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ASN Enrollment Guidance: 

PowerPoint Slides with Notes

AmeriCorps State and National

November 2022
1

Contents

Slide 1: Introduction .............................................................................................................. 3

Slide 2: Purpose..................................................................................................................... 3

Slide 3: Quick Links and Resources ....................................................................................... 4

Slide 4: Updates – Effective August 25, 2022 ........................................................................ 5

Slide 5: Updates – Effective April 2021.................................................................................. 6

Slide 6: Requirements for All Member Enrollments .............................................................. 6

Slide 7: Notice of Grant Award.............................................................................................. 7

Slide 8: Notice of Grant Award (Direct Grantees and State Commissions) ........................... 8

Slide 9: Start Date Importance............................................................................................... 8

Slide 10: Enrollment Process ................................................................................................. 9

Slide 11: Preparation for Enrollment ....................................................................................10

Slide 12: Log into eGrants and My AmeriCorps Portal.........................................................11

Slide 13: Set Up Operating Sites (Part 1)..............................................................................11

Slide 14: Set Up Operating Sites (Part 2)..............................................................................12

Slide 15: Set Up Service Locations in eGrants ......................................................................12

Slide 16: Set Up Service Locations .......................................................................................13

Slide 17: Service Opportunity Listings..................................................................................13

Slide 18: Identify Your Member............................................................................................14

Slide 19: Receiving Applications ..........................................................................................14

Slide 20: Applicant Screening ..............................................................................................15

Slide 21: Gather Applicant Information................................................................................16

Slide 22: National Service Criminal History Check (NSCHC) ................................................16

Slide 23: Determine Member Eligibility................................................................................18

Slide 24: Select Your Member..............................................................................................20

Slide 25: Selecting Your Applicant in eGrants......................................................................20

Slide 26: Selecting Your Applicant in eGrants – Via My AmeriCorps Application Process...21

Slide 27: Selecting Your Applicant in eGrants – Via Invitation Process.................................22

Slide 28: Applicant Invitation................................................................................................23

Slide 29: Member Enrollment Form .....................................................................................24

Slide 30: Applicant Enrollment Form....................................................................................24

Slide 31: Applicant Status in eGrants ...................................................................................25
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Slide 32: Important – Quick Action Needed.........................................................................26

Slide 33: SSN and Citizenship Verification............................................................................26

Slide 34: Manual Verification Steps ......................................................................................27

Slide 35: Requesting a Secure File Link................................................................................28

Slide 36: Enrollment: Verification of Eligibility......................................................................28

Slide 37: Confirming SSN and Citizenship Verification ........................................................29

Slide 38: Completing Individual Member Enrollment Form.................................................29

Slide 39: Saving Information in the Enrollment Field ...........................................................30

Slide 40: Completing Enrollment .........................................................................................31

Slide 41: Partial Award Acknowledgement (Part 1)..............................................................31

Slide 42: Partial Award Acknowledgement (Part 2)..............................................................32

Slide 43 Partial Award Acknowledgement (Part 3)...............................................................32

Slide 44: Partial Award Acknowledgement (Part 4)..............................................................33

Slide 45: Check Your Work!..................................................................................................34

Slide 46 Run Reports to Check Enrollments (Part 1).............................................................34

Slide 47: Run Reports to Check Enrollments (Part 2)............................................................35

Slide 48: How to Update a Start Date in eGrants (Part 1) .....................................................35

Slide 49: How to Update a Start Date in eGrants (Part 2) .....................................................36

Slide 50: How to Update a Start Date in eGrants (Part 3) .....................................................36

Slide 51: How to Update a Start Date in eGrants (Part 4) .....................................................37

Slide 52: What to do if the Enroll Button Isn’t Active ............................................................37

Slide 53: Thank you ..............................................................................................................38
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Slide 1: Introduction

AmeriCorps State and National

Member Enrollment Preparation and Implementation

November 2022

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Slide 2: Purpose

Purpose 

This presentation is designed to guide AmeriCorps program users to enroll individuals as 

AmeriCorps members in the My AmeriCorps Portal, the system by which AmeriCorps 

members are entered into the National Service Trust. 

The presentation represents AmeriCorps State and National requirements for enrolling 

members in the Portal as of August 25, 2022.

Please begin the member enrollment process as soon as possible after grant 

notification. This includes taking proactive steps to plan for member recruitment, 

citizenship verification, and National Service Criminal History Check processes well in 

advance of your expected member start dates.

If you are a subgrantee, please ensure you are following any additional policies or 

procedures required by your State Commission or prime grantee.

2

This presentation is designed to guide AmeriCorps program users to enroll individuals as 

AmeriCorps members in the My AmeriCorps Portal, the system by which AmeriCorps 

members are entered into the National Service Trust. Often, we will just refer to this as 'The 

Portal.” 

The presentation represents AmeriCorps State and National requirements for enrolling 

members in the Portal as of August 25, 2022.

Please begin the member enrollment process as soon as possible after grant 

notification. This includes taking proactive steps to plan for member recruitment, citizenship 

verification, and National Service Criminal History Check processes well in advance of your 

expected member start dates.
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If you are a subgrantee, please ensure you are following any additional policies or 

procedures required by your State Commission or prime grantee.

Slide 3: Quick Links and Resources

Quick Links and Resources: 

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References: 

Enrollment Preparation and Implementation Resources:

• Member Enrollment Resources

NSCHC and New Rule Information: 

• General AmeriCorps NSCHC Resource Page

• Federal Register New Rule (effective May 1st) for 45 CFR § 2522 and 45 CFR §2540

eGrants Login

My AmeriCorps Portal

AmeriCorps Hotline

This slide includes the following quick links for you to reference as you proceed through this 

training. Our colleagues have put together some great resources on our website to support 

you in understanding the National Service Criminal History Check (NSCHC) Rule in addition 

to more general NSCHC resources. 

Enrollment Preparation and Implementation Resources:

• Member Enrollment Resources

• General AmeriCorps NSCHC Resource Page

• Federal Register New Rule (effective May 1st) for 45 CFR § 2522 and 45 CFR 

§2540

• eGrants Login

• My AmeriCorps Portal

• AmeriCorps Hotline
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Slide 4: Updates – Effective August 25, 2022

• AmeriCorps has instituted eligibility re-checks for all previously manually verified 

AmeriCorps Alumni that are re-enrolling in either AmeriCorps State and National, 

AmeriCorps VISTA, or AmeriCorps NCCC to ensure the agency, its programs, and its 

grantees, subgrantees, and sponsors are all in compliance. 

Updates: Effective August 25, 2022

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AmeriCorps, the agency, made a change to the member manual verification process related 

to a fix that AmeriCorps State and National (ASN), AmeriCorps VISTA, AmeriCorps National 

Civilian Community Corps (NCCC), and the Office of the National Service Trust executed to 

ensure that only eligible applicants could serve in national service programs and that only 

eligible members could receive Education Awards. 

