Support with Application Submission

This guide assists Admissions Representatives and OA Managers in supporting Job Corps applicants through the MyJobCorps Portal. It covers application submission, corrections, and special steps for minors, including parental consent and emancipated youth documentation. It also explains reopening applications, using Gateway indicators to track progress, and provides key tips and resources for helping applicants complete and manage their applications effectively.

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

Help with Application Submissions and Corrections

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).

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 or Married Minors (Emancipated, Married, Qualify as an unaccompanied youth under the McKinney-Vento Homeless Assistance Act): Do not require parental signatures but must upload proof that supports the exception.  
  • 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.  

In‑Person Applicants

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

Virtual Applicants

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

  • Provide support by phone, email, or chat.
  • Walk them through creating an 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.

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.

Support Minors with their Application

Unemancipated Minors (Under 18)

Parent/guardian consent is required to process, verify, 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

If parent/guardian consent is required on additional forms, such as Statement of Support, Records Release, or the 653, you will need to provide them separately to the parent/guardian using AdobeSign or have them signed in-person.

tab in Gateway for a Minor Awaiting Parent/Guardian Signature
Figure 1: Application tab for a Minor Awaiting Parent/Guardian Signature

Review Parent/Guardian Signatures

Applicants under 18 who are not emancipated must provide their legal guardian’s contact information and confirm the guardian’s email, which will be used to sign Job Corps consent forms. Before submitting the application, the applicant must select a guardian and verify their email in the text box. 

Portal Additional Contacts for unemancipated Minor
Figure 2: Alternative Contacts view in Portal

Once the application is submitted, AdobeSign automatically sends Agreements to the designated guardian for consent.  

Review Legal Guardian, Signatory, and Signature Status

Find details for who the applicant has provided as their Legal Guardian(s) and Signatory from Additional Contacts on the Application tab.

Additional Contacts on Application tab
Figure 3: Additional Contacts for a minor
  1. Select the Actions menu

  2. Select Manage Parent Signatures
     

    Actions menu showing Manage parent signatures
    Figure 4: Actions menu showing Manage Parent Signatures
  3. In the pop-up, review the forms requiring signature, who they were sent to, and their status. 
    • You can resend or void signature requests and will receive an Alert if a signature request cannot be delivered.
    • Agreements pending signature display Awaiting Parent/Guardian Signature status 
    • Voided or Expired requests display Parent/Guardian Signature Required status
  4. When signed, Agreements update to Accepted

AdobeSign Signature requests are sent when the application is submitted, so applications submitted before this feature was released do not have one. When you open Manage Parent Signatures on these cases, you will see a message confirming that no signature request was sent by the system. Continue to collect the parent or guardian signature the way you did before, and upload the signed Agreements to the Document Center. 

If the designated signatory or their email address needs to be updated, refer to the steps in the Collect Parent and Guardian Signatures guide.

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.

Minors Who Do Not Require a Parent/Guardian Signature

Some applicants under 18 do not require parent or guardian consent. In Portal, the applicant is asked whether they are married, legally emancipated, or qualify as an unaccompanied youth under the McKinney-Vento Act. If the applicant answers Yes, Portal does not require them to designate a signatory or provide additional contacts and no signature request is sent.

You are responsible for collecting and reviewing the documentation that supports the exception, and for uploading it to the case. The documentation differs depending on which exception applies:

  • Legally emancipated: emancipation documentation on government letterhead or a signed and dated letter from a caseworker attesting to their emancipation. (Note: digital signatures and letters are allowable).
  • Married and under 18: a marriage license.
  • Unaccompanied youth: a signed and dated letter from a caseworker, school district homeless liaison, local educational agency, homeless shelter or service provider, social worker, counselor, or other support provider.

Support Returning Applicants 

Applicants who have applied to Job Corps before can use their MyJobCorps 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 and an indicator will appear next to the applicant’s name.
     

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. 

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.
  • Submitted Health Questionnaire: Shows if they’ve completed and submitted the 653 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 will be able to review and verify their Health information in Gateway when the applicant is determined Eligible.  

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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