1. My AmeriCorps AmeriCorps State Program Member Management
Narrative from tutorial:
Welcome to an orientation of the My AmeriCorps member management functions for AmeriCorps State programs. My name is Kapila Wewegama (and I’m here with Aguirre Division/JBS International ).
Today’s webinar will utilize WebEx, which is a web-conferencing service, a phone call, and a PowerPoint presentation that includes screen shots of My AmeriCorps member recruitment functions. The visuals will give you an idea of what to anticipate when you go into the system.
Once you’ve logged onto WebEx, the coach will be able to share their screen with you; therefore all you need to do is watch. If you have your screen saver on, you may want to turn it off for the duration of this training. Furthermore, as a courtesy to the other participants, please do not go into your own account and try to complete items as we go along; doing so may prolong the session for everyone.
Presentation developed for the Corporation for National and Community Service by the eGrants Coaching Unit
JBS International, Aguirre Division (2008);

2. Introduction
The following presentation will guide AmeriCorps State Program users through how to manage members in My AmeriCorps.
Narrative from tutorial:
The objectives of this orientation are to familiarize you with the functions and features of the My AmeriCorps system in relation to member management. By the end of this session, you should be able to create, submit and approve appropriate member management forms and exit a member.
eGrants Coaching Unit

3. My AmeriCorps Usage – Important Considerations…3
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 officer/program specialist or program director/project sponsor.
Narrative from tutorial:
Before we go over the agenda items, I’d like to start the session off by reminding you the importance of becoming aware of user roles and access levels in My AmeriCorps.  Identifying and establishing your user role and access level is the key to understanding what you can see and do in My AmeriCorps.
Therefore, we strongly recommend that you refer to the tutorial on Create and Manage an eGrants Account and the presentation on User Roles and Management for additional information.  
Here are few important points, I would like to bring to your attention in relation to user roles in My AmeriCorps:
(Go over the 4 Points listed on the slide)
Let’s start the presentation for Member Management.
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4. AGENDA How to search for members How to edit member info
How to create, approve or reject a Change of Term of Service request
How to create, approve or reject a Suspension request
How to create, approve or reject a Reinstatement request
How to create, approve or reject a Transfer-out request
How to create, approve or reject a Transfer-in request
How to exit a member as scheduled
How to exit a member early
Narrative from tutorial:
We will cover the following agenda items:
How to search for members.
How to edit member info.
How to create, approve or reject a Change of Term of Service request.
How to create, approve or reject a Suspension request.
How to create, approve or reject a Reinstatement request.
How to create, approve or reject a Transfer-out request.
How to create, approve or reject a Transfer-in request.
How to exit a member as scheduled.
How to exit a member early.
As you will notice from the agenda, we are not going to cover “How to Recruit and Enroll Members” during this webinar. There is a separate webinar titled, “Member Recruitment and Enrollment” and we strongly encourage those of you who are responsible for member recruitment and enrollment to attend that specific webinar. We’re covering quite a bit of information, so don’t worry about having to retain everything. In addition to the User Guide, you will have the opportunity to download this Power Point presentation at the end of this webinar. If you are unable to download it, we will send you the PowerPoint presentation. And of course, should you need further clarification, please don’t hesitate to contact us.
Before we start, let’s go over a couple of basics for web-based calls: If you have background noises, please mute your phone during the session. Should you need to answer another call or leave your desk temporarily, please do not put us on hold as some phone systems stream music. If your phone does not have a mute option, please press *6 to mute and unmute.
(Coach: To mute all press *96 on your phone; to unmute, press *97)
If you feel that we’re going too fast/slow, please let us know. Likewise, if you have trouble hearing us, tell us. And lastly, feel free to ask questions as we proceed.
Let’s get started. First, let’s take a look at the member management work flow overview in My AmeriCorps.
eGrants Coaching Unit

