Overview
This glossary describes key MyJobCorps terminology and is a good place to get started learning how to set up and use MyJobCorps Gateway.
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Admissions Representative
An Admissions Representative is an internal Job Corps end-user responsible for engaging directly with prospects and applicants to confirm their interest in Job Corps, inform them about Job Corps training and education programs and center life, and process their application.
Applicant
An applicant is an individual who has progressed from being a prospect and has been confirmed by an Admissions Representative as expressing a genuine interest in Job Corps. The confirmation is done using the MyJobCorps Gateway, which verifies the applicant's interest and eligibility. At this stage, the applicant's information is reviewed, and additional documentation may be required to further evaluate their suitability for the Job Corps program. The applicant is actively pursuing enrollment in Job Corps and is considered a formal candidate for acceptance.
Application Tracking Number (ATN)
The Application Tracking Number (ATN) is assigned when a case is created in Gateway, allowing users to track a specific case.
Arrival Rate
The arrival rate refers to the number of total arrivals (all genders) compared to the total quota, as specified by the contract. This metric is part of the National Enrollee Assignment Plan (NEAP) used to track new enrollments and maintain planned on-board strength at each Job Corps center.
Case
A case is an applicant's record in MyJobCorps Gateway. A case provides a centralized location to track progress, view relevant details, document communications and outreach, upload documents, process the case to determine eligibility for Job Corps, and perform training program and center selection.
Case Status
Case Status identifies if a case is actively being processed. These statuses include:
- Open: The case is available to be processed.
- Closed: The applicant was either denied or has completed center assignment and enrollment at a center.
- Duplicate: The case has been identified as a duplicate and is not being processed.
- Withdrawn/Inactive: The application has been withdrawn and is not being processed.
Cleared for Arrival
The term "cleared for arrival" indicates that an individual has passed all necessary health and safety assessments required to begin their training.
Communications Log
The communications log is a systematic record-keeping tool that Admissions Staff can use to effectively manage and document all interactions and exchanges of information with prospects and applicants. It serves as a centralized repository for recording details of both incoming and outgoing communication, enabling representatives to maintain a comprehensive overview of their engagement with individuals throughout the admissions process. Furthermore, the communications log serves as a valuable resource for capturing important case information related to eligibility and readiness assessments. Representatives can use this log to document observations, notes, and key details about the applicants that may influence the decision-making process. This information can be crucial for ensuring a holistic understanding of each applicant and facilitating effective communication with the center responsible for the final review of application files.
Conditional Eligibility
Conditional eligibility applies to an applicant with an urgency status. An applicant can be marked "conditionally eligible" in MyJobCorps if they meet the criteria for expedited enrollment, but do not have the supporting documentation. This allows them to move forward with enrollment while Admissions collects the missing documents for the criterion during the 90-day window following enrollment.
Conditional Enrollment
An applicant is conditionally enrolled in Job Corps when Admissions Services determines that the applicant has met the eligibility requirements of PRH Chapter 1 Exhibit 1-1.
Confirm Interest
Confirm interest refers to when an Admissions Representative successfully establishes contact with a prospect, verifies their identity, and confirms their sincere interest in joining Job Corps. Performing this step converts a prospect into an applicant. The confirmation of interest signifies a critical milestone in the admissions process, demonstrating that the prospect intends to pursue enrollment in Job Corps.
Constituent Issue
A Constituent Issue is any outreach or inquiry received to the Applicant Help Center from applicants requesting an action, or attention by the their assigned Admissions staff. Constituent Issues become Tasks in Gateway.
Conversion Rate
Conversion measures focus on maintaining an effective and efficient admissions pipeline, following the conversion process from prospects to applicants to enrollments. This aligns PRH Chapter 5: Management Services Appendix 501b (Page 5) with Job Corps 2.0 Pillar 1 and ultimately supports achievement of arrival goals.
CTT One-way Programs
This is a partnership where a high school agrees to send its students to a local Job Corps center exclusively for Career Technical Training. Job Corps students who do not attend that high school (at entry) are not eligible to enroll or receive a diploma from it (reference Job Corps PRH 3.1-R11).
Deferred Action for Childhood Arrivals (DACA)
Deferred Action for Childhood Arrivals (DACA) participants, who meet program eligibility requirements, qualify for Job Corps if they have employment authorization.
Emancipated Minor
An emancipated minor is a minor who has reached the age of emancipation, typically 16 years old, and can make their own decisions regarding their education and employment.