This change to enrollment affects AmeriCorps alumni whose citizenship has been previously 

manually verified. The eligibility to serve for VISTA is broader than it is for AmeriCorps State 

and National and National Civilian Community Corps’ eligibility to serve. Thus, allowing 

VISTA alums to be enrolled in ASN and/or NCCC on the basis of their previous manual 

verification without a recheck of their citizenship could result in ineligible applicants being 

enrolled in ASN and/or NCCC.

This is a compliance concern and one the agency needed to correct. Additionally, citizenship 

status can change in some of the eligible categories that get flagged for manual 

verification. ASN and NCCC alums that are re-enrolled in ASN and/or NCCC on the basis of 

their previous manual verification without a recheck of their citizenship status could result in 

ineligible applicants being enrolled. Thus, the agency instituted re-checks of all manually 

verified alums that are re-enrolling in either ASN, VISTA, or NCCC to ensure the agency, its 

programs, and its grantees, subgrantees, and sponsors are all in compliance. ASN is in the 

process of updating our member enrollment resources to reflect this change and will notify 

grantees once those resources are available.
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Slide 5: Updates – Effective April 2021

Updates: Effective, April 2021

Enrollment Parameter Members enrolled prior to April 29, 2021 Members enrolled after April 29, 2021

Enrollment 

certification 

timeline

•Certification of member enrollments required within 8 days

•Enforced by My AmeriCorps system validations

•Certification of member enrollments required within 8 days

•Monitored through annual progress reports rather than My 

AmeriCorps system validations

National Service 

Criminal History 

Checks (NSCHCs)

•NSOPW completion and State/FBI check initiation certified 

by checking two boxes

•My AmeriCorps records the date on which the boxes were 

checked

•Recorded date must be on or before member start date

•Certification required for all members

•Completion and adjudication of all required checks certified 

by entering a date in the NSCHC Certification field

•My AmeriCorps records the date entered in the field

•Recorded date must be before member start date

•Certification required for applicants ages 18+ as of the entered 

start date

Citizenship and SSN 

verification

SSN and citizenship status must be verified on or 

before member start date

SSN and citizenship status must be verified on or 

before member start date

Start date changes •Can be made by grantee staff 

within the parameters outlined above

•Changes outside these parameters 

require Administrative Review

•Will only be considered if a failure in AmeriCorps’ 

technology platform or other circumstances prevent 

timely enrollment

•Can be made by grantee staff 

within the parameters outlined above

•Changes outside these parameters 

require Administrative Review

•Will only be considered if a failure in AmeriCorps’ 

technology platform or other circumstances prevent 

timely SSN or citizenship verification

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Notable changes: 

- Applicants enrolled after April 29, 2021 will have: 

- Enrollment certification within 8 days enforced through annual progress reports 

rather than the My AmeriCorps system validations

- Programs must complete and adjudicate all required checks and certify by entering 

the date in the NSCHC certification field

- My AmeriCorps will record the date entered in the field rather than the date on 

which certification boxes were checked

- The recorded date of NSCHC certification must be before the member start date

- Certification of the NSCHC is only required for applicants 18+ as of the entered 

start date

Slide 6: Requirements for All Member Enrollments

Requirements for All Member Enrollments

This includes both Individual and Group Enrollments

✓ Notice of Grant Award has been received 

✓ The program’s Member Enrollment Period has begun

✓ Service locations are set up in the My AmeriCorps Portal

✓ Slots of the right type are available for all applicants being enrolled

✓ Citizenship and SSN have been verified

✓ National Service Criminal History Checks (NSCHCs) have been completed for applicants ages 18+

✓ Applicants have been determined to be eligible to serve

✓ Applicants have completed their portion of the enrollment form (including acknowledging a 

partial Education Award if applicable) 

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Before you can enroll an individual, the following things need to happen:
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✓ Notice of Grant Award has been received 

✓ The program’s Member Enrollment Period has begun

✓ Service locations are set up in the My AmeriCorps Portal

✓ Slots are available for all applicants being enrolled

✓ Citizenship and SSN have been verified

✓ National Service Criminal History Checks (NSCHC) has been completed for 

individuals ages 18 and up

✓ Applicants have been determined to be eligible to serve

✓ Applicants have completed their portion of the enrollment form (including 

acknowledging a partial Education Award if applicable) 

In this presentation we will look at each of these steps in detail. 

Slide 7: Notice of Grant Award

Notice of Grant Award 

• Following the grant application review process, successful programs receive a 

Notice of Grant Award (NGA) prior to the requested start date in their grant

• Programs cannot take the necessary steps in the My AmeriCorps Portal until the 

NGA is received

• Grantees access NGA via eGrants; subgrantees are notified by their State 

Commission

7

Following the grant application review process, successful programs receive a Notice of 

Grant Award. Email notifications of grant awards go out each Spring. National Direct and 

Tribal Grantees, along with our State Commissions will receive their Notices of Grant Award 

prior to the requested start date in their grant. Notices of Grant Award can be accessed via 

eGrants.

Subgrantees will experience a different process of notification depending on your prime 

grantee or state commission’s procedures for award notification. 
8

Slide 8: Notice of Grant Award (Direct Grantees and State Commissions)

Notice of Grant Award (Direct 

Grantees and State Commissions)

Grant ID

Project and Budget 

Periods (NOT the 

same as member 

enrollment period, 

which may start later 

and/or end earlier)

Awarded funds and 

member positions

Special conditions 

on the award 

(including 

subgrantee-specific 

special conditions)

We wanted to provide Direct grantees and State Commissions with a reference of what the 

Notice of Grant Award looks like. 

It is important to note that the Grant ID, project, and budget periods, awarded funds, 

member positions, and any special conditions on the grant can be found in this document. 

The Notice of Grant Award, along with your approved grant application, define the 

parameters of your grant. Please review this information carefully and ensure you understand 

all components including special conditions, which may specify actions you may take before 

enrolling members. If you believe anything on the Notice of Grant Award to be incorrect, 

please contact your Portfolio Manager. 

Slide 9: Start Date Importance

Please remember, an individual is 

officially an AmeriCorps member 

on the start date recorded in 

eGrants. Prior to this start date, 

individuals should not accrue any 

service hours

9

Please remember, an individual is officially an AmeriCorps member on the start date 

recorded in eGrants. Prior to this start date, applicants should not accrue any service hours. 
9

Slide 10: Enrollment Process

Enrollment Process 

*Process may vary for sub-grantees. Please check with your Commission or Prime grantee for further guidance.*

10

Preparation for 

Enrollment

Staff have 

completed 

required NSCHC 

training

Set up operating 

sites (Direct)

Set up service 

locations

Create service 

opportunity 

listings

Identify your member

Individual 

applies

Program screens 

applicant

• Gather 

applicant 

information

• Complete 

NSCHC

• Determine 

applicant 

eligibility 

Select your member

Select 

applicant in 

eGrants

Applicant 

completes 

enrollment form 

in My 

AmeriCorps

Social Security 

Administration/

Citizenship 

Verification 

Check 

Enrollment

Verification of 

Eligibility

eGrants Enrollment 

process

• Individual 

Enrollment

• Group Enrollment

Partial Award 

Acknowledgment 

(if applicable)

Here we have outlined the enrollment process for grantees. We recognize that as individual 

grantees, you may have additional steps within this process. This is just an attempt to outline 

the basic steps, and requirements that are involved in how to get an applicant to be an 

AmeriCorps member. 

