Perform Background Checks (Criterion 4)

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

Overview

Background Checks are required for all applicants regardless of Urgency Status. Before you can proceed to Criminal Background Check (Criterion 4), you must first verify the application and applicant's identity (SSN/TIN), review and confirm the Readmissions Check information, and complete Eligibility Criteria 1-3.

Confirm Authorization and Readiness for Background Check

  1. After running the Readmissions Check and completing Criteria 1-3 on the Eligibility tab, select Criterion 4 (Background Check).
    • If there is an active background check available, confirm the result and continue processing the application.  
    • If there is no active background check available, exit and navigate to the Background Check tab. 
  2. The Background Check tab will display the full list of necessary steps staff must take before requesting the background check. This includes verifying the application and SSN/TIN, confirming the applicant is eligible/conditionally eligible for Eligibility Criteria 1-3, and ensuring the applicant has signed the Release of Criminal History Records Information. 
    • If any of the information the applicant provided is incorrect, use the Edit an Application feature in the Actions menu to make any changes. If the SSN is incorrect, you can use the Update SSN/TIN feature.
    • If the applicant is an enempancipated minor, a parent/guardian must sign the Release of Criminal History Records Information. See the Support with Application Submission guide for more information.

Request Background Check

You must be assigned a case in order to request a background check.

  1. From the Background Check tab, the Preliminary Eligibility checklist should display that all required actions are complete and you're able to proceed with requesting the background check.
  2. Select the Request Background Check button. The request will be routed to JACS to conduct the background check. The request will be routed to JACS to conduct the background check. When the background check is complete, you will be sent a notification and it will be automatically uploaded and appear in the Result Details section. 
  3. Proceed with assessing Eligibility Criteria 5-10. While you wait for the result to return from JACS, you can monitor its status.
Figure 1: Request Background Check Screen
Figure 2: Awaiting Result of Background Check Screen

Monitor Background Check Status

As a JACS background check progresses, its status will display in Gateway on the Eligibility Criterion 4 screen and in the Background Check Requests Report. These statuses make it easier for you to track its progress and know when you can expect the applicant’s background check results.

Status What it means
Requested MyJobCorps Admissions staff requested a background check for the applicant. If the status displays as Requested for more than 48 hours, please notify the Help Desk.
Submitted MyJobCorps system submitted the background check to JACS.
Rejected

This status will appear if JACS rejected the request because of an integration error. No action is required by admissions staff. The MyJobCorps team will work with JACS to resolve these issues. Do not submit a ticket to the Help Desk unless the case has been in the Rejected status for more than 24 hours.

Background checks can be rejected for multiple reasons, please review the descriptions of the rejection reasons below:

  • SSN Already Exists: This rejection reason indicates multiple background checks were requested for one user. The MyJobCorps team works with JACS to resolve these issues. No action is required unless we email you directly. 
  • Tracking Number Already Exists: This rejection reason indicates multiple background checks were requested due to a resubmission. The MyJobCorps team works with JACS to resolve these issues. No action is required unless we email you directly.
  • Applicant Number Already Exists: This rejection reason indicates multiple background checks were requested due to a resubmission. The MyJobCorps team works with JACS to resolve these issues. No action is required unless we email you directly.
  • Applicant is not in a Closed status: This rejection reason indicates that JACS is currently processing another background check for this applicant. No action is required unless we email you directly.
  • Background check was completed on [date] for application tracking number [ATN]: This rejection reason indicates that the results have already been returned to another case. 
    • Action: Please process the original case in Gateway.
Request Received JACS accepted the request and is pending review by the JACS.
Corrections Needed

JACS identified errors/potential issues during screening (e.g., fake SSN or misspelled names).

  • Action: Gateway will automatically create a task for you to complete. JACS will continue processing the background check after the task is completed and the errors are corrected. Review the Handling Background Check Corrections user guide for more information.  
Pending Background Check Results JACS is awaiting the applicant's investigation results.
Background Check Results Under Review JACS received the results and is reviewing them before finalization.
Completed

JACS provided the background check results to the MyJobCorps Gateway. This completes the background check process.

  • Action: Review and confirm the Background Check Results.
Cancelled

The background check was previous requested, but JACS cancelled the request.

  • Action: If this is a mistake, re-request the background check within Gateway. 

Confirm Background Check Result

You will be notified when the background check result is available in Gateway.  Navigate to Criterion 4 to confirm the result.

  1. Navigate to Criterion 4 to confirm the result.Review the results from the Criterion 4 screen. 
  2. Select the appropriate option from the Confirm Criterion Result dropdown, Eligible or Not Eligible. Be sure to refer to the PRH before confirming a result.
Figure 3: Eligibility Criterion 4 Result Drop Down

MyJobCorps Gateway will automatically generate a file with the details of the result in the Documents tab before submission to E-Folder. 

