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AmeriCorps Texas
Contents
Contents
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AmeriCorps Member Enrollment Slide Deck
View and follow along with all slides from our Member Enrollment trainings.
Overview & Requirements
Overview & Requirements
The eGrants/My AmeriCorps portal is the mechanism used to officially enroll an AmeriCorps member in a term of service. As the official start date on record, member enrollment dictates when a member can begin serving and accruing service hours, impacting both in-service (living allowance, FICA, etc.) and post-service (education award) benefits. Since the member enrollment process involves multiple steps on the part of both member applicants and program staff, it is important that programs develop a comprehensive policy and procedure to outline the process and ensure consistency and compliance, particularly during times of staff transition.
OneStar’s Member Enrollment Flowchart outlines the following four phases:
Phase 1: Initiating Pre-Enrollment
Phase 2: Verifying Social Security Number and Citizenship Eligibility
Phase 3: Completing the Member Enrollment Form (including entering NSCHC certification dates)
Phase 4: Finalizing eGrants Enrollment
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Member Enrollment Flowchart
Use this diagram to visualize the essential steps and decision points within the member enrollment process.
Member Enrollment Process Guide
Reference this slide deck with screenshots and step-by-step instructions for enrolling AmeriCorps members.
APPLICABLE GRANT REQUIREMENTS
These grant requirements reflect the expectations for member enrollment, eligibility information, and requirements for verifying citizenship status.
Creating & Updating Service Opportunity Listings
Creating & Updating Service Opportunity Listings
All AmeriCorps programs are required to post service opportunities on the eGrants/My AmeriCorps portal. This allows AmeriCorps, the agency, to have a centralized record of all programs across the country. It also allows interested candidates to search all available AmeriCorps opportunities in one place. When setting up Service Opportunity Listings, programs can opt to receive applications through eGrants, through another platform or manner, or both.
How to create a service opportunity listing in eGrants
How to create a service opportunity listing in eGrants
After logging in to eGrants and navigating to Portal Home, click on Recruitment Workbasket (left side of screen)
Click on Service Opportunities (middle tab at top)
Click on Create Opportunity Listing at the top
Note: you can also edit an existing Service Opportunity Listing from this same page
Enter all required information
Indicate whether the program is currently accepting applications, the application window (if applicable), whether candidates can apply through AmeriCorps, and other application details (if applicable)
Once your opportunity listing(s) is/are approved in eGrants, you can check my.americorps.gov to ensure it is active.
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Requirements for Service Opportunity Listings
Review requirements for service opportunity listings, tips and tricks, and examples in this document provided by AmeriCorps.
Service Opportunity Listing Template
Use this optional template provided by AmeriCorps to develop and draft your service opportunity listing prior to inputting the information into eGrants.
Entering Site Location Information
Entering Site Location Information
Prior to enrolling members, programs will also need to enter Site Location Information. At the time of enrollment, each member will be assigned to a specific service site in eGrants. This allows AmeriCorps, the agency, as well as State Service Commission staff to see exactly where members are serving in each state. Service Site information can be updated after enrollment, but a service site location must be selected at the time of enrollment, as it is a required field.
How to enter site location information in eGrants
How to enter site location information in eGrants
After logging in to eGrants and navigating to Portal Home, click on Manage Programs (left side of screen)
At the bottom, under Program Information, select Service Location Info
Click Create to enter a new service location
Enter all required information
Ensure the Status is listed as Active so that you can assign members to the site during enrollment
Click save to ensure the information is saved
Repeat the process to create listings for each service site where members will be placed
Phase 1: Initiating Pre-Enrollment
Phase 1: Initiating Pre-Enrollment
Initiating pre-enrollment in eGrants will depend on how your program receives applications. There is a process of “selecting” applications for those individuals that applied through My AmeriCorps and a second process for “inviting” any individuals who submitted application materials outside of the My AmeriCorps portal.
How to select applicants who apply through My AmeriCorps
How to select applicants who apply through My AmeriCorps
After logging in to eGrants and navigating to Portal Home, click on Recruitment Workbasket (left side of screen).
Go to Pending Applications (top left tab).
After selecting the individual and reviewing their application, navigate to the Selection tab (far right at top).
Indicate the applicant is selected (radio button).
Certify that all eligibility verification and National Service Criminal History Checks will be completed prior to enrollment.
Click Submit.
How to select applicants who apply outside of My AmeriCorps
How to select applicants who apply outside of My AmeriCorps
Collect required information/documentation including name, date of birth, social security number, phone number, email, and address.
Note: if feasible, review and/or collect citizenship verification documents as well.After logging in to eGrants and navigating to Portal Home, click on Invite Members.
Enter all required information and DOUBLE CHECK that the social security number and date of birth are correct.
Ensure you have selected the correct program year and title.
Click Save or Add Another to send the applicant invitation.
Once the program has either selected or invited the applicant, they will receive an email with instructions to complete their portion of the enrollment form. If the applicant applied outside of My AmeriCorps, they will be prompted to create an account first. In addition to the demographic information, applicants will also select responses to four socioeconomic diversity questions.
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Group Enrollment Instructions
Reference this slide deck with step-by-step instructions for how to perform group enrollment in eGrants.
Phase 2: Verifying Social Security Number and Citizenship Eligibility
Phase 2: Verifying Social Security Number and Citizenship Eligibility
To serve in AmeriCorps State and National, an applicant must be a US Citizen, US National, or Lawful Permanent Resident. Eligibility verification is automatically triggered through the eGrants portal when the member applicant completes their portion of the enrollment form. The Social Security Administration can automatically verify the social security number and citizenship status for most applicants. However, in some instances, the status will come back as Returned and the program and applicant will need to submit additional documentation for the individual to be manually verified.