The first box provides steps a program needs to complete prior to selecting an applicant for 

service. The first step is to ensure program staff have completed the National Service Criminal 

History Check Required Training. The next three steps occur in the eGrants portal and 

include setting up operating sites which applies only to National Direct programs; set up 

service locations; and create service opportunity listings. 

The second box outlines steps programs need to take to identify potential applicants. First, 

applicants need to apply to the service position you are looking to fill. Second, the program 

needs to go through its process to gather applicant information in order to complete the 

National Service Criminal History Check and determine eligibility. 

The third box encompasses steps around selecting your member. First, we will walk through 

the steps on how to select an applicant in eGrants, and then outline the process the applicant 

takes to be enrolled in AmeriCorps which will trigger the last step- Social Security 

Administration Check. This will verify the member’s Social Security number as well as their 

citizenship status.

Reminder-As of August 25, 2022, any AmeriCorps alum who had previously been manually 

verified in the Portal, including any members returning for a consecutive term, will need to be 

re-verified for eligibility. Please plan your enrollment processes accordingly to accommodate 

for this extra step.

Finally, this presentation will walk you through the steps on how to enroll a member. Once 

eligibility is verified, you will be able to go into the eGrants enrollment screens to officially 

move your applicant, to member status. For those applicants who have served before, there 
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may be an additional step of acknowledging a partial education award which we have also 

covered.

At the end of this PowerPoint, we will also provide you with some additional information 

regarding member enrollment to for your reference so you can continue to reference this 

document for all things- Enrollment!

Slide 11: Preparation for Enrollment

Preparation for Enrollment

Link to NSCHC required annual training: https://www.americorps.gov/grantees-sponsors/history-check

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Preparation for 

Enrollment

• Staff have completed required 

NSCHC training

• Set up operating sites (Direct)

• Set up service locations

• Create service opportunity 

listings

Before you begin the enrollment process, there are a couple of preparation steps that need 

to occur. 

• Staff have completed required NSCHC training

• Set up operating sites (Direct)

• Set up service locations

• Create service opportunity listings

The National Service Criminal History Check training course is required for AmeriCorps 

grantees and subgrantees annually. You must complete the course each year before the day 

your certificate from the previous year expires. Grantees and subgrantees must maintain 

copies of dated completion certificates for each grant year.

The next three bullet points will be addressed in the following slides. 
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Slide 12: Log into eGrants and My AmeriCorps Portal

Log into eGrants and My AmeriCorps Portal 

For Direct Grantees and Subgrantees

12

Here are some screenshots on what you will see once you log into eGrants. Click on Portal 

Home to access the links we will be using throughout the enrollment preparation and 

implementation process. 

You can search and view your program specific information by selecting ‘manage programs.’ 

Slide 13: Set Up Operating Sites (Part 1)

Set up Operating Sites (Part 1)

For Direct Grantees Only

• Required in order to issue member invitations

Click to set up 

operating sites

Setting up operating sites in the portal is an additional step for Direct grantees that state and 

subgrantees do not need to complete. 

This step is required before direct grantees can issue invitations. As you can see, when in the 

portal the program must go into “manage programs”, search for and open the program for 

which you need an operating site, click on operating site info on the left-hand side and click 

the link on the bottom right of your screen to set up an operating site.
12

If applicant invitations and Service Opportunity Listings are not associated with the correct 

operating site, it may complicate the enrollment steps later in the process.

Slide 14: Set Up Operating Sites (Part 2)

Set up Operating Sites (Part 2)

Direct Grantees Only

14

Complete all 

fields and click 

“save”

When you click ‘Create Operating Site,’ this is the screen you will see. Complete all fields and 

click save to set up a new operating site. 

Slide 15: Set Up Service Locations in eGrants

Set up Service Locations in eGrants 

• All AmeriCorps 

applicants must be 

assigned to service 

locations

Click to create new 

service locations

All programs must set up service locations in the portal, as this is what applicants will be 

assigned to. 

Here, we have provided a quick snapshot for you to know where to access service locations in 

the portal. 
13

Slide 16: Set Up Service Locations

Set up Service Locations

16

Complete all fields 

and click ‘save’

From the previous slide, when you click ‘create’ this is the next screen you will see. To create 

a new service location, complete all required fields and click ‘save.’

Slide 17: Service Opportunity Listings

Service Opportunity Listings

• Grantees are required to 

post all available member 

service opportunities in the 

My AmeriCorps Portal

• Service Opportunity Listing 

Resources include a 

PowerPoint step-by-step, 

outline requirements, and 

provide a template for 

programs 

• Grantees may also use 

other recruitment strategies 

in addition to the My 

AmeriCorps platform

17

Prior to enrollment, programs need to submit a service opportunity listing in My AmeriCorps. 

Per Agency policy, all grantees are required to post available member service opportunities 

in the My AmeriCorps Portal. We included a link to the Service Opportunity Listing Resources 

on our website that includes PowerPoint step-by-step instructions, an outline of our 

requirements, and a template for you to use. 

Here is what this step looks like in the eGrants portal. Grantees may create new service 

listings by clicking the box indicated. Or, if you are a previous grantee, you may modify an 

existing listing. Grantees may use a variety or combination of strategies for recruitment based 

on your program model and needs. 
14

Slide 18: Identify Your Member

Identify your member 

18

Identify your 

member 

• Individual applies

• Program screens applicant

• Gather applicant information

• Complete NSCHC

• Determine applicant eligibility 

Our second box in the enrollment process focuses on identifying an applicant to serve with your 

program. In order to find members, they must first apply to the positions you are seeking to fill. We will 

walk through two processes for applicants to take.

The second portion of this section focuses on applicant screening. Each program has its own process 

and policies around how to screen applicants to make sure you have the best individual to serve with 

your program. We will cover just the basics you need to ensure you have the appropriate information 

needed to complete the National Service Criminal History check and to determine member eligibility. 

Slide 19: Receiving Applications

Receiving Applications

• Programs can set up their Service Opportunity Listings to allow 

applicant to apply inside and/or outside of My AmeriCorps:

Programs that do not accept applications via My 

AmeriCorps must develop their own process to 

receive applications and select applicants

Indicates whether 

individuals can apply 

via My AmeriCorps

As mentioned, applicants may apply to an AmeriCorps programs either through the My 

AmeriCorps portal, or outside My AmeriCorps. 
15

When you are creating your Service Opportunity Listings as noted in the steps prior to 

enrollment, you will have the opportunity to indicate whether an applicant can apply via My 

AmeriCorps to your program. For programs who select yes, applicants may apply via the My 

AmeriCorps Portal. 

