Overview
Reviewing and uploading applicant documents ensures they have a completed application. The Document Center lists all the required Agreements and organizes documents based on eligibility criteria or category.
Refer to the Assist with Application Submission guide for steps required for processing a minor's application and refer to the Verify Application guide for additional information regarding verifying proof of SSN provided documents.
Navigate the Document Center
Adjust the view for the Document Center using the tabs located below the case navigation bar.
- View by Category is the default Document tab view, organizing all documents based on eligibility requirements. This view is ideal for ARs to accept or reject documents. Select the tool tip to identify what documents are relevant to the category.
- View All lets users move efficiently from one document to the next with the “next” and “previous” buttons and a left-hand navigation menu. This view is ideal for OA Managers to quickly perform QA review on accepted documents.
Deleted Documents allows users to view and restore documents that were previously deleted from the Documents center.
Document Status
Documents and agreements display statuses to support application verification and case review. You can filter or sort by the status depending on the Document Center view selected.
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Agreement statuses include:
- Applicant Signature Required
- Parent/Guardian Signature Required (if the applicant is a minor)
- Accepted
- Submitted to E-Folder
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Document statuses include:
- Verification Required
- Accepted
- Rejected
- Submitted to E-Folder
Review Applicant Documents
Admissions staff review applicant documents to ensure they satisfy eligibility criterion requirements both in terms of content and legibility. All documents need to be verified and accepted before QA Review can be requested.
- From the Documents tab and select the Document's name.
- Review the document and ensure it is suitable for the eligibility criterion or criteria you are confirming. When viewing the document, you'll have the option to rotate, zoom, download, or print.
- After verifying the completeness and accuracy of the document, select Accepted. You have the option to enter any necessary comments related to the document in the Comments field.
When reviewing a document and you find it's not readable, the incorrect or unrelated document was uploaded, you can delete the document. Notify the applicant if you need them to re-upload a document.
- Select Save.
When a document is accepted, the applicant can see the document's status update in Portal from Under Review to Accepted.
Upload a Document for an Applicant
Sometimes an applicant may not be able to upload a document to their application. In these instances, Admissions staff can upload a document on behalf of the applicant, by using the desktop or mobile version of Gateway.
If you save applicant PII to your desktop, be sure to appropriately remove the document from your desktop in a timely manner following Job Corps policy.
After receiving the file and reviewing its alignment with the applicable criteria:
- Select the Actions menu within a case.
- Select the Add New Document option.
- In the popup, select Upload and navigate to the document location on your device OR drag and drop the file.
Optional: You can select the Document Category dropdown. When selecting a category, it will refine the list of documents displayed in the Document dropdown.
- Select the Document dropdown and select what type of document you are uploading.
- Enter any necessary comment related to the document in the Comments field and select Save.
Utilize Forms
Blank Job Corps forms are available in Gateway from the Forms tab. You can use these blank forms to collect applicant and guardian signatures, then follow the steps from the Upload a Document for an Applicant section to upload them to the case.
- Select Forms from the left navigation menu.
Forms are organized into categories, such as the agreements an applicant already signs in Portal and Health-related forms. - Select the blank form to download.
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