2 egrants coaching unit 3 create/edit service opportunity listings grantee recruiter search for...

eGrants Coaching Unit

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create/edit Service Opportunity ListingsGrantee Recruiter

search for listings, register, & apply to serveApplicants

view &accept applications, extend offer to serveState/National Grantee

accept offer to serve & complete Part 1 of the enrollment formApplicants

process and post listingsCNCS Recruitment Administrator

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Click on the Portal Home link to open up the Portal Home page

Click on the Portal Home link to open up the Portal Home page


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Click Recruitment Workbasket on the left navigational panel

Click Recruitment Workbasket on the left navigational panel

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Click on the Service Opportunities tab

Click on the Service Opportunities tab

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Click on Create Opportunity Listing

Click on Create Opportunity Listing

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Click Next to go to the next screen

Click Next to go to the next screen

Screen 1

Clicking on Next doesn’t save the data. Data won’t be saved until you click Save on Screen 3


If you choose Yes your listing will be available to potential applicants once it is approved by the CNCS Recruitment Specialist

If you choose Yes your listing will be available to potential applicants once it is approved by the CNCS Recruitment Specialist

Select the Project Type from the dropdown menu

Select the Project Type from the dropdown menu

Enter the email address correctly. Notifications of applications submitted will be sent to this email address

Enter the email address correctly. Notifications of applications submitted will be sent to this email address

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Indicate whether or not you are accepting applications now, the dates you will accept them, and whether or not you will be accepting AmeriCorps applications

Indicate whether or not you are accepting applications now, the dates you will accept them, and whether or not you will be accepting AmeriCorps applications

Screen 2


All text must be within the defined character limits. Spaces and punctuation are counted as characters

All text must be within the defined character limits. Spaces and punctuation are counted as characters

If you click Previous, it will take you to the previous screen but you will loose data entered on this one


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Screen 3




If you click Cancel, it will not save the listing

If you click Cancel, it will not save the listing

When you click Save, the listing will be submitted to the CNCS Recruitment Administrator for approval and will be displayed in Read Mode

When you click Save, the listing will be submitted to the CNCS Recruitment Administrator for approval and will be displayed in Read Mode

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When you save a listing, it will open up a summary page for that particular listing

When you save a listing, it will open up a summary page for that particular listing

Click Recruitment Workbasket to view the Service Opportunity Listings

Click Recruitment Workbasket to view the Service Opportunity Listings

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Creating a Service Location

Select and/or enter identifying information to start a search. Click on search to see the results.

Select and/or enter identifying information to start a search. Click on search to see the results.


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The Program Information links provide quick access to perform other grant-related functions and are specific to the program listed.

The Program Information links provide quick access to perform other grant-related functions and are specific to the program listed.

Information about the Program and links to perform other tasks.

Information about the Program and links to perform other tasks.

Program Information Screen


Service Locations14

Use the View Service Locations link or the Service Location Info link to view a listing of the Service Locations assigned to the Operating Site.

Use the View Service Locations link or the Service Location Info link to view a listing of the Service Locations assigned to the Operating Site.


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The total number of service locations and a listing of the service locations assigned to the Operating Site is displayed. Click on create to enter a new service location.

The total number of service locations and a listing of the service locations assigned to the Operating Site is displayed. Click on create to enter a new service location.

Service Locations


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Select and enter information about the service location. Click on save to keep the information or cancel to discard it.

Select and enter information about the service location. Click on save to keep the information or cancel to discard it.

Service Locations


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Click on edit to make changes to the service location or back to view the listing of service locations page.

Click on edit to make changes to the service location or back to view the listing of service locations page.

View the Operating Site Information page.

View the Operating Site Information page.

Service Locations


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The new service location is displayed. Click on the name to view or edit the details.

The new service location is displayed. Click on the name to view or edit the details.

Service Locations


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Click on edit to change the information or status of the service location or back to return to the list of service locations.

Click on edit to change the information or status of the service location or back to return to the list of service locations.

Service Locations


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Accepts application and extends offer to serve.