5. Member Management Workflow AmeriCorps State Program5
A Change Term of Service request can only be approved by authorized program staff within 90 days of the member’s start date. After this time, only a Grantee Administrator user can approve the request.
Change Term of Service Request
Member Suspension Request
Member Reinstatement Request
eGrants users with Grantee Admin Role and Portal users with Member Management Role at any access level will be able to create and submit these forms
Authorized Program
User
Narrative from tutorial:
As you can notice from this workflow overview for AmeriCorps State Programs, eGrants users with Grantee Admin Role and Portal users with Member Management Role at any access level will be able to create and submit these forms.
However, only eGrants users with Grantee Admin Role and Portal users with Member Management Role at the Prime and Operating site (sub-grantee) level will have access to approve/reject these forms.
Also, please note that although eGrants users with Grantee Admin Role and Portal users with Member Management Role can approve a change term of service request within 90 days of the member’s start date, only eGrants users with Grantee Admin role can approve the request after the 90 days have passed.
Now, we will look at how to search for a particular member in My AmeriCorps.
Service Location
Member Transfer-Out-Request
(eGrants users with Grantee Admin Role and Portal users with Member Management Role at the Prime and Operating site (sub-grantee) level will have access to approve/reject these form)
Creates
Member Transfer-In-Request
Enrollment Form
Exit Form
Approves or Rejects
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6. Member Search Click on Manage Members to open the member search menu
Narrative from tutorial:
The My AmeriCorps home page displays several links for navigating through the system as well as the eGrants links located at the top of the page.
The links on the left side allow you to perform other tasks on My AmeriCorps and additional links will become available based on the type of view or search selected. The Portal Home link displayed under the welcome greeting, will return you to your home page from anywhere within My AmeriCorps.
The workbasket tabs display a list of members awaiting an action to be completed. Each tab is labeled by the type of action requested. There are other presentations you can participate in to get more information and instructions on additional features and processes of My AmeriCorps.
We advise viewing the General Overview presentation first. This presentation provides a general overview of My AmeriCorps, key processes and change, and information on how to navigate the system.
The objectives of this training are to guide you through the features and processes used for member management.
To get started with viewing members or to edit member information, you need to first find the member. Click on the Manage Members link to get started; this will open up the member search menu.
eGrants Coaching Unit

7. Member Search 7
The fastest way to search for a specific member is by entering the Member ID number.
Narrative from tutorial:
Now you will enter identifying information of the program you’re looking for into the available fields. Not all fields are required, but the more fields you select will narrow your results.
If you enter the Member’s ID, it will be the fastest way to search for a specific member. For those of you, who have used WBRS, please note that WBRS ID is no longer relevant in My AmeriCorps.
Click on the search button after you’ve entered the identifying information.
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8. Member Search 8
Click on the arrow next to a column heading to arrange the list in an ascending order under that column heading
Click on the Member’s Name to open up his/her home page
Narrative from tutorial:
A total of 10 members will be listed on each search results page. If there are more than 10 members, use the navigation links to scroll through the pages.
The search results page displays the total number of members meeting the search criteria you had entered. Only the members you have access to will be displayed. If the member you are searching for is not listed, click on “search again” to modify your search criteria.
To sort the listing, click on a column title and it will be arranged in ascending order.
Click on the member’s name to open up the member’s home page.
If the member you are searching for is not listed, click Search Again to modify your search criteria
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9. Member Home/Info 9
Click on Edit Member Info to open the information page in edit mode
Narrative from tutorial:
Once the member has been selected, the *Member Information* page is displayed which contains the member’s personal, contact and service information. Also note the set of links on the bottom of the left column. These links are available to complete different member management tasks for the member.
Under the member information on the right side, you will see the link “edit member info” that will allow you to edit/update the member information. You can also view the details of their assignments by clicking on “view” next to the service information.
Let’s first look at how to edit member information by clicking that link.
Click on View to view details for the member’s particular assignment/term
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10. Edit Member Contact Info 10
The only two fields you cannot edit are NSPID and SSN
Narrative from tutorial:
This is the top half of the Edit Contact Information page. You can edit all the fields except for the NSPID (National Service Participant ID) and SSN on this page. To enter new or change existing contact information, select the field or drop down menu.
If you want member’s permanent address to be the same as the mailing address, click on the “click here” link.
Now we will scroll down to the bottom half of the page.
Click on Click here if the permanent address is the same as the mailing address
eGrants Coaching Unit

