Overview & Requirements

Member slot conversions are a program management tool that allows programs to make use of a slot that is unfilled or make use of an unfilled refill slot that is created when someone exits a term early. These conversions can help ensure that programs are using resources to the best of their abilities in serving their communities. Programs choose to convert slots for a number of reasons, including:

• Responding to evolving recruitment trends

• Accommodating the needs and schedules of new service sites

• Changes to the program design and community need

Submitting a Slot Conversion Request

Once you have determined an acceptable slot configuration, your next step is to submit your slot conversion to OneStar for approval. Approval time frames may vary, but expect up to two weeks to complete a slot conversion request. Make sure to notify your OneStar Program Officer and Grants Officer and discuss your proposed changes before submitting an official request, which can help expedite the approval process.

1. Gather required documents, including:
   - Living allowance schedule
   - Member Service Agreement
   - Position description
   - Member placement chart

2. After logging in to the AmeriCorps Texas Grantee Portal and selecting the relevant Grant record, click the Submit Amendment button in the top right corner.

3. Choose Member Slot Conversion as your request type and click the Next button.

4. Complete the request form, which requires you to provide a valid proposed slot allocation, rationale for the slot conversion, and potential impact on your budget, performance measures, and member service terms.

5.  You will receive a confirmation email after submitting the request form, and you can track the status of your request in the Grantee Portal under the Amendments tab of  your Grant record. 

6. OneStar Program Officers and Grants Officers will review the request and may require additional clarification submitted over email before approving the request. Please respond promptly to requested clarifications to avoid delays. 

7. After the request has been approved by OneStar, submit an official slot conversion in eGrants. After logging in to eGrants and navigating to Portal Home,  click Slot Conversion in the Program Information menu.

8. Enter your proposed slot allocation in the column titled New Allocation. Make sure to enter ALL of the slots from the approved request and that it exactly matches the submission in your Grantee Portal.

9. Click the submit button.

Determining the Refill Slot Conversion Request

Refill slots are slots that are available once a member has exited a position before completing 30% of their term, provided that the member who is exited is not eligible for and does not receive a prorated education award. 

Converting refill slots can be an important practice to consider in managing an AmeriCorps program. These conversions can help ensure that the program is using slots that become available during the program year to the best of their abilities in continuing to meet community needs.

Although programs may use either the slot conversion calculator or eGrants to determine a standard slot conversion, the determination for refill slots should be made directly in eGrants to ensure the program is using current data on any available unfilled refill slots.

Viewing available refill slots

1. After logging in to eGrants and navigating to Portal Home,  click Slot Info in the Program Information menu.

2. Review the Refill Slots columns on the far right.

3. To edit and validate your refill slot conversion, click the edit refill button, OR click Refill Slot Conversion in the Program Information menu.

Validating a refill slot conversion configuration in eGrants

1. After logging in to eGrants and navigating to Portal Home,  click Refill Slot Conversion in the Program Information menu.

2. Enter refill slot configurations in the editable text boxes in the column to the far right. 

3. Click the validate button. Please do not submit until you have received approval from OneStar. Review how to respond to validation messages in eGrants here.

Submitting a Refill Slot Conversion Request

Within the AmeriCorps Texas Grantee Portal, programs can submit a refill slot conversion request using the Slot Conversion Amendment. There are a few differences to note between submitting a refill slot conversion request and submitting a regular slot conversion request. Review the video below to learn more about the differences. Once approved, programs can make the refill slot conversion in eGrants. 

1. After logging in to the AmeriCorps Texas Grantee Portal and selecting the relevant Grant record, click the Submit Amendment button in the top right corner.

2. Submit a request for a Slot Conversion request. When entering the Proposed Slot Allocation fields, remember the total MSYs for the proposed refill slot allocation cannot exceed your original total MSYs.

3.  You will receive a confirmation email after submitting the request form, and you can track the status of your request in the Grantee Portal under the Amendments tab of  your Grant record. 

4. OneStar Program Officers and Grants Officers will review the request and may require additional clarification submitted over email before approving the request. Please respond promptly to requested clarifications to avoid delays. 

5. After the request has been approved by OneStar, submit an official refill slot conversion in eGrants. After logging in to eGrants and navigating to Portal Home,  click Refill Slot Conversion in the Program Information menu.

6. Enter your proposed refill slot allocation in the column titled New Allocation. Make sure to enter ALL of the slots from the approved request and that it exactly matches the submission in your Grantee Portal.

7. Click the submit button.