Expedited Enrollment
Expedited enrollment is a policy for applicants experiencing homelessness, victims of human trafficking, and victims of natural or man-made disasters, who meet all eligibility requirements. It accelerates the enrollment process by allowing these applicants to temporarily meet some eligibility requirements through self-attestation, which will be verified later.
Family Income
The definition of family income includes all income received from all sources by all family members for the 6-month period prior to application (reference Job Corps PRH Appendix 101).
General Education Development (GED)
The General Educational Development (GED) is considered equivalent to a high school diploma and is widely recognized by employers and educational institutions.
HSD Enrolled Elsewhere
Job Corps allows students who have completed high school coursework elsewhere to continue their education while gaining vocational skills. The "HSD Enrolled Elsewhere" label is used on the Academic OMS report and in CIS to track students who are in CTT One-way partnerships, and working towards high school diploma (at entry) outside of Job Corps.
Inconclusive Result
If the Job Corps Applicant Background Check System (JACS) returns an inconclusive background check result, the information gathered during the check may not meet the necessary criteria for verification. This could be due to various reasons, such as incomplete or inaccurate data submission, unresolved legal issues, or other factors that may affect the applicant's eligibility.
Individual Education Program (IEP)
An Individual Education Program (IEP) is a plan mandated by the Individuals with Disabilities Education Improvement Act (IDEIA) for students with disabilities in public schools. It outlines the student's present level of performance and the services needed to meet their unique educational and developmental needs. The IEP serves as a document that includes information about the type of disability, areas needing support, and previous interventions, ensuring that students receive the necessary accommodations to access the program.
Initial Contact
Initial contact refers to the first interaction attempted by an Admissions Representative with a prospect, aiming to establish contact, determine their identity, and ascertain their level of interest in Job Corps. Initial contact is required within 1 business day of receiving the prospect. Admissions Representatives can attempt initial contact through various outreach methods, including phone calls, emails, text messages, or in-person encounters. Initial contact is considered complete if the Admissions Representative makes an attempt to connect with the prospect, regardless of whether the Admissions Representative successfully reaches them.
MyJobCorps
MyJobCorps is an integrated admissions systems that enables future students to apply to Job Corps online and enables Admissions staff to manage applications in real-time. MyJobCorps comprises of a public-facing frontend (MyJobCorps Portal) that serves prospects and applicants and an internal case management tool (MyJobCorps Gateway) that serves Admissions staff.
MyJobCorps Gateway
MyJobCorps Gateway is a case management tool that Admissions staff, and Federal staff, use to digitally receive Job Corps application information, perform automated eligibility screening functions and run reports. As Admissions staff process applications in the Gateway, applicants will receive updates to their dashboard in the Portal letting them know where they are in the process. The MyJobCorps Gateway streamlines, expedites, and improves compliance with admissions activities required by policy.
MyJobCorps Portal
MyJobCorps Portal is a digital admissions experience for future students to securely apply to Job Corps and engage with their Admissions Representative throughout the admissions process – allowing them to return to the system at any time to complete actions and receive updates. Future students log into the MyJobCorps Portal to begin their application, upload documents, sign agreements, and track their application status. The MyJobCorps Portal provides an online communications pathway for admissions staff to connect with applicants and puts future students in the driver's seat of their Job Corps application.
Observations of Readiness
In addition to meeting the eligibility criteria, an integral part of the screening process is determining the applicant’s readiness to participate in the program. Observations of Readiness (OR) questions must be asked throughout this process and are correlated with Criterion 8(A). Documentation for this section must be entered in the applicant’s electronic file as a case note by Admissions Services if the applicant’s answers raise concern.
Outreach and Admissions Manager
An Outreach and Admissions (OA) Manager is an internal Job Corps end-user responsible for overseeing day-to-day admissions processes and managing admissions staff at their Job Corps center.
Paused Student Arrivals to Center
This refers to a temporary pause in arrivals to a Job Corps center. To view centers with paused arrival status, refer to OSPE's All Center Status report available here: https://prh.jobcorps.gov/Resources/Forms/AllItems.aspx
Pending Court Proceedings
A pending court proceeding refers to a legal matter that has officially begun but has not yet reached a final resolution. This status indicates that the case is still active, meaning the judge has not yet made a final ruling, and the parties involved are still waiting for a decision.