11. Edit Member Contact Info 11
Click on Cancel to return to the original version of member information
Narrative from tutorial:
On this half you will be able to edit the member’s demographic information.
Once you have updated the info, click “save” to update the member’s info. If you don’t want to save any changes, click “cancel”. This will take you back to the original version of the member’s homepage.
Next we are going to look at how to perform various member management tasks.
Click on Save to update the member information
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12. Create Change Term of Service Request12
In order to be able to change a member’s term of service, the program must first have unfilled MSYs available that equal the MSY associated with the new slot type.
Narrative from tutorial:
If you would like to change a member’s term of service, you must first be sure that your program has unfilled MSYs available that equal the MSY associated with the new slot type. You can learn about how to manage slot types by attending the “Program Management” webinar and/or following “Program Management” tutorial.
Use the Member Management link “Change Term” to create a “Change Term of Service Request” form.
If the member is currently suspended or has been exited this link will not be available.
Click on Change Term to create a Change of Term Request. If the member has been suspended or exited, this link will not be available
eGrants Coaching Unit

13. Create Change Term of Service Request13
Select the member’s new term of service
Select the appropriate Living Allowance option
Narrative from tutorial:
This form will allow you to select the member’s new term of service. Check the appropriate slot type and living allowance options. The effective date of term change can be entered directly or selected from the calendar next to the field.
Enter the effective date. If you click on the Calendar Icon, it will open up a calendar that you could use to select the date
eGrants Coaching Unit

14. Create Change Term of Service Request14
Click on Cancel if you don’t want to submit the Change Term of Service Request
Narrative from tutorial:
Click on create to submit your change of term request or cancel to discard it.
Click on Create to submit the Change Term of Service Request
eGrants Coaching Unit

15. Create Change Term of Service Request15
If there are no unfilled MSYs available that equal the MSY associated with the new slot type, a message will appear
Narrative from tutorial:
If there are no unfilled MSYs available that equal the MSY associated with the new slot type, you will see the message “no slots are available for this action” at the top of the Change Term of Service form.
eGrants Coaching Unit

16. Create Change Term of Service Request16
If there are slots available that equal the MSY associated with the new slot type, a message will appear indicating that the request has been created and is awaiting approval
Narrative from tutorial:
If there are slots available, you will see the message, “the change term request was created successfully and pending approval” appearing on the member info page.
Now we will see how to approve or reject a Change of Term Request.
eGrants Coaching Unit

17. Approve/Reject Change Term of Service Request17
If your user role allows the option to approve the Change Term of Service, click View next to the appropriate service term to open the term’s service page info
Narrative from tutorial:
If your user role allows the option to approve Change Term of Service requests, return to the member’s home page and click “view” next to the appropriate service term. This will open up the service term information page
eGrants Coaching Unit

18. Approve/Reject Change Term of Service Request18
Narrative from tutorial:
On this page you will see an “edit pending update” link which will open the Change Term of Service request which you will be able to approve, reject or cancel.
If you don’t have the option to approve a Change of Term request, it will appear in the “Status Change Requests” Workbasket until it’s been approved or rejected by an authorized user.
Let’s see how an authorized user can approve or reject a Change Term of Service request.
Click Edit pending update to open the Change Term of Service Request
eGrants Coaching Unit

19. Approve/Reject Change Term of Service Request19
A Change Term of Service request can only be approved by authorized program staff within 90 days of the member’s start date. After this time, only a Grantee Administrator user can approve the request.
Click S&N Workbaskets on the left navigational panel. Then click the Status Change Requests tab located on the top navigational panel
Narrative from tutorial:
Please note that AmeriCorps State program staff users with Member Management Portal Role or eGrants users with Grantee Admin Role can approve a change term of service request within 90 days of the member’s start date. After this time, only eGrants users with Grantee Admin role can approve the request.
Please remember to refer to grant requirements and guidelines, whenever you are performing member management tasks in My AmeriCorps. Although the system may allow you to perform certain tasks, you need to make sure that those tasks are compliant with the grant requirements and guidelines.
In order to approve or reject a change term of service request, authorized program staff user will click on “S&N Workbaskets” on the left navigational panel. Then click on “Status Change Requests” tab located on the top navigational panel.
So, let’s click on member’s name here.
Click on the Member’s name to open the Change Term of Service Request
eGrants Coaching Unit

