My AmeriCorps

AmeriCorps State Program

Member Management

Presentation developed for the Corporation for National and Community Service by the eGrants Coaching Unit

JBS International, Aguirre Division (2008); 1-888-333-8272
Introduction

eGrants Coaching Unit

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The following presentation will guide 

AmeriCorps State Program users 

through how to manage members in 

My AmeriCorps. 
My AmeriCorps Usage – Important Considerations...

 All of the My AmeriCorps tutorials and webinars focus 

on the functionality of the system rather than grant 

requirements or program policies. 

 The My AmeriCorps system does not include 

comprehensive compliance checks. 

 We recommend that programs set their own policies 

around system use and monitor usage for 

compliance. However, we suggest that programs 

give some thought to how they assign roles and 

access so that they are comfortable with the level of 

authority they are giving their users.

 If they have questions they should contact their 

program officer/program specialist or program 

director/project sponsor.

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eGrants Coaching Unit
AGENDA

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 How to search for members

 How to edit member info

 How to create, approve or reject a Change of Term of Service 

request

 How to create, approve or reject a Suspension request

 How to create, approve or reject a Reinstatement request

 How to create, approve or reject a Transfer-out request

 How to create, approve or reject a Transfer-in request

 How to exit a member as scheduled

 How to exit a member early

eGrants Coaching Unit
Member Management Workflow 

AmeriCorps State Program

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Change Term of Service Request

Member Suspension Request

Member Reinstatement Request

Member Transfer-Out-Request

Member Transfer-In-Request

Enrollment Form

Exit Form

eGrants users with Grantee Admin Role and Portal 

users with Member Management Role at any access 

level will be able to create and submit these forms

Creates

Service Location

Approves or Rejects

Authorized Program 

User

(eGrants users with Grantee 

Admin Role and Portal users with 

Member Management Role at 

the Prime and Operating site 

(sub-grantee) level will have 

access to approve/reject these 

form)

A Change Term of Service request can only 

be approved by authorized program staff 

within 90 days of the member’s start date. 

After this time, only a Grantee Administrator 

user can approve the request.

eGrants Coaching Unit
Member Search

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eGrants Coaching Unit

Click on Manage 

Members to open the 

member search 

menu
Member Search

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eGrants Coaching Unit

The fastest way to 

search for a specific 

member is by 

entering the Member 

ID number.
Member Search

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eGrants Coaching Unit

Click on the arrow

next to a column 

heading to arrange 

the list in an 

ascending order 

under that column 

heading

Click on the 

Member’s Name to 

open up his/her home 

page

If the member you 

are searching for is 

not listed, click 

Search Again to 

modify your search 

criteria
Member Home/Info

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eGrants Coaching Unit

Click on Edit 

Member Info to open 

the information page 

in edit mode

Click on View to view 

details for the 

member’s particular 

assignment/term
Edit Member Contact Info

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The only two fields 

you cannot edit are 

NSPID and SSN

Click on Click here if 

the permanent 

address is the same 

as the mailing 

address

eGrants Coaching Unit
Edit Member Contact Info

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eGrants Coaching Unit

Click on Cancel to 

return to the original 

version of member 

information

Click on Save to 

update the member 

information
Create Change Term of Service Request

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eGrants Coaching Unit

In order to be able to change a member’s term of 

service, the program must first have unfilled MSYs 

available that equal the MSY associated with the 

new slot type.

Click on Change 

Term to create a 

Change of Term 

Request. If the 

member has been 

suspended or exited, 

this link will not be 

available
Create Change Term of Service Request

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eGrants Coaching Unit

Select the member’s 

new term of service

Select the 

appropriate Living 

Allowance option

Enter the effective 

date. If you click on 

the Calendar Icon, it 

will open up a 

calendar that you 

could use to select 

the date
Create Change Term of Service Request

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eGrants Coaching Unit

Click on Cancel if 

you don’t want to 

submit the Change 

Term of Service 

Request

Click on Create to 

submit the Change 

Term of Service 

Request
Create Change Term of Service Request

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eGrants Coaching Unit

If there are no unfilled 

MSYs available that 

equal the MSY 

associated with the 

new slot type, a 

message will appear
Create Change Term of Service Request

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eGrants Coaching Unit

If there are slots 

available that equal 

the MSY associated 

with the new slot 

type, a message will 

appear indicating that 

the request has been 

created and is 

awaiting approval
Approve/Reject Change Term of Service Request

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eGrants Coaching Unit

If your user role 

allows the option to 

approve the Change 

Term of Service, click 

View next to the 

appropriate service 

term to open the 

term’s service page 

info
Approve/Reject Change Term of Service Request

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eGrants Coaching Unit

Click Edit pending 

update to open the 

Change Term of 

Service Request
Approve/Reject Change Term of Service Request

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eGrants Coaching Unit

A Change Term of Service request can only be 

approved by authorized program staff within 90 days 

of the member’s start date. After this time, only a 

Grantee Administrator user can approve the request.