BC File_Screenshot 2024-07-16 153559.png
Figure 4: Background Check Result Document

 

Resolve an Inconclusive Background Check

If you receive an inconclusive background check result from JACS, they will provide an expected resolution date. Follow these steps to resolve your background check result: 

  • Work with the applicant to determine what supporting documentation is needed to resolve the inconclusive result and then upload the required information in Gateway. Continue to process EC 5-10 while you wait for documentation.
  • DO NOT make a determination on Eligibility Criterion 4 until court issues are resolved.
  • For detailed guidance from the DOL Job Corps National Office on acceptable documentation for inconclusive results, please refer to the attached Job Aid.

If you can resolve the result within 120 calendar days or the timeframe given by JACS:

  1. Upload proof that the court issue has been resolved, using the Document Type Job Corps Internal Case" Document.” 
  2. Navigate to Criterion 4 and select “Has this been resolved?” 
Inconclusive criterion 4 results
Figure 5: Inconclusive Background Check Result
  1. Complete the information in the Resolve an Inconclusive Result pop-up. 
Resolve Inconclusive results pop up screen
Figure 6: Inconclusive Background Check Result Drop-Down
  1. Mark Eligibility Criterion 4 as eligible and proceed with case processing. 
Resolved background check determined as eligible
Figure 7: Resolved Background Check Result

If you cannot resolve the result within 120 calendar days or the timeframe given by JACS:

  1. Mark eligibility criterion 4 as Ineligible due to the inconclusive result. 
  2. Route the case to QA review to be processed with a final determination of Ineligible. 

JACS will continue processing the background check and you will receive the results within 10 business days. Once notified of results, use the dropdown to confirm if the applicant is ‘Eligible’ or ‘Not Eligible.’ See Confirm Background Check section for more details.

Complete Background Check Corrections

When incorrect applicant information is detected during the background check process, a task is automatically created to alert admissions staff to act. The assigned AR and OA Manager will receive an Alert and email notification with a 48-hour resolution target, ensuring quick and timely corrections. 

Work with the applicant to resolve any pending court issues and proceed to evaluate Eligibility Criteria 5-10 in Gateway. Do not make a determination on Eligibility Criterion 4 until the court issues are resolved.

Any case with Background Check Corrections submitted prior to 8/18/26 will only have details displayed on the Task and EC 4 screen; details of the correction will not be visible on the Background Check tab. 

Handling Background Check Corrections:

  1. Go to the Background Check tab from within the case (or the Task Dashboard) to locate the Background Check Correction task.
Figure 8: Background Check Tab
  1. Select on the Task ID to open the task.
    1. Review the information in the Description box and update the Status to In Progress.
    2. Updating the Task to In Progress will route you back to the Background Check tab on the case to make the necessary changes to the case.
Figure 9: Corrections Needed Task Status Drop Down

You can also open the case from the Search or Home view.

  1. Make the corrections indicated in the Task Description from the background check correction Task.
    • If you need to correct the SSN, select the Actions Menu, click on Update SSN/TIN, and Re-type SSN to override the SSN on the Application.
      • If the SSN is updated, you must navigate to the Readmissions tab and re-complete the Check History action.
    • If you need to correct the applicant’s information such as First Name, Middle Name, Last Name, Birthdate, Birth City, Birth County, or State or Territory of Birth, click on Edit Application on the Application page or in the Actions Menu on any page. Make the appropriate changes and click Save & Continue.
    • Before completing the task, upload all required documentation. For example:
      • To verify the date or place of birth, upload the applicant’s birth certificate.
      • To verify the SSN, upload the applicant’s Social Security card.

Documents must be uploaded before completing the task and resubmitting the background check so JACS can access them.

  1. Return to the Tasks Details view and select Add Comment to detail your edits to the case. A comment is required for the OA Manager to verify the task. 
Figure 10: Corrections Needed Task Comment
  1. Notify your OA Manager to open the Task in their Tasks page and review the updates you made to the task and case.
    • If the OA Manager approves the updates, they should select Edit and click on Verified by OA Manager box. The task's status will automatically change the Status to Completed.
Figure 11: Corrections Needed Task OA Manager Verification
  1. After your OA Manager verifies the task, the system will prompt them with the question, “Resend Background Check?” To resubmit the background check, the OA Manager must select Confirm.
Figure 12: Background Check Resubmit Confirmation

For additional details on resolving Background Check Correction tasks, see the Manage Tasks guide.

When you’ve completed all steps, your updates will automatically sync with the JACS system, and the background check process will resume and return a result in the Background Check tab and Eligibility Criterion 4 within 10-12 business days. Once notified of results, use the dropdown to confirm if the applicant is Eligible or Not Eligible. 

 IMPORTANT: You will not be able to resubmit the background until the Task is marked as Completed.

 

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