Applicant

Completes & approves Enrollment Form (Part 2) and activates term.

Starts serving.

Member


Program (Grantee Recruiter/Grantee Admin)Registers & submits application to a listed service opportunity.

Accepts invitation and completes Enrollment form (Part 1).

Applicant

Member Enrollment via My AmeriCorps Application Process

Program (Grantee Admin, Prime, Operating Site)

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Click Print to open up a static text of the application for printing

Click Print to open up a static text of the application for printing

Click S&N Workbasket on the left navigational panel. Then click on the Pending Applications tab located on the top navigational panel

Click S&N Workbasket on the left navigational panel. Then click on the Pending Applications tab located on the top navigational panel

Click on the applicant’s name to open the application

Click on the applicant’s name to open the application

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Click on a tab to view the application details under that tab heading

Click on a tab to view the application details under that tab heading

Click Return to Recruitment Workbasket to return to the list of pending applications



Click on Print Application to open up a static text of the application for printing. However, reference data will not appear under this view for printing

Click on Print Application to open up a static text of the application for printing. However, reference data will not appear under this view for printing

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Click on the References tab to view the applicant’s references status

Click on the References tab to view the applicant’s references status

If the Completed status of the reference is Yes, click on the reference name to view the details

If the Completed status of the reference is Yes, click on the reference name to view the details

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Use the dropdown menu to choose the communication source (fax, mail, phone, other) you used to get the comments

Use the dropdown menu to choose the communication source (fax, mail, phone, other) you used to get the comments

Once you complete the Reference Override, click Save

Once you complete the Reference Override, click Save


When you click on the reference’s name, the contact information will show up on the Reference Override page

When you click on the reference’s name, the contact information will show up on the Reference Override page

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When you click on the dropdown menu for a specific list, it will show a list of acceptable documents to choose from.

When you click on the dropdown menu for a specific list, it will show a list of acceptable documents to choose from.

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When you click Submit you will be asked to confirm your decision. Click OK to confirm or Cancel to cancel your recommendation. Once you have confirmed your decision, you won’t have an opportunity to change it

When you click Submit you will be asked to confirm your decision. Click OK to confirm or Cancel to cancel your recommendation. Once you have confirmed your decision, you won’t have an opportunity to change it


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Click Delete if you want to delete the enrollment form

Click Delete if you want to delete the enrollment form

Click S&N Workbaskets on the left navigational panel. Then click the Pending Enrollments tab located on the top navigational panel

Click S&N Workbaskets on the left navigational panel. Then click the Pending Enrollments tab located on the top navigational panel

Click the member’s name to open the enrollment form


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Required fields are marked with an asterisk (*)

If the member has completed his/her portion of the enrollment form, the data will be displayed in read mode. In this case, you may scroll down to the bottom and enter information about the member’s term

If the member has completed his/her portion of the enrollment form, the data will be displayed in read mode. In this case, you may scroll down to the bottom and enter information about the member’s term

If the member has not completed his/her portion, you can complete it using the information given in enrollment form that was signed by the member

If the member has not completed his/her portion, you can complete it using the information given in enrollment form that was signed by the member

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Click Save Information to save the enrollment data without activating


Enter the member’s start date and select Program Year, Program Title, Service Location and Slot Type. Select the checkbox to certify your portion of the enrollment


Click Cancel to discard any changes made


Click Enroll Member to activate the member’s enrollment


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Applicant

Completes Enrollment Form (Part 1) on behalf of the memberCompletes & approves Enrollment Form (Part 2) and activates term.

Starts serving.

Member


Registers & complete the Enrollment Form (Part 1).

Completes and approves Enrollment Form (part 2) and activates term.

Member Enrollment via My AmeriCorps Invitation Process

Program/Operating Site

Program (Grantee Admin, Prime, Operating Site) enters or uploads invitation.

