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
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
- 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
MyJobCorps user role: OA Manager (OAM)
- View the Unassigned list of prospects from your Home view in Gateway.
- Select case(s) to Assign to your staff.
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Review Assigned Case(s)
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
- Review your cases under the Prospects tab of your Home view.
- Monitor your prospects’ application progress by viewing the Submitted Application Questionnaire column. This information will help to inform outreach and next steps.
- If they haven’t submitted the application, remind them to log back in to their Portal account by visiting enroll.jobcorps.gov, help them answer questions and make sure they select “Review and Submit” on their Portal Dashboard screen.
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Attempt Initial Contact and Confirm Interest
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
- Attempting Initial Contact is required within 24-hours of a prospect submitting an application.
- 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.
- Select Confirm Prospect’s Interest from the Actions menu to document their interest in Job Corps. 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.
- If the prospect is not interested in Job Corps at this time, withdraw the application.
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Complete Case Actions
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
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 and Verify Application Information
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
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/TIN provided by the applicant matches the provided proof of Identity. Use Verify SSN/TIN from the Actions menu to confirm the applicant's identity.
- If the SSN/TIN doesn’t match, Admissions staff can override the provided number from the Verify SSN/TIN popup. 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.
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Review Readmissions
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
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.
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Assess Eligibility
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
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.
Use the Background Check tab to review any previously requested background checks and Request a Background check. You'll be notified when results are available.
Review the JACS provided results from either the Background Check tab or the Criterion 4 screen from Eligibility tab.
Confirm the results from the Eligibility tab and select the appropriate Criterion Result.
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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.
If any criterion is determined as ineligible, the QA Review tab will appear. You will stop case processing, and request quality assurance for the case.
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
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
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.
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Collect and Verify Health Information
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
- Applicants are prompted to complete the Health Questionnaire in Portal following the submission of their application questionnaire. Data collected from the Health Questionnaire will be transferred to Gateway for continued processing.
- While providing health information is optional, all applicants must sign Form 653.
- If an applicant is preliminarily determined as Eligible for Gateway, you will need to verify the completeness of the Health questionnaire and collect any additional forms or documents.
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Complete QA Review
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
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
MyJobCorps user roles: Admissions Representative (AR)
- 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
MyJobCorps user roles: OA Manager (OAM)
- Select the case from Review Requests table and complete quality assurance review.
- If there is an issue with the case or eligibility determination: Select Return for Revision. Provide specific revision notes to the assigned Admissions staff.
- 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.
Learn more:
Assign Case to Center
MyJobCorps user roles: OA Manager (OAM)
- Confirm the AR has notified the applicant of their preliminary eligibility determination for Job Corps.
- The case will remain available on the Pending Arrivals tab of the Home view until the applicant arrives at center.
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Monitor Case During Applicant File Review
MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM)
After a case is assigned to center, continue to monitor its arrival and enrollment status while center staff complete file review.
- From the case, check the status on the Summary tab or use 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.
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