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, review and confirm the Readmissions Check information, and complete Eligibility Criteria 1-3.
Request Background Check
The Eligibility Criterion 4 screen will display all required applicant information submitted for the background check.
You must be assigned a case in order to request a background check.
- From the Eligibility tab select Criterion 4. The Preliminary Eligibility section should display that you are able to proceed with requesting the background check.
- Select the Request Background Check button. The request will be routed to JACS to conduct the background check.
- Proceed with assessing Eligibility Criteria 5-10. While you wait for the result to return from JACS, you can monitor its status.
When reviewing Readmissions, Gateway will flag if a background check has already been requested and prevent further submissions within 120 days.
You will not be able to override this system indicator. The Eligibility 4 screen will be locked until either the original case has received the background check result or the SSN on the case has been updated or edited (if a mistake was made when entering).
If you receive the Background Check Request Not Available banner:
1. Re-Run the Readmissions Check to identify which AR has the case and then connect with the AR and/or OA Manager to determine next steps.
2. If the other AR is proceeding with the case, mark your case as a duplicate to close it out.
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. Background checks can be rejected for multiple reasons, please review the descriptions of the rejection reasons below:
|
| 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).
|
| 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.
|
| Cancelled |
The background check was previous requested, but JACS cancelled the request.
|
Confirm Background Check Result
When the background check result is available in Gateway, you receive an email notification to navigate to Criterion 4 to confirm the result.
- Review the results from the Criterion 4 screen.
- 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.
MyJobCorps Gateway will automatically generate a file with the details of the result in the Documents tab before submission to E-Folder.
Resolve an Inconclusive Background Check
If MyJobCorps displays a background check result as inconclusive, admissions staff should work with applicants to determine what supporting documentation is needed to resolve the inconclusive result and then upload the required information in Gateway. Admissions staff should not make a determination on Eligibility Criterion 4 until 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 days or the timeframe given by JACS:
- Upload proof that the court issue has been resolved, using the Document Type Job Corps Internal Case" Document.”
- Navigate to Criterion 4 and select “Has this been resolved?”
- Complete the information in the Resolve an Inconclusive Result pop-up.
- Mark Eligibility Criterion 4 as eligible and proceed with case processing.
If you cannot resolve the result within 120 days or the timeframe given by JACS:
- Mark eligibility criterion 4 as Ineligible due to the inconclusive result.
- 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 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.
Handling Background Check Corrections:
- Go to your Tasks page to locate the Background Check Correction task.
- Click on the Task ID to open the task.
- Review the information in the Description box and update the Task Status to In Progress.
- Now that you know what corrections need to be made, select on back to Tasks located at the top of your Tasks Details view to navigate back to your Tasks Dashboard, and select on the case’s ATN number (e.g. 100012421) to open the case.
You can also open the case from the Search or Home view.
- Make the corrections indicated in the Task Description from the Background Check Correction Task Details.
- If you need to correct the SSN, navigate to the Documents tab, click on Social Security Card, and make the correction(s) to the social security number on the Social Security Card Document Details page.
- If you need to correct the applicant’s information such as First Name, Middle Name, Last Name, 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.
- Return to the Tasks Details view and select Add Comment to detail your edits to the case.
- 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 your updates, they should select on Verified by OA Manager. After this, you can change the Status to Completed and click Save.
- When Step 5 is complete, go to the Eligibility tab and click on Criminal Background Check to update the background check request.
- Provide a description of the corrections you made in the comment box.
- Select the Update Background Check button.
For additional details on resolving Background Check Correction tasks, see the Manage Tasks guide.
Your updates will automatically sync with the JACS system. 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. Refer back to the Confirm Background Check Result section for more details.
IMPORTANT: You will not be able to resubmit the background until the Task is marked as Completed.
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