If you choose no, this is because your program has its own recruitment process external to My 

AmeriCorps. If this is the case, you will be asked to provide details about where applicants 

can receive information to apply to your program in your service opportunity listing as shown 

here. 

Slide 20: Applicant Screening

Applicant Screening 

• All applicants are required to be screened for 

eligibility and criminal history. Programs may 

vary in their process and policy regarding 

how they conduct applicant screening

• Programs should build in as much time as 

possible to complete the National Service 

Criminal History Check (NSCHC) and 

determine eligibility

• Applicants must have their eligibility verified 

before they can start service 

20

All applicants are required to be screened for eligibility and criminal history. Programs may 

vary in their process and policy regarding how they conduct applicant screening.

Programs should build in as much time as possible to complete the NSCHC and determine 

eligibility.

Applicants must have their eligibility verified before they can start service.
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Slide 21: Gather Applicant Information

Gather Applicant Information

• In order to be enrolled in eGrants and the National Service Trust, 

programs need to gather information that is consistent with the 

Social Security Administration Records. This includes: 

o Applicant Name

o Social Security Number

o Date of Birth

• Additional Recommendations for information gathering 

o Citizen Verification Documents (e.g. birth certificate, passport, 

certificate of citizenship, green card, etc.)

o Contact information (phone, email, address, etc.) 

21

In order to be enrolled in eGrants and the National Service Trust, programs need to gather 

applicant information that is consistent with the Social Security Administration Records. This 

includes: 

• Applicant Name

• Social Security Number

• Date of Birth

Additional Recommendations for information gathering 

• Citizen Verification Documents (e.g. birth certificate, passport, certificate of 

citizenship, green card, etc.)

• Contact information (phone, email, address, etc.) 

Slide 22: National Service Criminal History Check (NSCHC)

National Service Criminal History Check (NSCHC)

• AmeriCorps State and National grantees must conduct National Service 

Criminal History Checks for AmeriCorps applicants ages 18+ 

• Three checks are required for individuals to comply with NSCHC requirements: 

o A nationwide check of the National Sex Offender Public Website through 

NSOPW.gov

o A check of the State criminal history record repository or agency-designed 

alternative for the individual’s state of residence and state of service

o A fingerprint-based check of the FBI criminal history record database 

through the state criminal history record repository or agency-approved 

vendor 

45 CFR § 2540.205(a) The National Service Criminal History Check must be conducted, reviewed, 

and an eligibility determination made by the grant recipient or subrecipient based on the results of 

the National Service Criminal History Check before a person begins to work or serve in a position 

specified in 45 CFR § 2540.201(a).

22
17

AmeriCorps State and National grantees who receive an operational grant must conduct 

National Service Criminal History Checks for AmeriCorps applicants ages 18+. 

Subgrantees should reach out to your prime grantee, or state commission to understand your 

programs specific requirements regarding NSCHC as what we are discussing here are the 

basic AmeriCorps requirements. 

AmeriCorps recommends using our approved vendors to conduct the National Service 

Criminal History Checks. These vendors are Truescreen and Fieldprint. Detail on how to 

utilize these vendors can be found on the NSCHC resource page. AmeriCorps selected these 

specific vendors to help ensure NSCHC compliance. 

Please become familiar with our NSCHC requirements by reviewing our resources that were 

provided on the previous slide. Failure to conduct timely and compliant National Service 

Criminal History Checks may delay enrollment and can also result in sometimes significant 

cost disallowances to your program. 

Reference: 

§ 540.204

What are the components of a National Service Criminal History Check?

(a) Unless CNCS approves a waiver under § 540.207, for each individual in a position 

specified in § 540.201, grantees or subgrantees must, obtain:

(1) A nationwide check of the National Sex Offender Public website through NSOPW.gov;

(2) A check of the State criminal history record repository or agency-designated alternative 

for the individual's State of residence and State of service; and

(3) A fingerprint-based check of the FBI criminal history record database through the State 

criminal history record repository or agency-approved vendor.

(b) One way for grant recipients or subrecipients to obtain and document the required 

components of the National Service History Check is through the use of agency-approved 

vendors.

5

By when must the National Service Criminal History Check be completed?

(a) The National Service Criminal History Check must be conducted, reviewed, and an 

eligibility determination made by the grant recipient or subrecipient based on the results of 

the National Service Criminal History Check before a person begins to work or serve in a 

position specified in § 540.201(a).

(b) If a person serves consecutive terms of service or employment with the same organization 

in a position specified in § 540.201(a) and does not have a break in service or employment 

longer than 180 days, then no additional National Service Criminal History Check is required, 

as long as the original check complied with the requirements of § 540.204.

If a National Service Criminal History Check was not conducted on a person because they 

were under the age of 18 at the time they began their prior term(s) of service or employment 

in a covered position, pursuant to § 540.201

(b), a National Service Criminal History check must be conducted prior to the individual 

beginning a subsequent term of work or service for which the person is 18 years of age or 

older at the start of work or service.
18

(c) Persons working or serving in positions specified in § 540.201(a) prior to May 1, 2021, who 

continue working or serving in a position specified in § 540.201(a) on or after November 1, 

2021, must have a National Service Criminal History Check conducted, reviewed, and an 

eligibility determination made by the grant recipient or subrecipient based on the results of 

the National Service Criminal History Check completed in accordance with this part. For these 

people, the National Service Criminal History Check must be completed no later than 

November 1, 2021.

Slide 23: Determine Member Eligibility

Determine Member Eligibility 

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• Programs must conduct a screening of individuals as part of the recruitment and selection 

process 

• Eligibility Requirements: 45 CFR § 2522.200

o Age

▪ An AmeriCorps participant must be at least 17 years of age

o Have a high school diploma or equivalent (see regulation for additional details)

o Be a citizen, national, or lawful permanent resident alien of the United States (see 

regulation for a list of acceptable forms certifying status as a citizen) 

o Satisfy the National Service Criminal History Check eligibility criteria

Failure to conduct timely and compliant NSCHCs and ensure eligibility of 

an individual may: 

- Delay the enrollment process

- Result in cost disallowances 

Programs must conduct a screening of applicants as part of the recruitment and selection 

process. Failure to conduct timely and compliant NSCHC and eligibility check of an applicant 

may delay the enrollment process and result in cost disallowances. 

You can find the comprehensive list of Eligibility Requirements by clicking the link to review 

45 CFR 2522.00 (or reference the notes below). In summary, an AmeriCorps participant must 

be at least 17 years of age, have a high school diploma or equivalent, be a 

citizen/national/lawful permanent resident of the United States, and satisfy the NSCHC 

eligibility criteria.

Reference: 

§2522.200 What are the eligibility requirements for an AmeriCorps participant?

