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AmeriCorps Texas
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AmeriCorps Member Exits Slide Deck
View and follow along with all slides from our Member Exits trainings.
Overview & Requirements
Overview & Requirements
The eGrants/MyAmeriCorps portal is the mechanism used to officially exit an AmeriCorps member from a term of service. As the official completion date on record, the member exit dictates when a member’s service ends, impacting both in-service (living allowance, FICA, etc.) and post-service (education award) benefits.
Member Exit Requirements
Member Exit Requirements
Exited in eGrants within 30 days of the last day of service
Dates are aligned and match exactly on:
- End of term date on Member Service Agreement
- Last day of service hours on member timesheet
- Exit date in eGrantsEnd of term evaluation
If early exit, documentation explaining reason for early exit
APPLICABLE GRANT REQUIREMENTS
These grant requirements reflect the types of member exits and expectations for when and how to exit members.
RESOURCE
Member Exit Guide
Reference this slide deck with screenshots and step-by-step instructions for exiting AmeriCorps members.
Member Exit Checklist
Use this checklist to ensure all steps have been considered and completed for the member exit.
Unlocking the Exit Form
Unlocking the Exit Form
All AmeriCorps members should complete the exit form in My AmeriCorps prior to exiting service. In order to do so, programs will need to unlock the Exit Form for each individual member in eGrants.
How to unlock the Member Exit Form
How to unlock the Member Exit Form
After logging in to eGrants and navigating to Portal Home, click on Manage Members (top left hand side).
Enter the first and last name of the member to search for the individual.
Click on the member’s name to get to the member profile.
Under “Service Information” at the bottom of the screen, click View.
Under the State and National Service Term History section, the current status should be listed as In-service and program staff can click the link to unlock exit form.
Once the exit form is unlocked, the member will have access to a link on the home page in My AmeriCorps to complete their portion of the exit form.
Exiting in eGrants
Exiting in eGrants
Official member exits are recorded in the eGrants system. The exit form captures the completion date and total number of hours served and will therefore signal to the Trust whether the member should receive their full education award, a portion of it, or none at all.
How to exit a member in eGrants
How to exit a member in eGrants
After logging in to eGrants and navigating to Portal Home, click on Manage Members (top left hand side).
Go to the Pending Exits tab (top right hand side)
Under Service Information, enter the total number of hours served and the completion date (last day of service).
Under Education Award Status, indicate whether the member is eligible for a full or partial award and whether the member performed satisfactorily
Note: Select No ONLY if the member performed so unsatisfactorily that they should not be eligible to serve a subsequent AmeriCorps term.Under Certification of Service, click all three certification boxes
Click approve
Once the exit form is unlocked, the member will have access to a link on the home page in My AmeriCorps to complete their portion of the exit form.
RESOURCE
My AmeriCorps: AmeriCorps State Program Member Management
Reference this AmeriCorps slide deck for guidance on how to manage members in eGrants. Reviews member search, change term of service requests, suspensions, transfers, and exits.
Types of Member Exits
Types of Member Exits
Most members are exited on their agreed upon exit date as stated in their Member Service Agreement (MSA). There are various reasons a member may terminate service before the agreed upon end date and/or before accruing the minimum hours required to receive the Segal Education Award as outlined in 45 CFR § 2522.230.
Successful Completion
Successful Completion
Member completed the length of their term and serves at least the minimum number of hours for their slot type
Compelling Personal Circumstance (CPC) Exit
Compelling Personal Circumstance (CPC) Exit
Member terminates service early for circumstances beyond the member’s control, as determined by the program. The member may be eligible for a partial education award.
Cause Exit
Cause Exit
Member terminates service early for ANY reason other than CPC. The member will not be eligible to receive a partial education award.
This video discusses the differences between an early exit for cause versus an early exit for a compelling personal circumstance.
RESOURCE
Member Exit Flow Chart: CPC vs Cause and Refill Slots
Use this diagram to determine the appropriate type of member exit and assess if a position can be refilled.
Documenting Member Exits
Documenting Member Exits
Before exiting a member in eGrants, the program will need to collect and retain important documentation. An end-of-term evaluation and completed and approved timesheets are required for all members, even those who exit early. These document the total number of hours served as well as whether or not the member completed the term satisfactorily. Any member being exited for a Compelling Personal Circumstance will also require additional documentation to support how the program came to that decision.
Required Member Exit Documentation
Required Member Exit Documentation
End of Term Evaluation completed and signed by member and supervisor
Timesheets completed and approved by member and supervisor
If early exit or CPC, documentation explaining the exit
RESOURCE
Member Performance Evaluation Template
Adapt this template and use it to document performance evaluation for each member exiting your program.
Exiting Best Practices
Exiting Best Practices
Conduct member file audits two months prior to exit dates to ensure you have all appropriate documentation.
Set up a meeting with members and/or supervisors to ensure that all exit documentation is collected before the member’s last day of service.
Use the Exit Checklist to ensure all steps are completed and all documentation is retained in member files.
Mark the calendar 25 days from the member’s last day of service to ensure the member is exited within 30 calendar days from the last day of service.
Create member exit email templates with detailed, written instructions and screenshots of eGrants to guide members through the exit process.
Consider training and assembling staff to form an exit team. The team can be as small as 2-3 people. This is helpful because:
- It is good to have a second pair of eyes to catch mistakes and help provide support.
- You may need someone to serve as a backup if you are out of the office.
- If you are exiting a cohort of members at once, it’s helpful to have an exit tracker to keep up with members progress on eGrants, exit appointments, timesheets, final evaluation, and final hours.Run a Member Roster Report in eGrants to confirm all of your members are exited.
This video outlines best practices for exiting members including member file audits, communication with members, and how to run Member Roster Reports in eGrants to ensure all members are exited on time.
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