My AmeriCorps Release 3

AmeriCorps State Commissions and Programs

User Roles and Management – Understanding & Planning

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

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

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Introduction

eGrants Coaching Unit

The following presentation is designed for state 

commissions and programs. This presentation 

will help users understand the user roles as well 

as the access levels within the My AmeriCorps 

system. You must have an eGrants account in 

order to access My AmeriCorps functions.* 

eGrants is the Corporation for National and 

Community Service’s grant application and 

management system and the gateway to the My 

AmeriCorps system. 

*For details on how to create an eGrants account, please watch 

the tutorial on Create and Manage an eGrants Account.

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Agenda

• Understanding:

o Important Considerations

o Grantee Administrator User Role Defined

o My AmeriCorps User Roles and Access Flow Chart

o My AmeriCorps User Roles Defined: Grantee 

Recruiter, Grantee Member Management

o My AmeriCorps Access Levels Defined: Prime, 

Operating Site, and Service Location

• Planning:

o User Roles Map

o Grantee Member Management Role as it Relates 

to Access Levels

• What’s next?

eGrants Coaching Unit

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My AmeriCorps Usage – Please be Mindful...

 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 Director 

or Program Officer.

eGrants Coaching Unit

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Grantee Administrator User Role Defined

• Grantee Administrator:

o is an eGrants user role that gives full access to My AmeriCorps functionality.

o Grantee Admins at the state commission will have access to all grants, operating 

sites (or sub-grantees/programs), and service locations at the legal applicant 

organization.

o Grantee Admins at the state programs/sub-grantees will have access to all grants 

(or operating sites) and service locations at the legal applicant organization.

o can approve all requests (please contact your Program Officer for guidance on 

business practices). 

o manages organizational information and all users at the legal applicant 

organization.

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eGrants Coaching Unit
My AmeriCorps User Roles & Access Flow Chart

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eGrants Coaching Unit
My AmeriCorps User Roles Defined

• Grantee Recruiter:

o manages most recruitment functions such as create service listings and 

processes applications, with the exception of enrollment, for the legal 

applicant organization and all of its associated grants.

• Grantee Member Management:

o manages program(s) and members, including enrollment; requires an 

access level:

• Prime: refers a grant for the state commission.

• Operating Site: refers to the sub-grantee or program for the state 

commission. In the program context, this refers to a grant.

• Service Location: refers to the exact location where a member serves.

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eGrants Coaching Unit
Grantee Member Management User Role Tree Diagram

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Prime

Operating 

Site

Operating 

Site

Service 

Location

Service 

Location

Service 

Location

Service 

Location

Service 

Location

Service Location (new term): Refers to an 

exact location where a member serves.

Operating Site: Refers to a sub-grantee or 

program/grant.

Prime: Refers to a grant to the state 

commission.

eGrants Coaching Unit
State Programs – Service Location Level Access

Portal Page for Service Location User

Service Location Level: Lists all available service 

locations associated with the grants to the state 

program. Service location refers to the exact 

location where a member serves.

Prime

Operating 

Site

Operating 

Site

Service 

Location

Service 

Location

Service 

Location

Service 

Location

Service 

Location

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eGrants Coaching Unit
State Programs – Operating Site Level Access

Workbasket for Operating Site User

Operating Site Level: Lists all available grants to 

the state program or sub-grantee of the state 

commission.

Prime

Operating 

Site

Operating 

Site

Service 

Location

Service 

Location

Service 

Location

Service 

Location

Service 

Location

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eGrants Coaching Unit
State Commissions – Prime Level Access

Prime

Operating 

Site

Operating 

Site

Service 

Location

Service 

Location

Service 

Location

Service 

Location

Service 

Location

Workbasket for Prime User

Prime Level: Lists all available grants to the 

state commission.

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eGrants Coaching Unit
Grantees User Roles Map

eGrants Coaching Unit

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eGrants Coaching Unit

Grantee Member Management Role at the Service Location Level

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Grantee Member Management Role at the Operating Site Level

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eGrants Coaching Unit
Grantee Member Management Role at the Prime Level

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eGrants Coaching Unit
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

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