(a) Eligibility. An AmeriCorps participant must—

(1)(i) Be at least 17 years of age at the commencement of service; or

(ii) Be an out-of-school youth 16 years of age at the commencement of service participating in 

a program described in §2522.110(b)(3) or (g);

(2)(i) Have a high school diploma or its equivalent; or

(ii) Not have dropped out of elementary or secondary school to enroll as an AmeriCorps 

participant and must agree to obtain a high school diploma or its equivalent prior to using 

the education award; or

(iii) Obtain a waiver from the Corporation of the requirements in paragraphs (a)(2)(i) and 

(a)(2)(ii) of this section based on an independent evaluation secured by the program 
19

demonstrating that the individual is not capable of obtaining a high school diploma or its 

equivalent; or

(iv) Be enrolled in an institution of higher education on an ability to benefit basis and be 

considered eligible for funds under section 484 of the Higher Education Act of 1965 (20 

U.S.C. 1091);

(3) Be a citizen, national, or lawful permanent resident alien of the United States;

(4) Satisfy the National Service Criminal History Check eligibility criteria pursuant to 45 CFR 

2540.202.

(b) Written declaration regarding high school diploma sufficient for enrollment. For purposes 

of enrollment, if an individual provides a written declaration under penalty of law that he or 

she meets the requirements in paragraph (a) of this section relating to high school education, 

a program need not obtain additional documentation of that fact.

(c) Primary documentation of status as a U.S. citizen or national. The following are acceptable 

forms of certifying status as a U.S. citizen or national:

(1) A birth certificate showing that the individual was born in one of the 50 states, the District 

of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern 

Mariana Islands;

(2) A United States passport;

(3) A report of birth abroad of a U.S. Citizen (FS-240) issued by the State Department;

(4) A certificate of birth-foreign service (FS 545) issued by the State Department;

(5) A certification of report of birth (DS-1350) issued by the State Department;

(6) A certificate of naturalization (Form N-550 or N-570) issued by the Immigration and 

Naturalization Service; or

(7) A certificate of citizenship (Form N-560 or N-561) issued by the Immigration and 

Naturalization Service.

(d) Primary documentation of status as a lawful permanent resident alien of the United 

States. The following are acceptable forms of certifying status as a lawful permanent resident 

alien of the United States:

(1) Permanent Resident Card, INS Form I-551;

(2) Alien Registration Receipt Card, INS Form I-551;

(3) A passport indicating that the INS has approved it as temporary evidence of lawful 

admission for permanent residence; or

(4) A Departure Record (INS Form I-94) indicating that the INS has approved it as temporary 

evidence of lawful admission for permanent residence.

(e) Secondary documentation of citizenship or immigration status. If primary documentation is 

not available, the program must obtain written approval from the Corporation that other 

documentation is sufficient to demonstrate the individual's status as a U.S. citizen, U.S. 

national, or lawful permanent resident alien.
20

Slide 24: Select Your Member

24

Select your 

member

Select applicant in eGrants

Applicant completes 

enrollment form in My 

AmeriCorps

Social Security 

Administration Check 

Select your member

Select your member

In this next section we will focus on the steps to select an applicant to serve with your 

program. We will walk through how to do this in eGrants, what steps the applicant needs to 

complete before they can be enrolled and walk through the Social Security Administration 

check process. 

Slide 25: Selecting Your Applicant in eGrants

Selecting an Applicant in eGrants 

There are two approaches to selecting/inviting a 

member to eGrants:

1.Select an applicant who applied through the My 

AmeriCorps Portal

2. Invite an applicant who applied outside the My 

AmeriCorps Portal

25

There are two ways to select an applicant in eGrants

• Select an applicant who applied through the My AmeriCorps Portal

• Invite an applicant who applied outside the My AmeriCorps Portal

The next slide will review these different methods.
21

Slide 26: Selecting Your Applicant in eGrants – Via My AmeriCorps Application 

Process

Selecting your applicant in eGrants: 

Via My AmeriCorps Application Process

26

• Via My AmeriCorps 

application process

Click the 

relevant 

radio button 

to select the 

applicant

Click to 

submit the 

selection. 

The 

applicant 

will be 

notified via 

email

Complete the 

certification

The first way to select an applicant in eGrants is if the member applied to your program via 

the My AmeriCorps Application process. You would only receive applicants this way if you 

selected this option on your Service Opportunity Listing.

Following your screening process where you have determined an applicant is eligible to 

become an AmeriCorps member, you can accept an applicant to serve with your program.

This slide is focused on the first track of accepting an applicant via My AmeriCorps. When you 

are logged into the eGrants portal you may review applications based on these tabs you see 

in our slide. The very last tab is “selection” where you will click if you would like to select or 

reject the applicant for your program. Below you will check the box indicating that you certify 

prior to enrollment, the applicant will be determined as eligible to serve. 

Once you click submit, the applicant will be notified via email. We will show an example of 

this email in just a moment. 
22

Slide 27: Selecting Your Applicant in eGrants – Via Invitation Process

Selecting your applicant in eGrants: 

Via Invitation Process

• Inviting an 

individual in 

eGrants following 

program specific 

recruitment

Enter applicant’s 

data. Important: 

make sure this 

information is 

entered correctly 

and matches what 

is listed on the 

member’s ID and 

Social Security Card

Click add another 

to send the current 

invitation and enter 

another

Click save and 

then send to 

complete the 

invitation. The 

applicant will be 

notified via email

Notes: 

✓ If an individual is serving 

with another program 

immediately before your 

program, the applicant 

must first be exited. 

✓ Date of birth and SSN 

must be entered 

correctly to avoid delays 

in enrollment

27

The other process to select an applicant, is to invite them via eGrants. This process is for 

applicants who have applied to your position through a process outside of the My 

AmeriCorps portal. 

Your program has gone through its own screening process and has decided to send an 

invitation to the applicant. In the portal your screen will look similar to this. On the left-hand 

side, you will select the “invite Members” tab which will allow you to enter the applicants' 

data. You will also need to select the program year, title, and service location from the dropdown lists. 

It is critical to make sure this information is correct. Entering in incorrect date of birth, or SSN 

could lead to the creation of duplicate accounts that will cause a delay in citizenship and SSN 

verification and thus delay the member start date. 

If you would like to send more than one invitation at a time, click “add another” to send the 

current invitation and enter another. You may also click just click save and send to complete 

the individual invitation. 

The applicant will be notified via email as shown in the next slide. 
23

Slide 28: Applicant Invitation

Applicant Invitation 

The link in the email connects to the My AmeriCorps 

Portal where the applicant’s identity will be verified.

Ensure applicants understand this is a secure site 

and the information entered must be accurate and 

reflect what is on the government issued ID (this 

includes hyphens, spaces, multiple middle or last 

names, etc.).

The link will be broken if the program resends or 

deletes the invitation. 

When you select an applicant in the My AmeriCorps portal or send an invitation to an 

applicant who applied outside of the My AmeriCorps portal, they will receive an email 

notification. The individual will then need to accept the invitation and complete the applicant 

portion of the enrollment form.

Here is your applicant’s view of the invitation that they received either through applying in My 

AmeriCorps or with your specific program. 

In the example on this slide, Jim was lucky enough to be selected to serve with City Year! He 

is now instructed to complete the registration and enrollment forms by clicking on the link 

indicated. This will open his My AmeriCorps page where he will be instructed to verify his 

information to access his enrollment form. 

