This user guide is for the following MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
Overview
Welcome to the Gateway Quick Start Guide for Admissions staff. Whether you're new to Gateway or looking to refresh your knowledge, this guide is gives you the key information and quick tips you need to get going quickly.
Table of Contents
- Sign Into Your Account
- Assign a Case
- Review Assigned Cases
- Attempt Initial Contact and Confirm Interest
- Complete Case Actions
- Collect and Verify Health Information
- Complete QA Review
- Assign a Case to Center
- Monitor Case During Applicant File Review
Sign Into your Account
User Roles: Admissions Representative and OA Manager
- To sign in, select Click here if you are a DOL User and follow the remaining steps that appear.
You need an active jobcorps.org email address to sign in to MyJobCorps Gateway.
Learn more:
Assign a Case
User Role: OA Manager
- Navigate to the Home tab to view the Unassigned Prospects list in Gateway.
- Select case(s) to Assign to your staff. You can also assign multiple cases at once to a staff member.
Learn more:
Review Assigned Case(s)
User Roles: Admissions Representative and OA Manager
- Review your cases under the Prospects table on your home view.
- Monitor your prospects’ application progress by viewing the Created Account and Submitted Application columns. This information will help to inform outreach and next steps.
- If they haven't begun their application, help them get started by visiting enroll.jobcorps.gov.
- If they haven’t submitted the application, help them answer questions and make sure they select “Review and Submit” on their Portal Dashboard screen.
Learn more:
Attempt Initial Contact and Confirm Interest
User Roles: Admissions Representative and OA Manager
- Attempting Initial Contact is required within 24-hours of a prospect submitting an application.
- Prior to contacting, review the prospect’s preferred contact method to attempt contact.
- Once you attempt initial contact, create a communications log entry, and select Initial Contact in the Communications Category dropdown menu.
You must create an initial contact communications log entry even if you are unable to reach the prospect.
- If you successfully establish contact with the prospect, confirm their identity, and gauge their interest in Job Corps, you must document their interest.
- Document the prospect’s interest by navigating to the Actions dropdown menu and selecting Confirm Prospect’s Interest. Discuss their progress on the application and help them, as needed.
- After confirming interest, the prospect record will convert to an applicant record, and you will be able to proceed with case processing.
Learn more:
Complete Case Actions
User Roles: Admissions Representative and OA Manager
After confirming a prospect is interested in Job Corps, the case record converts to an applicant, and you can begin processing eligibility. This includes:
- Verifying an application
- Running the Readmissions check
- Assessing eligibility [Eligibility Criteria 1-10]
- Selecting the preferred trade and center
Review/Edit and Verify Application
User Role: All Admissions Staff
- This step ensures the accuracy of the application and reduces delays in eligibility processing, including background check results.
- Review and validate the information provided under the Application tab. The Verify Application checklist will guide you through what actions are still required before you can verify the application and will automatically update as steps are completed. Check to ensure all required fields have been completed and are accurate. Admissions staff must ensure the SSN provided by the applicant matches their uploaded proof of SSN.
- If the SSN matches, accept the document to verify the SSN.
- If the SSN doesn’t match, Admissions staff can override it from the document's details screen. This will update the SSN provided by the applicant in the Application.
- Once the Verify Checklist is complete, you will be able to select Verify to validate the application. This action must be completed before requesting a background check.
Learn more:
Review Readmissions
User Roles: Admissions Representative and OA Manager
To review previous enrollment information, click on the applicant whose information you'd like to review.
Select the Readmissions tab and click "Check History" to perform the search and confirm the result before moving on to assess eligibility.
You can request a readmit waiver at this stage if necessary.
Learn more:
Assess Eligibility
User Roles: Admissions Representative and OA Manager
Eligibility Criteria 1-3: Navigate to the Eligibility tab and begin by assessing Criteria 1-3. Criteria 1-3 must be completed before proceeding to Criterion 4 to request a background check.
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Eligibility Criteria 4: Request the Criminal Background Check.
An email notification will be sent once the result has been posted in the applicant’s Gateway case.
Review the automatically generated file with the details of the result in the Documents tab.
Once you confirm the results, select the appropriate Criterion Result on the Background Check screen.
Eligibility Criteria 5-10: While you await the Background Check results, you can continue to Criteria 5-10. Throughout the workflow, review and approve documents as necessary to confirm eligibility. If any documents are missing, be sure to obtain them from the applicant. Save after confirming each criterion. If the applicant responds in a manner that raises a serious concern, you will need to log the applicant's answer in the Communications Log.
Learn more:
- Navigate Eligibility
- Assess Eligibility Criteria 1-3
- Perform Background Checks (Criterion 4)
- Assess Eligibility Criteria 5-10
- Manage Documents
- Log Observations of Readiness
Complete Training Program and Center Selection
User Roles: Admissions Representative and OA Manager
While processing eligibility you can complete the trade and center selection.
You will need to select the applicant’s top preference and backup preference.
Selecting a training program displays a list of centers that offer that program.
Learn more:
Collect and Verify Health Information
User Role: All Admissions Staff
- Applicants will complete the Health Questionnaire in Portal as part of their application. Once their application is submitted, data collected from the Health Questionnaire will be transferred to Gateway for continued processing.
- You will need to verify the questionnaire.
- If an applicant is ineligible, you will be directed straight to QA Review.
Learn more:
Complete QA Review
Once an applicant’s eligibility is determined, and the signed health questionnaire for an eligible applicant is uploaded, the Quality Assurance (QA) Review tab will appear. Selecting QA Review will take you to multi-step process that clearly defines the actions you need to take to complete case processing. The role-based seps include:
- Requesting QA Review for the case Admissions Representative
- Conducting QA Review for the case as the OA Manager
Request QA Review
User Role: Admissions Representative
- Once an applicant’s eligibility is determined, and the signed health questionnaire for an eligible applicant is uploaded, the Quality Assurance (QA) Review tab will appear. Selecting QA Review will take you to multi-step process that clearly defines the actions you need to take to complete case processing.
- Select Request to assign the case for Quality Assurance review.
- Notify your OA Manager that the case is in their queue for their review.
Learn more:
Conduct QA Review
User Role: OA Manager
- Select the case from Review Requests table and complete quality assurance review.
- If the AR's eligibility determination is correct: Confirm the eligibility determination by selecting Confirm Determination.
- If there is an issue with the case or eligibility determination: Select Return for Revision. Provide specific revision notes to the assigned Admissions staff.
Learn more:
Assign Case to Center
User Role: OA Manager
- Confirm the AR has notified the applicant of their preliminary eligibility determination.
- The eligibility result will dictate how to complete case processing in MyJobCorps:
- If the applicant is ineligible, download and send the Denial Letter, then upload it to Documents.
- If the applicant is eligible, select Assign to Center.
- After this final step, the case will remain available in the Search view.
Learn more:
Monitor Case During Applicant File Review
User Role: All Admissions roles
After a case is assigned to center, continue to monitor its arrival and enrollment status while center staff complete file review.
- From the case Summary tab, check the real-time status by selecting the Refresh button in the Pending Center Status banner
- From the case, check the AFR tracker on the Wellness and Enrollment tabs
- Run the Pending Arrival and Arrival reports on the Reporting tab.
- Create a filter for Center status on the Search view.
Learn more:
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