Priority Enrollment
Priority enrollment is reserved for veterans of the U.S. armed forces or an eligible spouse of a veteran, and who meets all eligibility requirements. A "priority" applicant is offered the immediate opportunity to enroll in the program at a center where the applicant's desired trade is available.
Prospect
A prospect is someone who shows interest in Job Corps by creating an account and completing their MyJobCorps Profile, but has not yet been confirmed interested by Admissions.
Readmission
An applicant applying for readmission will complete the full application process as if they were a new Job Corps applicant. Admissions staff must assess, determine, and verify that applicants meet all criteria in MyJobCorps.
Readmit Waiver
A readmit waiver is a request for an extension or permission to return to the Job Corps program after having left it. Admissions staff are able to request a Readmit Waiver in MyJobCorps during the Readmissions Check process.
Reasonable Accommodation
A reasonable accommodation refers to any adjustment or modification made to the application process, job, or work environment to allow individuals with disabilities to participate in the program or perform essential job functions. Admissions staff are responsible for determining when these forms are needed to determine eligibility.
Referral
Individuals or organizations can refer someone to the Job Corps program by selecting "Refer Someone" on the Job Corps website (enroll.jobcorps.gov). They will answer questions about the person being referred and an Admissions Representative will contact them to discuss next steps.
Release from Supervision
A letter from the court or appropriate agency certifying that it approves the applicant's participation in Job Corps and provides full release from its supervision, in accordance with the law.
Selective Service
Under Criterion 6, a male applicant age 18 and older must comply with Section 3 of the Military Selective Service Act (50 USC App. 451) by registering with the Selective Service. A copy of the consent form containing the Selective Service Authorization must be completed, signed, and retained in each male applicant’s file.
Self-Attestation
Self-attestation is a written or digital statement of information/status for a particular data element (such as age), which includes a signature and date. This is often referred to as an "applicant statement" in Job Corps, and associated with low-income status.
Suspended Sentence
This term refers to a legal arrangement where a person who has been found guilty of a crime is not sentenced to jail but may be sentenced for that crime at a future time if they commit another crime during a specified period.
Tasks
Tasks are assigned actions or work items that help Admissions staff stay organized and keep track of what needs to be done. They can represent different types of work or follow-ups that require attention or action, like Constituent Issues received from applicants. To view, select Tasks in the left navigation menu of MyJobCorps Gateway. Job Corps federal staff can access, monitor, and comment on Tasks for the Admissions Providers they oversee.
Unaccompanied Minor
An unaccompanied minor refers to a young person who is not in the physical custody of a parent or guardian. Unaccompanied minors can enroll in the Job Corps program without parental consent. Additionally, unemancipated minors must have parental/legal guardian consent to participate in the program.
Victims of Trafficking
A victim of trafficking is defined as an individual who has been subjected to recruitment, harboring, transportation, provision, or obtaining for labor or services through the use of force, fraud, or coercion, leading to involuntary servitude, peonage, debt bondage, or slavery.
Workflow Milestones
Workflow milestones indicate where the case is in the admissions process. These milestones include:
- Interest Expressed – When young person has been referred to Job Corps using enroll.jobcorps.gov. If the applicant's email was provided by the referrer, they will receive an automated email with instructions to begin their application.
- Application Started – The applicant has registered an account through Login.gov and has begun their application within MyJobCorps Portal.
- Application Submitted – The applicant has completed their application within MyJobCorps Portal and submitted for review by their assigned Admissions Representative (AR).
- Application Verified – The AR has reviewed the application and documents to verify completion and accuracy.
- Eligibility Determined – The AR has determined eligibility of the applicant for the Job Corps program.
- QA Review Requested – The AR has submitted the application and eligibility determination to their OA Manager for QA review.
- QA Review Completed – The OA Manager has completed their QA review.
- Center Assigned – An application has been completed and assigned to a Job Corp Center to begin enrollment.
- Returned for Revision – The case was returned by the OA Manager during QA Review, or by Center during Applicant File Review. The assigned Admissions staff should complete required updates.
- Enrolled – The applicant has been successfully enrolled at their Job Corps Center and the case has been closed.
- Denied – The applicant has been denied enrollment in the Job Corps program and the case has been closed.
504 Plan
A 504 Plan is one form of documentation of a disability. A 504 Plan most often is a list of accommodations and supports that a school agrees to provide a student with a disability to remove barriers and ensure the student has equal access to the general education curriculum and program. When developing a Job Corps Accommodation Plan, a 504 Plan can provide information about previous accommodations.
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