My AmeriCorps Release 3

AmeriCorps National Programs

Program 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

2

This presentation is designed for AmeriCorps National Programs. It 

will guide you through managing operating sites, service locations 

and slots, and show how to view a member roster.

We will also demonstrate how to transfer slots across programs. (For 

information on who can perform this function, please view the 

tutorial on User Roles and Management – Understanding and 

Planning.)

If you haven’t already seen it, please check out the General Overview

presentation before proceeding with this one. We assume for this 

presentation that you’ve been exposed to the basic features and 

navigation of My AmeriCorps.
3

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 

Director or Program Officer.

eGrants Coaching Unit
Agenda

4

• Access My AmeriCorps

• Search for Primes or Operating Sites

• View Operating Sites

• Renew Operating Sites

• Create a New Operating Site

• Allocate Slots

• Edit Operating Site Information

• Service Locations

• Member Roster

• Slot Management

• Transfer Slots

• Search for Service Locations

• What’s Next?

eGrants Coaching Unit
Access My AmeriCorps

5

After logging onto 

eGrants, click on Portal

Home to enter My 

AmeriCorps.

eGrants Coaching Unit
My AmeriCorps Home Page

6

Your home page displays 

workbasket tabs. Each 

tab displays a list of 

actions awaiting 

completion. Service 

Location users do not 

have workbaskets.

The Portal Home link 

returns you to your My 

AmeriCorps home page. 

The menu on the left 

provides links to manage 

the grants and programs 

/ operating sites you have 

access to. The links are 

context-sensitive, 

meaning that different 

links appear on different 

screens.

eGrants Coaching Unit
Search for Primes or Operating Sites

7

Before viewing Prime or 

Operating Site 

Information, you have to 

find it. Click on Manage

Programs to start the 

search.

eGrants Coaching Unit
Grant and Slot Management Tasks

Search for a Prime or Operating Site in order to complete 

these tasks:

 Creating a new operating site or renewing an old one

 Allocating slots to an operating site

 Viewing or editing Prime or Operating Site information,

 Viewing or converting standard or refill slots

 Transferring standard slots across operating sites, and

 Viewing a list of members assigned to a Operating Site or 

service location.

8

eGrants Coaching Unit
9

Search for Primes or Operating Sites

Select and/or enter 

identifying information to 

start a search. Click on 

search to see the results.

eGrants Coaching Unit
10

Search for Primes or Operating Sites

The results page shows 

the total number of grants 

or operating sites 

meeting search criteria.

Use the page navigation 

to scroll through the 

pages. You can sort the 

listing by the column title.

Sort the results by 

clicking the link in the 

column title.

eGrants Coaching Unit
11

Click on the name of the 

Prime or Operating Site 

to perform other grantrelated functions.

Reading Search Results

eGrants Coaching Unit
12

The Program Information 

links provide quick 

access to perform other 

grant-related functions 

and are specific to the 

program listed.

Information about the 

Parent Organization and 

links to perform other 

tasks.

Program Information Screen

eGrants Coaching Unit
13

Click on Operating Site 

Info to view a listing of all 

operating sites or to 

renew or create one.

View Operating Sites

eGrants Coaching Unit
14

Your active operating 

sites will be listed here.

View Operating Sites

eGrants Coaching Unit
15

Click on View Previous 

Operating Sites to 

renew a previously used 

operating site.

Renew Operating Sites

eGrants Coaching Unit
16

To renew an operating 

site, click the box next to 

each operating site. Click 

on it again to unselect it.

Click All to select all 

operating sites or None

to deselect them. Click 

renew operating sites to 

make the selected 

operating sites available 

for use.

Renew Operating Sites

eGrants Coaching Unit
17

Click on OK to continue 

with the process or 

Cancel to return to the 

Renew Operating Sites 

page.

Renew Operating Sites

eGrants Coaching Unit
18

The renew process was 

successful and the 

operating site is available 

for use.

Renew Operating Sites

eGrants Coaching Unit
19

Click on create 

operating site to enter 

the details of a new 

operating site.

Create a New Operating Site

eGrants Coaching Unit

You can access this page 

from the Operating Site 

Info link.
20

Click on save to continue 

the process or cancel to 

return to the operating 

sites listing page without 

saving.