20. Approve/Reject Change Term of Service Request20
Click Cancel if you want to make a decision later
If you click Reject it will not impact the member’s current status or available slots
Narrative from tutorial:
If you want to make your decision later, you may hit the “cancel” button and back out of this page.
If you want to reject this request, press the reject button. This will not impact the member’s current status or the program’s available slots.
If you approve the request and press the approve button, the confirmation page will open. The program’s slot types will also be updated.
When the request is approved, the slots type will be updated
eGrants Coaching Unit

21. Approve/Reject Change Term of Service Request21
When the Change Term of Service Request is approved successfully, a confirmation message will appear on the member’s information page
Narrative from tutorial:
You will see the message, “the change term request was approved successfully” appearing on the member info page when you approve the request.
Now, we are going to see how to suspend a member.
eGrants Coaching Unit

22. Create Member Suspension Request22
A member can be suspended at any time during the member’s term. The effective date of the suspension must be after the member’s start date and before the member’s required completion date. A member does not need to be suspended from the current term to serve in another (concurrent) term. A member serving concurrent terms cannot serve in simultaneous terms that exceed a full time term (1.0 MSY)
Click on Suspend Member to create a Member Suspension Request . If the member has been suspended or exited, this link will not be available
Narrative from tutorial:
You can suspend a member any time during the member’s term. The effective date of the suspension must be after the member’s start date and before the member’s required completion date.
Click on “Suspend Member” on the left navigational panel. If the member is currently suspended or has been exited this link will not be available.
When you click on “Suspend Member”, it will open the Member Suspension Request form.
eGrants Coaching Unit

23. Create Member Suspension Request23
Enter the effective date. If you click on the Calendar Icon, it will open up a calendar that you could use to select the date
Click on Cancel if you don’t want to submit the Member Suspension Request
Narrative from tutorial:
The effective date of suspension can be entered directly or selected from the calendar next to the field.
Click on “create” to submit the suspension request.
If you don’t want to submit the suspension request, click on “cancel”.
Let’s click on “create”.
Click on Create to submit the Member Suspension Request
eGrants Coaching Unit

24. Create Member Suspension Request24
A confirmation message will appear indicating that the request has been created and is awaiting approval
Narrative from tutorial:
When you click “create”, you will see the message, “the suspension request was created successfully and pending approval” at the top of the member info page.
Now we are going to look at how an authorized user can approve or reject a suspension request.
eGrants Coaching Unit

25. Approve/Reject Member Suspension Request25
If your user role allows the option to approve the Member Suspension, click View next to the appropriate service term to open the term’s service page info
Narrative from tutorial:
If your user role allows the option to approve suspension requests, return to the member’s home page and click “view” next to the appropriate service term. This will open up the service term information page.
eGrants Coaching Unit

26. Approve/Reject Member Suspension Request26
Narrative from tutorial:
On this page you will see an “edit pending update” link which will open the suspension request which you will be able to approve, reject or cancel.
If you don’t have the option to approve suspension request, it will appear in the “Status Change Requests” Workbasket until it’s been approved or rejected by an authorized user.
Let’s see how an authorized user can approve or reject a suspension request.
Click edit pending update to open the Member Suspension Request
eGrants Coaching Unit

27. Approve/Reject Member Suspension Request27
Click S&N Workbaskets on the left navigational panel. Then click the Status Change Requests tab located on the top navigational panel
Narrative from tutorial:
In order to approve or reject a suspension request, an authorized program staff user will click on “S&N Workbaskets” on the left navigational panel. Then click on “Status Change Requests” tab located on the top navigational panel.
Click on member’s name. This will open up the suspension request form.
Click on the Member’s name to open the Member Suspension Request
eGrants Coaching Unit

