Support with Application Submission

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

Overview

As Admissions staff, you may help applicants complete their Job Corps applications either in person or virtually. This guide explains how to help applicants through the Job Corps application process using the MyJobCorps Portal and Gateway. It covers both new and returning applicants and highlights additional steps for supporting minors (ages 16–17).

Help with the Application Submission 

Reminder: Some applicants require additional steps during the application process:

  • Minors under 18 (unemancipated): Need a parent, guardian, or legal representative to sign key documents.
  • Minors turning 18 during the application process: Signature requirements may change once they reach adulthood.
  • Emancipated minors: Do not require parental signatures but must upload proof of emancipation.
  • Applicants with Expedited status: Those who have an Expedited status may need additional support to complete their application and gather documents. For in-depth guidance, view the Process Expedited Enrollment guide in the Help Center.  

Support an In-Person Applicant

In-person applicants are applicants who have either: 

  • Entered a Job Corps Center without submitting an application, creating their Portal account, and have not scheduled an appointment to meet with an Admissions Representative
  • Started or submitted their application in Portal, and scheduled an in-person meeting with their Admissions Representative.

If an applicant comes to your center prior to beginning their application, here are a few ways you can support them: 

Support a Virtual Applicant

Virtual applicants are applicants that will complete the MyJobCorps Application away from the Job Corps Center.

If the applicant is completing the application on their own, remotely:

  • Provide support by phone, email, or chat.
  • Walk them through creating a Portal account and logging in.
  • Offer guidance on the same steps for submitting their application as listed above.
  • Check in to confirm submission and offer help if they get stuck.

A case will be created in MyJobCorps for applicants who call the National Contact Center (NCC) to express interest in Job Corps. If you work with an Applicant who expresses interest this way, please follow the steps above depending on if they continue their application virtually or if they make an appointment to come to a Job Corps center in-person.

Support Minors with their Application

Unemancipated Minors (Under 18)

Parent/guardian consent is required to process and assess eligibility for a minor’s application. Their signature is required on the following forms: 

  • Authorization for Release of Criminal History Record
  • Job Corps Applicant and Parent/Guardian Consent Record
  • Authorization for Use and Disclose of Health Information
  • Informed Consent to Receive Mental Health and Wellness Treatment
  • Consent for Pre‑Enrollment Interview
  • Right to use Photographic Likeness or Moving Image Release

Parent/guardian contact information is required to be provided by a minor. You can find these details in a case under Additional Contacts in the Application tab.

Get Parent/Guardian Signatures
  1. Download applicant signed forms from the Agreement section of the Application tab.
  2. Send to the parent/guardian for signature, outside of MyJobCorps.

  3. Upload signed versions to Gateway, indicating the Parent/Guardian signature.

    Minors will need all parent/guardian signatures completed before verifying the application can be complete.

Minors Who Turn 18 While Applying

If the applicant turns 18 while processing eligibility, Gateway will display a banner on the Summary tab. In the banner, select the Update Age to 18+ button to remove the requirement for parent/guardian signatures.

Emancipated Minors

Upload legal documentation showing the young person’s emancipated status, to their case in Gateway. Providing this documentation will remove the requirement for parent/guardian signatures.

Support Returning Applicants 

Applicants who have applied to Job Corps before can use their Portal account to:

  • Reopen a withdrawn or inactive application.
    • Application information for a withdrawn case is saved for 90 days. After 90 days, the case status updates to ‘Closed’ and applicants would need to restart their application in Portal.
  • Reapply if their previous application was denied, enrolled and separated, or otherwise marked as Closed.
    • Applicants who reapply using their Portal account will have an Application History tab, which displays and links to their previous application(s).

Reopen a Case 

If an applicant reaches out about continuing their application with Job Corps, there are 2 options to move forward with the case:

  • The applicant can reopen their case in Portal, by logging into Portal using the same email and password they set their account up with. After the applicant signs and submits the application, it will be returned to the OA Manager’s Unassigned queue to be assigned. An indicator now appears next to the applicant’s name.
    • Tip: If you know they are reopening their application, encourage the applicant to carefully review their profile information, completed questions, agreements, and any uploaded documents.
  • As the Admissions Representative, you can reopen a case in Gateway. 
    • You’ll need to navigate to the applicant’s case using the Search view. From the case, select the Actions menu and then Reopen Case. 

Update and Correct Submitted Applications

If you find an error when reviewing the submitted application, or learn an update is needed, you can take the following actions using the Action menu:

  • Use Edit Application to quickly fix application errors directly in Gateway.
  • Unlock the case in Portal so the applicant can make corrections or updates. They will need to sign and submit their application again for the updates to be visible in Gateway.

Use Gateway Indicators to Support Applicants and Track Progress 

Gateway has a series of indicators on the Home and Search views to support you in quickly identifying what supports an applicant may need or steps may be required as Admissions staff. 

Reminder: A case is created when an applicant completes their profile information in Portal, or when the young person is referred to Job Corps.  

You can monitor where applicants are in the process of submitting their application by looking at the workflow milestone and submitted application indicator in Gateway:

  • Workflow Milestone: Referred applicants can be identified with the Workflow Milestone ‘Interest Expressed’; whereas if a young person began their application the Workflow Milestone will show ‘Application Started’.
  • Submitted Application: Shows if they’ve completed and submitted their application in Portal.
    • Red X: The applicant hasn’t started or submitted their application and may need outreach to confirm that they want to apply to Job Corps, encouragement to get started, or may need support in completing the questionnaire or uploading documents.  
    • Green Check: You can now review and verify the application in Gateway. If they haven’t uploaded documents, remind them they can do this Portal or offer to upload them on their behalf in Gateway.

Key Takeaways for Admissions staff

  • Help applicants understand their progress and next steps.
  • Guide them through completing and submitting the application.
  • Help with collecting and uploading required documents.
  • Monitor Gateway indicators and follow up with reminders.
  • Use Gateway tools to unlock or edit applications when needed. 

Additional Resources to Share with Applicants

 

 

 

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