Enter the details of the 

new operating site.

Create a New Operating Site

eGrants Coaching Unit
21

Create a New Operating Site

The operating site was 

created and is now 

available for use.

eGrants Coaching Unit
22

Click on Slot Allocation

to assign slots to 

operating sites.

Allocate Slots

eGrants Coaching Unit
23

To allocate slots to an 

operating site, click on 

the name of the operating 

site from the list.

Allocate Slots

eGrants Coaching Unit
24

The total slots and MSYs 

granted to the Parent 

Organization.

Allocate Slots

eGrants Coaching Unit
25

The total slots and MSYs 

currently allocated to 

other operating sites.

Allocate Slots

eGrants Coaching Unit
26

The total slots and MSYs 

currently allocated to this 

operating site.

Allocate Slots

eGrants Coaching Unit
27

Enter the new slot 

allocation for each slot 

type and click on save. 

You may increase or 

decrease slots.

Allocate Slots

eGrants Coaching Unit
28

The slot allocation has 

been saved.

Allocate Slots

eGrants Coaching Unit
29

Edit Operating Site Information

Click on Edit Operating 

Site to edit the details of 

the Program.

Get to this page with the 

Program Info link.

eGrants Coaching Unit
30

Modify contact 

information.

Edit Operating Site Information

eGrants Coaching Unit
31

Modify the Enrollment 

Period dates by typing 

them in or use the pop-up 

calendar. 

Edit Operating Site Information

eGrants Coaching Unit
Caution!

Although the Enrollment Period dates can be modified, care should 

be taken to ensure that the new dates remain within the Budget 

Period dates and the new dates do not overlap with the Member 

Enrollment Period dates of a different program year for the same 

operating site. 

Also it is recommended that national programs put policies in place 

and monitor the system to ensure that users are not making 

errors. In the past ,changing dates was something only Program 

Officers could do. Now any grantee administrator or member 

management user at the Prime or Operating Site level can do it.

1/7/2015

32

eGrants Coaching Unit
33

Click on save to keep 

your changes or cancel

to discard them.

Edit Operating Site Information

eGrants Coaching Unit
34

If errors are encountered, 

you’ll see a note here.

Edit Operating Site Information

eGrants Coaching Unit
35

After successfully saving 

the Operating Site 

information, a note is 

displayed confirming that 

the information was 

updated.

Edit Operating Site Information

eGrants Coaching Unit
Service Locations

36

Use the View Service 

Locations link or the 

Service Location Info

link to view a listing of the 

Service Locations 

assigned to the 

Operating Site.

eGrants Coaching Unit
37

The total number of 

service locations and a 

listing of the service 

locations assigned to the 

Operating Site is 

displayed. Click on 

create to enter a new 

service location.

Service Locations

eGrants Coaching Unit
38

Select and enter 

information about the 

service location. Click on 

save to keep the 

information or cancel to 

discard it.

Service Locations

eGrants Coaching Unit
39

Click on edit to make 

changes to the service 

location or back to view 

the listing of service 

locations page.

View the Operating Site 

Information page.

Service Locations

eGrants Coaching Unit
40

The new service location 

is displayed. Click on the 

name to view or edit the 

details.

Service Locations

eGrants Coaching Unit
41

Click on edit to change 

the information or status 

of the service location or 

back to return to the list 

of service locations.

Service Locations

eGrants Coaching Unit
42

Member Roster

View the details of the 

Operating Site.

eGrants Coaching Unit
Member Roster

43

Click on View Members

to view the Member 

Roster.

eGrants Coaching Unit
44

The View Roster page 

displays the total number 

of members, navigation 

to scroll through the 

pages, and a listing of 

members. Sort the listing 

by the column title. Click 

on the member’s name to 

view or edit contact 

information or to manage 

the member’s service 

assignment.

Member Roster

eGrants Coaching Unit
45

A different set of links 

appears to manage the 

member’s service 

assignment.