28. Approve/Reject Member Suspension Request28
Enter the effective date
Click Cancel if you want to make a decision later
Click on Reject if you don’t want to approve the Member Suspension Request
Narrative from tutorial:
If you want to make your decision later, you may click the “cancel” button and back out of this page.
If you want to reject this request, click the reject button.
If you approve the request and click the approve button, the confirmation page will open.
Click on Approve to suspend the member from the term
eGrants Coaching Unit

29. Approve/Reject Member Suspension Request29
Once the request is approved, the member must be reinstated before you can exit him/her from the term
When the Member Suspension Request is approved successfully, a confirmation message will appear on the member’s information page
Narrative from tutorial:
Once the request is approved, the member must be reinstated before you can exit the member from the term.
Now, we are going to see how to reinstate a member.
eGrants Coaching Unit

30. Create Member Reinstatement Request30
A member can be reinstated at any time after the member has been suspended
Click on Reinstate Member to create a Member Reinstatement request. If the member has not been suspended or exited, this link will not be available
Narrative from tutorial:
You can reinstate a member any time after the member has been suspended. The effective date of the reinstatement must be after the suspension date and before the member’s required completion date.
Now you will see the “Reinstate Member” link instead of “Suspend Member” link listed on the left navigational panel indicating that this member has been suspended.
When you click on “Reinstate Member,” it will open the Member Reinstatement Request form.
eGrants Coaching Unit

31. Create Member Reinstatement Request31
The effective date of the reinstatement must be after the suspension date and before the member’s required completion date
Enter the effective date
Click on Cancel if you don’t want to submit the Member Reinstatement Request
Narrative from tutorial:
The effective date of reinstatement can be entered directly or selected from the calendar next to the field.
Click on “create” to submit the reinstatement request.
If you don’t want to reinstate the member, click on “cancel”.
Let’s click on “create”.
Click on Create to submit the Member Reinstatement Request
eGrants Coaching Unit

32. Approve/Reject Member Reinstatement Request32
A confirmation message will appear indicating that the request has been created and is awaiting approval
If your user role allows the option to approve the Member Reinstatement, click View next to the appropriate service term to open the term’s service page info
Narrative from tutorial:
When you click “create”, you will see the message, “the reinstatement request was created successfully and pending approval” at the top of the member info page.
Now we are going to look at how to approve or reject a reinstatement request.
If your user role allows the option to approve reinstatement requests, return to the member’s home page and click “view” next to the appropriate service term. This will open up the service term information page.
eGrants Coaching Unit

33. Approve/Reject Member Reinstatement Request33
Narrative from tutorial:
On this page you will see an “edit pending update” link which will open the reinstatement request which you will be able to approve, reject or cancel.
If you don’t have the option to approve reinstatement request, it will appear in the “Status Change Requests” Workbasket until it’s been approved or rejected by an authorized user.
Let’s see how an authorized user can approve or reject a reinstatement request.
Click Edit pending update to open the Member Reinstatement Request
eGrants Coaching Unit

34. Approve/Reject Member Reinstatement Request34
Click S&N Workbaskets on the left navigational panel. Then click the Status Change Requests tab located on the top navigational panel
Narrative from tutorial:
In order to approve or reject a reinstatement request, authorized program staff user will click on “S&N Workbaskets” on the left navigational panel. Then click on “Status Change Requests” tab located on the top navigational panel.
Click on the member’s name. This will open up the reinstatement request form.
Click on the Member’s name to open the Member Reinstatement Request
eGrants Coaching Unit

35. Approve/Reject Member Reinstatement Request35
Enter the effective date
Click Cancel if you want to make a decision later
Click on Reject if you don’t want to reinstate the member
Narrative from tutorial:
If you want to make your decision later, you may click the “cancel” button and back out of this page.
If you want to reject this request, click the reject button.
If you approve the reinstatement request, enter the date and click the approve button. The confirmation page will open.
Click on Approve to reinstate the member
eGrants Coaching Unit