If an applicant did not apply through the My Americorps Portal and was selected through the 

invitation process, they may need to “Create a Profile” before they can log in and accessing 

the Enrollment Form.
24

Slide 29: Member Enrollment Form

Member Enrollment Form

• Per the Grant Terms and Conditions, the Enrollment Form 

must be completed by the applicant

o Programs must request a waiver if this is not possible

• To facilitate successful enrollment, individuals who have 

previously served in AmeriCorps must:

o Ensure that they have been exited from their previous program by verifying 

with their previous supervisor or checking their Ed Award status

29

Please be aware that the AmeriCorps Terms and Conditions state that the enrollment form 

must be completed by the applicant. eGrants will not allow programs to complete this step 

unless you have a waiver. 

Throughout your screening process, you may have learned that the applicant has previously 

served in an AmeriCorps Program. It is a good idea to make sure that the individual has been 

exited with satisfactory service from their previous position. There are various ways for the 

individual to do this, including reaching out to their previous supervisor, or checking to see if 

they have access to their education award as this is only available if the individual has been 

fully exited. 

Slide 30: Applicant Enrollment Form

Applicant Enrollment Form Form continued... 

Once the 

individual 

clicks ‘save 

information’ to 

submit the 

form, the 

eligibility 

verification 

process is 

initiated. 

Here is the enrollment form as the applicant will see it. 
25

Once the individual clicks ‘save information’ to submit the form, the eligibility verification 

process is initiated. 

Note: 

- If an applicant incorrectly lists the 4-digit postal code after the first 5-digit code, their 

enrollment may be held up

- Once the candidate has completed the enrollment form Their information will move from 

“Pending Invitations” to “Pending Enrollments”. 

Slide 31: Applicant Status in eGrants

Applicant Status in eGrants

31

Applicant 

information 

will move 

through the 

tabs in the 

S&N 

Workbasket 

as actions are 

taken in the 

enrollment 

process.

To track the status of an applicant in eGrants, select S&N Workbasket in Portal Home tab. The 

applicant information will move through each of these tab as the required actions take place. 

Selected Applicants from the eGrants system that have been sent an invitation to enroll in the 

program will be under “Pending Applications.”

Invitations you have sent to applicants that applied outside of eGrants will be under “Pending 

Invitations.”

Once an applicant has completed their invitation to enroll, their application will move to 

“Pending Enrollments.” 
26

Slide 32: Important – Quick Action Needed

IMPORTANT:

Quick Action Needed

•Applicants should complete 

enrollment form ASAP

• Form will then move to 

SSN/citizenship verification

• Enrollment must be complete

8 calendar days from member 

start date

32

It is imperative that applicants are timely in completing the enrollment form once they have 

been selected in eGrants or invited to AmeriCorps. Applicant completion of this form is just 

the first of several steps in order to complete member enrollment.

Once the applicant completes and submits the enrollment form, it will move to the Pending 

Enrollment tab and the applicant’s information will be forwarded to the Social Security 

Administration for SSN and citizenship eligibility verification.

Enrollment must be completed within 8 calendar days from the member start date, so 

starting this process early and keeping it moving is crucial.

Slide 33: SSN and Citizenship Verification

SSN & Citizenship Verification

• The My AmeriCorps portal submits the record to the Social Security Administration (SSA) as 

soon as the applicant completes and saves their section of the enrollment form.

• The Social Security Administration will then follow their process to verify the applicant's 

citizenship status and social security number (SSN). 

• Within three business days, My AmeriCorps will be updated with either "Verified" or "Returned" 

for both the SSN and citizenship status.

Example of a verified applicant

Example of an applicant who will have 

to be manually verified 

Both the SSN and citizenship status must be noted as “Verified” or “Manually Verified” 

in My AmeriCorps before the individual can be enrolled. 

As previously mentioned, the portal submits the record to the Social Security Administration, 

or SSA, as soon as the applicant completes and saves their section of the enrollment form. 
27

SSA will then follow their process to verify the applicant’s citizenship status and social security 

number. Within three business days, the portal will be updated with either “verified” or 

“returned” status. An example is shown here. 

Programs will not receive an email if the applicant is automatically verified but will receive a 

notice if the citizenship and/or SSN status is “returned”. 

Reminder-As of August 25, 2022, any AmeriCorps alum who had previously been manually 

verified in the Portal, including any members returning for a consecutive term, will need to be 

re-verified for eligibility. Please plan your enrollment processes accordingly to accommodate 

for this extra step.

Slide 34: Manual Verification Steps

Manual Verification Steps

Only required if applicant is not automatically verified

1. The grantee administrator receives an email notification to submit additional documentation via 

Secure File Transfer for manual verification of the applicant’s citizenship or Social Security Number

2. To submit documentation, the program must request a secure file link from the AmeriCorps Hotline 

(detail on next slide) 

3. Program submits additional documentation (refer to 45 CFR 2522.200 for documentation 

guidance)

4. AmeriCorps Hotline forwards submitted documentation to the National Service Trust

5. As of July, 2021, for all SSN and citizenship manual verifications, the Effective Date will be set as the 

date of the original Returned notification from the Social Security Administration (SSA) or, if later, 

the date on which the individual’s citizenship status became valid. 

6. If the submitted documentation is sufficient to verify eligibility, the record in eGrants will be 

updated within 3 business days. This ends the manual verification process

7. If the submitted documentation is not sufficient to verify eligibility, the grantee administrator will 

receive another email notification to submit sufficient eligibility documentation to continue the 

manual verification process until the documentation is sufficient

As of July, 2021, for all SSN and citizenship manual verifications, the Effective Date will be set as the date of 

the original Returned notification from the Social Security Administration (SSA) or, if later, the date on 

which the individual’s citizenship status became valid. 34

Again, if not automatically verified, programs will receive a notification via email to submit 

additional documentation. 

We have provided a link to our Code of Federal Regulations that outlines what 

documentation can be gathered to verify citizenship. Additionally, the program may be asked 

to provide documentation to verify the Social Security Number, which can simply be a copy 

of the social security card, or documentation that indicates a name change. 

To submit this documentation, the program must request a secure file link from the hotline. 

Additional details will be provided on the next slide. 

As of July, 2021, for all SSN and citizenship manual verifications, the Effective Date will be set 

as the date of the original Returned notification from the Social Security Administration (SSA) 

or, if later, the date on which the individual’s citizenship status became valid. 

If the documentation is sufficient to verify eligibility, the status will be updated to “Manually 

Verified.” If not, the program will again be notified that documentation was not sufficient and 

will request this again via email. 
28

Manual verification can take a significant amount of time. Programs must factor this required 

time into their planning and ensure that they begin the enrollment process sufficiently in 

advance of the desired start date. 

Slide 35: Requesting a Secure File Link

Requesting a Secure File Link

Go to webform: https://questions.americorps.gov/app/ask to request helpdesk ticket(s). 

