Perform Quality Assurance (QA) Review

This user guide is for the following MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)

Overview

Completing Quality Assurance (QA) review ensures that all application information is complete and accurate, and that applicants receive the correct eligibility determination. Per the PRH, if there are any eligibility requirements that the applicant does not meet, stop the application process at that point, and continue to QA Review. 

 

Request QA Review as an Admissions Representative

As an Admissions Representative, you are responsible for initiating the QA review process. You can begin the process after you've completed the eligibility assessment for criteria 1-10, conducted the Health Questionnaire, and completed Trade and Center preference selection. Alternatively, if you mark any criterion as ineligible, QA Review will unlock.

  1. From the QA Review tab, select Request. Before you submit a case for QA review, you can navigate back to any criterion and update details for that selection.

  2. Proceeding with a request for QA Review will confirm your eligibility determination based on your assessment.

    • Eligible, indicating that they meet all 10 eligibility criteria.
    • Eligible with Provision, meaning they met all 10 criteria, pending a waiver granted for age and/or income.
    • Conditionally Eligible, meaning that based on their Expedited status a criterion was indicated a self-attestation and will need to be updated following center assignment when documentation is provided. Refer to the Process Expedited Enrollment guide for all required steps.
    • Ineligible, if they aren't permitted to proceed based on their Readmissions Check or don’t meet all 10 eligibility criteria.
  3. Select Request to send the case to your OA Manager to review your preliminary eligibility determination.
Request QA Review as an AR for an eligible applicant
Figure 1: Request QA Review as an AR

If during QA Review an error is identified that could change the eligibility determination for the case, it may be returned to you for revisions. Details on the revision may be provided in the Communications Log.

Perform QA Review as an OA Manager

As an OA Manager, you are responsible for conducting QA reviews of cases for completeness and to confirm eligibility determinations made by Admissions Representatives. When QA Review is requested, you will get an automated email notification that includes the ATN.

  1. From your Home view, select Review Requests from the top, then select a case from the Quality Assurance Request table.
  2. Conduct your review of the case to confirm the Eligibility Determination recommendation provided by your Admissions Representative.
    • Review the preliminary eligibility determination for the case and all criteria from the Eligibility tab.
      • Select a criterion to open the eligibility popup to view supporting documentation for each criterion and any additionally required questions addressed for the criterion.
      • Review the Readmissions tab for Check History Results.
    • Review the Communications Log for any provided Observations of Readiness or Case Notes.
    • Review the completed questionnaire from the Application tab, including signed Agreements and validating Personal Circumstances.
    • Review all supporting documentation and signed agreements from the Document Center.
  3. Make a determination based on your review:
    • If you agree with the initial eligibility assessment for all criterion, select Confirm Determination. Then, in the pop-up, select submit to confirm your action. 
QA Review as an OAM
Figure 2: Conduct QA Review
  • If you identify an error made by the applicant or Admissions Representative that could change the determination result, return the case to the Admissions Representative for updates by selecting Return for Revisions.
    • Describe the required revisions in the description box and return the case to the Admissions Representative for updates.
    • If needed, the case may be unlocked to allow an applicant to make any necessary changes, or Case Edit may be selected to edit Application information as the Admissions Staff member.

Notify the Applicant and Complete Case Actions

Following reviewing and result confirmation, the applicant must be notified of their Preliminary Eligibility or Denial for Job Corps. Review required next steps based on the applicant's eligibility and your role, to complete case processing in Gateway.

If the applicant is confirmed eligible:

Admissions Representative:

  1. Communicate with the applicant their Preliminary Eligibility, what to expect while their case is being reviewed by center, and any next steps.
  2. Continue to monitor the case. 

OA Manager: 

  1. After the applicant is notified, select Assign to Center to route the case to the selected Job Corps center for Applicant File Review.
    • All case documents will be routed to E-Folder during this step.
Complete QA Review by selecting Assign to Center button
Figure 3: Assign to Center
  1. Continue to monitor the case. 
QA Review complete for eligible applicant
Figure 4: Complete QA Review for Eligible Applicant

If the applicant is confirmed ineligible:

Conduct QA Review as OAM for ineligible applicant
Figure 5: Conduct QA Review for Ineligible applicant

Admissions Representative

  1. Download and update the Denial Letter.
    • Edit the denial letter as needed based on the Applicant’s eligibility determination and details of the case. This includes:
      • Reason and Explanation of their denial (from prescribed list)
      • Admissions Provider information
      • Regional Office information
      • Local employment agency or job center
    • Save the Denial Letter to your local hard drive with the following file name: 
      “DenialLetter - ApplicantFirstName_ApplicantLastName”.
  2. Communicate the reason for the denial to your applicant based on their preferred communication method and send the applicant a copy of the Denial Letter.
  3. Upload the Denial Letter to the case.
    • From the Document type dropdown, select Admissions Denial Letter.
  4. Notify your OA Manager when steps are complete so they can proceed with closing the case.

OA Manager

  1. After your AR completes required actions and uploads the Denial Letter to the case:
  2. Navigate back to the QA Review tab.
  3. Select Close Record on the QA Review tab.
    • The case status will update from Open to Closed and will only be visible from the Search view.
OA Manager selection to Close a Case following QA Review for Ineligible applicant .png
Figure 6: Close Ineligible Case

If the applicant was indicated as conditionally eligible, refer to the Process Expedited Enrollment guide for all required steps.

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