Click S&N 

Workbaskets on the 

left navigational 

panel. Then click the 

Status Change 

Requests tab located 

on the top 

navigational panel

Click on the 

Member’s name to 

open the Change 

Term of Service 

Request
Approve/Reject Change Term of Service Request

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eGrants Coaching Unit

Click Cancel if you 

want to make a 

decision later

If you click Reject it 

will not impact the 

member’s current 

status or available 

slots

When the request is 

approved, the slots 

type will be updated
Approve/Reject Change Term of Service Request

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eGrants Coaching Unit

When the Change 

Term of Service 

Request is approved 

successfully, a 

confirmation 

message will appear 

on the member’s 

information page
Create Member Suspension Request

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eGrants Coaching Unit

A member can be suspended at any time during the 

member’s term. The effective date of the suspension 

must be after the member’s start date and before the 

member’s required completion date. A member does 

not need to be suspended from the current term to 

serve in another (concurrent) term. A member 

serving concurrent terms cannot serve in 

simultaneous terms that exceed a full time term (1.0 

MSY)

Click on Suspend 

Member to create a 

Member Suspension 

Request . If the 

member has been 

suspended or exited, 

this link will not be 

available
Create Member Suspension Request

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eGrants Coaching Unit

Enter the effective 

date. If you click on 

the Calendar Icon, it 

will open up a 

calendar that you 

could use to select 

the date

Click on Cancel if 

you don’t want to 

submit the Member 

Suspension Request

Click on Create to 

submit the Member 

Suspension Request
Create Member Suspension Request

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eGrants Coaching Unit

A confirmation 

message will appear 

indicating that the 

request has been 

created and is 

awaiting approval
Approve/Reject Member Suspension Request

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eGrants Coaching Unit

If your user role 

allows the option to 

approve the Member 

Suspension, click 

View next to the 

appropriate service 

term to open the 

term’s service page 

info
Approve/Reject Member Suspension Request

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eGrants Coaching Unit

Click edit pending 

update to open the 

Member Suspension 

Request
Approve/Reject Member Suspension Request

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eGrants Coaching Unit

Click S&N 

Workbaskets on the 

left navigational 

panel. Then click the 

Status Change 

Requests tab located 

on the top 

navigational panel

Click on the 

Member’s name to 

open the Member 

Suspension Request
Approve/Reject Member Suspension Request

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eGrants Coaching Unit

Enter the effective 

date

Click Cancel if you 

want to make a 

decision later

Click on Reject if you 

don’t want to approve 

the Member 

Suspension Request

Click on Approve to 

suspend the member 

from the term
Approve/Reject Member Suspension Request

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eGrants Coaching Unit

Once the request is approved, the member must be 

reinstated before you can exit him/her from the term When the Member 

Suspension Request 

is approved 

successfully, a 

confirmation 

message will appear 

on the member’s 

information page
Create Member Reinstatement Request

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eGrants Coaching Unit

A member can be reinstated at any time after the 

member has been suspended

Click on Reinstate 

Member to create a 

Member 

Reinstatement 

request. If the 

member has not 

been suspended or 

exited, this link will 

not be available
Create Member Reinstatement Request

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eGrants Coaching Unit

The effective date of the reinstatement must be after 

the suspension date and before the member’s 

required completion date

Enter the effective 

date

Click on Cancel if 

you don’t want to 

submit the Member 

Reinstatement 

Request

Click on Create to 

submit the Member 

Reinstatement 

Request
Approve/Reject Member Reinstatement Request

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eGrants Coaching Unit

A confirmation 

message will appear 

indicating that the 

request has been 

created and is 

awaiting approval

If your user role 

allows the option to 

approve the Member 

Reinstatement, click 

View next to the 

appropriate service 

term to open the 

term’s service page 

info
Approve/Reject Member Reinstatement Request

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eGrants Coaching Unit

Click Edit pending 

update to open the 

Member 

Reinstatement 

Request
Approve/Reject Member Reinstatement Request

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eGrants Coaching Unit

Click S&N 

Workbaskets on the 

left navigational 

panel. Then click the 

Status Change 

Requests tab located 

on the top 

navigational panel

Click on the 

Member’s name to 

open the Member 

Reinstatement 

Request
Approve/Reject Member Reinstatement Request

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eGrants Coaching Unit

Enter the effective 

date

Click Cancel if you 

want to make a 

decision later

Click on Reject if you 

don’t want to 

reinstate the 

member

Click on Approve to 

reinstate the 

member
Approve/Reject Member Reinstatement Request

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eGrants Coaching Unit

When a member is reinstated, the total days of 

suspension will be added to the member’s required 

completion date A confirmation 

message will appear 

indicating that the 

member has been 

reinstated

Click on Transfer 

Member to create a 

Member Transfer-Out 

Request
Create Member Transfer-Out Request

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eGrants Coaching Unit

The accepting program must have the member’s slot 

type available to transfer-in the member

Enter the Program 

Code (grant number) 