Request a secure file link by completing the form (below)

Best practices:

• Indicate that you are a State and 

National program enrolling 

applicants and need a Secure File 

Link to submit SSN/citizenship 

verification documentation

• If your program has multiple 

individual cases requiring 

SSN/citizenship verification at the 

same time, send these cases under a 

single ticket

• Document all communication and 

take screenshots if necessary

• Reach out to your Portfolio Manager 

if you encounter any challenges

35

Here is the form to request a secure file link from the hotline.

We have included a couple of best practices for you to consider when providing 

additional documentation including what information to include, and if you have 

multiple documentation requests to include this all-in-one email giving you one 

single ticket to track. For subgrantees, your prime grantee or state commission can 

assist you through this process. 

Slide 36: Enrollment: Verification of Eligibility

36

Enrollment

Verification of eligibility

eGrants enrollment process

• Individual Enrollment

Partial award 

acknowledgment 

(if applicable) 

Enrollment
29

The step we have all be working toward- Enrollment. Covered in this next section we will 

demonstrate how to verify eligibility of your applicant, the process in eGrants you need to 

take to enroll your applicant, and what to do if you have an applicant who has already served 

and needs to acknowledge a partial award prior to enrollment. 

For guidance on Group Enrollment, please view the ASN Group Enrollment Guidance on the 

Member Enrollment Resources page.

Slide 37: Confirming SSN and Citizenship Verification 

Confirming SSN & Citizenship Verification

Verification Status Types

Open: individual has been invited to participate in a program but has not yet 

created/updated and saved their My AmeriCorps Portal Profile

Pending: individual’s name, SSN, and DOB have been sent to SSA for verification and are 

awaiting results

Verified: individual’s SSN/citizenship eligibility has been automatically verified by SSA

Returned: individual was not verified automatically by SSA; document submission is required 

to prove eligibility

Manually Verified: individual’s SSN/citizenship eligibility has been verified by AmeriCorps 

based on submitted documentation

Cannot be Verified: individual has been proven not to be eligible with respect to SSN or 

citizenship. (If a program believes this status is incorrect, they can submit an appeal to their 

Portfolio Manager within 30 days of the eligibility decision)

✓ Check the applicant SSN and 

Citizenship status in eGrants- the 

applicant must be ‘Verified’ or 

‘Manually Verified’ to continue Note: My AmeriCorps will not allow you 

to enter an applicant’s start date that 

is earlier than the verification dates

The first step is for program staff is to verify that the applicant’s SSN and Citizenship status. 

We have provided you in this slide all possible statuses that the applicant may be in and why. 

The only way to move forward is if they are in “verified” or “manually verified” status. 

Slide 38: Completing Individual Member Enrollment Form

Completing Individual Member Enrollment Form

38

✓ Confirm 

SSN/Citizenship are in 

“Verified” or 

“Manually Verified” 

status

✓ If applicant is 18 or 

older, enter the 

date the NSCHC 

was completed and 

adjudicated.

✓ Complete the 

placement 

information

• Start date must 

be on or after

SSN/citizenship 

verification dates 

and after NSCHC 

certification date

✓ Check the 

certification box

✓ Once all 

information has 

been entered 

correctly, the “enroll 

member” button will 

become active
30

Steps to complete the enrollment form: 

1. Confirm SSN/Citizenship are in “Verified” Or “Manually Verified” status

2. If the applicant will be 18 or older as of the start date entered on the enrollment 

form, enter the date on or before which the NSCHC was completed and adjudicated. 

You can enter a date that is in the past. This date can be corrected if needed prior to 

enrollment; however, once the individual is enrolled, the NSCHC certification date 

cannot be changed. When you click “Save,” the date entered in the box and the name 

of the certifying individual will appear below the certification statement. 

3. Complete the placement information. This includes the start date, program year, 

program title, service location and slot type. The entered start date needs to be on or 

after the date of SSN and citizenship verification and after the date of NSCHC 

certification in order to enroll. You can enter a start date that is in the past as long as 

it is within the program’s enrollment period. However, per AmeriCorps policy, 

enrollments should be certified within 8 days of the member’s start date.

4. Check the certification box to certify the form. 

Once you have entered in all information correctly, the “Enroll member” button will become 

active. All information can be entered ahead of time except the start date and slot type, so if 

you save information and leave this page, the next time you log on you will have to re-enter 

this information. 

Slide 39: Saving Information in the Enrollment Field

Saving Information in the Enrollment Field 

39

As mentioned, you 

can enter information 

ahead of time 

(except for start date 

and slot type). 

All information can be entered ahead of time except the start date and slot type, if you save 

information and leave the enrollment page. When you return to complete the applicant 

enrollment, you will need to re-enter the start date and slot type. Filling in the other 

information ahead of time may save you some time throughout the process. 
31

Slide 40: Completing Enrollment

Completing Enrollment

40

Reminder that the “Enroll Member” button will be grayed out until all the form fields have 

been completed, including eligibility certification, and until on or after the entered start date. 

For example, if a project begins on September 1st and all fields have been completed prior to 

that date, the program cannot finalize the enrollment until September 1st at the earliest.

Slide 41: Partial Award Acknowledgement (Part 1)

Partial Award Acknowledgment (Part 1)

41

If an individual will exceed the equivalent amount of two full-time education awards while 

serving with your program, the applicant will need to acknowledge partial or no education 

award before they can be enrolled. 

When the program attempts 

to click “enroll” you will see 

this note for applicants who 

need to perform a partial 

award acknowledgment 

Additionally, the applicant 

enrollment status will 

indicate pending partial 

award acknowledgement 

The member enrollment is not complete 

There is an additional step that a few of you may need to complete. If you click enroll for an 

applicant who has previously received the equivalent of two full time education awards, or as 

a result of the slot type that you entered, will now exceed 2 full time slot awards a notice will 

show up when you click enroll that is highlighted here. 

The note indicates that an email notification was sent to the applicant to request 

acknowledgement of the partial award. You will also see in your pending enrollments 

workbasket that the enrollment status is now in “pending partial award acknowledgement.” 
32

Because this applicant has an additional step, the individual is not yet enrolled even though 

you hit the enroll button. The applicant must follow the next steps before you are able to 

enroll the individual. 

Slide 42: Partial Award Acknowledgement (Part 2)

Partial Award Acknowledgement (Part 2)

42

Partial Education Award notification email: 

Recommended reminders 

for the applicant: 

- Let the applicant know 

to look out for this email 

- Ask the applicant to 

complete and 

acknowledge as soon 

as possible

- Communicate that 

delay in completing this 

farm will delay their 

enrollment

Here is an example of what the applicant will see if they need to acknowledge a partial award. 

The email will indicate the value of education awards the applicant has previously received 

and provide the partial amount they are still eligible for. This will equate to a specific dollar 

amount. 

The applicant will need to click on the link provided in the email which will bring them back 

to their enrollment form in My AmeriCorps. 

Slide 43 Partial Award Acknowledgement (Part 3)

Partial Award Acknowledgment (Part 3) 

Applicant view in My AmeriCorps Portal

Step 1: Log into My AmeriCorps and click Enrollment Form 

43

Step 2: Scroll down to the bottom of the enrollment form so 

the member can select “I accept.” 