Program (Grantee Recruiter/Grantee Admin)

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Click on Invite Members on the left navigational panel

Click on Invite Members on the left navigational panel

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Click Cancel to discard any entries you made

Click Cancel to discard any entries you made

Click on Add Another to send the current invitation and enter another invitation

Click on Add Another to send the current invitation and enter another invitation

Enter member’s data and select the program, grant year and member’s service location

Enter member’s data and select the program, grant year and member’s service location

Click Save to send one invitation and return to your home page

Click Save to send one invitation and return to your home page

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Make sure the XML file you want to upload meets the specifications defined in the XML Schema Definitions (XSD)

Make sure the XML file you want to upload meets the specifications defined in the XML Schema Definitions (XSD)

Choose the Program Year, Program Title and Service Location. Click Browse to select the XML file you want to upload

Choose the Program Year, Program Title and Service Location. Click Browse to select the XML file you want to upload

Click UploadClick Upload

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Until the invitee or you complete the member’s portion of the enrollment form, the members who were invited through the invitation process will be listed under “Pending Invitations”

Click S&N Workbaskets on the left navigational panel. Then click the Pending Invitations tab located on the top navigational panel

Click Delete if you are not going to enroll the member

Click Delete if you are not going to enroll the member



e

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Required fields are marked with an asterisk (*)

If you are going to complete the member’s portion of the enrollment form, you should complete it using the information given in enrollment form that was signed by the member

If you are going to complete the member’s portion of the enrollment form, you should complete it using the information given in enrollment form that was signed by the member

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The member’s enrollment form will appear under the “Pending Enrollments,” if you had clicked on “save information” on the member enrollment form from the “Pending Invitations” section or if the invitee had completed the member’s portion of the enrollment form

The member’s enrollment form will appear under the “Pending Enrollments,” if you had clicked on “save information” on the member enrollment form from the “Pending Invitations” section or if the invitee had completed the member’s portion of the enrollment form

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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 ExitsClick on Pending Exits

Submitted means the member has completed the section and is awaiting approval

Submitted means the member has completed the section and is awaiting approval

Not Started means the member’s portion of the Exit has not yet been completed

Not Started means the member’s portion of the Exit has not yet been completed

If you want to complete the member’s portion of the exit, click on his/her name

If you want to complete the member’s portion of the exit, click on his/her name

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Update the member’s mailing address as necessary

Update the member’s mailing address as necessary


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

Select whether or not the member wishes to allow 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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Click on SubmitClick on Submit

Complete the Certification of Service on behalf of the member

Complete the Certification of Service on behalf of the member

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A confirmation message will appear indicating that the member’s portion of the Exit Form has been saved

A confirmation message will appear indicating that the member’s portion of the Exit Form has been saved

Click on Exit Member to open the Exit Form and exit the member

Click on Exit Member to open the Exit Form and exit the member

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Enter the total number of hours the member served

Enter the total number of hours the member served

Enter the date the member completed their service

Enter the date the member completed their service

Select the award status for the member’s term

Select the award status for the member’s term

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Indicate whether or not the member performed satisfactorily

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

Check boxes under Certification of Service to certify the information you have entered on the exit form is correct

If you want to discard any changes you have made, click Cancel

If you want to discard any changes you have made, click Cancel

Click on Approve to exit the member

Click on Approve to exit the member

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A confirmation message will appear indicating that the member has been exited

A confirmation message will appear indicating that the member has been exited

The Service End Date will be updated accordingly

The Service End Date will be updated accordingly

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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

Click View next to the appropriate service term to open the term’s service page info

Click View next to the appropriate service term to open the term’s service page info

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Click Unlock Exit Form. The member will appear in your Pending Exit Workbasket

Click Unlock Exit Form. The member will appear in your Pending Exit Workbasket


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.

What’s next?49

The Resource Centero www.nationalserviceresources.org/ac-training-supporto Includes other tutorials

The eGrants Help Desko 1-800-942-2677o Technical Assistanceo User name/Password reset assistance

04/18/23eGrants Coaching Unit

2 egrants coaching unit 3 create/edit service opportunity listings grantee recruiter search for...

Documents

opportunity listing

mode slide

view service locations

screen screen

new service location

email address slide

service location info

previous screen