

o 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

There are several reasons why member enrollments might not be successful; some of the 

possibilities are listed on this tab. It could be that the program doesn’t have enough slots 

available to enroll all the selected applicants in that particular slot type. 

It could be that the start date was entered wrong, or that the program staff forgot to select 

the applicant’s service location. It could be that the applicant has not yet been exited from a 

current full-time service term.Or it could be that the applicant themself was not eligible to 

serve: they may have previously served four terms with AmeriCorps State and National or 

received an unsatisfactory performance rating from a prior service term.

Whatever the reason, the error message will provide you with details about what went wrong 

and, if possible, what you can do to correct it. The member enrollment WILL NOT be 

complete until the error is corrected, and program staff successfully take the Enroll action 

again.