36. Approve/Reject Member Reinstatement Request36
When a member is reinstated, the total days of suspension will be added to the member’s required completion date
A confirmation message will appear indicating that the member has been reinstated
Narrative from tutorial:
Also, when a member is reinstated, the total days of suspension will be added to the member’s required completion date.
Now, we are going to see how to transfer-out a member.
The My AmeriCorps system provides an easy process to transfer an active member from your program to another program. You will not need access to the accepting program’s system.
Click on “Transfer Member” link on the left navigational panel. It will open up the Member Transfer Request form.
Click on Transfer Member to create a Member Transfer-Out Request
eGrants Coaching Unit

37. Create Member Transfer-Out Request37
The accepting program must have the member’s slot type available to transfer-in the member
Enter the Program Code (grant number) of the accepting program where you are transferring the member
Enter the Hours served by the member at your program and Effective Date
Narrative from tutorial:
Enter the Program Code (grant number) of the accepting program where you’re transferring the member. This program must have the member’s slot type available.
Enter the hours served by the member at your program.
The effective date of the transfer can be entered directly or selected from the calendar next to the field.
If you don’t want to transfer the member, click “cancel”.
Let’s click “create” to submit the request.
Click on Cancel if you don’t want to submit the Transfer-Out Request
Click on Create to submit the Transfer-Out Request
eGrants Coaching Unit

38. Create Member Transfer-Out Request38
A confirmation message will appear indicating that the request has been created successfully
If your user role allows the option to approve the Transfer-Out Request, click View next to the appropriate service term to open the term’s service page info
Narrative from tutorial:
When you click “create”, you will see the message, “the transfer was created successfully” at the top of the member info page.
Now we are going to look at how an authorized user can approve or reject a transfer request.
Please remember that only users with Member Management role at Prime and Operating Site level and eGrants users with Grantee Admin role have access to approve or reject a transfer in or a transfer out request.
If your user role allows the option to approve transfer requests, on the member’s home page click “view” next to the appropriate service term. This will open up the service term information page.
eGrants Coaching Unit

39. Approve/Reject Member Transfer-Out Request39
Narrative from tutorial:
Now, click “edit pending update” link. This will open up the transfer request which will give you the option to approve, reject or cancel this transfer-out request.
If you don’t have the option to approve transfer request, it will appear in the “Status Change Requests” Workbasket until it’s been approved or rejected by an authorized user.
Let’s see how an authorized user can approve or reject a transfer request.
Click Edit pending update to open the Transfer-Out Request
eGrants Coaching Unit

40. Approve/Reject Member Transfer-Out Request40
Click S&N Workbaskets on the left navigational panel. Then click the Status Change Requests tab located on the top navigational panel
Narrative from tutorial:
In order to approve or reject a transfer, authorized program staff user will click on “S&N Workbaskets” on the left navigational panel. Then click on “Status Change Requests” tab located on the top navigational panel.
Click on the member’s name. This will open up the transfer-out request form.
Click on the Member’s name to open the Transfer-Out Request
eGrants Coaching Unit

41. Approve/Reject Member Transfer-Out Request41
Enter the effective date
Click Cancel if you want to make a decision later
Click on Reject if you don’t want to approve the Transfer-Out Request
Narrative from tutorial:
If you want to make your decision later, you may click the “cancel” button and back out of this page.
If you want to reject this request, click the reject button.
If you approve the transfer request, enter the date and click the approve button. The confirmation page will open. The slot the member was serving will be returned to your program and can be used again.
Click on Approve to transfer the member
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42. Approve/Reject Member Transfer-Out Request42
A confirmation message will appear indicating that the request has been approved successfully and is awaiting approval from the new program
Narrative from tutorial:
Once the request is approved, you will see the message, “the transfer out request was approved successfully, and is waiting approval from the new program” appearing on the member info page.
Now, we are going to see how to transfer-in a member.
Once again, I want to remind you that only users with Member Management role at Prime and Operating Site level and eGrants users with Grantee Admin role have access to approve or reject a transfer in or a transfer out request.
In order to approve or reject a transfer-in request, authorized program staff user will click on “S&N Workbaskets” on the left navigational panel.
eGrants Coaching Unit