Member Roster

eGrants Coaching Unit
46

Member Roster

eGrants Coaching Unit

Click on Portal Home to 

return to you my 

AmeriCorps Home Page 

or click Manage

Programs to search for a 

Prime or Operating Site.
Slot Management

47

Click on Slot Info to view 

the current configuration 

of standard and refill 

slots.

eGrants Coaching Unit
Slot Management

48

The View Slot Budget 

page displays the slot 

configuration for standard 

and refill slots.

eGrants Coaching Unit

Grantee Admin and State / National Grantee Prime users can 

view the aggregate slots for a grant. Operating Site users can 

view slots assigned to their grant. Service Location users do 

not have access to Slots Management functions.
Slot Management

49

Click on edit standard or 

Slot Conversion to 

update the standard slot 

configuration.

eGrants Coaching Unit
50

The New Allocation number 

should not be less than the 

number shown for Filled Slots.

Enter the new slot 

allocation by slot type. 

Enter 0 if all the slots are 

being removed.

Slot Management

eGrants Coaching Unit
51

Click on validate to 

ensure that the new 

MSYs are not greater 

than the budgeted MSYs. 

Click on submit to 

update the slot 

configuration.

Slot Management

eGrants Coaching Unit
52

MSYs were reduced from 

97.5 to 97.38. The next 

slot conversion will be 

calculated on the new 

MSYs of 97.38, but the 

total reduction in MSYs 

must not exceed the 

MSYs of a minimum time 

slot.

Slot Management

eGrants Coaching Unit
53

Click on edit refill or 

Refill Slot Conversion

to update the refill slot 

configuration.

Slot Management

eGrants Coaching Unit
54

Enter the new refill slot 

allocation by slot type. 

Enter 0 if all the refill slots 

are being removed. Use 

whole numbers only.

Standard slots have not 

been filled. Refill slots are 

shown, but are not 

available.

Standard slots are not 

available. Refill slots can 

be entered for this slot 

type.

Slot Management

eGrants Coaching Unit
Refill Slot Rules

 Processes and principles apply for editing refill slots as standard slots.

 Refill slots automatically become visible on the Slot Budget page when 

a program exits a member who served less than 30% of their term and 

the member did not receive an award.

 A refill slot is not available for use until all of the standard slots of the 

same slot type have been filled.

 Refill slots can only be used once, even if the member occupying the 

refill slot does not complete their term. 

 When converting refill slots, make sure that the New Allocation 

number is ≥ the filled refill slots for each slot type.

eGrants Coaching Unit 1/7/2015

55
56

Click on validate to 

ensure that the new 

MSYs are not greater 

than the total MSYs. 

Click on submit to 

update the refill slot 

configuration.

Slot Management

eGrants Coaching Unit
57

MSYs were reduced from 

8.5 to 8.47. The next refill 

slot conversion will be 

calculated on the new 

MSYs of 8.47.

Slot Management

eGrants Coaching Unit
Transfer Slots

58

eGrants Coaching Unit

If you are not viewing 

Operating Site 

information, click on 

Manage Programs and 

select from the search 

result page the operating 

site that you wish to 

transfer slots from. If you 

are already viewing the 

operating site information 

of the operating site you 

wish to transfer slots 

from, click on Slot

Transfer.
59

Transfer Slots

If you are viewing your 

grant information, click on 

Slot Transfer then select 

the “transfer from” 

Operating Site from the 

list.

eGrants Coaching Unit
60

Slots are not available to 

transfer note.

Transfer Slots

eGrants Coaching Unit
61

Select the slot type from 

the drop down box, enter 

the total number of slots 

and select the Operating 

Site the slots are being 

transferred to. Click 

transfer.

Transfer Slots

eGrants Coaching Unit
62

MSYs were reduced from 

97.38 to 96.88 after 

transferring out 1 One 

Year Half Time slot.

Transfer was successful.

Transfer Slots

eGrants Coaching Unit
Search for Service Locations

63

Click on Manage Service

Locations to search for 

service locations.

eGrants Coaching Unit
64

Enter identifying 

information about the 

service location (s) to 

start a search. Click on 

search to see the results.

Search for Service Locations

eGrants Coaching Unit
65

The Service Location 

Results page displays 

only the service locations 

you have access to. Use 

the numbered navigation 

to scroll through the 

pages and the column 

title to sort the listing.

Search for Service Locations

Click on the name of the 

operating site or service 

location to view details.

eGrants Coaching Unit
What’s next?

66

 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