of the accepting 

program where you 

are transferring the 

member

Enter the Hours 

served by the 

member at your 

program and 

Effective Date

Click on Cancel if 

you don’t want to 

submit the TransferOut Request

Click on Create to 

submit the TransferOut Request
Create Member Transfer-Out Request

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eGrants Coaching Unit

A confirmation 

message will appear 

indicating that the 

request has been 

created successfully

If your user role 

allows the option to 

approve the TransferOut Request, click 

View next to the 

appropriate service 

term to open the 

term’s service page 

info
Approve/Reject Member Transfer-Out Request

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eGrants Coaching Unit

Click Edit pending 

update to open the 

Transfer-Out Request
Approve/Reject Member Transfer-Out Request

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eGrants Coaching Unit

Click on the 

Member’s name to 

open the TransferOut Request

Click S&N 

Workbaskets on the 

left navigational 

panel. Then click the 

Status Change 

Requests tab located 

on the top 

navigational panel
Approve/Reject Member Transfer-Out Request

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eGrants Coaching Unit

Click on Approve to 

transfer the member

Click on Reject if you 

don’t want to approve 

the Transfer-Out 

Request

Click Cancel if you 

want to make a 

decision later

Enter the effective 

date
Approve/Reject Member Transfer-Out Request

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eGrants Coaching Unit

A confirmation 

message will appear 

indicating that the 

request has been 

approved 

successfully and is 

awaiting approval 

from the new 

program
Approve/Reject Member Transfer-In

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eGrants Coaching Unit

Click S&N 

Workbaskets on the 

left navigational 

panel. Then click the 

Pending 

Enrollments tab 

located on the top 

navigational panel

Click on the 

Member’s name to 

open the Transfer-In 

Request
Approve/Reject Member Transfer-In

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eGrants Coaching Unit

Enter the effective 

date

Click Cancel if you 

want to make a 

decision later

Click on Reject if you 

don’t want to approve 

the Transfer-In 

Request

Click on Approve to 

Transfer-In (enroll) 

the member
Approve/Reject Member Transfer-In

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eGrants Coaching Unit

When a member is transferred in to a new program, the slot the member was 

serving will be returned to the original program and can be used again

A confirmation 

message will appear 

indicating that the 

Transfer-In has been 

approved 

successfully which 

means that the 

member is now 

officially enrolled in 

the program
Member Exit

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eGrants Coaching Unit

Members who are approaching the end of their service (30 days prior to 

their expected completion date) will be listed in your Pending Exits 

workbasket. These members will have access to a link on their home 

page to complete their portion of the exit form which includes an option 

for them to complete their Member Satisfaction Survey

Click on Pending 

Exits

Submitted means the 

member has 

completed the 

section and is 

awaiting approval

Not Started means 

the member’s portion 

of the Exit has not yet 

been completed

If you want to 

complete the 

member’s portion of 

the exit, click on 

his/her name
Member Exit

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Update the member’s 

mailing address as 

necessary

eGrants Coaching Unit

If you are completing the member’s portion of the 

exit form, you should do so by using the exit form 

that was signed by the member

Select whether or not 

the member wishes 

to allow the 

Corporation to 

release their contact 

information to service 

organizations
Member Exit

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eGrants Coaching Unit

Click on Submit

Complete the 

Certification of 

Service on behalf of 

the member
Member Exit

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eGrants Coaching Unit

A confirmation 

message will appear 

indicating that the 

member’s portion of 

the Exit Form has 

been saved

Click on Exit 

Member to open the 

Exit Form and exit 

the member
Member Exit

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eGrants Coaching Unit

Enter the total 

number of hours the 

member served

Enter the date the 

member completed 

their service

Select the award 

status for the 

member’s term
Member Exit

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eGrants Coaching Unit

Indicate whether or 

not the member 

performed 

satisfactorily

Check boxes under 

Certification of 

Service to certify the 

information you have 

entered on the exit 

form is correct

If you want to discard 

any changes you 

have made, click 

Cancel

Click on Approve to 

exit the member
Member Exit

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eGrants Coaching Unit

A confirmation 

message will appear 

indicating that the 

member has been 

exited

The Service End 

Date will be updated 

accordingly
Member Exit - Early

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eGrants Coaching Unit

When exiting a member early, the member’s exit form will not be listed in your 

Pending Exits workbasket, nor will the member have access to it from their home 

page. Therefore, you have to manually place the exit form in the Pending Exits 

Workbasket for members who need to be exited early. This will also allow the 

member to complete their portion of the exit form

Click View next to the 

appropriate service 

term to open the 

term’s service page 

info
Member Exit - Early

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Click Unlock Exit 

Form. The member 

will appear in your 

Pending Exit 

Workbasket

eGrants Coaching Unit

Once you unlock the exit form, you can wait for the member to complete 

member's portion of the Exit form or you can complete it on behalf of the 

member if the member has already completed and signed the paper exit form. 

Once the member’s portion is completed, exit the member.
What’s next?

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 The Resource Center

o www.nationalserviceresources.org/ac-training-support

o Includes other tutorials

o Live training and registration schedule

 The eGrants Coaching Unit

o 1-888-333-8272

o egrantstta@jbsinternational.com 

o Training/Technical Assistance

 The eGrants Help Desk

o 1-888-677-7849

o Technical Assistance

o User name/Password reset assistance

eGrants Coaching Unit