Process Expedited Enrollment

Overview of Expedited Enrollment 

Expedited enrollment is a policy for applicants experiencing homelessness, victims of human trafficking, and victims of natural or man-made disasters. It accelerates the enrollment process by allowing these applicants to temporarily meet some eligibility requirements through self-attestation, which will be verified later. This guide provides admissions staff with clear instructions on how to process expedited enrollment cases in MyJobCorps. 

Table of Contents 

How Expedited Enrollment is Triggered in MyJobCorps

This section explains how expedited enrollment is automatically triggered based on applicant responses and where staff can see that status.

In MyJobCorps Portal

Cases are triggered as expedited when an applicant submits their application in MyJobCorps Portal with one or more of the following criteria:

  • Homeless: Indicated in the “Home Life" section of the application. Any response other than "none of these apply to me" will flag the case as expedited.
Home Life section in Portal
Figure 1: Home Life section in Portal
  • Victims of Human Trafficking: Indicated in the "Personal Circumstances" section.
  • Natural/Man-made Disasters:  Indicated in the "Personal Circumstances" section.

 

Personal Circumstances in Portal
Figure 2: Personal Circumstances in Portal

In MyJobCorps Gateway

If a submitted application does not qualify for expedited enrollment, but you determine during the interview that they meet the criteria, you can use the Edit Application feature in MyJobCorps Gateway to update the Home Life and Personal Circumstances sections. This will change the urgency status to Expedited. To do so, follow the steps below, or refer to the Edit an Application guide:

  1. Select the case you want to edit.
  2. Select the Edit Application button.
  3. Depending on what criteria applies to the applicant:
    • Select the Home Life section to edit and indicate homelessness. 
    • Select the Personal Circumstances section to indicate the applicant is a victim of human trafficking or a victim of a natural or man-made disaster.
Edit an Application pop-up in Gateway showing Account Information
Figure 3: Edit Application in Gateway

  1. Select Save and Exit to save your changes.

Identify Expedited Enrollment Cases in Gateway

This section helps staff quickly recognize expedited enrollment cases in Gateway using visual indicators.

In MyJobCorps Gateway, using your Home or Search view, you can identify all of your expedited cases by using the Urgency column.

OA Manager Unassigned table on the Home view in Gateway
Figure 4: OA Manager Unassign table

You can also view the Urgency by selecting an application and checking the Summary tab.

 

Process Expedited Enrollment Cases

This section outlines the steps staff must take to process an expedited enrollment case once it has been identified. 

  1. Use the Urgency column to quickly identify applications marked as Expedited.
  2. Select the Expedited case to begin processing.
  3. Attempt initial outreach and confirm interest.
  4. While confirming interest, conduct the interview with the applicant – walk through the application with them and gather required information that is pertinent to the readmission assessment, background check, and readiness assessment.
  5. Verify the application to the best of your ability. Review and accept any documents that may have been provided already.  
    • SSN verification is required for all applicants who have an SSN, regardless of their urgency status. (This step does not apply to applicants using a TIN.)
  6. Perform the Readmissions Assessment, and if permitted to proceed, continue to the eligibility assessment.
  7. Assess eligibility criteria 1-3. If supporting documentation is unavailable, select Conditionally Eligible from the Confirm Criterion Result dropdown and select the Self-Attestation button.
  8. Request a background check. Expedited applicants must pass a background check prior to their enrollment.
    • It's strongly recommended to collect required documents while the background check is in progress to make the most of your time, as you'll need them to confirm eligibility regardless.
  9. Continue assessing eligibility criteria 5-10 while you wait for the background check results. If you cannot collect supporting documentation for any of these criteria, mark the applicant as Conditionally Eligible.
    • Reminder: Criteria 6 (Selective Service Registration) and 10 (Authorization for Use and Disclosure of Health Information) are satisfied by the signed agreements submitted with the application, so you can mark them as Confirmed Eligible.
  10. Select the applicant’s training program and center preferences.
  11. When the background check results have been received, make the final eligibility determination, marking the applicant as Confirmed Eligible or Confirmed Ineligible as you would for non-expedited cases.
    • If one or more criteria are marked as Conditionally Eligible the entire eligibility assessment will reflect Conditionally Eligible.
  12. If an applicant is determined Conditionally Eligible, enter a case note in the Communications Log that clearly defines the criteria that are missing supporting documents. This will inform the Center Records Manager, so they know to anticipate missing documents in E-Folder. This case note should be entered prior to submitting for QA Review.
  13. Conduct the Health questionnaire (ETA 653) and gather health information to the best of your ability.
  14. Request QA review from your OA Manager. If eligibility is confirmed and the case is assigned to center, the OA Manager must send an email to the Center Records Manager indicating that an expedited case has been submitted and routed to their queue.

Monitoring Expedited Enrollment in MyJobCorps

To effectively monitor expedited enrollments in MyJobCorps Gateway, you can use various filter and reports to track progress and status of expedited applicants after they arrive on center.

  • Search view: You can create a filter in the Search view for cases with Case Status set to Open and Center Status set to “Arrived”.
  • Reporting tab: You can also track cases using the Pending Arrival report or Arrival Report in MyJobCorps Gateway.

Collecting Documentation and Confirming Eligibility Post-Arrival

Once the student arrives on center, the case will be reopened in MyJobCorps. Admissions staff should work with applicants to collect and review/approve any missing documentation for criteria 1-10 within 90 days of the applicant’s arrival date; updating the eligibility status for each criterion in MyJobCorps to collect any missing documents and upload them on MyJobCorps Gateway. There are several ways you can do this:

  • Applicants can continue to upload documents to MyJobCorps.
  • You can also upload documents directly in MyJobCorps Gateway if the applicant is unable to login.
  • If the Center Records Manager collects documents directly, they will upload them to E-Folder. Maintain open communication to avoid duplicating efforts.

When the necessary documents are provided:

  1. Reassess eligibility for any criterion marked as Conditionally Eligible and update their status to Eligible or Ineligible.
  2. Once the final eligibility determination is confirmed, you are done taking action in MyJobCorps Gateway the Center Records Manager will take the next steps. Download and securely provide any new supporting documents that were provided by the applicant and notify the Center Records Manager. The Center Records Manager must provide a secure means for you to share the new supporting documents. Use the following email templates to communicate with the Center Records manger:
    • Confirmed Eligible: Use this email template if you change the eligibility status to Confirmed Eligible and securely provide the supporting documents.
    • Confirmed Ineligible: Use this email template if you change the eligibility status to Confirmed Ineligible and securely provide the supporting documents.
    • Confirmed Ineligible – Insufficient Documentation: Use this email template if you change the eligibility status to Ineligible due to being unable to collect the remaining documents within 90 days of arrival.

The Center Records Manager may work directly with the applicant on center to collect any missing documents. If they do, the Center Records Manager will upload those documents directly to E-Folder, so there is no need for the Admissions Representative to upload them in MyJobCorps. Additionally, the Center Records Manager may email the Admissions Representative to confirm that they have collected all necessary documents for eligibility or ineligibility. It’s important for both roles to maintain constant communication throughout this process.

 

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