My AmeriCorps Release 3 AmeriCorps National Programs

User Roles and Management – Understanding & Planning

Presentation developed for the Corporation for National and Community Service by the eGrants Coaching Unit JBS International, Aguirre Division (2008); 1-888-333-8272

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Introduction

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The following presentation is designed for AmeriCorps National Programs. This presentation will help users understand the user roles as well as the access levels within the My AmeriCorps system. You must have an eGrants account in order to access My AmeriCorps functions.* eGrants is the Corporation for National and Community Service’s grant application and management system and the gateway to the My AmeriCorps system.

*For details on how to create an eGrants account, please watch the tutorial on Create and Manage an eGrants Account.

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Agenda

• Understanding:o Important Considerationso Grantee Administrator User Role Definedo My AmeriCorps User Roles and Access Flow Charto My AmeriCorps User Roles Defined: Grantee

Recruiter, Grantee Member Managemento My AmeriCorps Access Levels Defined: Prime,

Operating Site, and Service Location

• Planning:o User Roles Mapo Grantee Member Management Role as it Relates

to Access Levels

• What’s next?eGrants Coaching Unit

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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.

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Grantee Administrator User Role Defined

• Grantee Administrator:o is an eGrants user role that gives full access to My AmeriCorps functionality.

o applies only to the national legal applicant organization; unless an operating site has or has had a state sub-grant through another program type. Please contact your national program for guidance on how to get your operating site linked to the program.

o has access to all grants, operating sites, and service locations at the national legal applicant organization.

o can approve all requests (please contact your Program Officer for guidance on business practices).

o manages organizational information and all users at the legal applicant organization.

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My AmeriCorps User Roles & Access Flow Chart

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Grantee Recruiter: Creates service opportunity listings and processes applications, with the exception of enrollment, for all the grants to the legal applicant organization..

Prime Operating Site

Service Location

Grantee Member Management: Manages grant(s), program(s), and/or service location(s) and members, including enrollment. This role requires an additional level of access:

Grantee Admin must assign a My AmeriCorps user role:

My AmeriCorps User Roles Defined

• Grantee Recruiter:o manages most recruitment functions such as create service listings and

processes applications, with the exception of enrollment, for the legal applicant organization and all of its associated grants.

• Grantee Member Management:o manages program(s) and members, including enrollment; requires an access

level:• Prime: refers to a grant for the national program.• Operating Site: refers to a sub-site for the national program. • Service Location: refers to the exact location where a member serves.

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Grantee Member Management User Role Tree Diagram8

Service Location (new term): Refers to an exact location where a member serves.

Operating Site: Refers to a sub-site for the national program.

Prime: Refers to a grant to the national legal applicant organization.

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National Programs – Service Location Level Access

Portal Page for Service Location User

Service Location Level: Lists all available service locations to the national legal applicant organization’s grants. A service location refers to the exact locations where a member serves.

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National Programs – Operating Site Level Access

Workbasket for Operating Site User

Operating Site Level: Lists all available sub-sites associated with the grants to the national legal applicant organization.

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National Programs – Prime Level Access

Workbasket for Prime User

Prime Level: Lists all available grants to the national legal applicant organization.

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Grantees User Roles Map

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Grantee Member Management Role at the Service Location Level

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Q: Who can be assigned to the service location level?

A: The prime, operating site, and service location staff.

Q: So staff at the operating site can be assigned to the service location level?

A: Yes, user role assignment does not necessarily have to align with staff role. The national program determines how user management is structured. Please contact your national program or CNCS Program Officer if you have any questions.

Q: Can I exit or suspend a member?

A: You can create the forms for the requests, but will need a higher-leveled user to approve them.

Q: Can I edit slot information?A: This level does not have the capability to edit slot information.

Q: Can I change the information to my service location?A: Yes, you can manage the information to the service location(s) to which you are assigned.

Grantee Member Management Role at the Operating Site Level

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Q: Who can be assigned to the operating site level?

A: Prime and operating site staff can be assigned to this level.

Q: Can I transfer a member?A: You can request to transfer a member between operating sites. You don’t need access to the new program to perform this action. However, only a Grantee Admin from the national organization can approve a transfer-in or out request.

Q: Can I transfer slots among operating sites?

A: No, only a prime-level user or the Grantee Admin can transfer slots across operating sites.

Q: Can I request to suspend a member?

A: Yes, not only can you create the request, but you can also approve it.

Q: Can I create a Service Location and assign a member to it?A: Absolutely! You can create a service location for the operating site to which you are assigned.

Grantee Member Management Role at the Prime Level

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Q: Who can be assigned to the prime level?

A: Staff from the national legal applicant organization can be assigned to the prime level.

Q: Can I invite an applicant to apply to a service opportunity listing?A: Yes, you can invite an applicant by creating an invitation in My AmeriCorps. You can also complete the registration form on behalf of the applicant if he/she does not have access to a computer or the internet.

Q: Can I change a member’s term of service?A: Yes, you can create the request and approve the change of term of service if it is within 90 days of the member’s start date.

Q: Can I transfer slots?A: Yes, you can transfer slots between programs within the same grant year.

Q: Can I edit my program information?A: Yes, you can edit program, operating site, and service location information.

What’s next?16

The Resource Centero www.nationalserviceresources.org/ac-training-supporto Includes other tutorialso Live training and registration schedule

The eGrants Coaching Unito 1-888-333-8272o egrantstta@jbsinternational.com o Training/Technical Assistance

The eGrants Help Desko 1-888-677-7849o Technical Assistanceo User name/Password reset assistance

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