If the applicants SSN or Citizenship status is Returned
If the applicants SSN or Citizenship status is Returned
Determine what documentation is required depending on which status was returned.
Returned SSN Status: Signed social security card
Returned Citizenship Status: See list of documentation options at 45 CFR § 2522.200(c) and (d)
Reach out to the applicant to collect the necessary documentation.
Determine how the program will submit the documentation to AmeriCorps.
Option 1: Request a secure link and upload the documentation directly.
Option 2: Reach out to OneStar Program Officer for support in facilitating the process.
Submit all documentation and track dates of submission and any subsequent communication.
Check applicant’s status in eGrants regularly until is it changed to Manually Verified.
Reach out to OneStar Program Officer if status is not updated within 3 business days or if program is notified that the documentation is not sufficient.
If an applicant is deemed ineligible based on the documentation provided, they have the right to contest the decision via Administrative Review. If the program believes the applicant is eligible, reach out to the OneStar Program Officer for guidance on this process.
Phase 3: Completing the Member Enrollment Form
Phase 3: Completing the Member Enrollment Form
Once the applicant has completed their portion of the enrollment form and the social security number and citizenship status have been verified, program staff will need to complete the remaining fields on the eGrants enrollment form. Program staff will enter an NSCHC Certification date, certifying all National Service Criminal History Checks have been completed and adjudicated.
The date entered does not need to be the actual date the checks were adjudicated, but it must be:
ON or AFTER the date all checks were actually adjudicated
At least one day BEFORE the start of service
If the applicant is under 18 years of age, the NSCHC Certification box should be left blank since members under 18 are not required to have NSCHCs.
In addition to the NSCHC Certification Date, programs can enter the Program Year, Program Title, and Service Location and click Save Information. The only fields that cannot be completed prior to enrollment are the Start Date and Slot Type.
Phase 4: Finalizing eGrants Enrollment
Phase 4: Finalizing eGrants Enrollment
The final phase of enrollment includes entering the member’s start date and slot type and assigning them to a service site location (if not completed in the prior step). Once all information has been entered, program staff will be able to complete the enrollment process by checking the certification box clicking “enroll member” at the bottom of the page.
All member enrollments must take place within 8 days of the member’s start of service.
If the member or applicant has previously served a term of AmeriCorps service, there may be additional steps required, including:
Potential Education Award Acknowledgement
Though members can serve up to 4 terms, they can only receive the equivalent of 2 full-time education awards.Concurrent Enrollment
Though a member can be enrolled in more than one program concurrently, their MSY value cannot exceed 1.
Changing a Member Enrollment Date
Changing a Member Enrollment Date
If entered incorrectly, program staff are permitted to change an enrolled member’s start date if:
the revised start date is after the date the required NSCHCs for that individual were completed and adjudicated, and
the revised start date is on or after the date the individual’s Social Security Number and citizenship were automatically or manually verified.
To change a member’s start date after enrollment, follow the steps below:
After logging in to eGrants and navigating to Portal Home, click on Manage Members (left side of screen).
Search for the individual and click on their name to navigate to their member information screen
Under Service Information (at bottom), click View on the current term of service
Under State and National Service Term History, click the correct button (to the right)
On the Correct Term of Service page, change the Effective Date to the correct start date
Note: this page also displays the verification and certification dates to ensure the date entered meets the requirements (ON/AFTER date of SSN/Citizenship verification dates and AT LEAST ONE DAY BEFORE the NSCHC Certification date)Click save
Navigate back to the member’s information page to ensure the update was saved
Enrollment Policy & Procedures and Best Practices
Enrollment Policy & Procedures and Best Practices
Programs must have strong policies and procedures in place to correctly enroll members in service on time. OneStar has created an Enrollment Policy & Procedure checklist and Program Officers will review these documents during Pre-Award Risk Assessment for new programs and On-Site Visits for all programs. This video also outlines some best practice for how to run reports in eGrants both to check the status of SSN and Citizenship verification as well as ensure all members are correctly enrolled.
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Member Enrollment Policy & Procedure Checklist
Evaluate the compliance of your policy & procedure using this checklist to ensure it contains the essential components.
Enrollment Best Practices
Enrollment Best Practices
Consider moving your member start date so that members do not start on the program/budget year start date.
Schedule your member start date at the start of a stipend pay period to allow members with manual verifications to have a later start date and still receive a stipend within your program’s first member pay period.
Build additional time into your enrollment process in anticipation of manual verifications.
Prepare incoming members to be responsive to the email invitation and follow up with them if you note that their invitation is still pending.
Do a regular (potentially daily/as needed) audit of member verification status.
If your program does not keep copies of SSN or citizenship status documents on file, then ask your members to have these readily available in case members must be manually verified.
Document all interactions with the help desk (including saving screenshots).
Stay in communication with your Program Officer if you experience any issues.
How to Run a SSN and Citizenship Status Report
How to Run a SSN and Citizenship Status Report
After logging in to eGrants and navigating to Portal Home, click on S&N Reports (left side of screen).
Select SSN & Citizenship Status from the dropdown menu on the left hand side
Make sure the Program Code and Program Year are correct
Select the Report Format (CSV or Excel recommended)
The report will show if the status is Verified, Manually Verified, Returned, or Pending for each member.
How to Run an Enrollment Report
How to Run an Enrollment Report
After logging in to eGrants and navigating to Portal Home, click on S&N Reports (left side of screen).
Select the Member Download Report from the dropdown menu
The report will show the member status (In-service, Suspended, Exited) as well as the start date, slot type and service location.
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