43. Approve/Reject Member Transfer-In43
Click S&N Workbaskets on the left navigational panel. Then click the Pending Enrollments tab located on the top navigational panel
Narrative from tutorial:
Click on “Pending Enrollments” tab located on the top navigational panel.
Click on the member’s name. This will open up the transfer-in form.
Click on the Member’s name to open the Transfer-In Request
eGrants Coaching Unit

44. Approve/Reject Member Transfer-In44
Enter the effective date
Click Cancel if you want to make a decision later
Click on Reject if you don’t want to approve the Transfer-In Request
Narrative from tutorial:
If you want to make your decision later, you may click the “cancel” button and back out of this page.
If you want to reject this request, click the reject button.
If you approve the transfer request, enter the date and click the approve button. The confirmation page will open. The slot the member was serving will be returned to the original program and can be used again.
Click on Approve to Transfer-In (enroll) the member
eGrants Coaching Unit

45. Approve/Reject Member Transfer-In45
When a member is transferred in to a new program, the slot the member was serving will be returned to the original program and can be used again
A confirmation message will appear indicating that the Transfer-In has been approved successfully which means that the member is now officially enrolled in the program
Narrative from tutorial:
Once the request is approved, you will see the message, “the transfer request was approved successfully” appearing on the member info page. Member is now officially enrolled in the new program.
Next, we are going review how to close a member’s term. There are two ways to exit a member: as scheduled or early. Please note that ‘as scheduled’ and ‘early’ has nothing to do with whether they completed their term successfully, completed for cause, or completed with a pro-rated award for compelling personal circumstances.
Let’s first see how to exit a member as scheduled.
Click on “S&N Workbaskets” on the left navigational panel.
eGrants Coaching Unit

