Navigate a Case

Overview

A case is a centralized place to track progress, view key applicant details and complete actions such as, document communications and outreach, upload and access documents, determine eligibility for Job Corps, select a training program and center, and complete file review.

The tabs displayed at the top of a case are dynamic- based on the applicant's workflow milestone, if they've previously applied, and your user role.

Open a case by selecting an applicant’s Application Tracking Number (ATN).

This guide provides an overview of all available and potential tabs that could display for a case, the specific purpose they serve when processing and reviewing a case, and the Actions menu present throughout a case.

Summary

The Summary tab is the main landing page for the case. It provides high level information about a case, including:

High-level Case Information: Key details such as case status, workflow milestone, urgency, admissions provider, assigned admissions representative, and case creation date.
- Applicant Summary: Important applicant information such as date of birth, accommodation and language assistance needs, and contact information.
Dynamic Clickable tiles: Key actions/features organized into tiles that unlock and update as you progress with case processing. The status of each step (incomplete/complete) along with its result (e.g. Permitted to Proceed/Not Permitted to Proceed) updates as case actions are taken.
- Completion of all tiles indicates that an eligible case is ready for QA Review.

Applicant Case Summary tab — Figure 1: Summary Tab

Application

The Application tab aligns with the questionnaire the applicant completes in the Portal, making it easier for Admissions staff to review data and effectively highlighting missing information. The sections consist of the following:

Account Information:
- This information a prospect/applicant provides when creating their Portal account, and they can update their contact information and address in Portal after they submit their application.
Basic Information
Additional Contacts
Education
Home Life
Employment
Personal Circumstance
Agreements

Important things to note:

Information provided in MyJobCorps Portal only displays after the applicant signs and submits their application information.
Required fields with missing data are now clearly marked with a "Required" placeholder, while optional fields are marked with a "-" placeholder.
Admissions staff have the ability to edit an application or unlock the Portal for an applicant to make updates.
Once the application has been reviewed for accuracy, admissions staff must verify the application.

Application tab showing Verification completed — Figure 2: Application tab

Readmissions

You will find previous enrollment details conveniently organized in the Readmissions tab. Simply perform the Check History search and confirm the result before moving on to assess eligibility.

Run Readmission Check — Figure 3: Readmissions Tab

Eligibility

The Eligibility tab serves as the central hub for navigating the entire eligibility workflow and managing the eligibility determination process for Job Corps. It unlocks after running the check history.

It allows Admissions staff to:

Progress through the eligibility assessment workflow in Gateway
Select and assess specific eligibility criteria
Review an automated preliminary eligibility assessment based on the information initially provided in the Portal
Collect additional eligibility data, as needed
Validate the eligibility for each criterion

Eligibility tab for an Eligible applicant — Figure 4: Eligibility Tab

Health

Use the Health tab to review data collected from the Health Questionnaire (ETA 653) as part of an application. You can generate the downloadable PDF and gather additional health documents such as Chronic Care forms.

This tab only unlocks for applicant's that have been confirmed as eligible for all criteria.

Screenshot_23-3-2026_122640_cmptst.dol.gov (1).jpeg — Figure 5: Health Tab

Training Program and Center Selection

Use the Training Program and Center Selection tab to select an applicant’s training preferences and a Job Corps Center. The applicant will be assigned to the selected center after the OA Manager completes QA Review.

Documents

Admissions Staff can view and approve documents uploaded by the applicant in Portal or upload them on behalf of the applicant.

Access blank Job Corps forms using the Forms tab in the left menu

Documents tab for minor — Figure 7: Document Center for a minor

Communications Log

The Communications Log tracks outreach and correspondence with an applicant, including system-generated emails and logging important case notes.

Add entries to the Communications Log by selecting 'Add New Comms Log Entry' from the Actions menu or by navigating to the Communications Log tab and selecting the 'Add New Comms Log Entry' button.

Communications Log tab in an applicant's case

Case History

The Case History tab provides a chronological record of actions taken on the current case. Use the Case History tab to track activity and updates related to:

System and user actions
Updates made to the case
Changes recorded after the case was created.

Applicant History

The Applicant History tab displays only if an applicant is reapplying to Job Corps using their existing Portal account, and their previous application has a case status of 'Closed'. This occurs if the applicant:

Was determined ineligible for one or more eligibility criteria
Withdrew their application more than 90 days ago
Was marked as a no-show.

Use this tab to review the applicant’s previous applications before continuing work on the current case.

QA Review

The QA Review tab will guide you through the next steps for eligible applicants and the final actions for ineligible cases. OA Managers can return cases for revisions and even provide specific revision notes to Admissions Representatives.

QA Review is prompted for eligible applicants once all case actions are complete, which includes the verification of the health questionnaire, and selection of training program and center.
QA Review is prompted immediately for ineligible applicants if any criterion on the Eligibility tab is determined as Does Not Meet.

QA Review as an OAM — Figure 10: QA Review Tab

Wellness

The Wellness tab guides Center staff through the next steps for eligible applicants, once they are assigned to center following QA Review.

The tracker at the top dynamically displays steps and the date they were completed.

Only the assigned Health and Wellness Reviewer can complete actions on this tab. All other roles have View Only access.

Wellness tab for AFR — Figure 11: Wellness tab for HWR

Enrollment

The Enrollment tab is available after the AFR has been completed so the Records Manager can Plan for Arrival and document when the student arrives on center.