This portal is for current Participants, Grantees, and Service Sites seeking technical support with America Learns for Youth Service Corps. If you have a question about the Youth Service Corps program, please contact your Site Service admin or Grantee directly.
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Youth Service Corps: America Learns Portal - FAQ
Jump to: System Access | Participant Management | Monthly Reporting | Data Migration | Technical Issues | Training and Support
General Questions
Q: Why are we transitioning to the America Learns portal?
A: The transition aims to streamline program management, reduce manual data entry errors, provide better reporting capabilities, and offer real-time access to program data. The America Learns portal will help automate many processes that were previously handled manually, making the entire program more efficient and effective.
Q: When will the America Learns portal be fully implemented?
A: The full Grantee launch begins October 1, 2025. All Grantees are expected to complete data migration of active fellows by October 15, 2025 and begin monthly reporting through the portal by December 15, 2025 (for October data)
Q: Will there be a period when both systems (spreadsheets and America Learns) will be used simultaneously?
A: Yes, there will be a transition period where Grantees will continue quarterly spreadsheet submissions while beginning to use the America Learns portal. The final Q3, 2025 quarterly spreadsheet submission will be due on October 15, 2025, after which all reporting will be done exclusively through America Learns.
Q: After September 1st, 2025 are all reporting requirements captured in America Learns?
A: No. You will continue to complete the Youth Service Corps Narrative Report in Microsoft Forms quarterly
System Access
Q: How many staff members from our organization can have access to the America Learns portal?
A: There is no strict limit on the number of staff members who can have accounts, but we advise only 1 reporter in the Grantee Suite so there are not multiple reports submitted. We recommend limiting access to those who directly manage participant data or program reporting to maintain data security
Q: What happens if a staff member with system access leaves our organization?
A: When staff members leave, their account access should be deactivated immediately. The designated administrator for your organization can manage user accounts and permissions within the system. Additionally, you should notify YSC Tech Support at ysctechsupport@cv.ca.gov so they can ensure all access is properly terminated.
Q: Can different staff members have different permission levels?
A: Yes, America Learns allows for role-based permissions. For example, some staff may have view-only access while others can have full editing capabilities. The YSC administrator can set these permissions based on staff responsibilities.
Participant Management
Q: How do we handle youth participants who transfer between service sites?
A: When a participant transfers to a different service site within your program, you can update their profile in the Participant Suite to reflect the new service site assignment. The system will maintain a history of their placements.
Q: How do we record participants who complete multiple service terms?
A: For participants who complete one service term and begin another, their existing account will be archived at the end of their term. You should create a new account for them with the new term details, making sure to include the new term in their last name (ie: for John Smith’s second term, enter “John” for first name and “Smith (Term 2)” for last name)
Q: What information needs to be updated if a participant’s contact information changes?
A: If any participant information changes (address, phone number, email, etc.), you should update their profile in the Participant Suite as soon as possible to ensure accurate contact records.
Alternatively, if the Participant will be accessing America Learns, they will be able to update this information themselves. They will not be able to update their term information, however.
Monthly Reporting
Q: Why is reporting changing from quarterly to monthly?
A: Monthly reporting provides more timely data about program performance, allowing for quicker identification of trends or issues that may need attention. This supports more responsive program management and better outcomes for youth participants.
Q: What happens if we miss a monthly reporting deadline?
A: Missing reporting deadlines may affect program compliance and could impact future funding. If you anticipate missing a deadline, contact YSC Tech Support at ysctechsupport@cv.ca.gov as soon as possible to discuss options. The system will send automatic reminders as deadlines approach.
Q: How do we correct a mistake in a monthly report after it’s been submitted?
A: If you discover an error in a submitted report, you can request to have the report unlocked for corrections by contacting YSC Tech Support. Once corrections are made, you’ll need to resubmit the report.
Q: Will we be able to see previous monthly reports we’ve submitted?
A: Yes, all submitted reports will be archived in the system and will remain accessible to your organization. You’ll be able to view historical data and track changes over time.
Data Migration
Q: Do we need to manually enter all participant data, or is there a bulk upload option?
A: Participants can be entered individually or in a bulk upload using a provided template file: Access the Excel Template
Q: What should we do with participants who have already completed their service terms before the system implementation?
A: During the transition, only Active participants should be entered into America Learns. There is no need to enter historical information.
Technical Issues
Q: What should we do if the America Learns system is down or unresponsive?
A: If you experience technical issues with the system, first try exiting out of all open browser tabs, closing the browser entirely, relaunching the browser, and attempting to log back into America Learns. If problems persist, contact ysctechsupport@cv.ca.gov and we will be happy to assist. For urgent issues affecting program reporting deadlines, notify YSC Tech Support at ysctechsupport@cv.ca.gov.
Q: Is the America Learns portal mobile-friendly?
A: Yes, the America Learns portal is designed to be responsive and can be accessed from the browser on your mobile, although some complex functions may be easier to complete on a desktop or laptop computer.
Q: Will our data be secure in the America Learns system?
A: Yes, America Learns employs industry-standard security measures to protect all data. The system complies with relevant data privacy regulations, and access is restricted based on user permissions. Each Grantee can only access data for their own participants and service sites.
Q: Can we export data from America Learns for our own records or analysis?
A: Yes, the system allows you to export data in various formats (e.g., Excel, CSV) for your organization’s internal use. This feature is available in both the Participant Suite and the Grantee Suite by selecting “My Report Data” from the left navigation panel, selecting the starting and ending dates of the data to include, and selecting Export to save the data locally.
Training and Support
Q: Will training be provided on how to use the America Learns portal?
A: Yes, training sessions will be scheduled before full implementation. These will include live webinars and hands-on practice sessions. Additionally, recorded training videos and user guides will be available here: Participant Impact Suite Checklist & Grantee Impact Suite Checklist
Q: Who should we contact with questions about specific program requirements versus technical issues?
A: For technical issues related to system access, password resets, or system functionality, use the America Learns support link on the website. For questions about program requirements, reporting criteria, or participant eligibility, contact YSC Tech Support at ysctechsupport@cv.ca.gov.
Q: Will there be ongoing training for new staff members who join after initial implementation?
A: Yes, training resources will remain available on the platform. Additionally, periodic refresher training sessions will be scheduled. New staff members can also be directed to YSC Tech Support for guidance on accessing training materials.
Program Impact and Evaluation
Q: How will this system help us track the impact of our program?
A: The America Learns portal will provide near real-time data on participant demographics, service completion rates, and outcomes such as employment and education enrollment. This will allow for more accurate impact assessment and help identify successful program elements that can be enhanced.
Q: Will we be able to compare our program metrics with other Grantees?
A: The system will allow program administrators to generate aggregate reports across all Grantees. While protecting individual Grantee data, this may provide opportunities for benchmarking and identifying best practices. Any comparative data shared will be anonymized.
Q: How will the new system help us meet the core goals of the Youth Service Corps program?
A: The America Learns portal is designed to support all three core goals of the program by:
- Providing better tracking of employment outcomes for underserved youth
- Documenting public service career pathways more effectively
- Measuring local government capacity enhancements in key focus areas
By improving data collection and reporting, the system will help demonstrate program effectiveness and support continuous improvement efforts.
For any questions not addressed in this FAQ, please contact YSC Tech Support at ysctechsupport@cv.ca.gov.