46. Member Exit 46
Members who are approaching the end of their service (30 days prior to their expected completion date) will be listed in your Pending Exits workbasket. These members will have access to a link on their home page to complete their portion of the exit form which includes an option for them to complete their Member Satisfaction Survey
Click on Pending Exits
Not Started means the member’s portion of the Exit has not yet been completed
Submitted means the member has completed the section and is awaiting approval
Narrative from tutorial:
Members who are approaching the end of their service (30 days prior to their expected completion date) will be listed in your pending exits basket.
Members with an address provided in MY AmeriCorps will receive an notification of approaching end of service. These members will have access to a link on their home page to complete their portion of the exit form which includes an option for them to complete their Member Satisfaction Survey. You may want to encourage the members to complete their portion of the exit form to reduce your data entry burden and make the exit process go smoothly for the member.
To exit a member as scheduled, click on “Pending Exits” tab located on the top navigational panel.
The pending Exit forms will be in either “Not Started” or “Submitted” status.
“Not Started” means that the form has not yet been completed by the member.
“Submitted” means that the member has completed member’s portion of the Exit form and is awaiting approval.
Let’s say the member has not completed the member’s portion electronically (Not Started) and you want to complete the member’s portion using the paper exit form that was signed by the member.
Click on the member’s name. This will open up the exit form.
If you want to complete the member’s portion of the exit, click on his/her name
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47. Member Exit 47
If you are completing the member’s portion of the exit form, you should do so by using the exit form that was signed by the member
Update the member’s mailing address as necessary
Narrative from tutorial:
Be sure to update the member’s mailing address as necessary.
Under “Post Service Opportunities”, indicate whether or not the member wishes the Corporation to release their contact information to service organizations.
Select whether or not the member wishes to allow the Corporation to release their contact information to service organizations
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48. Member Exit 48
Complete the Certification of Service on behalf of the member
Narrative from tutorial:
Then complete the Certification of Service on behalf of the member.
Click on “submit”. This will open up the confirmation page. The system will log who completed the information and this information will be available in the audit reports.
Click on Submit
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49. Member Exit 49
A confirmation message will appear indicating that the member’s portion of the Exit Form has been saved
Narrative from tutorial:
When you click “submit”, you will see the message, “the exit form has been saved” at the top of the member info page.
Now we are going to look at how to approve an exit form and exit a member.
Click on “Exit Member” link on the left navigational panel. It will open up the Member Exit form.
Click on Exit Member to open the Exit Form and exit the member
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50. Member Exit 50 Enter the total number of hours the member served
Enter the date the member completed their service
Select the award status for the member’s term
Narrative from tutorial:
You will enter information about the member’s end of service in the “Service Information” and “Education Award Status” sections. This will include the total number of hours the member served and the date they completed their service. The completion date cannot be a future date. This is because when you complete this section of the Exit Form and click “approve,” it actually exits the member.
Select the award status for the member’s term. The system will perform a validation check on the selected education award status based on the number of hours of service entered.
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51. Member Exit 51
Indicate whether or not the member performed satisfactorily
Check boxes under Certification of Service to certify the information you have entered on the exit form is correct
Narrative from tutorial:
Indicate whether the member performed satisfactorily.
You will need to certify the information you are entering by selecting the check boxes under “Certification of Service”.
If you want to discard any changes you have made, you may click the “cancel” button and back out of this page.
To exit the member, click “approve”. This will deactivate the member’s tem in the Trust. Contact your Trust Officer to make any changes to an exit form after it has been approved.
If you want to discard any changes you have made, click Cancel
Click on Approve to exit the member
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52. Member Exit 52
A confirmation message will appear indicating that the member has been exited
Narrative from tutorial:
When you click “submit”, you will see the message, “the exit form has been approved; the member has been exited” at the top of the member info page.
You will also notice that Service End Date has been updated accordingly.
Now, we are going review how to exit a member early which could be done for a variety of reasons.
The Service End Date will be updated accordingly
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53. Member Exit - Early 53
When exiting a member early, the member’s exit form will not be listed in your Pending Exits workbasket, nor will the member have access to it from their home page. Therefore, you have to manually place the exit form in the Pending Exits Workbasket for members who need to be exited early. This will also allow the member to complete their portion of the exit form
Narrative from tutorial:
A member who needs to exit early will not have an exit form listed in your Pending Exits Workbasket nor will have the member have access to it from their home page.
Therefore, you will need to manually place the exit form in the Pending Exits Workbasket. This will also allow the member to complete their portion of the exit form.
Let’s see how you would place the exit form manually in the Pending Exits Workbasket.
Open the member’s page and click “view” next to the current service term. This will open up the current service term information page.
Click View next to the appropriate service term to open the term’s service page info
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54. Member Exit - Early 54
Once you unlock the exit form, you can wait for the member to complete member's portion of the Exit form or you can complete it on behalf of the member if the member has already completed and signed the paper exit form. Once the member’s portion is completed, exit the member.
Narrative from tutorial:
On this page you will see an “unlock exit form” link.
Click on “unlock exit form,” and then the member will appear in your Pending Exits Workbasket.
As we discussed earlier, you can wait for the member to complete their portion of the Exit form or you can complete it on behalf of them if they have already completed and signed the paper exit form.
Now, you will follow the same steps we looked at in exiting a member on schedule to exit the member.
Finally, we would like to kindly remind you that the system does not send automated notifications to prime or operating sites/program staff in regard to any pending items associated with workbaskets. Therefore, we strongly recommend that the program staff frequently check the workbaskets.
Click Unlock Exit Form. The member will appear in your Pending Exit Workbasket
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55. What’s next? The Resource Center The eGrants Coaching Unit55
The Resource Center
Includes other tutorials
Live training and registration schedule
The eGrants Coaching Unit
Training/Technical Assistance
The eGrants Help Desk
Technical Assistance
User name/Password reset assistance
Narrative from tutorial:
This concludes our webinar on Member Management for AmeriCorps State programs. Here’s some contact information for future reference; this is also included in the presentation that was sent to you or you can download from the Resource Center.
We hope that you found this webinar beneficial. Before we end the session, we would like to request your help in completing a brief evaluation. Your responses will help us determine future training needs. Once you have submitted the survey, it will automatically reset for additional users who might be sharing a computer to join this session. If you did not share a computer, please simply close the web-browser.
Note to the webinar presenter: Please open the webinar evaluation/survey.
Thank you for joining today’s session.
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