Step 3: Click “Save Information.”
33

Once the applicant clicks the link in the email they received, they will be taken to the My 

AmeriCorps portal where they will need to log in. They then need to click on Enrolment Form 

on the left-hand side of the screen. 

Slide 44: Partial Award Acknowledgement (Part 4)

Partial Award Acknowledgement (Part 4)

Once this information is saved, the individual’s enrollment status in 

eGrants will be updated to “Partial Award Acknowledged.”

The program can then return to the member enrollment form and take the “enroll” action. 

ONLY THEN IS THE MEMBER ENROLLMENT COMPLETE.

44

At the bottom of the enrollment form, the applicant will be asked to either accept or decline 

the partial award. If declined, this is an indication that the individual is choosing not to be 

enrolled into your term of service. 

If they accept, eGrants will automatically update the applicant’s enrollment status to “partial 

award acknowledged” as shown here in the second image. 

Once this is complete, you will be able to go back into the member enrollment form in 

eGrants, enter the member slot type and start date again because these two items are not 

able to be saved, and then click enroll. 
34

Slide 45: Check Your Work!

Check your work!

45

✓ Run reports in eGrants

✓ View each member’s service information in 

Portal 

✓ Double check the following: 

• Within member enrollment period

• Sufficient slots available

• SSN and citizenship verified on or before 

member start date

• NSCHC Certification date before member 

start date 

• Service Location selected

• Start date no later than today’s date

✓ Applicant 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

There are multiple ways to ensure that you are completing the member enrollment properly. 

In the next slide, we will cover how you can run reports in eGrants to check your work. You 

are also able to click on each member’s service information within the portal to make sure the 

changes/updates you made were saved properly. 

Make sure to check all details needed for enrollment to ensure that everything is correct to 

avoid error messages. 

Slide 46 Run Reports to Check Enrollments (Part 1)

Run Reports to Check Enrollments (Part 1)

S&N Reports

46

✓ Enrollment Approval Cycle 

Time

• Presence of all expected 

enrolled members

• Number of days from member 

start date to enrollment 

activation (should be 8 or less)

✓ Member Download Report

• Displays multiple pieces of 

enrollment information for 

each member

• Check member’s service 

location, slot type, status (e.g., 

in-service, suspended, exited), 

start date, address, etc. 

You can always check your work by running a report in the portal. Under ‘portal home’ select 

‘S&N Reports’ to run a report. Two reports from this tab that are helpful for you during 

enrollment are the Enrollment Approval Cycle Time report and the Member Download 

Report. 
35

Slide 47: Run Reports to Check Enrollments (Part 2)

Run Reports to Check Enrollments (Part 2)

SSN and Citizenship Status Report

47

✓ SSN and Citizenship 

Status Report

• Trust Enrolled Status

• Citizenship Status

• SSN Status

You can also run a report on SSN and Citizenship which will show the Trust enrolled 

status, citizenship status, and SSN status of members. 

Slide 48: How to Update a Start Date in eGrants (Part 1)

How to Update a Start Date in eGrants (Part 1)

*in-service members only

Step 1: Using the “Manage Members” link from 

the Portal Home, locate the individual and click 

on the member name to open the Member 

Information screen

Step 2: 

Click the 

“view” link 

next to the 

service 

term

48

If a situation occurs that requires you to update a member’s start date, you can make that 

change for in-service members as long as the change is within the allowable enrollment 

parameters discussed in this training. Please note that if this change is made more than 8 

days after the member start date, it may affect a program’s compliance with 8-day enrollment 

requirements. 

To update a start date in eGrants, select “Manage Members” 

From there a list of members will appear on your page. Search for the individual who requires 

the start date change and click on their name. This will take you to their member information 
36

screen. At the bottom, under Service Information, you will see the original start date that was 

entered. Click “View” to open their service term information. 

Slide 49: How to Update a Start Date in eGrants (Part 2)

How to Update a Start Date in eGrants (Part 2)

*in-service members only

49

Step 3: Click the 

“Correct” link

Now that you are in the view service term information page, you can see that you have the 

opportunity to correct the member’s service term by clicking “Correct” at the right hand side 

of your screen. 

Slide 50: How to Update a Start Date in eGrants (Part 3)

How to Update a Start Date in eGrants (Part 3)

*in-service members only

50

Step 4: After opening the 

“Correct Term of Service” 

screen you can see the 

member’s current start 

date is listed in the 

“Effective Date” field. 

The dates of SSN and 

citizenship verifications 

and NSCHC certification 

are also displayed.

Step 4: After opening the “Correct Term of Service” screen you can see the member’s current 

start date is listed in the “Effective Date” field. The dates of SSN and citizenship verifications 

and NSCHC certification are also displayed for you to reference and ensure that the newly 

entered start date meets the requirements of enrollment. 
37

Slide 51: How to Update a Start Date in eGrants (Part 4)

How to Update a Start Date in eGrants (Part 4)

*in-service members only

51

Step 5: Enter the corrected start date 

in the “Effective Date” field, ensuring 

that it is:

• Within the member enrollment 

period

• On or after the dates of SSN and 

citizenship verification

• After the NSCHC certification date

Step 6: If the corrected start date is 

within these parameters, the “Save” 

button will become active. Click 

“Save”

NOTE: entering a start date that is 

more than 8 days in the past will 

affect the program’s compliance 

with 8-day enrollment requirements

Step 5: Enter the corrected start date in the “Effective Date” field, ensuring that it is:

• Within the member enrollment period

• On or after the dates of SSN and citizenship verification

• After the NSCHC certification date

Step 6: If the corrected start date is within these parameters, the “Save” button will become 

active. Click “Save”. NOTE: entering a start date that is more than 8 days in the past will affect 

the program’s compliance with 8-day enrollment requirements. 

Slide 52: What to do if the Enroll Button Isn’t Active

What to do if the enroll button isn’t active

✓ Check the applicant’s SSN and Citizenship verification status. 

• Both statuses must be “verified” or “manually verified”

• Verification dates must be on or before the entered start date

✓ Check the NSCHC certification

• The date entered in the NSCHC Certification field must be before the entered start date

✓ Check the entered start date

• The date must be within the member enrollment period

• The date cannot be later than today’s date

• The date cannot be earlier than the SSN/Citizenship verification dates

• The date cannot be the same or earlier than the date in the NSCHC Certification field 

✓ Check that all fields are completed

If all the previously mentioned steps are complete and you still cannot enroll the applicant, 

contact the AmeriCorps Hotline and your Portfolio Manager 

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If your enroll button does not become active, here is a list of items for you to check: 

SSN and citizenship status. NSCHC certification- remember, date must be before the entered 

start date. Check the start date. And finally, if you determine that all the above is correct, and 

you are not sure why eGrants would be preventing you from enrolling your applicant, contact 
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the AmeriCorps Hotline. 

Slide 53: Thank you

53

Thank you for your service